Request For Information.pdf

State of South Carolina

REQUEST FOR INFORMATION

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400028239 04/14/2025

JEFFERY SCHWALK

1-803-737-1018 SchwalkJC@scdot.org SCDOT Procurement Office PO Box 191 Columbia SC 29202-0191

DESCRIPTION: RFI – SCRTAP DEVELOPMENT & ADMINISTRATION

USING GOVERNMENTAL UNIT: DEPARTMENT OF TRANSPORTATION

SUBMIT YOUR RESPONSE VIA EMAIL TO SchwalkJC@scdot.org

SUBMIT OFFER BY (Opening Date/Time): 05/15/2025 14:30:00 (See "Deadline For Submission Of Offer" provision) mailto:SchwalkJC@scdot.org

Table of Contents

Section I: SCOPE OF REQUEST FOR INFORMATION Section II. REQUEST FOR INFORMATION – RESPONSE CONTENT

Section III. DISCLAIMER & CONFIDENTIALITY

Section IV. RESPONSE INSTRUCTIONS

I. SCOPE OF REQUEST FOR INFORMATION

Objective

South Carolina Department of Transportation (SCDOT) is requesting information regarding project approaches and methods which have been successfully utilized for the development and administration of programs similar in scope of services to those which will be needed for the South Carolina Rural Transit Assistance Program (SCRTAP). The subject matter of this work is highly specialized; the selected consultant will need to demonstrate knowledge of FTA program administration and compliance rules and requirements. It is anticipated that this information, along with other market research, will be used in the development of a follow-on Request for Proposal (RFP) in the upcoming months.

Background

Title 49 U.S.C. 5311(b) (3) authorizes the Secretary of the United States Department of Transportation (USDOT) “to make grants and contracts for transportation research, technical assistance, training and related support services in rural areas.” The Federal Transit Administration (FTA) provides an annual allocation to each State to develop and implement training and technical assistance programs in conjunction with the State’s administration of the Section 5311 formula assistance program. The Rural Transit Assistance Program (RTAP) provides a source of funding to assist in the design and implementation of training and technical assistance projects and other support services tailored to meet the specific needs of transit operators in non-urbanized areas.

Proposed Functional Requirements for SCDOT’s SCRTAP

The following outline represents a proposed set of functional requirements for the program:

A. Project Planning and Coordination: The proposed consultant will work under the direction of SCDOT assuming primary responsibility for administration and management of the SCRTAP including, but not limited to, the following activities:

Establishing a SCRTAP Advisory Committee Facilitate SCRTAP Advisory Committee meetings, at a minimum, quarterly and record minutes to be posted on SCRTAP website Develop the annual program (work plan) and corresponding budget based on recommendations and input by the SCRTAP Advisory Committee for approval by SCDOT

B. Development and Promotion of Training Program: The proposed consultant will develop and implement a comprehensive training program designed to meet the needs of SCDOT’s rural transit operators including, but not limited to, the following activities:

Prepare written policies and procedures for SCRTAP that are in compliance with federal, state and SCDOT’s guidelines and regulations to include allowable use of funds Prepare and conduct surveys of SCRTAP-eligible agencies to assess annual training needs Create SCRTAP training materials for compliance with federal, state and SCDOT guidelines Recommend and develop additional training modules, add-ons, or stand-alone courses Maintain and publish a training calendar to foster statewide training coverage Identify transit-related courses (e.g. NTI, CTAA or other workshops) that would meet the goals of SCRTAP Facilitate at least one (1), and no more than four (4), SCDOT-approved sessions per year Procure qualified instructors for training classes following federal and state procurement requirements. Use of DBE subcontractors is strongly encouraged.

Locate training sites, prepare training materials, and provide training equipment as needed. Materials may include: student handbooks, evaluation forms, presentation material (PowerPoint), etc.

Provide a quarterly attendance and DBE participation reports on all training courses

Issue certificate of completion to each participant for all SCRTAP training sessions Prepare ad hoc reports for SCDOT staff as needed/requested

C. Technical Assistance: The proposed consultant will work under the direction of SCDOT in assuming primary responsibility for identifying and providing technical assistance opportunities including, but not limited to, the following:

Facilitate special events (workshops, webinars, technical assistance events, etc.) on an as-needed basis or as requested by SCDOT Plan and execute all aspects of the event including, but not limited to: registration (including publicizing & inviting attendees), securing host location, instructors, etc.

