RFP 2024-11017 Brake Block Service.pdf

1230 W Boone Ave Spokane, WA 99201 www.spokanetransit.com

REQUEST FOR PROPOSALS

2024-11017

Brake Block Service

ISSUE DATE: Monday, March 3, 2025

PROPOSAL DUE DATE: Friday, April 4, 2025 4:00 PM Pacific Time http://www.spokanetransit.com/

TABLE OF CONTENTS

PART I. INSTRUCTIONS TO PROPOSERS Page 2 PART II. SCOPE OF WORK Page 17

PART III. PROPOSER CERTIFICATIONS Page 19

PART IV. ATTACHMENTS Page 28

PART V. EXHIBITS Page 37

RFP 2024-11017 1

PART I

INSTRUCTIONS TO PROPOSERS

RFP 2024-11017 2

1. INSTRUCTIONS TO PROPOSERS

1.1 Introduction

Spokane Transit Authority, located at 1230 West Boone Avenue, Spokane, Washington, is requesting Proposals from qualified Proposers to furnish Brake Block Service.

STA anticipates awarding a five (5) year Contract.

The Proposer may supplement its Proposal with Subcontractors, with the understanding the Proposer is responsible for all Work.

Please read this entire RFP package before submitting your Proposal. Careful attention must be paid to all requested items contained in this RFP.

This RFP does not commit STA to enter into any Contract; to pay any costs incurred in the preparation of a Proposal in response to this RFP or in subsequent negotiations; or to procure or contract for the Work.

STA expects to negotiate a Contract with the Proposer it deems most advantageous to the agency.

1.2 Defined Terms

The following defined terms are used throughout this RFP. In the event of a conflict between the definition herein and the definition of the same term in a separate part of this RFP, the definition in the separate part of this RFP shall prevail for that part only.

Alternate Proposal (or Alternate or Option) is the amount stated on the Price Proposal Form to be added or deducted from the amount of the Base Price if the corresponding change in project scope or materials or methods described in the RFP Documents is accepted.

Amendment is a written or graphic instrument, approved and issued by STA prior to the Proposal Due Date, which amends, modifies or interprets the RFP by additions, deletions, clarifications or corrections.

Base Price is the sum stated on the Price Proposal Form for which the Proposer offers to perform the Work.

Business Day means Monday through Friday, except public holidays, from 8:00 AM to 5:00 PM, Pacific Time.

Contract refers to an agreement executed between STA and Contractor for the provision of Work.

Contractor means the responsible Proposer awarded a Contract resulting from this RFP.

Day means calendar day unless otherwise noted.

Federal Assistance means funding received from the FTA applied to the Work or the associated project.

FTA means Federal Transit Administration.

Nonresponsive Proposal is any Proposal which (1) fails to conform in any respect to the requirements of the RFP; (2) imposes conditions which would modify requirements of the RFP; or (3) limits a Proposer’s liability to STA to give the Proposer an advantage over other Proposers, as determined by STA.

Proposal Response Form: Attachment A

Request for Approved Equals, Clarifications, or Changes Form: Attachment B

No Proposal Form: Attachment C.

Price Proposal Form: Attachment D.

Project Site means STA’s facilities located at multiple sites in the Spokane, WA region.

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Proposal is the submission of a complete and properly executed Price Proposal Form, Proposal Response Form, all Proposer Certifications and representations required to comply with the RFP, and any additional documentation that may be required by the RFP.

Proposer is an individual or entity who submits a Proposal for a Contract with STA for the performance of Work.

Proposer Certifications are the forms and documents identified in Part III of this RFP which the Proposer is required to sign and include in its Proposal.

Proposal Due Date is the date and time at which Proposals are due as specified in Section 1.5 of the Instructions to Proposers in this RFP. Proposals received after this date and time will be considered nonresponsive and returned to the Proposer.

