Q_A Document 1 (49).pdf

Questions & Answers - 1

Solicitation 26-002 - Public Transit3rd Party Transportation Operator

Buying Organization Douglas County

No Question/Answer Question Date

Q1 Question: 3rd party rebid why was the last solicitation cancelled?

Answer: An error in posting necessitated redoing the bids. That will not happen this time.

01/27/2026

Q2 Question: previous contract how much the previous contract worth

Answer: 'Please contact Douglas County Records Department for this information.

01/27/2026

Q3 Question: Upload Location – Attachment 1 (Bid Certification)

The submission platform does not include a designated upload section for Attachment 1 – Bid

Certification (p. 55 of the RFP). Please confirm under which section of the proposal this document should be uploaded.

Answer: Please add in the section labeled "Proposal Certification"

02/12/2026

Q4 Question: Upload Location – Attachments 7 and 8 (Public Transit Experience Forms)

The submission platform does not include a designated upload section for Attachments 7 and 8 – Public

Transit Experience Forms (pgs 64 and 65 of RFP). Please confirm under which section of the proposal these documents should be uploaded.

Answer: Please attach documents in section labeled "National Transit Database" section

02/12/2026

Q5 Question: Clarification – Radio Equipment Provision (Page 26)

Page 26 of the RFP states that “The County provides all radio equipment and will ensure radio availability for normal dispatching as well as emergency situations…”

Please confirm whether the County intends to assume responsibility for providing radio equipment under the upcoming contract term, or if the responsibility will continue to be that of the vendor?

Answer: Currently using verizon flip phone touch to talk. Open to discussion with successful bidder about future use but the county would provide

02/12/2026

Q6 Question: Alternative Budget

Would the County be open to proposals featuring alternative budget models, such as invoicing based on vehicle hours or vehicle revenue hours?

Answer: Please respond to what's requested in the RFP only to ensure the bids are for the same service.

02/13/2026

Q7 Question: Optional Proposal

Would the County permit a Proposer to include an optional supplemental concept outlining a potential service enhancement or alternative service model designed to improve operating efficiency and customer experience, while remaining fully compliant with applicable FTA, ADA, and GDOT requirements?

Answer: Please respond to what's requested in the RFP only to ensure the bids are for the same service.

02/15/2026

No Question/Answer Question Date

Q8 Question: Alternate proposal

Would the County allow Proposers to include an optional section labeled “Innovative or Alternative

Approaches” outlining technology-enabled or turnkey recommendations, clearly separated from the base scope and pricing evaluated under this RFP, with any related cost considerations addressed during negotiations or final discussions, if appropriate?

Answer: Please respond to what's requested in the RFP only to ensure the bids are for the same service.

02/15/2026

Q9 Question: Vehicle Cleaning

Can the County confirm whether any vehicle washing equipment, wash bays, or cleaning supplies are provided on-site, or if all cleaning labor and materials are the responsibility of the Contractor?

Answer: We have no wash bays. County has a tote and pressure washer on a trailer for transport.

02/15/2026

Q10 Question: Licensing Requirements

Are all drivers required to hold a CDL to operate the fixed-route and ADA services contemplated under this RFP, or are non-CDL licenses acceptable for certain vehicle classes?

Answer: CDL’s are not required for our bus fleet

02/15/2026

Q11 Question: Driver Wages

What is the current starting hourly wage for drivers under the existing contract?

Answer: $16 dollars an hour starting hourly wage

$16.50 for Para drivers

02/15/2026

Q12 Question: Living Wage Ordinance

Is there a County living wage ordinance or minimum compensation requirement applicable to this contract?

Answer: no living wage ordinance

02/15/2026

Q13 Question: phone and internet

Will the County provide phone and internet infrastructure at the operations facility, or is the Contractor expected to supply and maintain these services?

Answer: The county supplies all phone and internet infrastructure

02/15/2026

Q14 Question: staffing levels

For workforce planning and transition purposes, can the County provide information regarding current operator staffing levels, vacancy rates, and annual driver turnover under the existing contract?

Answer: We have not tracked the hirings and firings for the drivers from our third party operations.

02/15/2026

Q15 Question: bid bond requirement

Can the County confirm the basis for calculating the required 5% bid bond (e.g., total proposed contract value for the initial term, annual value, or another amount)?

Would the County consider eliminating the bid bond requirement?

Answer: The 5% bid bond is calculated off their total proposed contract value bid amount. If their cost is

$100,000 then their bid bond should be 5% of that cost which is $5,000.

