PRE-BID CONFERENCE_bus services_final v2~1.pptx

PRE-BID CONFERENCE

for RFP# 177F-25 Private Fixed Bus Services Canton Thursday, Oct 23, 2025 at 11:00 p.m.

Update the RFP # and RFP title Enter the day, date and time of the Pre-Bid Conference

Introductions

Mellissa O’Connor, Sourcing Manager-Procurement Laura Riegel, Senior Director of Alternative Services Alexander James-Anhwere –Director of Alternative Service Planning Savino John, Director of Contracted Bus Operations

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Agenda

Session Expectations About this RFP Key Service description Bidder Details Documents attached within this RFP RFP Structure Important Dates Training & Additional resources General Q&A

Please follow this format – no adjustments should be needed.

Session Expectations

No changes to this slide should be made.

Today’s session is not a substitute for reading the Request for Proposal (RFP) document. The RFP includes important contract and response details that will not be covered during today’s meeting.

Although we will take general questions about the authority’s bidding process, at the end of today’s session, questions about the bid must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline.

The COMMBUYS Q&A feature and important deadlines will be covered later in the presentation.

About this RFP

This RFP is to Procure private-carrier bus operations for Route 716 (Cobbs Corner, Canton ↔ Mattapan Station, Boston).

Contractor provides all operations—drivers, supervision, vehicles, management

Contractor-owned two low-floor, ramp-equipped buses (≥30’; 40’ preferred), plus one spare which are MBTA-branded; used exclusively on MBTA routes.

Contract Term: Base year Apr 5, 2026–Apr 3, 2027; two one‑year options (Apr 4, 2027–Apr 1, 2028; Apr 2, 2028–Jun 30, 2029) at MBTA’s discretion.

Key Service description

Service Pattern: 7 days/week; some trips via Canton Junction; seasonal Houghton’s Pond service (May–Oct).

Daily Revenue Hours: Weekdays 27; Saturdays 20; Sundays 20.

Fleet: Two buses in service + one spare within 20 miles; vehicle age < 12 years.

Operations: Dispatcher during operating hours; complaint management; quarterly performance reviews.

Comms & Disruptions: Radio comms; notify MBTA OCC/PIO for disruptions >15 minutes.

Fare Collection: MBTA provides fare equipment; contractor installs within 15 days of receipt; vaulting per MBTA.

Documents attached within the RFP

RFP Structure

Introduction Scope of Work Bidders Instructions & Procurement

Terms & Conditions Attachments Response Forms

Scope of Work

Review and Evaluation Contains the contractual terms by which Bidder is expected to abide

Deliverables Bid Conference RFP Calendar Rules of Contact Insurance Submit on Commbuys Technical Proposal Price Proposal Pass/Fail Criteria Technical Response Criteria

MBTA Minimum Insurance Requirements Form B: Technical Proposal Price Proposal

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Important Dates

Include all milestone dates and times that the bidders are required to meet as part of the bid response. (Ex: Samples, Site Visits, etc.)

Training Resources

COMMBUYS Q&A

Please watch this short video that demonstrates how to use the tool to ask questions about the bid.

COMMBUYS Q&A is a tool to manage dialogue between buyers and bidders.

Link to the video

To all Bidders: Please watch this short video that demonstrates how to use the tool to ask questions about the bid.

COMMBUYS Training Pre-recorded Webcast How to Locate and Respond to Bid Solicitations in COMMBUYS Link to the recording.

Job Aids How to Create a Quote in COMMBUYS Using the Q&A Tab within a COMMBUYS Bid How to Withdraw, Reopen, and Resubmit a Quote Basic COMMBUYS Navigation and Searching for the Seller Role

View

Read

Participate Link to the Vendor Training Schedule;

On this slide we have a variety of methods to review the training material, you can View the webcast Participate in Vendor Training or Read the job aids

Important steps to follow for bid submission Acknowledge the Bid Bidders are encouraged to Acknowledge the bid to be notified of any updates/amendments to the bid, including changes to the bid opening date/due date.

To receive these updates:

Login to COMMBUYS Navigate to the bid using the Advanced Search Select "Yes" on the Acknowledge Receipt and View Solicitation window.

You must be registered in COMMBUYS to take this action.

Questions?

OSD Help Desk Monday – Friday, 8:00 a.m. – 5:00 p.m.

888-MA-State (627-8283) OSDHelpDesk@mass.gov Plan to Submit Your Response All responses must be submitted in COMMBUYS by the Bid Opening Date and Time; late responses may not be accepted.

It is imperative that bidders allow sufficient time to submit their quote, and bidders are advised – at a minimum – to begin well in advance of the Bid Opening Date and at a time when OSD Help Desk staff are available for questions.

Move this to the end

Questions?

Closing This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 177F-25 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

RFP Schedule and any dates mentioned are subject to change at the discretion of the MBTA. Please refer to COMMBUYS for the most accurate information.

Questions should be posted on COMMBUYS (Deadline – 6th November 2025)

Any and all communication during the non-mandatory Bidders’ Conference of Oct 23rd 2025, represents no favor to attendees. All Bidders’ responses will be treated equally regardless of attendance.

This Presentation will be posted on COMMBUYS in the File Attachments section.

Thank You for your interest in partnering with the MBTA

Update the highlighted dates, time and RFP #

Thank you for attending!

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