Pest_and_Insect_Control_(3_Years)_(Addendum_#3_Revision).pdf

INVITATION FOR BID

085-2026

PEST AND INSECT CONTROL (3 YEARS)

Southwest Ohio Regional Transit Authority

525 Vine Street

Cincinnati, OH 45202

RELEASE DATE: June 23, 2026

DEADLINE FOR QUESTIONS: July 7, 2026

RESPONSE DEADLINE: July 23, 2026, 2:30 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

INVITATION FOR BID

Pest and Insect Control (3 Years)

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. Bid Pricing Form

Attachments:

A - General_Terms_and_Conditions

Invitation For Bid #085-2026

Title: Pest and Insect Control (3 Years)

1. Introduction

1.1. Summary

The Southwest Ohio Regional Transit Authority (SORTA), is soliciting proposals for a three-year contract to provide comprehensive insect, pest, and rodent eradication services for its bus fleet, non-revenue vehicles, and multiple facility locations.

1.2. Background

The Southwest Ohio Regional Transit Authority (“SORTA”), commonly known as Cincinnati Metro, is a regional transit authority established pursuant to Section 306.30 et seq. of the Ohio Revised Code. As such, SORTA is a political subdivision of the State of Ohio.

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

Butler, Clermont, and Warren Counties.

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

1.3. Contact Information

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

Department:

Maintenance

1.4. Timeline

Release Project Date June 23, 2026 mailto:denman.gordon@go-metro.com tel:(513)632-7647

Pre-Proposal Meeting (Non-Mandatory) June 30, 2026, 9:30am

The site visit will include seven (7) location:

We will meet in the parking lot at Bond Hill at

9:30am and take a van to remaining locations.

Queensgate – 1401 Bank St., Cincinnati, OH 45214 Bond Hill – 4700 Paddock Rd., Cincinnati, OH

45229 Access – 1801 Transpark Dr., Cincinnati, OH

45229 Silverton – 7000 Montgomery Rd., Cincinnati, OH

45236 Bus Stop Sales Center – 120 East 4th St., Cincinnati, OH 45202 (Mercantile Suite 1) Huntington Building – 525 Vine St., Cincinnati, OH

45202 (5th and 6th Floors) Government Square Bus Terminal – 102 E. 5th St., Cincinnati, OH 45202

Question Submission Deadline July 7, 2026, 2:30pm

Addendum/Response to

Questions/Clarifications

July 14, 2026, 2:30pm

Proposal Submission Deadline July 23, 2026, 2:30pm

2. Scope of Work

2.1. SCOPE OF WORK: BUSES

This scope is created for the purpose of establishing a three (3) year contract for insect eradication (for buses) in accordance with all terms, conditions, and specifications set forth within this document.

Service will be for:

• (191) Transit buses – Queensgate Terminal

• (121) Transit buses – Bond Hill Terminal

• (90) Paratransit buses / Transport Vans – Access Terminal

• (76) Non-revenue vehicles

The objective of this contract is to eradicate insects and insect infestation on SORTA's buses. Company must be licensed by the State of Ohio.

IMPORTANT NOTICE

Inspection of buses and facilities prior to quoting: Each Vendor is highly encouraged to visit and inspect buses, facilities, and bus shelters prior to submitting a proposal. Failure to inspect the buses, facilities, and bus shelters does not relieve the contractor of the required obligations under the terms, conditions, and specifications of the work scope. To complete an inspection please attend the pre-proposal site visit.

Information for the site visit is listed in the timeline section of the solicitation.

WARNING! Please do not submit a proposal unless you are fully prepared to totally, completely, and thoroughly service SORTA's buses.

The contractor shall have at least five (5) years of pest treatment experience. References shall be submitted with the proposal.

2.2. SERVICE REQUIREMENTS

Transit Bus Treatment – SORTA operates (312) transit buses and (90) paratransit buses / transport vans.

The contractor shall quote monthly treatments for the following insects: ants, roaches, bed bugs, water bugs, spiders, crickets.

• Follow-up service for all insects, except bed bugs, will be at no cost.

• Provide a separate per-coach service charge for individual coaches being treated for bed bugs, billed as an additional line item (not included in the monthly rate).

