HVAC_Maintenance_and_Repair_Service_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

115-2025RFPL

HVAC MAINTENANCE AND REPAIR SERVICE

Southwest Ohio Regional Transit Authority

525 Vine Street

Cincinnati, OH 45202

RELEASE DATE: November 12, 2025

DEADLINE FOR QUESTIONS: December 9, 2025

RESPONSE DEADLINE: December 19, 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

HVAC Maintenance and Repair Service

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 - Attachment (B) Facilities (Revised)

C - Attachment C -equipment list (Revised)

D - Attachment (D) - HVAC Site Visits

Request For Proposal #115-2025RFPL

Title: HVAC Maintenance and Repair Service

1. Introduction

1.1. Summary

The Southern Ohio Regional Transit Authority (SORTA) is seeking a certified HVAC Contractor to establish and maintain a continuous, comprehensive preventative maintenance program as well as repair service program for a period of three (3) years.

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

Leslie Tackett Procurement Specialist 1401 Bank Street Cincinnati, OH 45214 Email: leslie.tackett@go-metro.com Phone: (513) 632-7544

Department:

Facilities

1.4. Timeline

Solicitation Release Date November 12, 2025

SITE VISIT #1 QUEENSGATE (Non-

Mandatory)

December 1, 2025, 8:00am

Agenda

1401 BANK STREET CINCINNATI, OH (South

Entrance - Located by USPS off Sherman Ave.)

mailto:leslie.tackett@go-metro.com tel:(513)632-7544

SITE VISIT #2 BOND HILL & ACCESS

(Non-Mandatory)

December 2, 2025, 8:00am

Agenda

4700 PADDOCK ROAD CINCINNATI, OH and

1801 TRANSPARK DRIVE CINCINNATI, OH -

SEE AGENDA

Deadline to Submit Questions December 9, 2025, 2:00pm

Addendum/Response to

Questions/Clarifications

December 12, 2025, 4:00pm

Proposals Due December 19, 2025, 2:00pm

2. Scope of Work

2.1. GENERAL REQUIREMENTS

1. The contractor / organization is required to have a minimum of eight (8) years' experience in the following: HVAC, Plumbing, Mechanical, Pneumatic systems, including Energy Management and Temperature Control Systems.

2. The Contractor shall render priority service to SORTA to perform all emergency and ordinary services as a condition of this contract.

3. Must furnish staff capable of performing full scope of work as well as their own support staff, materials, tools, equipment, and other supplies necessary for the satisfactory performance of this full scope of work.

4. May use Subcontractors that have been approved by SORTA.

A. All subcontracts will be at the sole expense of the Contractor, and the Contractor will be solely responsible for payment of its Subcontractors. The Contractor assumes responsibility for all Subcontracting and third-party manufacturer work performed or product delivered under the Contract. In addition, all subcontractors agree to be bound by all the Terms and

Conditions and specifications of the contract.

B. The Contractor will be the sole point of contact regarding all contractual matters.

5. Must have all applicable licenses and certifications required to perform requested work.

Contractor(s) and Subcontractor(s) may be required to document such licenses and certifications at the request of an agency.

6. Must follow all applicable Federal, State, and Local Safety Programs, Codes, Laws, Rules &

Regulations. All work must be performed in compliance with the Occupational Safety and Health

Act (OSHA) and any revisions thereto.

A. Any Citations issued by OSHA must be the responsibility of the Contractor.

7. Must adhere to individualized facility safety, security and check in requirements as identified by the designated facility point of contact.

8. Personnel must wear uniforms identifying themselves and the company represented. All work will be performed in a professional, workman like manner adhering to facility rules and respecting facility occupants.

9. Responsible for any act or neglect of their employees (or Subcontractors) when performing work under this contract. Employees will be expected to observe the rules and regulations of the facility when engaged in work under this contract on the facility’s premises and those adjacent private or public properties.

