On-Call_Architectural_and_Engineering_(A&E)_Services_Request_for_Qualifications.pdf

2026-RFQ-CB-01

ON-CALL ARCHITECTURAL AND ENGINEERING (A&E)

SERVICES REQUEST FOR QUALIFICATIONS

NEORide

One Park Center Drive

Wadsworth, OH 44281

RELEASE DATE: September 22, 2026

DEADLINE FOR QUESTIONS: October 7, 2026

RESPONSE DEADLINE: November 16, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

NEORide

On-Call Architectural and Engineering (A&E) Services Request for

Qualifications

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)

Attachments:

A - 2026-RFP-CB-03 Attachment A-Statement of Qualifications

#2026-RFQ-CB-01

Title: On-Call Architectural and Engineering (A&E) Services Request for Qualifications

1. LEGAL NOTICE

Tuesday, September 22, 2026

Request for Proposals

On-Call Architectural and Engineering (A&E) Services Request for Qualifications

RFP #2026-RFQ-CB-01

1.1. Summary

This solicitation is being administered by NEORide on behalf of CityBus (Greater Lafayette Public

Transportation Corporation). The resulting contract, if awarded, will be between CityBus and the selected consultant. NEORide is serving solely as the procurement administrator for this solicitation.

CityBus seeks proposals from qualified architectural and engineering (A&E) firms to provide professional services on an as-needed basis in support of future capital improvement projects, facility planning, infrastructure improvements, and other transportation-related initiatives. Services will be requested through individual task orders and may include planning, feasibility studies, architectural and engineering design, environmental documentation, permitting, construction administration, cost estimating, grant support, and other related professional services as needed.

The successful proposer shall demonstrate significant experience providing architectural and engineering services for public agencies, municipal organizations, or public transportation providers. Experience with federally funded projects, FTA requirements, ADA accessibility, applicable building codes, environmental compliance, and the planning and design of transit facilities and infrastructure is highly desirable.

1.2. Background

CityBus is the public transportation provider serving the Greater Lafayette and Tippecanoe County region. CityBus operates fixed-route, paratransit, and other public transportation services that support the mobility needs of residents, businesses, educational institutions, and visitors throughout the community.

As a recipient of federal and state funding, CityBus is committed to maintaining safe, accessible, and sustainable public transportation infrastructure while ensuring compliance with all applicable regulatory requirements and prudent stewardship of public resources.

To support these responsibilities, CityBus seeks to establish a contractual relationship with one or more qualified architectural and engineering (A&E) firms to provide professional services on an as-needed basis. The selected consultant(s) will provide technical expertise in support of the agency's capital improvement program, facility planning, infrastructure development, and other transportation-related initiatives through individually authorized task orders.

The successful proposer will serve as a trusted technical advisor to CityBus's executive leadership and project staff, providing planning, architectural, engineering, and related consulting services that support sound decision-making, efficient project delivery, and long-term asset management. The selected firm is expected to develop a thorough understanding of CityBus's facilities, operations, strategic priorities, and capital improvement objectives while delivering innovative, practical, and cost-effective solutions tailored to the agency's needs.

Because CityBus regularly undertakes projects funded through the Federal Transit Administration (FTA) and other state and federal programs, the selected firm should possess demonstrated experience providing professional services to public agencies, governmental organizations, or public transportation providers.

Proposers should have experience with applicable federal, state, and local requirements, including FTA-funded projects, ADA accessibility standards, environmental compliance, permitting, applicable building codes, Buy America/Buy America Act requirements where applicable, and the planning, design, and construction administration of transit-related facilities and infrastructure.

This procurement is intended to establish a long-term professional relationship with a qualified A&E firm capable of supporting CityBus's ongoing operational and capital needs. Services may include, but are not limited to, facility and site planning, architectural and engineering design, feasibility studies, environmental documentation, cost estimating, construction administration, grant support, transit facility improvements, passenger amenities, maintenance and operations facilities, alternative fuel and electric vehicle infrastructure, and other professional services that may arise throughout the contract term.

Specific work assignments will be issued on an as-needed basis through individual task orders, and there is no guarantee of a minimum or maximum volume of work.