Service – Buses will need to be serviced over a weekend (the service dates will be determined after the order is awarded). Buses in the service bays will have to be scheduled separately. Weekend service applies to the bus fleet; facility service occurs on weekdays per Section 5.5. The two schedules are independent and do not conflict.

Upon arriving at the terminals and prior to beginning any work, the Contractor should report to the on-duty

Garage Maintenance Supervisor. The supervisor will provide a run sheet (list of buses to be serviced) and advise where the out-of-service buses are located.

The contractor is required to service the active fleet of (312) transit buses and (90) paratransit buses.

Active Fleet Numbers:

• QG Active = 191 (approx. 6 hours to service)

• BH Active = 121 (approx. 4 hours to service)

• Access Active = 90 (approx. 3 hours to service)

Non-revenue vehicles – (76) vehicles consisting of cars, trucks, SUVs, and vans will be serviced on an as-needed basis. These vehicles will be serviced at the same time as the monthly bus service. Non-revenue vehicles requiring service will be located in a specified area at each terminal. Any vehicle that is locked does not require service. Vehicles requiring service between monthly treatments will be charged at the service call rate for up to (3) vehicles. If the service is for more than (3) vehicles, the monthly rate per vehicle will apply.

Vehicles being treated will be grouped together at one location.

Follow-Up Service As Necessary – Any infestation or pest sighting (except bed bugs) reported between treatments will need to be promptly serviced by the contractor. Timely response is required because buses with insect sightings are taken out of service. Follow-up service shall be included in the initial cost (no additional billing will be authorized for this service).

Follow-Up Service for Bed Bugs – A (4) hour response is expected for bed bug treatment because buses with bed bug sightings are taken out of service until treated. Treatment for bed bugs will be billed as an additional charge on invoices. The four (4) hour response time is measured from SORTA’s notification to the Contractor.

2.3. TECHNICAL SPECIFICATIONS

The Contractor is responsible for selecting the insecticide best suited for this application. Note: the product used must be safe for bus passengers and SORTA employees. The product name and SDS sheets shall be provided to SORTA. SORTA must be made aware of any other type of insect-killing agent (e.g., Black Flag, etc.) that may adversely affect the results of the insecticide being used.

In no event shall any killing agent or product used by the Contractor on SORTA buses, either inherently or in their method of use, present a hazard to the lives or well-being of SORTA's employees or passengers; nor shall they cause any damage to SORTA buses (e.g., electrical wiring, connections, paint, seats, floors, etc.). The killing agents or products, after four (4) hours from application, shall not leave obnoxious odors. In the event that the Contractor recommends air circulation to eliminate odors, it shall be the

Contractor's responsibility to open and close facility windows, bus windows, and vents. The Contractor shall be responsible for the cleanliness of killing agent residue on bus seats and floors, and in or on other areas of buses seen by passenger visual contact, as buses shall be available for use within six (6) hours after being serviced.

Treatment under the bus seats and behind panels (if removable) will be the sole responsibility of the

Contractor; therefore, the removal thereof is also the Contractor's responsibility.

The chemical substances and application procedures used must meet all Federal, State, and local environmental safety regulations. The successful Offeror(s) may be required to furnish SORTA a list of the products and their respective SDS sheets that will be used in the servicing of SORTA buses, along with any other pertinent information. This information is required before providing the service.

The successful bidder shall, within seven (7) calendar days of notification of the contract award, provide

SORTA four (4) binders, each of which shall contain a list of the products (including their appropriate SDS sheets) that will be used by the Contractor in servicing the buses.

2.4. RECORDS

• The Contractor shall maintain accurate records of all services performed. The records shall be separated by location (1401 Bank Street, 4700 Paddock Road, and 1801 Transpark Dr.) and by occurrence. The records and logs shall indicate the date of service and type of service, including bus numbers. After completion of each service, a copy of each record shall be given to the designated person at each location.

• The report shall also include the type of pests found (reference the bus number).

• A copy of the service sheet should accompany each invoice. The active fleet of (312) transit buses and

(90) paratransit buses should be serviced and invoiced each month. The contractor will be notified of any changes to the fleet size. Bed bug treatments are invoiced separately on a per-coach basis and are not part of the monthly flat rate

• Non-revenue vehicles should be invoiced per unit and listed on a separate line item.