02/15/2026

Q16 Question: VENDOR RFP QUESTIONS

FOR HIRE MANAGEMENT SERVICES INC. (FHMS)

4527 Avion Park

Douglasville, GA. 30135Email: Hunter.sandra@rocket mail.com

Date: February 16, 2026

Purchasing Department

ATTN: Mr. Anthony Choice

8700 Hospital Drive

Douglasville, GA 30134

RE: 3RD PARTY TRANSPORTATION OPERATOR_ Solicitation#: 26-002

Good Afternoon:

The RFP is comprehensive, but I have a few specific questions that need clarification:

•Please confirm whether the potential vendor or Solicitor (Procuring Entity) will provide a fixed operations workspace.

•Please identify the party responsible for cleaning and up-keeping the operations office space.

•Are daily vehicle supply maintenance and pre-trip checks—such as oil, transmission fluid, antifreeze, and wiper fluid—required as part of potential vendor responsibilities?

•In the event of a vehicle breakdown, is the vendor permitted to outsource or subcontract the affected routes?

•Provide detailed specifications for all vehicles being used in para transit service delivery?

Administrative Personnel

•Please confirm the allowable classification for administrative personnel (W-2 employees versus 1099 contractors).

•Please identify the required workers’ compensation coverage applicable to administrative personnel under this contract.

•Please confirm whether Professional Insurance is required for the vendor and, if applicable, outline the minimum coverage limits.

We appreciate your prompt attention to these inquiries, as your detailed response will greatly assist in ensuring a clear and comprehensive understanding of the Statement of Work requirements.

Answer: Office space is provided for the third party operator. vehicles are owned and maintained by the county. The county has spare ratios to cover vehicles being repaired. We use cutaway busses 14 seats.

County maintains insurance on the vehicles and office space, third party operator would need to provide insurance for their employees.

02/16/2026

Q17 Question: General, Logo

Does the County approve the use of its logo in the bid response?

Answer: Yes that is fine

02/16/2026

Q18 Question: RFP, GG. DISADVANTAGED BUSINESS ENTERPRISES (DBE), pg. 13:

Will the County please clarify what changes, if any, will result in the best effort-based goal for participation because of the issuance of the US Department of Transportation's recent Interim Final

Rule (IFR) on October 3rd?

Your timely response to this question is appreciated, given the timelines associated with the procurement.

Answer: At this time, the IFR does not result in any changes to the best effort–based participation goal applicable to this procurement. Proposers remain subject to the requirements set forth in the solicitation, including demonstrating good faith efforts, where applicable. Should any future guidance or regulatory updates require modifications, the County will issue a formal addendum.

02/16/2026

Q19 Question: General, Union

Please confirm if the County is unionized for the work being performed under the 3rd Party

Transportation Operator, Solicitation Number 26-002.

If the County is unionized, please provide bidders with the CBA.

Answer: There is no union

02/16/2026

Q20 Question: General, Budget

Can the County provide historical annual budget utilization data compared to the planned budget?

Answer: For FY 2025 the Annual expense was $1,709,615.00 and for FY 2024 it was $1,790,590.00

02/16/2026

Q21 Question: General, Start-up Costs:

Would the County allow startup costs to be itemized separately and reimbursed upon completion of the startup phase?

Answer: Contract is a cost plus contract. Other discussions on contracting will take place after the RFP is completed

02/16/2026

Q22 Question: General, Driver roster, etc.:

Would the County consider providing a current driver roster, including pay rates, seniority, and identified vacancies?

Answer: Current third party operator would have this information and not the county

02/16/2026

Q23 Question: General, Services:

Has the County experienced any service disruptions related to driver shortages, and if so, can details be provided?

Answer: no disruptions to service

02/16/2026

Q24 Question: General, Personnel Benefits:

Can the County provide a current employee roster associated with this service, including position titles, wage rates, seniority information, a summary of benefits offered, historical driver and total staff turnover rates, and applicable overtime policies and rates?

Answer: See attachment labeled RFP responses

Q25 Question: Labor Liabilities:

Can the County confirm whether there are any outstanding 49 U.S.C. § 5333(b) (“13(c)”) labor liabilities that would transfer to the new contractor?

Answer: There are no labor liabilities

02/16/2026

Q26 Question: Annual Service Level Change Trigger:

Would the County consider establishing an annual service level change trigger of ±10% of total service hours?

Answer: I would refer you to the RFP. Staff expects a discussion with successful vendor during contract phase

02/16/2026

Q27 Question: Environmental Performance Goals :

Does the County have any sustainability, emissions reduction, or environmental performance goals applicable to this service?

Answer: Not at this time.

02/16/2026

Q28 Question: Safety Reports:

Can the County provide safety incident and accident data for the past three years related to this service?

Answer: Listed below are the totals for MVA’s over the last three years

2025 – 15

2024 – 13

2023 – 04

Total MVA’s 32

Listed below are the Incidents

2025 – 7

2024 – 6

2023 – 8

Total incidents 21

02/16/2026

Q29 Question: Exceptions:

While the RFP acknowledges performance-related exceptions (e.g., traffic or other external factors), can the County clarify how such exceptions are treated for billing purposes?

