Plumbing_Services_JOC.pdf

REQUEST FOR PROPOSAL

114-2026

PLUMBING SERVICES JOC

Southwest Ohio Regional Transit Authority

525 Vine Street

Cincinnati, OH 45202

RELEASE DATE: August 28, 2026

DEADLINE FOR QUESTIONS: September 10, 2026

RESPONSE DEADLINE: September 29, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Southwest Ohio Regional Transit Authority

REQUEST FOR PROPOSAL

Plumbing Services JOC

I. Introduction

II. Scope of Work

III. Instructions to Bidders

IV. Terms and Conditions

V. MetroMAX Small Business Participation Plan

VI. Contract Award

VII. Vendor Questionnaire

VIII. Evaluation Criteria

IX. Pricing Proposal

Attachments:

A - General_Terms_and_Conditions

Request For Proposal #114-2026

Title: Plumbing Services JOC

1. Introduction

1.1. Summary

The Southwest Ohio Regional Transit Authority (SORTA), doing business as Cincinnati Metro, is soliciting proposals from qualified and licensed plumbing contractors to provide on-call plumbing services on an as-needed basis. SORTA intends to award one or more contracts with a not-to-exceed value to be determined through negotiations.

Services will be performed under a time-and-materials contract structure, with work authorized through individual task orders (job orders). No minimum volume of work or contract value is guaranteed.

SORTA reserves the right, at its sole discretion, to reissue this Request for Qualifications (RFQ) and to add additional qualified contractors to the awarded pool at a later date.

Qualified firms are invited to submit competitive sealed proposals in accordance with the requirements outlined in this RFQ. All proposals must be submitted through SORTA's OpenGov Procurement Portal by the stated deadline. Late submissions will not be accepted or considered.

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

Angela Meade Procurement Supervisor 1401 Bank Street Cincinnati, OH 45214 Email: ameade@go-metro.com Phone: (513) 632-7516

Department:

Facilities

1.4. Timeline

Solicitation Release Date August 28, 2026 mailto:ameade@go-metro.com tel:(513)632-7516

Pre-Proposal Meeting (Non-Mandatory) September 3, 2026, 10:00am

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/25951517702942

0?p=sFM9HP1JNhpDn3L1vE Meeting ID: 259 515 177 029 420 Passcode: JU2VX2cN

Dial in by phone +1 213-634-2005,,701459659# United States, Los

Angeles Find a local number Phone conference ID: 701 459 659#

Deadline to Submit Questions September 10, 2026, 2:00pm

Addendum/Response to

Questions/Clarifications

September 16, 2026, 4:00pm

Proposals Due September 29, 2026, 2:00pm https://teams.microsoft.com/meet/259515177029420?p=sFM9HP1JNhpDn3L1vE https://teams.microsoft.com/meet/259515177029420?p=sFM9HP1JNhpDn3L1vE

2. Scope of Work

2.1. GENERAL PURPOSE

The purpose of this solicitation is to establish a pre-qualified pool of contractors to provide comprehensive facility plumbing repair, rehabilitation, and maintenance services for SORTA facilities.

SORTA is seeking qualified contractors capable of providing on-call plumbing, water, wastewater, septic, and associated utility services for SORTA facilities. Services will be provided on an as-needed basis through Job Order issued by SORTA.

Contractors in the pool may be assigned work on an as-needed Job Order basis for specific projects.

All work shall be performed in accordance with applicable federal, state, and local codes and regulations, established safety standards, and recognized industry best practices.

The scope of services includes, but is not limited to, hydro-flushing, plumbing system maintenance, plumbing repairs, video inspections, pipe locating, and emergency response services, and other related plumbing and utility work.

Project-specific work may include, but is not limited to, the following services:

1. Hydro-flushing and High-Pressure Jetting o Perform hydro-flushing and high-pressure jetting of sanitary sewer and storm systems to remove blockages and debris.

o Ensure compliance with local, state, and federal regulations regarding wastewater disposal.

2. Septic System Services o Pumping, maintenance, repair, and replacement of septic systems.

o Adhere to the State of Ohio regulations and local health department guidelines.

3. Video Inspection o Conduct video inspections of sewer, water, and wastewater pipelines and laterals to assess condition and identify issues.

o Provide detailed reports and video footage to SORTA.

4. Pipe and Utility Locating o Locate, map, and assess the condition of underground pipes and utilities.

o Use industry-standard equipment and techniques for accurate results.

5. Repair, Replacement, and Installation o Repair, replace, and install potable water and wastewater systems, including pipes, valves, and fittings.

o Ensure all work complies with the Plumbing Code and other relevant standards.

6. Horizontal Directional Drilling and Trenchless Pipe Installation o Perform horizontal directional drilling and trenchless pipe installation to minimize surface disruption.

o Follow industry best practices and safety standards.