2.5. SCOPE OF WORK: FACILITIES

This scope is created for the purpose of establishing a three (3) year contract to eradicate insects/pests and rodents from SORTA's facilities.

• Inspect and select appropriate control methods for the listed facilities.

• Company must be licensed by the State of Ohio.

• Treatment of the Silverton Training Center, Bus Stop Sales Office, Huntington Building, Queensgate, Bond Hill, Access Terminals, and Government Square Bus Terminal.

Location Address and Description

Queensgate – 1401 Bank St., Cincinnati, OH 45214

• Approx. 3 hours for monthly service

• Breakrooms with vending: 5

• Janitor Closets: 3

• Locker Rooms: 3

• Restrooms: 12

• Includes a modular building training facility on the north end of the facility, at the northmost point of the parking lot. This building includes 2 restrooms, 1 classroom, 2 office areas, 3 cubicles, and a small kitchen area.

• Office Areas: 12+ office areas

• Offices: 53

• Spotter Shacks: 2

• Conference Rooms: 4

• Gym: 1

• Approximately 19,000 sq ft of office space

Bond Hill – 4700 Paddock Rd., Cincinnati, OH 45229

• Approx. 2 hours for monthly service

• Breakrooms with vending: 2

• Janitor Closets: 3

• Locker Rooms: 3

• Restrooms: 7

• Spotter Shack: 1

• Offices: 11

• Includes 2 temporary modular buildings with cubicles/office areas o Note: Facility is under construction with new office areas and break room being added

• Conference room: 1

• Training area: 1

• Gym: 1

• Approximately 8,200 sq ft of office space

Access – 1801 Transpark Dr., Cincinnati, OH 45229

• Approx. 1 hour and 30 minutes for monthly service

• Breakrooms with vending: 2

• Janitor Closets: 1

• Locker Rooms: 2

• Restrooms: 6

• Office areas: 2

• Offices: 16

• Wellness room: 1

• Quiet Room: 1

• Approximately 13,000 sq ft of office space

Silverton – 7000 Montgomery Rd., Cincinnati, OH 45236

• Approx. 30 minutes for monthly service

• Breakrooms with vending: 1

• Restrooms: 2

• Common area: 1

• Offices: 3

• Approximately 1,100 sq ft of office space

Bus Stop Sales Center – 120 East 4th St., Cincinnati, OH 45202 (Mercantile Suite 1)

• Breakrooms with vending: 1

• Restrooms: 1

• Office area: 1

• Cubicles: 5-6

• Approximately 800 sq ft of office space

Huntington Building – 525 Vine St., Cincinnati, OH 45202 (5th and 6th Floors)

• Approx. 2 hours for monthly service

• Offices on the 5th and 6th floors

• Office areas: 14

• Cubicles (5th floor): 30

• Cubicles (6th floor): 23

• Breakrooms with vending: 2

• Restrooms: 4 total (only on the 5th Floor)

• Conference Rooms: 7-8

• Approximately 36,250 sq ft of office space

Government Square Bus Terminal – 102 E. 5th St., Cincinnati, OH 45202

• No monthly service; on an as-needed basis only

• Bus stop shelters: 5

• Benches: 35

2.6. SERVICE REQUIREMENTS FOR FACILITIES

The contractor should quote monthly treatments for the following insects and rodents:

• Insects: roaches, bed bugs, ants, common spiders, silverfish, pill bugs, firebrats, millipedes, centipedes

• Rodents: mice, rats

• Follow-up service for all insects, except bed bugs, will be at no cost.

• Bed bug treatment will be charged at the service call rate.

Government Square

• Bus shelters and benches will need to be serviced during non-peak service hours (between 8:00 p.m.

and 5:00 a.m.).

• The contractor shall quote weekly treatments for the following insect: bed bugs.

• Treatments to occur from March 1 through October 31 (36 weeks).

• The contractor should also quote a flat rate for additional bed bug treatments.