Answer: Currently performance related exceptions do not impede the bill such as extenuating circumstances outside of contractors control, such as traffic. Performance related issues impacting the quality of service will lead to damages being assessed. Liquidated Damages will be discussed in contracting phase

02/16/2026

Q30 Question: Forecasted Vehicle Revenue Hours:

The RFP provides actual historical vehicle revenue hours; can the County also provide projected or forecasted vehicle revenue hours for planning purposes?

Answer: We don't have current projections and do not expect too have significant service changes.

Q31 Question: Performance Trip Data:

The RFP includes system-level aggregate performance data.

Can the County provide historical trip volume, revenue hours, deadhead hours, and miles, broken down by route?

Answer: Please defer to the National Transit Data (NTD) for this information

02/16/2026

Q32 Question: Implementation Schedule:

While anticipated service levels are identified in the RFP, can the County clarify whether a defined ramp-up or phased implementation schedule is planned?

Answer: We don't have ramp ups planned or new service changes planned

02/16/2026

Q33 Question: IT Equipment:

Please clarify if the County will be providing Dispatch, Scheduler, and Reservations desktop computers.

Answer: All computers, phones and computers are supplied by county

02/16/2026

Q34 Question: Price Adjustment:

Will the County include provision that provides for price adjustments if Contractor’s costs increase or revenues decrease as a result of (i) changes to the scope of work/service hours requested by the

County, (ii) changes in laws, rules, regulations, etc. applicable to the services to be provided by

Contractor, and/or (iii) wage increases necessary for Contractor to be able to recruit and retain qualified employees as a result of an increase in the minimum wage in the City or surrounding jurisdictions; and

(iv) costs incurred in response to a federal, state, or local state of emergency (including the COVID-19 pandemic or similar national emergency), including providing personal protective equipment, supplies, staffing, and additional services (including additional health and safety services or requirements)?

If the parties are unable to agree on a rate adjustment, then either party may terminate the contract upon 120 days' written notice to the other party.

Contractor needs price protection for changes requested by the County or matters that were not contemplated at the time of Contractor’s proposal.

Answer: Its an eligible cost plus contract and no bonuses allowed

02/16/2026

Q35 Question: Section K – Renewal Options:

This section states the County shall have the option to renew this contract for two (2) additional one (1) year period(s).

Will the County revise to require mutual agreement for any extension of the term of the agreement?

Renewal or extension of the agreement should require the agreement of both parties.

Answer: No revision is considered at this time.

02/16/2026

Q36 Question: Termination for Convenience:

This section states that the County, at its sole discretion, reserves the right to terminate this contract upon thirty (30) days' written notice.

Will the County revise to provide for at least 60 days’ notice of termination and payment of Contractor’s reasonable close-out costs?

Contractors will have contract termination costs as well as employment termination obligations required by law (WARN Act, etc.).

Answer: Not at this time.

Q37 Question: Section I. W. Insurance, pages 9-11 of 66:

The RFP does not include a requirement related to Auto Liability coverage.

Please clarify regarding limits and coverage for Auto Liability Insurance.

Answer: Douglas County owns the vehicles and provides insurance on them as well.

02/16/2026

Q38 Question: Section III. E. Proof of Insurance, page 48 of 66:

This section states: Submit either a certificate of insurance, or evidence of insurability, that is in compliance with the stated insurance requirements in Section 1.8.

Please clarify where Section 1.8 is located.

Answer: This should state Item W and not Section 1.8

02/16/2026

Q39 Question: Section I. X. Bonding, page 11 of 66:

Please provide the contract term/cost basis for the required 5% bid bond.

Answer: The 5% bid bond is to be submitted with proposal. No bond is required for year to year contract.

02/16/2026

Q40 Question: Section IV, Attachment 2 - Vendor Profile Form, 2.:

Please confirm that bidders may refer to the key personnel resumes located in the proposal, or if additional copies are required to be attached to this form.

Answer: Copies are required to be attached to this form.

02/16/2026

Q41 Question: Attachment 7, Public Transit Experience Form:

This form requires information regarding Paratransit Contracts, and requests “How many fixed route vehicles were in the fleet?”

Please confirm that the County is requesting the number of paratransit vehicles.

Answer: The RFP seeks to determine experience with fixed route and para services

02/16/2026

Q42 Question: Performance Bond:

Please confirm that the County does not require a performance bond for this contract. If one is required, please confirm the County will accept the surety’s annually-renewable performance bond form, and please provide information on the amount and terms.

Answer: 100 % Performance bond will be required for the awarded vendor. An AM-Best A+ or above surety is acceptable.

02/16/2026

Q43 Question: Start of Service:

Please provide tentative dates for the award and start of service.

Answer: Tentative for award and start of service will be around May 1, 2026.