Be aware of, provide notification of, and review proposed federal, state and SCDOT policy and program rule changes related to rural public transportation. Gather questions and comments from SCDOT and sub recipients, and submit summary to SCDOT prior to rule-proposal deadline.

D. SCRTAP Information Center: The proposed consultant will work under the direction of SCDOT in assuming primary responsibility for collecting, administering, and disseminating information and products related to the SCRTAP including, but not limited to, the following:

Host the SCRTAP website and discussion forum to facilitate information sharing to enhance the statewide program Provide updates, either in person or through SCDOT RTAP liaison, to Transportation

Association of South Carolina (TASC) when requested Meet regularly with SCDOT staff to discuss SCRTAP accomplishments, needs, and upcoming activities

E. Financial Management, Project Management, and Administration: The proposed consultant will assign a Project Coordinator who shall meet with SCDOT staff to discuss objectives of the contract and project including, but not limited to, the following:

Prepare written financial management policies and procedures for SCRTAP that are compliant with federal, state and SCDOT regulations Process, track, and report on all SCRTAP related expenses (Training, Technical Support, Related Support Services) in an electronic format in accordance with acceptable accounting procedures and federal guidelines

Prepare an annual report on SCRTAP accomplishments and future recommendations

F. SCRTAP Curriculum: In addition to seeking Rural Transit Managers and SCDOT Transit Program Manager input, as practicable, SCRTAP should proactively support operational excellence. To this end, the proposed consultant will assist SCDOT in developing a SCRTAP Master Curriculum for the different functional areas of a rural transit agency. At a minimum, SCDOT is interested in creating curricula for drivers, transit managers, transit operations and financial staff, and mechanics/transit agency asset managers. The curricula should cover a diverse range of transit topics to produce well-rounded, reliably trained transit operators across the state. The goal of the curricula will be to provide a knowledge standard for various transit roles that is a scalable roadmap and action plan for transit competence (or reassurance for those that have achieved such). Such a tool should provide simple metrics for those tasked with Transit Management to 1) track and assess the level of transit operations training and 2) identify training courses that will remedy shortfalls.

II. REQUEST FOR INFORMATION – RESPONSE CONTENT

Information Requested

Please provide an overview of what a proposed approach might looks, and describe how it can be configured to meet the overall requirements as outlined in this RFI. SCDOT is seeking detailed information on available solutions that meet the outlined requirements. The insight from this RFI, combined with other research activities, will inform our future issuance of a Request for Proposal (RFP).

The response focus area are as follows:

1. A cover letter including company name, point of contact name, e-mail address, and telephone number

2. Provide a brief overview regarding your company, including its history, expertise, and relevant experience in developing and managing training programs to government agencies managing FTA RTAP funds and other organizations of similar scope and size.

3. Marketing Research Questions:

4. Provide an outline of the timeline for your approach to the development of the SCRTAP.

5. Describe your approach to obtaining qualified instructors for training classes that will follow federal, state and SCDOT procurement requirements and guidelines.

6. Describe your solution to applying a complete training program to meet the needs of South Carolina rural transit operators.

7. Detail your solution to recognizing and make available technical assistance opportunities to meet the needs of rural transit operators/sub recipients.

8. Identify your solution for developing and maintaining a SCRTAP website.

9. Describe solutions of policies and procedures for SCRTAP financial management that are compliant with federal, state and SCDOT statutes and regulations

10. Describe your approach to processing and tracking all SCRTAP related expenses (Training, Technical Support, Related Support Services) in an electronic format and reporting in accordance with acceptable accounting procedures and federal, state and SCDOT’s guidelines

11. Describe your solution to developing a SCRTAP Master Curriculum for the different functional areas of a rural transit agency

12. Provide any comments and/or recommendations specific to the proposed technical requirements provided near the beginning of this section.

13. The RFI responders are requested to provide a high-level cost annual estimate for an implementation not to exceed five (5) year in meeting the requirements. This will provide a basis for the agency’s budget planning.