10. SORTA reserves the right to place any specialized services out for bid without affecting the terms and conditions of this contract if the awarded contractor cannot provide certified staff for the specialized services.

11. Must attend SORTA’s Contractor Safety Class (app. 30 minutes) prior to performing any work under this contract.

A. This program will include the Contractor’s responsibility to be compliant with all OSHA and

PERRP workplace guidelines and regulations.

12. SORTA has numerous locations where high voltage is present, therefore the Contractor MUST become familiar with the dangers associated with working around high voltage equipment.

13. Contractor shall be responsible for replacing/repairing any damage to existing structures in or outside SORTA property caused by Contractor’s workforce.

14. Contractor shall provide its employees with all protective equipment and tools and enforce their use, as required by the Project Safety Program, federal, state and local codes and regulations, and require the same of all of their subcontractors and other persons on the Project site

15. Contractor shall follow State of Ohio Governor’s Orders, Responsible Restart Ohio guidelines, City of Cincinnati Public Health Safety Orders and Hamilton County Health Orders regarding public safety while working in and around SORTA facilities.

2.2. OVERVIEW OF SYSTEMS

1. All HVAC, mechanical, electrical, pneumatic, energy management systems, temperature control systems, air handlers, VAV boxes, etc. at ALL SORTA facilities and locations noted in attachment along with any additional facilities and/or locations that will be added to the contract coverage as a Change Order.

2. Establish & maintain a Water Treatment program for the closed loop systems as approved by

SORTA. In addition, Contractor must supply SORTA with electronic reports of all testing and treatments.

3. The boiler room(s) maintenance program includes all hot water boilers, motors, valves, gas valves, oil valves, fuel lines, water valves, dampers, mandatory industry inspections & certifications and controls.

4. All Carbon Monoxide Monitoring Systems shall include any/all required testing, calibrations and certifications.

5. All Nitrous Oxide (NO2) monitoring systems shall include any/all required testing, calibrations and certifications.

6. All Vehicle exhaust systems are to be maintained in good working order.

7. Pumps, sump pumps, water coolers, water heaters and other mechanical equipment existing at the time of contract activation date.

8. Annual Backflow preventer testing and certification.

A. Total number of Backflow Preventers in SORTA facilities at time of this solicitation is 15.

2.3. PREVENTATIVE MAINTENANCE (PM) PROGRAM

PM will be defined as the following: maintenance that is proactively performed on an asset with the goal of lessening the likelihood of failure, reducing unexpected downtimes, and prolonging its useful life. In practice this means checking equipment for small problems and fixing them before system failure can occur.

Within 90 days of award, the Contractor will be expected to develop a continuous, comprehensive PM program based on each building’s run time as well as on the Original Equipment Manufacturers (OEM) maintenance specifications. The Contractor will maintain the agreed upon PM Program for the duration of the contract. PM tasks include inspection of the performance of all components and testing, adjustment, calibration, cleaning, lubrication, treatment, and parts replacement of all system components.

1. These tasks are to be scheduled, administered, and monitored by the Contractor with full NO

VALUE

A. All maintenance tasks to be performed should be scheduled out for one year and include a detailed description of each and their frequency per the OEM (i.e. weekly, monthly, biannually, annually) etc.

B. Where OEM requirements are not available, the Contractor must determine the scheduled interval, with no PM inspection exceeding a 90-day period.

2. The Contractor will furnish all tools, equipment, job labor, shop labor, travel labor and other labor related expenses required for all planned service activities.

3. To discover problems / issues sooner, reduce downtime and service calls, regularly monthly walkthroughs of each location are required.

A. Minor repairs made during these walkthroughs will be considered PM.

B. A detailed list of items to be checked will be mutually agreed upon for the walkthroughs and the technician and SORTA representative will sign off on this list.

2.4. REPAIR SERVICE (RS) PROGRAM

RS will be defined as the following: Other, typically unscheduled, service calls and repair for unexpected breakdowns and repairs resulting from abnormal building environment conditions or not listed as PM.