1.3. Contact Information

Project Contact:

Michelle Robinson Development and Compliance Specialist 1 Park Centre Dr Ste 300 Wadsworth, OH 44281 Email: micheller@neoride.org Phone: (330) 819-4166

Procurement Contact:

Michelle Robinson Development and Compliance Specialist 1 Park Centre Dr Ste 300 Wadsworth, OH 44281 Email: micheller@neoride.org Phone: (330) 819-4166

Department:

CityBus

Department Head:

Bryan D. Smith Chief Executive Officer

1.4. Timeline

Procurement Schedule

Project Posted September 22, 2026 mailto:micheller@neoride.org tel:(330)819-4166 mailto:micheller@neoride.org tel:(330)819-4166

Deadline for questions, clarifications and approved equal requests:

October 7, 2026, 5:00pm

Deadline for responses to questions/clarifications and approved equals:

October 16, 2026, 5:00pm

Proposals due: November 16, 2026, 5:00pm

2. INSTRUCTIONS TO PROPOSERS

2.1. Purpose

This solicitation seeks bidders for: On-Call Architectural and Engineering (A&E) Services Request for

Qualifications. The Contract shall be awarded for One (1) year, commencing in 2026, with the option to renew for four (4) additional one-year terms.. 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 5:00 pm on Monday, November 16, 2026. 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.

https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/289824/document?section=2791651

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 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, October 16, 2026. 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 https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/289824/document?section=2791649 https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/289824/document?section=2791651 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 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. Summary

The purpose of this Request for Proposals (RFP) is to solicit qualifications and proposals from qualified architectural and engineering (A&E) firms to provide professional consulting services to CityBus under an on-call professional services agreement. Services will be provided on an as-needed basis for an initial one-year term, with four (4) optional one-year renewal periods, subject to satisfactory performance, mutual agreement, and the availability of funding.

The contract awarded under this solicitation is intended to provide CityBus with timely access to qualified architectural, engineering, planning, and related technical consulting services to support a variety of future capital improvement projects, facility enhancements, infrastructure initiatives, and other transportation-related needs. Work will be authorized through individual task orders, with the specific scope, schedule, and deliverables established for each assignment. Task orders may include, but are not limited to, planning studies, feasibility analyses, architectural and engineering design, environmental documentation, permitting, cost estimating, construction administration, grant support, and other professional services as required.

NEORide is issuing and administering this Request for Proposals (RFP) on behalf of CityBus (Greater

Lafayette Public Transportation Corporation). This procurement is being conducted exclusively for the benefit of CityBus and is not a cooperative procurement or purchasing agreement. Services resulting from this solicitation will be provided solely to CityBus under a contract executed between CityBus and the selected proposer.

3.2. Project Details

This procurement is being administered by NEORide in accordance with applicable federal procurement requirements, including 2 CFR Part 200, the Brooks Act (40 U.S.C. §§1101–1104), and FTA Circular

4220.1F (or its successor guidance), on behalf of CityBus.

CityBus intends to establish one or more on-call professional services contracts with qualified architectural and engineering (A&E) firms to provide planning, design, engineering, and technical consulting services on an as-needed basis. Specific assignments will be authorized through individual task orders. There is no guarantee regarding the number, scope, or value of task orders issued during the contract term.

The selected consultant(s) may be requested to provide services including, but not limited to, the following:

A. Planning and Feasibility Services

Provide professional planning and preliminary engineering services including:

• Facility master planning

• Capital improvement planning

• Site selection studies

• Feasibility studies

• Alternatives analysis

• Existing conditions assessments

• Condition assessments

• Asset evaluations

• Concept development

• Preliminary engineering

• Programming documents

• Cost-benefit analyses

B. Architectural Services

Provide architectural services for transit-related facilities including:

• Building design

• Facility renovations

• Operations and maintenance facilities

• Administrative offices

• Passenger facilities

• Transit centers

• Bus shelters

• Park-and-ride facilities

• Interior renovations

• Space planning

• ADA accessibility improvements

• Architectural renderings

• Construction documents

C. Engineering Services

Provide professional engineering services including:

• Civil engineering

• Structural engineering

• Mechanical engineering

• Electrical engineering

• Plumbing engineering

• Fire protection engineering

• Geotechnical coordination

• Utility coordination

• Site engineering

• Stormwater management

• Drainage design

• Pavement design

• Traffic engineering

• Parking lot design

D. Transit Infrastructure and Capital Improvements

Provide engineering and design services supporting:

• Bus maintenance facilities

• Vehicle storage facilities

• Administrative buildings

• Passenger amenities

• Bus stops

• Bus shelters

• Transit centers

• Maintenance equipment installations

• Fleet support infrastructure

• Signage and wayfinding

• Security improvements

• Lighting improvements

• Facility modernization projects

E. Alternative Fuel and Zero-Emission Infrastructure

Provide planning and engineering services related to:

• Electric vehicle charging infrastructure

• Battery electric bus facilities

• Hydrogen fueling infrastructure

• Propane fueling systems

• CNG infrastructure

• Facility electrical upgrades

• Utility coordination

• Energy assessments

• Fleet transition planning

• Charging analyses

• Infrastructure phasing plans

F. Environmental and Regulatory Compliance

Provide services supporting:

• Environmental documentation

• NEPA compliance

• Environmental permitting

• Environmental assessments

• Historic preservation coordination

• Environmental resource coordination

• Utility permitting

• Stormwater permitting

• Local permitting

• Code compliance

• ADA compliance

• Accessibility reviews

G. Construction Phase Services

Provide construction administration services including:

• Bid support

• Responses to contractor questions

• Addenda preparation

• Shop drawing review

• Submittal review

• Requests for Information (RFI) responses

• Construction observation

• Site visits

• Progress meetings

• Change order review

• Pay application review

• Punch list development

• Final inspections

• Project closeout assistance

H. Grant and Federal Compliance Support

Assist CityBus with projects funded through the Federal Transit Administration and other funding sources by providing:

• Project development support

• Scope development

• Cost estimating

• Independent cost estimates

• Grant application technical support

• Federal compliance documentation

• Design documentation

• Buy America coordination (where applicable)

• Davis-Bacon coordination (where applicable)

• FTA project documentation

I. Specialized Technical Services

Provide additional professional consulting services including:

• Cost estimating

• Value engineering

• Life-cycle cost analysis

• Building condition assessments

• Asset management support

• Facility inspections

• Safety assessments

• Risk assessments

• Sustainability planning

• Resiliency planning

• Peer review of designs

• Technical specifications

• Engineering reports

• Expert consultation

Deliverables

Depending upon the assigned task order, deliverables may include:

• Planning studies

• Engineering reports

• Feasibility studies

• Conceptual designs

• Preliminary engineering documents

• Construction drawings

• Technical specifications

• Engineer's opinions of probable construction cost

• Bid documents

• Permit applications

• Environmental documentation

• Construction administration documentation

• Inspection reports

• Meeting minutes

• Project schedules

• Final record drawings (as applicable)

Qualifications

Proposers should demonstrate:

• Minimum of ten (10) years of experience providing architectural and engineering services for public agencies, municipalities, airports, higher education institutions, or public transportation organizations.

• Experience with FTA-funded capital projects.

• Experience with transit facility planning and design.

• Knowledge of applicable federal, state, and local design standards.

• Experience with ADA accessibility requirements.

• Experience managing multidisciplinary design teams.

• Ability to provide responsive on-call services through a dedicated project manager supported by qualified architectural, engineering, and technical staff.

The proposal shall include resumes for all key personnel expected to perform services under this contract.

Performance Expectations

The selected consultant shall:

• Respond to routine requests for services within one (1) business day.

• Be available for urgent project needs when requested by CityBus.

• Assign a dedicated Project Manager as the primary point of contact.

• Maintain regular communication throughout each task order.

• Deliver complete, coordinated, and technically accurate work products.

• Meet established project schedules and budget constraints.

• Provide practical, innovative, and cost-effective design solutions.

• Maintain compliance with all applicable federal, state, and local requirements.

• Coordinate effectively with CityBus staff, regulatory agencies, contractors, utility providers, and other project stakeholders.

• Support CityBus in delivering safe, accessible, sustainable, and high-quality transit facilities and infrastructure.

3.3. Project Administration

NEORide has been authorized by CityBus (Greater Lafayette Public Transportation Corporation) to administer this procurement process on the agency's behalf. NEORide's responsibilities include issuing the solicitation, coordinating communications with prospective proposers, administering addenda, receiving and distributing Statements of Qualifications (SOQs) and proposals, facilitating the evaluation process, and assisting with negotiations and contract execution as requested by CityBus.