02/16/2026

Q44 Question: nvelope 2 – Cost Proposal Bid Documents:

Please clarify why the "Envelope 2 – Cost Proposal Bid Documents" submission item on BidNet is marked as Optional.

Answer: Submitted as a guide based on past 5 years expenditures. County will reserve the right to review the Third Party Operations budget breakdown each year

Q45 Question: Attachment 6 Budget Work Sheet:

Please confirm that bidders may recreate forms, for example, the Attachment 6 Budget Work Sheet, if all original elements are included.

Also, please confirm if notes or confidential markings on forms will be accepted.

Answer: Submitted as a helpful guide based on expenditures over past 5 years

02/16/2026

Q46 Question: RFP, Cover Sheet, pg.1:

Will the County grant a two-week extension to the proposal closing date (currently March 5, 2026, at

2:00 PM EST)?

Answer: County has set the timeline and adhering to it

02/16/2026

Q47 Question: RFP, J. Initial Contract Term, pg. 6:

Please confirm that the contract term is a 3-year base with 2 one-year options.

Answer: It is confirmed

02/16/2026

Q48 Question: RFP, H Preparation of Proposals, pg. 5 and Attachment 6, Budget Work Sheet:

Please provide all pricing and budget forms in editable Excel format, which also includes Attachment 6, Budget Work Sheet.

Answer: Editable Excel format forms are unavailable. All necessary forms have been added to the RFP

02/16/2026

Q49 Question: RFP, I Method of Award, pg. 5 and Attachment 6 Budget Work Sheet:

Please confirm whether the County will evaluate the year one price or the total base contract price?

Answer: total base contract price

02/16/2026

Q50 Question: RFP, I Method of Award, pg. 5:

Please provide the current incumbent rates for each service type and any other pricing components currently paid by the Contractor to the county.

Answer: cost plus contract

02/16/2026

Q51 Question: RFP, I Method of Award, pg. 5:

Please provide total annual payments to the incumbent for the last two fiscal years (or last 24 months).

Answer: FY 24 $1,709,615

FY 25 $1.790,590

02/16/2026

Q52 Question: RFP, 3 Definitions, pgs. 23-24 and 3. DEFINITIONS, pg. 24:

Please provide deadhead by route for fixed route service for the last full fiscal year and year-to-date.

Answer: This information is available in the National Transit Database (NTD)

Q53 Question: RFP, 4. PERFORMANCE REQUIREMENTS, pg. 25:

Please provide scheduled pull-out and pull-in times by route and day type, including any deadhead assumptions used by the County.

Answer: See attachment labeled RFP Responses:

Fixed route buses generate very little deadhead. All routes begin and end at the MMTC. Buses travel to the County Fleet department for repair, fuel and PM’s as needed and that is less than one from the

MMTC. Paratransit deadhead varies per day but is typically less than 75 miles per day.

02/16/2026

Q54 Question: RFP, 4 Customer Service, pg. 19:

Please provide the current span of fixed route service (operating hours) by day of week and note any seasonal schedules or planned changes.

Answer: We begin service at 6:00a Monday to Friday with the last bus returning to the MMTC at 7:57p.

On Saturday we being service at 7:00a with he last bus returning to the MMTC at 7:57p.

We do not operate on New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving or

Christmas Day.

02/16/2026

Q55 Question: RFP, 2 ADA COMPLEMENTARY PARATRANSIT SERVICES, pg. 18:

Please provide paratransit top trip generators and the approximate share of trips by origin/destination.

Answer: See attachment labeled RFP responses:

Top trip generator are Dialysis, medical and personal with employment close behind.

02/16/2026

Q56 Question: RFP, 4 PERFORMANCE REQUIREMENTS, pg. 24-25:

Please provide performance history for the last three years (or available period) for on-time performance, complaints, by service type.

Answer: OTP for 2025 87%

OTP for 2024 89%

02/16/2026

Q57 Question: RFP, 4 PERFORMANCE REQUIREMENTS, pg. 24-26:

Please provide liquidated damages or performance penalty assessments for the last 12 months by category.

Answer: As a new transit agency in 2019 we have worked to create LD's now and going forward. No previous history is available. LD's will be negotiated in the contract

02/16/2026

Q58 Question: RFP, G. DATA GATHERING AND REPORTING REQUIREMENTS, 1. Records Retention:

RFP, G. DATA GATHERING AND REPORTING REQUIREMENTS, 1. Records Retention and

Operating Reports, pg. 44-45: Please provide the last six months of invoices and monthly management reports to confirm reporting expectations and baseline performance.

Answer: Current reports are in RFP but the reporting will be revised

Q59 Question: RFP, 4 CUSTOMER SERVICE, pg. 19-21:

Please confirm the County will provide the call center phone system and existing telecom infrastructure

(for example, number of lines, SIP vs PRI/T1, and redundancy), or whether all telecom services are solely the contractor’s responsibility.