7. Cured-in-Place Pipe (CIPP) Rehabilitation o Utilize CIPP and related pipeline renewal methods for the rehabilitation of existing pipelines.

o Ensure compliance with ASTM F1216 and other relevant standards.

8. Backflow Prevention Devices o Repair and replace backflow prevention devices to protect potable water supplies.

o Adhere to local and state regulations regarding backflow prevention.

9. Gas Line Services o Repair and replace gas lines within SORTA facilities, where applicable.

o Ensure compliance with the local and state regulation and other relevant standards.

10. Potable Water Wells o Install, repair, and maintain potable water wells.

o Follow Ohio Water Resources guidelines and local regulations.

11. Park Restroom and Shower Plumbing Systems o Repair and maintain plumbing systems in SORTA restrooms and showers.

o Ensure compliance with ADA accessibility standards and other relevant codes.

12. Emergency Response o Provide emergency response services for plumbing, water, wastewater, or utility failures.

o Respond within the specified time frame as outlined in the Task Order.

13. Excavation, Backfill, and Surface Restoration o Perform related excavation, backfill, and surface restoration as required for the completion of work.

o Ensure all work areas are restored to their original condition or better.

2.2. JOB ORDER CONTRACT OVERVIEW

• A Job Order Contract is an indefinite quantity construction contract pursuant to which the

Proposer may perform an ongoing series of individual Projects at different locations and facilities.

• Job Order Contracting can be used for repair and rehabilitation work, replacement in kind projects, and select new construction projects.

• Contracts shall be awarded through a competitive process using public requests for proposals.

Proposals are subject to evaluation, and fair and reasonable price determination.

o Award of individual projects shall be made to the lowest responsive and responsible bidder who is determined to be capable of meeting the requirements of the bid specifications, and project schedule as determined by SORTA.

• The Contract Documents shall include a fee structure containing fees for construction work with fixed labor rates.

• All Job Orders under will include a defined scope of services.

• All Job Order labor rates are subject to prevailing wage requirements.

• The Contractor may be responsible for Job Order permits.

• As Job Orders are requested, the successful Contractor will attend a Joint Scope Meeting with the designated SORTA Project Manager to review and discuss the proposed work.

o The Project Manager will prepare a Detailed Scope of Work and issue a Request for Job

Order Proposal to the Contractor.

o The Contractor will then prepare a Job Order Proposal including a Price Proposal, construction schedule, list of proposed subcontractors and other requested documentation.

• If the Job Order Proposal is found to be complete, accurate, and determined reasonable SORTA may issue a Job Order to the Contractor.

• A Job Order will reference the Detailed Scope of Work and set forth the Job Order Completion

Time, and the Job Order Price.

o The Job Order Price shall be a lump sum, fixed price for the completion of the Detailed

Scope of Work.

o A separate Job Order will be issued for each Project.

2.3. SERVICE REQUIREMENTS

• Contractor must be licensed and insured to perform the specified services in the State of Ohio.

• All work must be performed by qualified personnel with appropriate certifications, expertise and training.

• Contractor must comply with all applicable local, state, and federal regulations, including OSHA safety standards.

• Contractor must provide all necessary equipment, tools, and materials to perform the work.

• Contractor must maintain detailed records of all work performed and provide reports to SORTA as requested.

• Contractor must coordinate with SORTA staff to schedule work and minimize disruption to

SORTA operations.

• Contractor must provide a 24/7 emergency contact number and be available for emergency response as required.

• Contractor must follow prevailing wage requirements of the Ohio Department of Commerce.

2.4. DELIVERY REQUIREMENTS

• Contractor must respond to non-emergency service requests within 48 hours of notification by

SORTA.

• For emergency services, Contractor must respond within 2 hours of notification by SORTA.

• All work must be completed within the time frame specified in the Task Order, unless otherwise approved by SORTA.

• Contractor must provide regular updates to SORTA on the status of ongoing work and any issues encountered.

• Upon completion of work, Contractor must conduct a final inspection with SORTA staff to ensure all work meets the specified requirements.

• Contractor must provide a detailed invoice for each Task Order, including a breakdown of labor, materials, and any other costs.

By adhering to these specifications and requirements, the Contractor will ensure the efficient and effective delivery of on-call plumbing, water, wastewater, septic, and related utility services for SORTA facilities.

2.5. CONTRACTOR RESPONSIBILITIES

Contractors selected for the pool will be responsible for performing comprehensive repair and services in accordance with project specifications, applicable regulations, and permitting requirements. The

Contractor responsibilities may include, but are not limited to, the following:

• Facility Repairs/Rehabilitation:

o The contractor shall perform work in accordance with the detailed specifications, scope of work, and requirements provided by SORTA. All work must meet applicable local, state, and federal building codes, standards, and guidelines to ensure safe, durable, and high-quality improvements.