CityBus will serve as the evaluation committee and will independently evaluate all submissions in accordance with the evaluation criteria established in this solicitation. Consultant selection will be based on demonstrated qualifications, competence, and experience to perform the required professional services in accordance with the Brooks Act (40 U.S.C. §§ 1101–1104), applicable Federal Transit Administration

(FTA) requirements, and other applicable federal and state laws. Following the selection of the most qualified firm, CityBus will negotiate a fair and reasonable fee for the required services. If CityBus is unable to successfully negotiate a contract with the highest-ranked firm, negotiations may be terminated, and CityBus may proceed to negotiate with the next highest-ranked firm in accordance with applicable procurement requirements.

CityBus retains sole authority for consultant selection, contract award, task order authorization, contract administration, acceptance of services, and all decisions related to the resulting agreement.

The contract resulting from this solicitation shall be executed between CityBus and the selected consultant(s). NEORide is serving solely as the procurement administrator for this solicitation and shall not be a party to the resulting agreement or assume any contractual obligations arising from this procurement.

3.4. Award

Following completion of the evaluation process, CityBus intends to rank the responding firms based on the evaluation criteria established in this solicitation and identify the firm determined to be the most highly qualified to perform the required professional services. Selection will be made in accordance with the Brooks Act (40 U.S.C. §§ 1101–1104), applicable Federal Transit Administration (FTA) requirements, and all other applicable federal and state procurement laws.

Upon selection of the highest-ranked firm, CityBus will enter into negotiations to establish a mutually acceptable scope of services and a fair and reasonable fee for the requested services. If CityBus is unable to successfully negotiate a satisfactory agreement, negotiations may be terminated, and CityBus reserves the right to initiate negotiations with the next highest-ranked firm until an agreement is reached.

CityBus reserves the right to award contracts to one or more qualified firms if determined to be in the best interest of the agency to meet anticipated service needs. CityBus further reserves the right to reject any or all submissions, waive informalities or minor irregularities, request additional information, or cancel this solicitation at any time if such action is determined to be in the best interest of the agency.

Any recommendation developed during the evaluation process shall be subject to final approval by

CityBus, and no contract shall be binding until fully executed by all authorized parties.

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.

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

CityBus 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.

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

https://procurement.opengov.com/portal/butlercountyrta/projects/289824/document?section=undefined

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 NEORide, then an award may be made to that proposer. If not, NEORide reserves the right to request another best and final offer.

Once the Selection Committee determines the Proposal which is most advantageous to NEORide, the proposal, including pricing, specifications and term of Contract, would then be presented to NEORide's

Executive Committee for approval.

5.6. Contract Negotiation and Finalization

Once approval has been obtained by the Selection Committee and the Executive

Committee, Development and Compliance Specialistwill begin gathering any remaining documentation and begin Contract negotiations. The award is considered pending during Contract negotiations and will not be formally announced until negotiations have ceased and the document signed.

If the NEORide and CityBus staff is unable to negotiate a satisfactory contract with the first-ranked proposer at a fair and reasonable price, negotiations will be formally terminated. Negotiations would be undertaken with the second-ranked proposer, and so on, until a satisfactory contract could be negotiated.

Formal Contract award will occur when CityBus signs the Contract and issues a Purchase Order. No other act of CityBus shall constitute Contract award.

5.7. Notice to Proceed

The Contract will serve as the formal Contract award, will establish the Contract value and incorporate the terms of this document but will not be the authorization for Contractor to proceed. When CityBus provides copies of the signed Contract to all parties and finalizes the award in the eProcurement Portal to notify all vendors publicly, this will constitute a Notice to Proceed to Contractor.

6. EVALUATION CRITERIA

The Evaluation Committee will evaluate the proposals in accordance with the criteria set forth below. The total evaluation points, as separately determined by each team member, will be added and each proposer will be ranked in numerical sequence, from the highest to the lowest score. NEORide may then select the proposal that is considered the most advantageous to NEORide.

6.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Qualifications & Relevant Experience

Evaluate the firm's overall qualifications and experience providing professional architectural and engineering services similar in scope and complexity.

Consider:

• Experience with public agencies and transit providers

• Similar on-call contracts

• Facility planning and design

• Maintenance facilities

• Transit centers

• Bus shelters and passenger amenities

• Alternative fuel or zero-emission infrastructure

• Construction administration

• Quality of previous work

Points Based 30 (30% of Total)

2. Project Team Qualifications

Evaluate the qualifications of the proposed project manager and key personnel.

Consider:

• Education

• Professional registrations (PE, RA, etc.)