Answer: All telephones, internet access and computers are supplied by the county

02/16/2026

Q60 Question: RFP, 4 CUSTOMER SERVICE, pg. 19-21:

Please provide recent call center volume metrics (last 3–6 months if available): call volume by hour/day type, average speed of answer, abandonment rate, and call types.

Answer: See attachment labeled RFP responses

Month Call Presented Calls Answered Missed Calls Avg Speed of Answer

Total Talking Duration Avg Talking duration

Oct 269 249 37 0:00:06

6:18:43 0:01:44

Nov 191 162 29 0:00:06

3:54:41 0:01:27

Dec 178 152 26 0:00:06

4:22:00 0:01:43

02/16/2026

Q61 Question: RFP, 4 CUSTOMER SERVICE, 8 Integration & Compatibility, pg. 21:

Please provide a summary of any required system integrations (for example, phone system to scheduling/dispatch/CRM), and confirm which party is responsible for ongoing support.

Answer: All phones, computers and infrastructure is provided by the county. County IT staff suuport

02/16/2026

Q62 Question: RFP, SECTION I: SPECIAL TERMS AND CONDITIONS, A. PURPOSE, pg. 3:

Please confirm the current and required spare ratio by vehicle type/service.

Answer: 31% spare ratio for fixed route 29% for para

02/16/2026

Q63 Question: RFP, SECTION I: SPECIAL TERMS AND CONDITIONS, A. PURPOSE, pg. 3:

Please clarify who is responsible for towing expenses. If the Contractor is responsible, please provide towing incident counts and costs for the last three years (or available period).

Answer: Douglas County maintains the fleet.

02/16/2026

Q64 Question: RFP, E. SERVICE TRANSITION AND OPERATIONS:

Please provide an inventory of County-owned shop equipment available for contractor use (if applicable) and clarify access rules for contractor staff.

Answer: County owns the property at Fleet associated with bus repairs. Contractor has no access or need outside of getting busses over for PM's and/or other service

02/16/2026

Q65 Question: RFP, GG. DISADVANTAGED BUSINESS ENTERPRISES (DBE), pg. 13:

Please confirm whether documentation of a good faith effort is required.

Answer: There is no DBE goal for this solicitation. It is incumbent on the bidder to determine good faith efforts.

Q66 Question: RFP, GG. DISADVANTAGED BUSINESS ENTERPRISES (DBE), pg. 13:

Please provide incumbent DBE utilization for the most recent 12 months and a list of current DBE subcontractors/vendors (redacted if needed).

Answer: Not applicable. operations contract

02/16/2026

Q67 Question: RFP, KK. MINIMUM WAGES, pg. 13 and 3.19 LAWS, RULES, REGULATIONS AND

LICENS

Please confirm whether legally mandated wage/benefit changes during the contract term qualify for an equitable adjustment, and the process and timeline for submitting and approving such adjustments.

Answer: If legally mandated, then yes. The process and timeline will be defined by the awarded contractor and Douglas County staff. This is a cost plus contract

02/16/2026

Q68 Question: RFP, 3.19 LAWS, RULES, REGULATIONS AND LICENSES, pg. 52:

Please confirm that the County is responsible for the costs of licenses, permits, and vehicle insurance that the contractor will be expected to carry under this contract.

Answer: This is confirmed

02/16/2026

Q69 Question: RFP, 2. PHASE II – REVENUE SERVICE OPERATION AND IMPLEMENTATION, g, pg.

22:

Please clarify if the Contractor is responsible for vehicle cleaning. If so, please provide the cleaning details and schedule.

Answer: Contractor is responsible for cleaning and submit a plan to Connect Douglas for approval.

02/16/2026

Q70 Question: Operations

The RFP references "six (6) fixed routes operating nine (9) buses" in Section II.B, but Section II.C describes "four fixed routes" utilizing nine cutaway buses. Which is accurate — four routes or six?

Answer: Six routes is correct. You can also access our website

02/16/2026

Q71 Question: RFP, E. SERVICE TRANSITION AND OPERATIONS, E. SERVICE TRANSITION:

RFP, E. SERVICE TRANSITION AND OPERATIONS, E. SERVICE TRANSITION AND OPERATIONS,

pg. 21-22: Please confirm whether the County will provide training vehicles for contractor training during the implementation period.

Answer: Douglas County owns the vehicles and provides insurance on them as well.

02/16/2026

Q72 Question: RFP, HH. LABOR, MATERIALS, AND EQUIPMENT:

RFP, HH. LABOR, MATERIALS, AND EQUIPMENT SHALL BE SUPPLIED BY THE VENDOR, pg. 13, and A. PURPOSE, pg. 3: Please confirm that the County will provide non-revenue vehicles (for example, supervisor, road call, relief, or training vehicles).