• The Contractor must provide the necessary labor, equipment, materials, parts, tools, test equipment and expense to complete service calls and repairs as needed.

• Unscheduled service calls and repairs shall be documented and submitted to SORTA at time of repair.

o E-mail documentation is acceptable for unscheduled work and should include what was found to be repaired / replaced and corrective action taken.

2.5. PARTS & LABOR

• All parts furnished shall be new and OEM approved if available. Used, rebuilt or reconditioned parts, components or equipment shall not be permitted, except as an emergency measure to keep the system operating. Such a measure shall be considered a temporary fix, to be followed with the installation of the correct, new item as soon as available. Replacement components or equipment must be the same manufacturer as the original equipment and the identical model or current equivalent model of the manufacturer. If substitutions are necessary due to obsolescence or delayed availability, the Contractor may use another manufacturer, providing written documentation is submitted to SORTA within three (3) days of such substitution action. This documentation shall include as a minimum:

o Original manufacturer, model, physical data and capacity of item being replaced.

o The reason for substitution - obsolescence or delayed availability.

o Substitute manufacturer, model, size and capacity.

o Substitute manufacturer, published data and drawing, showing specific physical data and capacity performance or component or equipment.

o Updated equipment inventory list identifying item changes and showing full description of substituted items.

o If the reason for substitution was delayed availability, contractor shall state availability quoted by original equipment manufacturer and by substitute manufacturer.

o Failure to submit the required documentation of substitutions can be considered justification for contract termination, without limit of time of discovery. Such failure may be considered a default of the contract.

o Should SORTA discover that the substituted item is deficient in capacity or equivalent quality, without time limit, the Contractor shall be obligated to replace that item with an item specified by SORTA, at no additional cost.

o All parts that are replaced with new parts must be turned over to SORTA, along with any written reports that may be due

• Labor rates should keep in mind the following operating hours (Eastern Standard Time):

o Regular hours: 7:00 a.m. to 5:00 p.m.

o After Service hours: 5:00 p.m. to 7:00 a.m.

o Emergency hours: All nationally observed holidays and/or anytime SORTA declares an emergency and requires immediate response.

• Response time must be four (4) hours maximum for non-emergency service calls related to environmental comfort conditions.

o SORTA will reimburse the Contractor for time expended on nuisance calls exceeding two (2) per quarter. Nuisance calls will be defined as calls that require no action or calls that could have been addressed by SORTA staff (i.e. adjust thermostat).

• Response time shall be two (2) hours or less for emergency calls.

o Emergency calls are normally those related to human safety and health, property protection, computer rooms and preservation of food or materials sensitive to the environment.

o The determination of whether a service call is non-emergency (4 hours) or emergency (2 hours) shall be determined solely by the SORTA representative at the time the call is placed;

the Contractor must respond accordingly.

o Response time for this contract is defined as the time lapsed from the time a call is placed until a qualified service mechanic arrives at the designated building in a service vehicle fully equipped with proper tools and normal emergency parts.

o It is the Contractor's obligation to respond to all service calls, as defined above, at any hour of the day or night, weekends and holidays.

Failure to respond as specified may result in a negative impact to vendor performance ratings. Repeated failures shall be considered justification for contract modification to include penalties and/or termination.

2.6. EQUIPMENT COVERAGE

• SORTA has provided an estimated HVAC equipment list (see attachment). While effort has been made to ensure that every piece of equipment is listed, it is not guaranteed that every piece of equipment has been included or is still in place.

• Whether or not the equipment is listed, the Contractor shall still be responsible for the maintenance of the equipment.

• It shall be the Contractor's responsibility to verify all equipment and to add/subtract equipment from the list as applicable.

• It is highly recommended that the contractor develop their own equipment list prior to submitting a proposal. There will be scheduled times for vendors to inspect the facilities covered under this contract prior to the bid submittal date.

REVISED EQUIPMENT LIST

• Within 90 days of award, the Contractor shall provide a revised itemized equipment list by facility, including Make, Model, Serial Number and PM plan.