• Years of experience

• Relevant project experience

• Availability

• Organization of the project team

Points Based 25 (25% of Total)

3. Technical Approach & Understanding of

Services

Evaluate the firm's understanding of CityBus's needs and its proposed approach.

Consider:

• Understanding of the scope

• Task order approach

• Communication plan

• Quality control process

• Innovation

• Problem-solving approach

• Ability to manage multiple assignments

Points Based 20 (20% of Total)

4. Transit & Federal Experience

Evaluate experience with federally funded transit projects.

Consider:

• FTA-funded projects

• Brooks Act procurement experience

• ADA compliance

• NEPA/environmental documentation

• Transit facility design

• Federal grant requirements

• Buy America (where applicable)

• Coordination with public agencies

Points Based 15 (15% of Total)

5. Capacity, Responsiveness, and Project

Management

Evaluate the firm's ability to respond quickly to

CityBus's needs.

Consider:

• Current workload

• Local or regional presence

• Availability of staff

• Schedule management

• Ability to meet deadlines

• Communication

• References

Points Based 10 (10% of Total)

6.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interview Stage

Following the initial evaluation of Statements of Qualifications (SOQs), CityBus reserves the right, at its sole discretion, to invite one or more of the highest-ranked firms to participate in interviews or presentations. The purpose of the interview is to further evaluate each firm's qualifications, project team, technical approach, communication style, and ability to successfully perform the requested professional services.

Interviews, if conducted, may include discussions regarding the firm's relevant experience, proposed project management approach, key personnel, quality control procedures, responsiveness, understanding of

CityBus's needs, and approach to managing multiple task orders. Firms may also be asked to respond to scenario-based questions or provide additional clarification regarding their qualifications.

If interviews are conducted, they may be scored and incorporated into the final evaluation in accordance with the evaluation criteria established in this solicitation. CityBus reserves the right to adjust the final rankings based on interview results. Participation in an interview does not guarantee contract award.

Points Based 20 (100% of Total)

7. GENERAL TERMS & CONDITIONS

7.1. Assignability

NEORide reserves the right to assign all or any portion of the award under this contract including option quantities. NEORide's right of assignment will remain in force over the specified contract period or until completion of the contract to include options, whichever occurs first.

The terms and provisions of the Contract Documents shall be binding upon NEORide and the Contractor and their respective partners, successors, heirs, executors, administrators, assigns and representatives. The rights and obligations of the Contractor under the Contract may not be transferred, assigned, sublet, mortgaged, pledged or otherwise disposed of or encumbered in any way. The Contractor may subcontract a portion of its obligations to other firms or parties but only after having obtained the prior written approval by NEORide of the subcontractor, which approval shall not be unreasonably withheld. NEORide may assign its rights and obligations under the Contract to any successor to the rights and functions of

NEORide or to any governmental agency to the extent required by applicable laws and governmental regulations or to the extent NEORide deems necessary or advisable under the circumstances.

7.2. Indemnifications

The Contractor shall indemnify and save harmless NEORide, its trustees, officers and employees from and against all loss, costs, liability, damage and expense whether direct, consequential or incidental, for personal injury and for property damage, such loss, costs, liability, damage and expense arising out of, or resulting in whole or in part, directly or indirectly, from work or operations under the contract but not limited to the acts, errors, omissions and negligence of Contractor's employees and agents, except to the extent of liability imposed due to RTA's own negligence.

7.3. Laws of Indiana

The rights and duties of the parties hereto shall be determined by the laws of the State of Indiana, and to that end the contract shall be construed and considered as a contract made and to be performed in the

County of Tippecanoe County, Indiana.

7.4. Defective Work, Materials or Services

When and as often as CityBus determines that the work, materials, or services furnished under the

Contract are not fully and completely in accordance with any requirement of the Contract, it may give notice and description of such non-compliance to Contractor. Within seven (7) calendar days of receiving such written notification, Contractor must supply CityBus with a written detailed plan which indicates the time and methods needed to bring the work, materials, or services within acceptable limits of the

Contract. CityBus may reject or accept this plan at its discretion. In the event this plan is rejected, the work, materials, or services will be deemed not accepted and returned to Contractor at Contractor’s expense. This procedure to remedy defects is not intended to limit or preclude any other remedies available to CityBus by law, including those available under the Uniform Commercial Code.

7.5. Contract Term

The term of any Contract arising from this RFP shall be for the…