Answer: this is confirmed

Q73 Question: RFP, A. PURPOSE, pg. 3 and 2. PHASE II

RFP, A. PURPOSE, pg. 3 and 2. PHASE II – REVENUE SERVICE OPERATION AND

IMPLEMENTATION, pg. 22: Please provide the County’s top operational challenges and priorities for this contract term, and any long-range (5 to 10 year) vision for Connect Douglas services.

Answer: The County’s top operational challenges and priorities for this contract term include ensuring reliable, safe, and customer-focused transit service while maintaining cost efficiency and regulatory compliance.

The County’s long-range goal is to position Connect Douglas as a reliable, innovative, and community-centered mobility provider that supports economic development, accessibility, and quality of life throughout Douglas County.

02/16/2026

Q73 Question: Pricing / FInancials

Section II.B references "future on demand or micro-transit" as a potential service. Will pricing be required for this scope now, or will it be negotiated separately if/when implemented?

Answer: This would be a future discussion with successful vendor

02/16/2026

Q75 Question: RFP, A. PURPOSE, pg. 3:

Please clarify if vehicle fueling is on-site.

Answer: All vehicles are fueled at the Fleet location, located less than a mile from their storage property.

02/16/2026

Q76 Question: Pricing / FInancials

The RFP states the county will provide fuel "unless otherwise agreed to" — under what conditions would the vendor be expected to provide or manage fueling, and how would that be compensated?

Answer: County supplies fuel

02/16/2026

Q77 Question: Internet Service:

General: Will the County provide Internet, or will the Contractor need to provide our own internet circuit?

Answer: County will provide internet

02/16/2026

Q78 Question: Technology

Section II.D.3 states the County will choose the scheduling/dispatch software. What platform is currently in use, and will there be any transition period or training support from the current vendor?

Answer: Ecolane and Passio are in use currently

02/16/2026

Q79 Question: General, IT:

Some bidders require running the business throughout the day.

Can the Contractor co-locate network equipment in existing IT closets, or do we need to use separate areas?

If the Contractor cannot install their network equipment would the Agency IT provide a VLAN for the

Contractor to use?

Answer: IT would be opposed to any systems or outside equipment use by third party operator

Q80 Question: Operations

Who is the current operator, what is the current annual contract value, and when does the incumbent contract expire?

Answer: Transitions Commute Solutions; Annual contract value is $1,722,170; Contract expires April

30, 2026

02/16/2026

Q81 Question: General, IT:

General: Please provide marked up floor plan with IT Comm closets shown on the floor plan.

Answer: All IT concerns are handled by Douglas County IT

02/16/2026

Q82 Question: Pricing / FInancials

Attachment 6 requests a budget only through December 31, 2026. Should vendors also provide pricing for the full three-year base term, or only the partial-year period?

Answer: Initial term should be May 2026 thru December 2026 and pricing should be provided for 3 year term afterwards

02/16/2026

Q83 Question: General, IT:

Please provide pictures of the IT closets to determine if there is enough space to co-locate equipment.

Answer: County IT would be opposed to co-location of outside equipment

02/16/2026

Q84 Question: General, IT:

What is the current bandwidth to the facility? Is there a backup circuit? Who are the internet service providers?

Answer: The county supplies all phone and internet infrastructure

02/16/2026

Q85 Question: Pricing / FInancials

Attachment 6 requests a budget only through December 31, 2026. Should vendors also provide pricing for the full three-year base term, or only the partial-year period?

Answer: Initial term should reflect May 2026 thru December 2026. Pricing should be provided for the 3-full year term afterwards

02/16/2026

Q86 Question: General, IT:

Are there any pain points with the current Wi-Fi? If so, please indicate where on a floor plan they exist.

Answer: The county supplies all phone and internet infrastructure

02/16/2026

Q87 Question: Pricing / Financials

Section IV states pricing must be entered electronically in BidNet, but Attachment 6 is a budget worksheet in the document itself. Are vendors expected to complete both, and which takes precedence if there are discrepancies?

Answer: Cost should be uploaded on BidNet in it's own envelope. Cost should not accompany the technical proposal.

02/16/2026

Q88 Question: General, IT:

Are interior walls cinder block or stud/sheetrock?

Answer: stud/sheetrock

Q89 Question: General, IT:

Are there any existing exterior Wi-Fi access points for the bus parking lot/yard?

Answer: The county supplies all phone and internet infrastructure

02/16/2026

Q90 Question: General, IT:

Does the facility have Cat 6 wiring throughout?

Answer: The county supplies all phone and internet infrastructure

02/16/2026

Q91 Question: General, IT:

What type of phone system is currently being used?

Answer: The county supplies all phone and internet infrastructure

02/16/2026

Q92 Question: General, IT:

What type of in-vehicle radios are used? Please provide the make and model. How old are they?