Request for Proposal (RFP) Documents include, but are not limited to, the Advertisement for Proposals, Instructions to Proposers, Price Proposal Form, Proposal Response Form, all attachments and exhibits related to this RFP, Technical Requirements, all other documents proposed or required for the performance of Work, and any or all Amendments hereto issued prior to the Proposal Due Date and/or the Best and Final Offer due date.

Sample Agreement means the sample agreement attached hereto and incorporated herein as Exhibit A.

STA means the Spokane Transit Authority.

Subcontractor is an individual or entity who submits a proposal to a Proposer for materials and/or labor to perform a portion of the Work.

Technical Requirements collectively refers to all drawings, specifications, technical requirements, special conditions, and the Scope of Work attached hereto.

Work means the scope of goods and services in the Scope of Work to be provided by the Contractor under a Contract.

1.3 Proposer Communications with STA

STA is committed to providing all prospective Proposers with accurate and consistent information in order to ensure that no Proposer obtains an undue competitive advantage. To this end, from the date this RFP is released through the date of award of a Contract, all communications, questions and inquiries concerning this RFP shall be addressed to:

Josh Wood Procurement Coordinator Spokane Transit Authority 1230 West Boone Avenue

Spokane, WA 99201

(509) 325-6070 jwood@spokanetransit.com

STA reserves the right to disqualify any Proposer who contacts a STA officer, director, employee, agent, representative or committee or Board member concerning this RFP other than in accordance with this Section.

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mailto:jwood@spokanetransit.com

1.4 Pre-Proposal Conference

A pre-proposal conference will be held on March 11, 2025, beginning at 11:00 AM Pacific Time. To participate, join the Microsoft Teams meeting:

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Meeting ID: 221 299 059 991

Passcode: rg9Ft6ZQ

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+1 509-824-1714,,193696426# United States, Spokane

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Phone conference ID: 193 696 426#

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Questions and/or clarifications about the RFP may be addressed during this conference. Questions and/or clarifications may be submitted in advance in accordance with Section 1.3.

Any prospective Proposers in receipt of this RFP will be provided with any changes or clarifications to the RFP by written Amendment in accordance with Section 1.9.

1.5 Proposal Due Date and Proposal Submission

Proposals will be accepted until 4:00 PM, Pacific Time, in accordance with the specifications and conditions stated in the RFP. Proposals must be submitted via Drop Box at the following link:

https://www.dropbox.com/request/tPrqLTjsjmsXUMdKhAJV

All Proposals shall be effective for a minimum of ninety (90) Days from the Proposal Due Date or Best and Final Offer (“BAFO”) date (if applicable), whichever is later. Late submittals shall be deemed nonresponsive and returned to the Proposer. The cost of Proposal preparation will be completely borne by the Proposer. STA reserves the right to request an original Proposal with “wet” signatures, in its sole discretion.

Proposals shall be submitted to the Drop Box link listed in Section 1.5. Proposal must be labeled with the name and number of the solicitation:

RFP # 2024-11017 Brake Block Service

Except as otherwise provided for herein, Proposals which are incomplete, or which are conditioned in any way or contain erasures, alterations or items not requested in the RFP, or which are not in conformance with the RFP or applicable laws, rules, and regulations, may be rejected as non-responsive.

RFP 2024-11017 5

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjgyZDgyZWEtMWYxZC00MGVkLTk2MjAtMDY2MzBhMzU1ZmI4%40thread.v2/0?context=%7b%22Tid%22%3a%22f2cefbce-2048-47d7-8325-37c5dfec6705%22%2c%22Oid%22%3a%228970841d-e9bc-43b8-a4cf-fde316e6ba8c%22%7d tel:+15098241714,,193696426 https://dialin.teams.microsoft.com/99cb5025-bcd9-4f7e-8469-2cb157e41c56?id=193696426 https://teams.microsoft.com/meetingOptions/?organizerId=8970841d-e9bc-43b8-a4cf-fde316e6ba8c&tenantId=f2cefbce-2048-47d7-8325-37c5dfec6705&threadId=19_meeting_YjgyZDgyZWEtMWYxZC00MGVkLTk2MjAtMDY2MzBhMzU1ZmI4@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://www.dropbox.com/request/tPrqLTjsjmsXUMdKhAJV

1.6 Procurement Schedule and Deadlines

Below is the proposed procurement timeline for this RFP. Future events may cause this timeline to change.