2.7. ADDITIONAL SCOPE OF WORK REQUIREMENTS

• Prior to performing monthly treatments, the Contractor should contact the facilities supervisor.

• Provide a continuous monitoring program.

• Evaluate and report pest activity and implement appropriate control methods.

• Perimeter and, if required, interior control devices should be used.

• Where applicable, use caulk and exclusion foam to seal potential points of entry.

• Advise SORTA of housekeeping changes to reduce pest infestation.

• Pesticides will be applied in accordance with federal and state regulations.

• Copies of SDS sheets should be provided to SORTA upon award of the contract.

• Work at the Queensgate, Mercantile Suites, Bond Hill, and Access Terminal shall be completed between 8:30 a.m. and 3:00 p.m. during regular workdays.

• The Silverton facility is currently open Monday through Friday.

• Quotes shall include all costs required to carry out the contract; the costs shall be exclusive of all federal, state, and local taxes.

• Any agent or product used by the Contractor will not present a hazard to SORTA employees.

• The Contractor shall apply Integrated Pest Management practices inspection, monitoring, exclusion, sanitation recommendations, and targeted least-toxic application across both the fleet and facilities.

• Contractor personnel working on revenue vehicles or inside SORTA facilities shall comply with

SORTA’s background-check and badging requirements.

• Contractor personnel shall comply with all SORTA safety rules while on premises.

3. Instructions to Bidders

3.1. Bid 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. Requests for Clarification/Questions

Any questions regarding this solicitation shall be submitted through the e-Procurement Portal no later than 2:30 pm on Tuesday, July 7, 2026 (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 2:30 pm on Tuesday, July 14, 2026. 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.

3.3. Revisions and Amendments to the Solicitation

SORTA reserves the right in its absolute discretion to revise or amend this Solicitation, including the

Scope of Work, up to the time set for receipt of Bids. Any such revision or amendment, if any, will be sent via email to all Bidders who have downloaded a copy of this Solicitation from the e-Procurement

Portal. Bidders shall acknowledge any and all addenda electronically via the e-Procurement Portal as part of their bid package.

3.4. Bid Preparation

The complete bid package for this solicitation consists of an electronically completed Bid Pricing Form together with the documents specified here:

1. Bid Pricing Form

A. The Bidder shall complete the Bid Pricing Form, including submittal of pricing in the spaces provided. Use of any other form or format shall disqualify the bidder unless otherwise noted in this solicitation

B. The prices submitted within the Bid Pricing Form shall include everything necessary to complete the project in accordance with the Scope of Work and the General Terms and

Conditions set forth in this IFB.

C. A detailed pricing sheet of all cost breakdown may be requested at any time.

D. Pricing shall remain valid for no less than 120 days

2. Certification Forms https://procurement.opengov.com/portal/go-metro https://procurement.opengov.com/portal/go-metro https://procurement.opengov.com/portal/go-metro

A. Certification Regarding Debarment, Suspension and Other Responsibility Matters

B. Personal Property Tax Affidavit

C. Certification of Restrictions on Lobbying

3. Documents for Construction Projects

A. Buy America if applicable

B. Bid Bond if applicable

C. Prevailing Wage Rates

4. Acceptance of Terms and Conditions

3.5. Submission of Bids

Bid package must be received by SORTA via the e-Procurement Portal website

(https://procurement.opengov.com/portal/go-metro) no later than the bid submission due date and time specified in the Introduction section or as amended.

The Southwest Ohio Regional Transit Authority (SORTA) will accept only electronic submittals through the e-Procurement Portal at https://procurement.opengov.com/portal/go-metro in response to this solicitation. No hard copy submittals will be accepted. Any required notarizations shall be by a licensed notary or 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

Proposals must be received no later than 2:30 pm on Thursday, July 23, 2026 (EST). Late proposals will not be accepted, except as described below.

3.6. Bid Modification or Withdrawal

Prior to the bid submission due date, Bids may be modified or withdrawn by the Bidder electronically via the e-Procurement Portal. Any such modification must be delivered in the manner for submission of Bids as set forth above, and received by SORTA by no later than the bid submission due date and time specified in the Introduction Section. If withdrawal is timely received, SORTA shall acknowledge the request for withdrawal of Bid. If a modification is timely received by SORTA prior to the date and time set for the receipt of Bids, then that modification will be considered by SORTA as a part of the original

Bid.