• Permitting and Construction Documentation:

o The contractor shall be responsible for preparing and submitting all required permit applications and construction drawings, when applicable, to the appropriate regulatory agencies. Contractors must secure all necessary permits and approvals prior to commencing work and ensure all inspections are completed as required.

• Project Scheduling and Budget Management:

o Contractors shall complete all assigned projects within the approved project schedule and budget. Effective project management practices must be used to ensure timely completion of work while maintaining quality and compliance with contract requirements.

• Scope Clarification o Contractors are responsible for reviewing the project scope of work and obtaining clarification on any specifications or requirements during the pre-bid meeting.

• Fiscal Responsibility:

o Contractors must maintain fiscal responsibility and follow sound financial and business practices during the term of the contract. This includes proper cost control, documentation of expenditures, and adherence to approved project budgets.

• Professional Coordination and Communication:

o Contractors shall establish and maintain professional, cooperative, and courteous working relationships with SORTA staff, program administrators, and any consultants involved in the project. Clear and consistent communication will be required to ensure project coordination, progress monitoring, and compliance with project requirements.

2.6. CHANGE ORDERS

If conditions arise during construction that require work outside the original scope of work, the Contractor must contact SORTA to request approval for a change order prior to performing any additional work.

• All change orders must be submitted in writing and must receive written approval from SORTA before the additional work is performed.

• No change order will be approved or paid unless the written authorization is documented in the project file.

• All change orders will be reviewed and approved by SORTA. Approval of change orders is subject to the availability of funds, and project limitations.

2.7. PERFORMANCE

SORTA's Project Manager and Procurement Vendor Performance Manger will maintain a contractor performance file.

• Contractor's performance and workmanship are monitored by SORTA from bidding to job completion for each project.

• Contractor communication and administration is also a consideration of performance.

• All work performed under prepared specifications must be done in compliance with local governmental ordinances and applicable Ohio statute.

2.8. QUALITY ASSURANCE

• The Contractor shall ensure that all employees and subcontractors assigned to the project are qualified, competent, and experienced in the type of work they are performing.

• The Contractor shall be responsible for maintaining a high standard of workmanship and ensuring that all materials used in the project meet applicable quality standards and project specifications.

• The Contractor shall monitor and maintain the quality of both materials and workmanship throughout the duration of the project and remain responsible for the performance and quality of all work until final acceptance by SORTA.

• The Contractor must provide a one-year warranty from the date of SORTA acceptance on all materials and work.

2.9. FINAL INSPECTION PROCESS

• Upon completion of the project, the Contractor shall notify SORTA that the work has been completed and is ready for final inspection.

• The SORTA Project Manager will schedule and conduct a final inspection of the project to verify that all work has been completed in accordance with the approved scope of work and contract specifications.

• If any items are determined to be incomplete or unsatisfactory, the Contractor shall be responsible for correcting all deficiencies identified by the Project Manager. Once the corrective work has been completed, the Contractor must submit a written statement confirming that all items listed on the final inspection punch list have been addressed.

• A final re-inspection will then be scheduled to verify that all punch list items have been satisfactorily completed.

2.10. PLACE OF PERFORMANCE

This contract includes all SORTA owned or operated properties located within Hamilton County, Ohio.

Below are the addresses for the primary locations for this contract.

Name Address

Queensgate Bus Garage 1401 Bank Street, Cincinnati, OH 45214

Bond Hill Bus Garage 4700 Paddock Road, Cincinnati, OH 45229

Access Bus Garage 1801 Transpark Drive, Cincinnati, OH 45229

Silverton 7000 Montgomery Road, Cincinnati, OH 45236

Government Square 102 E. 5th Street, Cincinnati, OH 45202

Riverfront Transit Center (RTC) 33 E. Mehring Way, Cincinnati, OH 45202

Forest Park, Park-n-Ride 1160 Kemper Meadow Drive, Forest Park, OH 45240

Glenway Hub 5142 Glencrossing Way, Cincinnati, OH 45238

Madisonville (Kenwood) Loop 5100 Conway, Cincinnati, OH 45227

Huntington Center 525 Vine St., Cincinnati, OH

3. Instructions to Bidders

3.1. Proposal Preparation Cost

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

3.2. Proposal Format

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

Online Notary Search

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

Proposals must be received no later than 2:00 pm on Tuesday, September 29, 2026 (EST). Late proposals will not be accepted, except as described below.

3.3. Proposal Contents

The proposal should be prepared using the following format:

Technical Proposal (Volume 1)

1. Cover Letter

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

2. Project Approach

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

SORTA’s needs as described herein.