Answer: Currently using verizon flip phone touch to talk. Open to discussion with successful bidder about future use but the county would provide

02/16/2026

Q93 Question: Page 18, Section II: Scope of Services:

This section indicates that the County will select the software used for reservations, scheduling, dispatch, and overall management of both paratransit and fixed-route services. Can the County please identify the software platforms that have been selected for the paratransit service and for the fixed-route service?

Answer: Ecolane and Passio

02/16/2026

Q94 Question: Pricing / FInancials

Is there a negotiated management fee or fixed fee component in addition to reimbursable costs, and what format does the County prefer — fixed monthly fee, percentage of total costs, or per-hour rate?

Answer: Cost plus contract

02/16/2026

Q95 Question: Operations

Is there a not-to-exceed annual contract value or guaranteed minimum annual revenue hour or mile commitment?

Answer: No there is not.

02/16/2026

Q96 Question: Page 18, Section II: Scope of Services

This section states that the County will select the software used for reservations, scheduling, dispatch, and management of both paratransit and fixed-route services.

Please confirm whether the County will also provide the in-vehicle mobile data terminals (MDTs) and/or tablets required for driver use of the selected software for both paratransit and fixed-route services, including the associated cellular or data plans for those devices.

Answer: Yes, MDT's are provided

Q97 Question: Pricing / Financials

Section I.W states insurance costs are a "billable expense to the County." Should insurance be broken out separately in the budget, and is there a cap on reimbursable insurance costs?

Answer: It is a cost plus contract. County maintains fleet insurance

02/16/2026

Q98 Question: Insurance / Claims

Section I.W establishes a $5,000 deductible limit per incident and asks vendors to estimate annual deductible reimbursement costs. What is the county's historical claims frequency to help vendors estimate this figure?

Answer: 2022 – 1 Claim

2023 – 3 claims

2024 – 5 claims

2025 – 8 claims

02/16/2026

Q99 Question: Page 18, Section II: Scope of Services

Please confirm that the Contractor is not required to provide any in-vehicle technology, including software or hardware. If the Contractor is required to provide any in-vehicle technology, please identify and describe the specific technologies required.

Answer: this is confirmed

02/16/2026

Q100 Question: Page 18, Section II: Scope of Services

This section indicates that the County will hold an ongoing service and maintenance contract for software maintenance and support, as well as periodic review and adjustment of system parameter settings. Please confirm that the Contractor will have no financial responsibility for this ongoing software service and maintenance contract. If the Contractor is responsible for any portion of these services or agreements, please provide the associated annual costs.

Answer: County will own the software

02/16/2026

Q101 Question: Page 18, Section II

Please confirm the telephone system or call center platform that is currently in place. Additionally, please describe any issues or challenges the County has experienced with this call center platform, if applicable.

Answer: County uses ecolane software

02/16/2026

Q102 Question: Insurance / Claims

Is the Vendor required to insure County-owned vehicles, or does the County carry primary vehicle insurance?

Answer: The County carries the insurance on the fleet

02/16/2026

Q103 Question: Pricing / FInancials

Section I.X requires a 5% bid bond. Is this calculated on total contract value or annual value, should it be submitted as part of the technical or cost proposal, and what form is acceptable — surety bond, cashier's check, etc.?

Answer: The 5% bid bond is calculated off the total proposed contract value bid amount. Surety bond is the acceptable form.

Q104 Question: Pricing / FInancials

Is a performance bond required upon contract award?

Answer: Performance bond is only required for the awarded vendor.

02/16/2026

Q105 Question: Pricing / FInancials

Which specific BLS index will be used for CPI-based price adjustments during renewal periods — CPI-

U, CPI-W, or a regional index — and if CPI is negative, will pricing be reduced accordingly?

Answer: All prices are expected to firm up front. If price adjustment is requested during renewal periods, it will be handled at that time.

02/16/2026

Q106 Question: Operations

How many of the 14 fixed route vehicles are designated as spares, and what are the makes, models, model years, mileage, and general condition of the fleet?

Answer: 4 spares

313 2019 Star Trans Miles: 156,956 Good Condition

314 2019 Star Trans Miles: 141,338 Good Condition

315 2019 Star Trans Miles: 139,042 Good Condition

316 2019 Star Trans Miles: 190,123 Good Condition

301 2025 StarCraft Miles: 7,205 Excellent Condition

302 2025 StarCraft Miles: 21,496 Excellent Condition

303 2025 StarCraft Miles: 21,955 Excellent Condition

3042025 StarCraft Miles: 21,080 Excellent Condition

3052025 StarCraft Miles: 21,806 Excellent Condition

306 2025 StarCraft Miles: 13,873 Excellent Condition

3072025 StarCraft Miles: 22,420 Excellent Condition

310 2025 StarCraft Miles: 21,428 Excellent Condition

311 2025 StarCraft Miles: 13,409 Excellent Condition

02/16/2026

Q107 Question: Operations

What fare collection system is currently in use, who manages reconciliation, and what is the current annual farebox revenue? Is the vendor responsible for fare collection equipment and cash handling procedures?