STA reserves the right to revise the procurement timeline at any time and for any reason.

DATE EVENT

March 3, 2025 RFP Advertised and Issued

March 11, 2025, 11:00 AM Pacific Time Pre-Proposal Conference

March 21, 2025, 4:00 PM Pacific Time Deadline to submit Request for Approved Equals, Clarifications or Changes (including Red Lines to sample agreement in independent Word document)

April 4, 2025, 4:00 PM Pacific Time Proposal Due Date

April 7-18, 2025 Evaluation of Proposals

May 12-16, 2025 Interviews for Proposers in the competitive range (if necessary)

June 2-30, 2025 Final Contract negotiations and Contract execution.

1.7 Proposer Registration & Licensing

1.7.1 At the time of proposal submittal, as a minimum requirement for a proposal to be deemed responsive, proposers must meet the following business registration and licensing criteria:

A. Active registration with the Washington State Secretary of State.

B. Active Washington State Business License issued by the Washington State Department of Revenue.

C. Active Worker’s Compensation Account with the Washington State Department of Labor & Industries

D. Active contractor registration in accordance with RCW 18.27 for the Proposer and its subcontractors of every tier. Proposers shall complete the required Proposer Certifications and return the Proposer Certifications with their Proposal.

1.7.2 In addition to the requirements of subsection 1.7.1, following award of Contract, but prior to Contract execution, the Proposer shall provide evidence of necessary local business licenses, if applicable, within the local jurisdictions where the performance of work shall occur, as follows:

A. City of Spokane business license.

1.7.3 STA encourages Proposers to review the following resources when determining applicable registration requirements:

• Washington Secretary of State: https://www.sos.wa.gov/corporations-charities

• Washington State Department of Revenue o Business Registration: https://dor.wa.gov/open-business/apply-business-license#RegRequire

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https://www.sos.wa.gov/corporations-charities https://dor.wa.gov/open-business/apply-business-license#RegRequire https://dor.wa.gov/open-business/apply-business-license#RegRequire o Out of State Businesses: https://dor.wa.gov/education/industry-guides/out-state-businesses-reporting-thresholds-and-nexus o Business Licensing FAQ: https://dor.wa.gov/open-business/business-licensing-and-renewals-faqs

• Washington State Department of Labor & Industries: https://lni.wa.gov/for-business

1.8 Request for Approved Equals, Clarifications, or Changes

Requests for an approved equal, clarification, or change to the Work, Technical Requirements or RFP Documents shall be submitted on the Request for Approved Equals, Clarifications, or Changes Form.

Requests for changes to the Sample Agreement shall only be submitted as redlines in Word format using the Track Changes tool. STA will provide a copy of the Sample Agreement with track changes enabled for such requirement. Please note the Federal Terms & Conditions, if attached to the Sample Agreement, are NOT negotiable and modifications thereto will not be considered. Requests identified in this Section shall be submitted electronically in accordance with Section 1.3.

No request for an approved equal, clarification, or change to the Work, Technical Requirements, RFP Documents or Sample Agreement shall be considered unless a written request in the manner and form prescribed above is received by STA no later than the date prescribed in Section 1.6.

Approved equals, clarifications, or changes will be set forth in a written Amendment. Proposers shall not rely upon approvals made in any other manner. No substitutions shall be considered after the Proposals are received without prior written approval by STA.