3. Firm Qualifications, Experience, and References

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

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

4. Staffing (Qualifications, Experience, and Availability)

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

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

Business Proposal (Volume 2)

1. Cover Letter

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

2. Insurance Certificates

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

Professional Liability/Errors and Omissions insurance certificates

3. Property Tax Affidavit

4. Anti-Lobbying Certificates

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

Price will be requested in a separate section

3.4. Price Proposal

1. Price Proposal

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

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

Vendor Questionnaire.

3.5. Proposal Clarity and Conciseness

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

https://procurement.opengov.com/portal/go-metro/projects/294821/document?section=2835479

3.6. Proposal Validity Period

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

3.7. Late Submissions, Modifications and Withdrawals of Offers

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

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

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

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

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

3.8. Questions Concerning This Solicitation

Any questions regarding this solicitation shall be submitted through the e-Procurement Portal no later than 2:00 pm on Thursday, September 10, 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 4:00 pm on Wednesday, September 16, 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.

3.9. Exceptions to Contractual Terms

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

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

3.10. MetroMAX Small Business Mission Statement

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

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

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

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

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

SORTA contracts;

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

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

SORTA’s small and disadvantaged business program.

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

3.11. Evaluation Process and Criteria

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

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

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

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

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

SEE HYPERLINK FOR DETAILED EVALUATION CRITERIA

• #Evaluation Criteria

3.12. Verification of Proposer Responsibility

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

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

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

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

(1) proposer’s performance record;

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

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

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

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

(1) other FTA grantees;

(2) the federal government; or

(3) state government.

3.13. Contract Award

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

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

3.14. Protests

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

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

Microsoft Word - Metro Protest Procedure (9.23)

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

https://procurement.opengov.com/portal/go-metro/projects/294821/document?section=2835478 https://www.go-metro.com/wp-content/uploads/2024/02/Metro-Protest-Procedure-9.23.pdf

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

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

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

• Identification of the procurement;

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

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

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

• A statement of the specific relief requested; and

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

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

3.15. Confidential Information

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

3.16. Cone of Silence

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

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

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

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

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

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

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

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

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

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

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

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

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

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

3.17. Organizational Conflicts of Interest

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

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

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

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

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

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

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

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

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

SORTA’s Director of Procurement

(1) the nature of the potential conflict;

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

(3) request a waiver of the conflict.

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

4. Terms and Conditions

Please see attached Terms and Conditions

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

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

https://procurement.opengov.com/portal/go-metro/projects/294821/document?section=2835482

5. MetroMAX Small Business Participation Plan

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

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

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

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

It is also our policy to:

1. Ensure nondiscrimination in the award and administration of contracts

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

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

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

SORTA’s small business program.

6. Contract Award

Contract term shall be Three (3) Years.

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

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

7. Vendor Questionnaire

7.1. Vendor Information

7.1.1. Submission Requirements*

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

☐ Please confirm

*Response required

7.1.2. Authorized Company Representative*

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

*Response required

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

☐ Please confirm

*Response required

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

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

*Response required

7.1.5. System for Award Management (SAM.gov)

Please enter a CAGE Code if applicable.

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

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

7.1.6. Ohio Auditor of State *

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

*Response required

7.1.7. Payment Remittance Address*

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. Technical Proposal (Volume 1)

7.2.1. Proposal*

1. Project Approach

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

SORTA’s needs as described herein.

2. Firm Qualifications, Experience and References

This section should contain a description of the proposing firm’s prior and current experience as it pertains to services similar to those required hereunder.

A. It should include a list of all similar assignments undertaken in the past 5 years, identifying the duration, the client, and the scope of the contract.

B. Contact information (name, title, mailing address, and email, telephone and fax numbers) for each client or reference should be included.

C. Provide a summary of the firm’s qualifications, general information about the firm, location of office(s), years in business and areas of expertise.

3. Staffing (Qualifications, Experience and Availability)

Identify key staff and include a description of their abilities, qualifications and experience.

A. Attach resumes of key staff to be assigned to this project. Include a proposed project management structure and organization chart. Please list the number of full-time staff by discipline.

B. Identify any portion of the scope of work that would be subcontracted. Include firm qualifications and key personnel, telephone number and contact person for all subcontractors.

SORTA/Metro reserves the right to approve or reject any internal staff or subcontractors proposed by the firm.

*Response required

7.2.2. Evaluation Criteria*

I have read and reviewed the evaluation criteria and understand what is required within the proposal.

☐ Please confirm

*Response required

7.3. Business Proposal (Volume 2)

7.3.1. Business Proposal (Volume 2)*

Please upload copies of the following certificates below:

• Cover Letter

• Worker's Compensation

• General Liability Insurance

• Automobile Insurance

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

• Professional Liability/Errors and Omissions Insurance

*Response required

7.3.2. 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…