III. DISCLAIMER & CONFIDENTIALITY

This RFI is issued solely for information and planning purposes and does not constitute a solicitation for future business, an offer for procurement, or any other type of current or future procurement or contractual action and is only intended to gather input. SCDOT will not award a contract based on this RFI, nor will it pay for the information it receives. Responses to this notice are not offers and cannot be accepted by SCDOT to form a binding contract. No party is bound by the information provided in response to this RFI.

Respondents may provide market-based pricing structures and describe potential services or solutions for planning purposes only.

Respondents are solely responsible for all expenses associated with responding to this RFI. SCDOT is not liable for any costs or fees incurred by the respondent in preparing its responses.

Confidentiality

If any of the information in the vendor response is considered confidential, proprietary, or a trade secret, it must be clearly indicated on the appropriate page of the vendor response. Release of such materials is governed by the South Carolina Freedom of Information Law, which in pertinent part requires the requester to provide specific justification as to why disclosure of particular information in the response would cause substantial injury to the competitive position of the vendor. It is incumbent upon the vendor to specify company-specific trade secrets in need of protection where public disclosure of said trade secrets would harm the company.

Public Access to Procurement Information in South Carolina:

http://www.scstatehouse.gov/code/t11c035.php

SECTION 11-35-410. Public access to procurement information.

A) Procurement information must be a public record to the extent required by Chapter 4, Title 30 (The Freedom of Information Act), except as otherwise provided by this code, and with the exception that commercial or financial information obtained in response to a request for proposals or any type of bid solicitation that is privileged and confidential need not be disclosed.

B) Privileged and confidential information is information in specific detail not customarily released to the general public, the release of which might cause harm to the competitive position of the party supplying the information. Examples of this type of information include:

(1) customer lists;

(2) design recommendations and identification of prospective problem areas under an RFP;

(3) design concepts, including methods and procedures;

(4) Biographical data on key employees of the bidder.

C.) The board shall promulgate regulations directing the public availability and disposition of documents submitted in response or with regard to a solicitation or other request where no award is made.

D) For all documents submitted in response or with regard to any solicitation or other request, the person submitting the documents shall comply with instructions provided in the solicitation for marking information exempt from public disclosure. Information not marked as required by the applicable instructions may be disclosed to the public.

E) A governmental body, with the approval of the appropriate chief procurement officer, may keep portions of a solicitation confidential and release the information to prospective offers only upon execution of a nondisclosure agreement, provided the information is otherwise exempted from disclosure by law.

F) If requested in writing before a final award by an actual bidder, Offer or, contractor, or subcontractor with regard to a specific intended award or award of a contract, the procurement officer shall, within five days of the receipt of any such request, make documents directly connected to the procurement activity and not otherwise exempt from disclosure available for inspection at an office of the responsible procurement officer. Without otherwise limiting any other exemptions granted by law, and except as provided herein, documents of and documents incidental to proposed contractual arrangements, including those used for contract negotiations, are not exempt from disclosure after the date notice of intent to award is posted, unless the notice is subsequently canceled.

IV. RESPONSE INSTRUCTIONS

The sole point of contact for this RFI is:

Jeffery C. Schwalk Procurement Manager South Carolina Department of Transportation 955 Park Street, Room 101 Columbia, SC 29201

(803) 737-1018 SchwalkJC@SCDOT.org

Respondents shall make no contact with other SCDOT personnel, except as permitted by the point of contact, concerning this RFI.

RESPONSE INSTRUCTIONS

Respondents should provide their responses in native Microsoft Office formatted documents (e.g., Microsoft Word or PowerPoint) via email to the point of contact listed above.

The emailed response must be received by email on or before the date and time of the RFI Response Due listed on the cover page. Please adhere to the following convention for subject lines in emailed RFI Responses:

[Company Name] – RFI#5400026315 Response

Where [Company Name] is a recognizable short-name or acronym for the respondent’s company.

Each submission shall be limited to a maximum of thirty-five (35) single-sided 8" x 11 ½" pages, excluding the title page, cover letter, and table of contents. Respondents are encouraged to focus their responses on specific elements instead of including generalized or marketing statements and collateral unnecessarily.

In order to facilitate the review of the responses content, please provide the information in exact order as listed in Section II of this document.

NOTE: If you believe we missed any categories or capabilities, please include them in your Response.