3.7. Late Bids

Any bid modification, or revision, that is received through after the exact time specified for receipt of bid 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 bids; or it was the only bid received. However, a late modification of an otherwise successful bid that makes its terms more https://procurement.opengov.com/portal/go-metro https://notarysearch.ohiosos.gov/ords/f?p=ENSEARCH:SEARCH:7352870426289:::1::

favorable to SORTA, will be considered at any time it is received and may be accepted.

Any bid that is received outside of the e-Procurement portal https://procurement.opengov.com/portal/go-metro. for the receipt of such bids after the exact time specified is will not be considered, unless:

• Acceptable evidence to establish an error occured prior to the time of receipt and shows electronically the bid being uploaded in the e-Procurement Portal was unsuccessful due to system error

• If an emergency or unanticipated event interrupts normal SORTA processes, so that bids 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.

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

3.8. 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.

3.9. 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.

3.10. Award

The Contract will be awarded to the responsible Bidder(s) submitting the lowest offer. SORTA reserves the right to accept or reject any or all bids in their entirety or in part, to waive informalities and minor irregularities and to contract as the best interest of SORTA may require.

Bids will be evaluated on vendor’s responsiveness and responsibility. A responsive bid conforms, in all material respects, to the requirements of the solicitation. Bids will be evaluated to determine the responsible bidder submitting the lowest responsive bid. In determining responsibility, the following elements shall be given consideration in addition to price:

1. The character, integrity, reputation, judgment, and efficiency of the bidder;

2. The bidder is neither debarred nor suspended from Federal, State or local programs;

3. The bidder is in compliance with the Common Grant Rules’ affirmative action and FTA’s

Disadvantaged Business Enterprise requirements or another State or local programs as they apply;

4. The bidder is in compliance with the public policies of the Federal Government, as required by 49

U.S.C. Section 5325(j)(2)(B) or other State or local policies as they apply;

5. The bidder has the necessary organization, experience, accounting, and operational controls, and technical skills, or the ability to obtain them, in compliance with 49 U.S.C. Section 5325(j)(2)(D) or as required in the Work Scope to perform the service or work;

6. The bidder is in compliance with applicable licensing and tax laws and regulations;

7. The bidder has, or can obtain, sufficient financial resources to perform the contract, as required by 49 U.S.C. Section 5325(j)(2)(D);

8. The bidder has, or can obtain, the necessary production, construction, and technical equipment and facilities,

9. The bidder is able to comply with the required delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments, and;

10. The bidder is able to provide a:

A. Satisfactory current performance record, and

B. Satisfactory past performance record in view of its records of long-time performance or performance with a predecessor entity, including:

▪ Sufficient Resources. Key personnel with adequate experience, a parent firm with adequate resources and experience, and key subcontractors with adequate experience and past performance,

▪ Adequate Past Experience. Past experience in carrying out similar work with particular attention to management approach, staffing, timeliness, technical success, budgetary controls, and other specialized considerations as described in the recipient’s solicitation, and

▪ Any Past Deficiencies Not the Fault of the Bidder. A prospective bidder that is or recently has been seriously deficient in contract performance is presumed to be non-responsible, unless SORTA determines that the circumstances were properly beyond the bidder’s control, or unless the bidder has taken appropriate corrective action. Past failure to apply sufficient tenacity, perseverance, and effort to perform acceptably is strong evidence of non-responsibility. Failure to meet the quality requirements of a contract is a significant factor to consider in determining satisfactory performance.

11. The Bidder’s compliance with contract terms;

12. Such other information as may be secured having a bearing on whether the bidder is responsible and has submitted a responsive bid.

3.11. 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.

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;

https://www.go-metro.com/wp-content/uploads/2024/02/Metro-Protest-Procedure-9.23.pdf

• 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.

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.

3.12. Confidential Information

All proposals and documents submitted in response to this IFB 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.

3.13. 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.