• This document shall serve as "SORTA's Master Facility and Equipment Inventory list" for the purposes of the on-going contract. The "Master Facility and Equipment Inventory List" shall include all HVAC, mechanical, electrical, pneumatic, energy management system equipment, temperature controls, carbon monoxide monitoring system, nitric oxide systems, components and controls that shall be covered. This "Master list" shall be maintained throughout the life of the contract.

• All equipment and control devices listed in SORTA’s Master Facility Equipment Inventory List" shall be maintained and repaired by the Contractor.

o That includes, but is not limited to, all parts of all equipment including internal, external, fixed or moving components and attached insulation, jackets and accessories. This shall include all moving parts, shells, casings, control valves, motors, operators, linkage, coils, tubes, air handlers, fan motors, compressors, evaporators, condensers, dampers, filters, refrigerant, sump pumps, sewage pumps, floats, control devices, electrical gear mounted in or on the equipment, and all components of all temperature control items including room sensors, room thermostats, and EMS.

o Air-cooled condensers shall be thoroughly cleaned per OEM requirements but not less once per Quarter.

o All coils and other heat transfer surfaces, tubes, fans, etc. shall be cleaned and maintained per

OEM recommendations. If found to be filmed or dirty the Contractor shall clean them in accordance with OEM recommendations / requirements & industry standards.

o The Contractor shall determine the required specifications and appropriate filter sizes for all equipment. The Contractor is required to develop and provide a schedule for filter replacements based on operation requirements and OEM recommendations.

▪ The Contractor shall submit the filter replacement schedule to SORTA for consideration within 90 days post contract award.

▪ In the possible absence of other filter change frequency information, filters shall be replaced at a minimum of quarterly during periods of operation. The Contractor shall remove and properly dispose of all filters in SORTA's on-site external trash dumpsters.

o Painting for the purpose of corrosion control and neat appearance of all equipment on an as needed basis and as instructed by SORTA’s project manager shall be the responsibility of the

Contractor.

o The Contractor shall maintain a sufficient inventory of parts (i.e., belts, refrigerants, gaskets, filters, seals, damper motors, bearings, lubricants, cleaning products, control system parts, etc.) to provide timely service.

EQUIPMENT REPLACEMENTS DURING THE CONTRACT TERM

• SORTA is aware of the need to replace some equipment that is outdated, beyond its useful life or is high maintenance equipment. The Contractor is instructed to create a list of the top ten pieces of equipment that should be replaced to improve efficiency and reduce maintenance costs. This list of equipment shall be developed AFTER the contract award and within 180 days.

• This list will be utilized to plan for Capital Projects to replace the equipment recommended by the

Contractor. Some equipment will be high maintenance due to its age or current condition.

Therefore, the Contractor and SORTA will discuss any changes to the annual PM contract after any new equipment is installed.

2.7. SAFETY AND REGULATORY TESTING AND INSPECTIONS

The Contractor shall include all required labor and permits to open or disassemble equipment for testing and inspection by the State of Ohio and/or authorized agencies, as directed by SORTA. Upon completion of such inspections, Contractor shall reassemble and restart the equipment.

2.8. EXCLUSIONS/EXCEPTIONS

• The Contractor shall not be held responsible for failures or equipment damage due to non-maintenance related causes:

• Acts of Nature -- windstorm, hail, lightning, flood waters, earth tremors

• Domestic hot and cold-water piping system or fixture failures, after the first valve

• Sewer / drain lines backup or stoppage.