Answer: Fares are collected on site with staff from third party operations and connect douglas staff

02/16/2026

Q108 Question: Pricing / FInancials

Section II.D.4 includes a phone system specification with a 99% uptime requirement. Is the County providing the physical phone system infrastructure, or is the vendor expected to procure and operate a compliant system, and if vendor-procured, how should costs be reflected in the budget?

Answer: county supplies all phone, internet and computers

02/16/2026

Q109 Question: Operations

What is the penalty structure for missed revenue miles?

Answer: There is no structure however, this will be on a case-by-case basis. Please respond to what's requested in the RFP only to ensure the bids are for the same service.

Q110 Question: Operations

What is the current staffing headcount and organizational structure for Connect Douglas operations?

Answer: County staff is 9 with 3 of those being part time positions

02/16/2026

Q111 Question: Operations

What are the current wage rates, benefit structures, and union status of existing employees, and does the County expect or require the incoming vendor to offer employment to incumbent staff through a right-of-first-refusal or similar labor protection?

Answer: There is no union

02/16/2026

Q112 Question: Operations

The RFP requires bilingual English/Spanish capability per Section II.F.2.b. Is this required for all CSR and dispatch staff, or only a subset, and what percentage of current ridership requires Spanish language assistance?

Answer: Please submit answer based on US Census Bureau data. It is not a requirement for all staff but Connect Douglas is, and desires to remain, LEP compliant

02/16/2026

Q113 Question: Operations

Section II.F.2 states there will be 6 cubicles, a managerial office space, and break rooms available on-site. Will the vendor have access to these facilities at no cost, and are they already equipped with furniture, computers, and phone systems?

Answer: Yes the county houses the third party operations

02/16/2026

Q114 Question: Operations

The RFP references AVL, ACD, IVR, TDD, MDT, and camera systems throughout. Which of these technologies are currently installed and operational on county vehicles and facilities, and which would be the vendor's responsibility to provide?

Answer: County provides and installs all equipment for busses

02/16/2026

Q115 Question: Contract Award

Section II.E.1 requires a Transition Management Plan to be submitted and approved before Phase II begins with a 45-day implementation window. When does the 45-day clock start — at contract award, notice to proceed, or another trigger?

Answer: 45 days after contract is awarded

02/16/2026

Q116 Question: Operations

Will the county allow the new vendor access to current operational data including ridership records, run cut structures, and scheduling parameters during the pre-award or post-award period to support transition planning?

Answer: Yes this will be done post-award.

02/16/2026

Q117 Question: Operations

Section II.D.5 states all parties must inspect vehicles up to 30 days before the transition date. If vehicles are found to have deficiencies, what is the timeline and responsibility for correction before the vendor assumes operations?

Answer: Fleet is monitored every week. We do not anticipate problems and if there are issues then that will have to be a process with county fleet to correct

Q118 Question: Operations

Section I.J states the contract commences "the first calendar day of the month succeeding approval by the Board of Commissioners." Given the March 5, 2026 proposal deadline, what is the anticipated

Board approval date and projected contract start?

Answer: County is working through the process of the RFP and then will enter into contract discussion and specifics with successful vendor

02/16/2026

Q119 Question: Pricing / FInancials

How will service increases or reductions be priced during the contract term?

Answer: This is a cost plus contract

02/16/2026

Q120 Question: Operations

Can the County provide three years of detailed fare revenue totals and passengers-per-revenue-hour metrics?

Answer: This information can be pulled from the National Transit Database (NTD)

02/16/2026

Q121 Question: Call Center:

Would the County please consider providing the following details regarding the call center:

•Hours of operation for the call center, if the hours are different from service operations

•Historical Data

•Liquid Damages

•Contact Types In-Scope (Calls, AI, Chatbot, USPS, Email, Text, Portal, Social, In-Person)

•Abandonment Rate

•Calls Abandoned

•Calls Answered

•Calls Offered

•Average Speed of Answer (ASA)

•Service Level (e.g., 80% answered in 20 seconds)

•Average Handle Time (AHT) (Minutes/Seconds)

•Complaint Historical Volumes

•Volumes of calls by call types

Answer: The call-center hours mirror the service hours. Call Center data:

There have not been liquidated damages, however liquidated damages will be negotiated in the contract.

Contact Types: Calls

02/16/2026

Q122 Question: Supplier Inclusion

1. Can you define Supplier Inclusion Program and any specific requirement?

Answer: We do not have a supplier

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