3.14. 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

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

The term of this contract shall be Three (3) Years

The Contract will be awarded to the responsible Bidder(s) submitting the lowest offer. SORTA reserves the right to accept or reject any or all bids in their entirety or in part, to waive informalities and minor irregularities and to contract as the best interest of SORTA may require.

Bids will be evaluated on vendor’s responsiveness and responsibility. A responsive bid conforms, in all material respects, to the requirements of the solicitation. Bids will be evaluated to determine the responsible bidder submitting the lowest responsive bid.

7. Vendor Questionnaire

7.1. Vendor Information Form

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*

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

*Response required

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

7.1.9. NAICS CODE*

Please enter your NAICS Codes

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

7.1.10. Payment Terms*

You agree to NET 30 Terms as stated in our Terms and Conditions.

☐ Please confirm

*Response required

7.1.11. Age of Firm*

*Response required

7.1.12. Annual Gross Receipts*

☐ less than $500,000

☐ $500,000 - $1 million

☐ $1 million to $5 million

☐ more than $5 million

*Response required

7.1.13. Small Business Certification*

Is the Prime contractor a certified small business?

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1.14. Small Business Certification*

Upload XBE certificate from certifying agency

*Response required

7.2. Business Proposal

7.2.1. Insurance Certificates*

Please upload copies of the following certificates below:

• Worker's Compensation

• General Liability Insurance

• Automobile Insurance

• Crime Coverage (including theft, fraud and computer fraud)

• Professional Liability/Errors and Omissions Insurance

*Response required

7.2.2. Acceptance of Terms and Conditions*

As an authorized representative of the company, hereinafter called the "Company", I agree to all of

SORTA/Metro's Terms & Conditions (T&C's), which are included in the attached solicitation package.

The acceptance of SORTA/Metro's T&C's is required in order to provide goods and/or services to

SORTA/Metro.

It is the Company's responsibility to verify SORTA/Metro's current T&C's at the time of services and/or goods are provided.

I understand that all applicable proof of insurance will be required before goods and/or services are provided. It is also understood that the Company is responsible for ensuring compliance of all state regulations

☐ Please confirm

*Response required

7.2.3. Project Specification Requirements*

Confirm all technical specifications and requirements can be met

☐ Please confirm

*Response required

7.2.4. Project Completion*

Offeror can meet the required delivery/completion date as required in this solicitation.

☐ Please confirm

*Response required

7.2.5. Acknowledgment Regarding Debarment, Suspension and Other Responsibility

Matters This Acknowledgment is required to be submitted to SORTA on behalf of the principal bidder/proposer and all Subcontractors whose subcontracts are reasonably anticipated to exceed $25,000 in value.

1. The Bidder/Proposer/Subcontractors ("Attester") certifies to the best of its knowledge and belief that the Attester and/or any of its principals or Subcontractors:

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency;

B. Have not, within a three-year period preceding this bid/proposal, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (Federal, State or

Local) transaction or contract or subcontract; violation of Federal or State antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property; and'

C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in

Paragraph 2 above; and

D. Have not within a three-year period preceding this bid/proposal had one or more public transactions (Federal, State or local) terminated for cause or default by any federal agency.

"Principals", for the purposes of this acknowedgment, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of a subsidiary, division, or business segment, and similar positions).

This acknowledgment concerns a matter which may be within the jurisdiction of an agency of the United

States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under Section 1001, Title 18, United States Code.

• The Attester shall provide immediate written notice to SORTA's Procurement Department if, at any time the Attester learns that its acknowledgment was erroneous when submitted or has become erroneous by reason of changed circumstances.

• A certification that any of the items in Paragraph A exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Attester's responsibility. Failure of the Attester to furnish a certification or provide such additional information as requested by SORTA may render the

Attester non-responsible.

• Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by Paragraph A. The knowledge and information of an Attester is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

• The certification in Paragraph A is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Attester knowingly rendered an erroneous certification, in addition to other remedies available to SORTA, SORTA may terminate the contract resulting from this solicitation for default.

If the Attester is unable to acknowledge to any of the statements in this certification, it shall attach an explanation to this acknowledgment.

☐ Please confirm

7.2.6. Personal Property Tax Affidavit*

Please download the below document, complete, and upload. This document needs to be notarized.