• Fire

• Vandalism and theft

• Improper system operation by others

• Response times to failures resulting from these items shall be as described herein

• Delays due to unavailability of equipment, strikes, riots, civil or military authority

• Electrical power wiring or main switch gear

• Power outages or other interruption of utility services

SPECIFIC EXCLUSIONS / EXCEPTIONS

• Compressors above 20 tons

• New Condenser Coils, Heat Exchangers (Parts Only)

• Freon more than 10 pounds

• Ductwork, structural supports, cabinets, casings, (Parts Only)

• Cleaning of Ductwork

• System Replacements

• Storage Tanks

• Water or Drain Piping (Parts Only)

• Boiler Valves, Flues, Shell and Tube assemblies for Boilers (Parts Only)

• Electronic Circuit Boards (Unless failure is due to contractor error) (Parts Only)

Contractor requests for other exclusions within the response to this solicitation will be considered.

2.9. QUALITY CONTROL/ QUALITY ASSURANCE

• As part of this solicitation, the Contractor shall submit their Quality Control/Quality Assurance program which includes the following o How each technician's work is tracked and monitored o Any documentation of repeat work o Any trends of equipment breakdowns o The Contractors Quality Program (How quality is managed)

2.10. SORTA’S RESPONSIBILITIES

SORTA shall commit to being a partner in this contract. The following guidelines shall represent this commitment to be a long-term partner for the services stated above.

• It is agreed that SORTA will provide access to all devices which are to be serviced. The

Contractor shall be free to start and stop all primary equipment incidental to the operation of the mechanical system(s) as arranged with and directed by SORTA.

• SORTA will immediately notify the Contractor of any unusual operating conditions associated with the equipment protected by this agreement.

• Damage obviously due to items listed as exclusions will cause SORTA to request the Contractor for a quotation for the replacement parts plus the labor necessary to install the parts.

• SORTA shall have the authority to remove from the building any employee of the Contractor who shall be found in any way unsatisfactory or detrimental to its best interest.

• SORTA’S Project Manager shall have the authority to request a particular qualified employee to repair any mechanical system that needs inspected/repaired while the Journeyman is on SORTA property on a service call.

2.11. Price Proposal Requirements

Provide pricing in the Pricing Proposal (Section 9) ONLY. Price should not be included in the technical proposal or business proposal. Pricing submitted in any area other than the Pricing Proposal (Section 9) will disqualify the submission from review.

• Labor – Contractor must provide a fixed labor rate o Rate for Regular Service, Non-Regular Service, and Emergency Service Hours should be included (See Pricing Proposal - Section 9) o Labor rates listed within proposal are not to be exceeded.

▪ All trades shall be included, and a blended rate should be utilized for all billable rates under this contract.

• Materials markup – Contractor must provide a percentage parts markup to be used under this contract, where applicable and for the duration of the contract.

o Markup percentage as quoted in response to this solicitation is not to be exceeded for the duration of the contract.

• Prevailing Wage o This is a State of Ohio Prevailing Wage Project. Applicable rates may be found on the Ohio

Department of Labor website at https://com.ohio.gov/divisions-and-programs/industrial-compliance/wage-and-hour/guides-and-resources/view-prevailing-wge-rates.

• SORTA is tax-exempt. Upon request, SORTA will provide the selected Contractor with

SORTA’s Certificate of Tax Exemption.

https://com.ohio.gov/divisions-and-programs/industrial-compliance/wage-and-hour/guides-and-resources/view-prevailing-wge-rates https://com.ohio.gov/divisions-and-programs/industrial-compliance/wage-and-hour/guides-and-resources/view-prevailing-wge-rates https://wagehour.com.ohio.gov/w3/webwh.nsf/wrlogin/?openform.

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 Friday, December 19, 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)

1. Cover Letter

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

2. 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

3. Property Tax Affidavit

4. 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

1. 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/214647/document?section=2013297

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 2:00 pm on Tuesday, December 9, 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 4:00 pm on Friday, December 12, 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:

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

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

SORTA contracts;

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

4. 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/214647/document?section=2013296 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

1. 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).

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

A. 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.

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

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

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

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

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

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

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

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

4. 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.

5. 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/214647/document?section=2013300

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:

1. Ensure nondiscrimination in the award and administration of contracts

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

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

4. 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 Three (3) years.

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 instructions on the documents for instructions 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*

Pleas…