• PERSONAL_PROPERTY_TAX_AFFID...

*Response required

7.2.7. Certification and Restrictions on Lobbying*

Please download the below documents, complete, and upload.

Acknowledging the Certification for Contracts, Grants, Loans, and Cooperative Agreements

The undersigned Contractor certifies, to the best of his, her or its knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a

Member of Congress, an officer or employee of Congress, or an employee of a Member of https://government-project.s3.us-west-2.amazonaws.com/28833/82678313-9ea2-48c9-91d9-acbd1eac9eef_PERSONAL_PROPERTY_TAX_AFFIDAVIT.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4KR5P7TV5%2F20260708%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260708T130603Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGblEsS9VTdaCrmK2FSKd6o0OUBUjFdGmFQ%2FgvLGatuEAiEA9PjLMCTRQruNxdTe91QAxZ0uktPv4hh9%2BJZomipbQXQqlQUIhf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDNLEaoIEoKQsTrja%2FCrpBG0mbtjo2FWQSI%2FHprHs63wFCpNcK2zEKmvxzlMkz5ms%2FVZo9cJ%2BkMzVz7aiKcL3tW1kzqXuG0TxSM%2BEr4GgBrWHwPsSqBAPG3b4zlx3UF0k5p4VoFVKcqyGhvHG3lTY3TlUydWdcwqQ%2B4HmYdTtzbITSwWdrun8pla8iB8M15o7%2B8Iunt2QvXpio4n1L9cC1y1z5iHWhXryRBr%2F0Kf6Ok2MatDa%2BYBncZRMbbjnAdlTp8Gg%2FCGz0u2E2Au6cyVaqYBBEFIjs3rie29y1zDpHcln1yujl9qrxav%2BvtSfgLern%2FfVD8O9D8lluUb8%2FDnWh6T2MsrCPS7Uz2JEymJ4NjhTly8KOvoQ2vhwGfG49dUUWQg1PGgjhdhT70U8ar31LrK%2BnNE1RgKFKzdZiaHXZqP2EOvpEmyCm%2F4hBXqeVNk9ekSGPPn9gcU%2F9bxC0MrrURzj9iG%2BotvkQVUzBs%2FBnAQwbfIaU21Sox76TrNWeq4PUwr92hgLSsVZtsHKfmeCofhCoBJF31WL3dHVm7Dp6p4frO%2BeRZ7Uo%2BVawl8gGmU8LsrXvY0v72%2F0yFb8Gan6LU3JVThsmodcHgnHTfzI1FRLiQyM5mqK8qvaNqXdxfy%2B4ksjRo3KMsw20B1eN3wddKRFn9p0c9HYgJzwymFRCaKRwoZpYyua9eghLo0qGZ4f2lJfldL8tnYyD166t502XJ4ZH%2FGIk9A4nqRuU74aoVrvC1ayIoBXekWfQW%2BBMA4UsDqnMlKi3FFCvqkyBRSwYfEbsgDuPdQ8jxLQ7se1nzfGtE502DBjksyufPq%2FL2JMdwr6GT8oUPiYML71uNIGOpkBtuRWOIreesniEVpTmBw628KrD3cV79IQliVP7ncR5voksvfHpabob5hGpDD7rUs5DHk0EJF%2FSGmLktocE6cZBqTYJpvEvfUlRRw42LeUSPkdbwuIe4CgRCXfDeyR0gxseXo8AWjlJZC05hSNeFty%2BI5wF%2BEDfkpw0SxRkAYTrbWFAYce4Xdn2RJtAGbVkWGc%2Fc0ZB5fvlIL7&X-Amz-Signature=eb0f87aa042392e8af90427656ff88d4dec299360d514c46059379528ea07753&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22PERSONAL_PROPERTY_TAX_AFFIDAVIT.docx%22&x-id=GetObject

Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form--LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions [as amended by "Government wide Guidance for New Restrictions on Lobbying," 61

Fed. Reg. 1413 (1/19/96). Note: Language in paragraph (2) herein has been modified in accordance with Section 10 of the Lobbying Disclosure Act of 1995 (P.L. 104-65, to be codified at 2 U.S.C. 1601, et seq.)]

3. The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was…