1.9 Changes to RFP Documents

Any changes to the Work, Technical Requirements, Sample Agreement or RFP Documents will be made by written Amendment issued by STA. All prospective Proposers receiving the initial RFP package will be notified by email of these changes and written Amendment(s) will be posted on STA’s Website:

https://www.spokanetransit.com/bidding-opportunities/

Proposers shall acknowledge their receipt of all Amendment(s) in Section 1.B of the Proposal Response Form.

1.10 Contract

STA’s Sample Agreement will be executed with the successful Proposer. It is unnecessary for Proposers to sign and return the Sample Agreement with their Proposal; however Proposers should review the terms & conditions therein and submit any proposed language changes in accordance with Section 1.8 of this RFP.

Upon receipt of a Contract, the Contractor shall have five (5) Business Days to execute such Contract and return to STA, inclusive of all requisite documentation and/or Proposer Certifications. If the Contractor fails to execute the Contract, furnish bonds (where applicable), securities or proof of insurance, or provide other required documentation within this time period, STA will be entitled to consider all rights arising out of STA's acceptance of the Proposal. STA will be entitled to such rights and additional remedies as exist at law.

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https://dor.wa.gov/education/industry-guides/out-state-businesses-reporting-thresholds-and-nexus https://dor.wa.gov/education/industry-guides/out-state-businesses-reporting-thresholds-and-nexus https://dor.wa.gov/open-business/business-licensing-and-renewals-faqs https://dor.wa.gov/open-business/business-licensing-and-renewals-faqs https://lni.wa.gov/for-business https://www.spokanetransit.com/bidding-opportunities/

1.11 Insurance

Requirements as stated in the Sample Agreement shall be met by the Proposer.

1.12 Invoicing & Payment

Contractor invoicing and payment shall be in accordance with the Contract.

1.13 Proposer Certifications

STA is required to obtain certain Proposer Certifications in its solicitations. The Proposer Certifications must be completed in full, properly executed by the Proposer, and returned with the Proposal on or before the Proposal Due Date. A Proposal that does not include the properly completed and executed Proposer Certifications may be considered nonresponsive and removed from further consideration, in the sole discretion of STA. Following award of Contract, the successful Proposer must obtain signed Proposer Certifications from each Subcontractor, of any tier, providing services in accordance with the Proposer’s Proposal and provide these certifications to STA prior to execution of the Contract.

1.14 No Proposal Form

To assist STA with future procurements, prospective Proposers choosing not to submit a Proposal are requested to complete and return the enclosed No Proposal Form.

1.15 Complete System

It is the intention of the Technical Requirements, RFP Documents and other documentation attached hereto or contained herein to furnish all information, specifications and detail necessary for the Contractor to deliver the Work. Any items omitted from the Technical Requirements or RFP Documents that are clearly necessary to perform and deliver the Work shall be considered a part of the Technical Requirements or RFP Documents, although not directly specified or called for. Proposers shall promptly bring any discrepancies, errors, omissions, inconsistencies or ambiguities to the attention of STA after examining the Technical Requirements and RFP Documents in order for STA to consider the issuance of an Amendment.

1.16 Option to Supply Materials, Equipment and Licenses

STA may, at its option, supply hardware, software, licenses, warranties, infrastructure or materials outside of this RFP in accordance with specifications provided by the Contractor. In the event that STA supplies any such items, they shall be delivered in working order and in a timely fashion to the Contractor at a location and date to be determined in advance and agreed in writing. The Contractor shall not be reimbursed for the cost of items procured by STA outside of the Contract. In the event Contractor is required to utilize items provided by STA, Contractor shall have no responsibility for compliance with design specifications, warranty or delays arising out of or related to STA-provided materials.

1.17 Other Contractors Advisory

The Contractor is advised that coordination is required through STA with other contractors supplying or conducting work on related projects. The Contractor is also advised that there may be other contractors working on-site at STA projects or properties. The Contractor shall reasonably coordinate the Work with other contractors working in the vicinity.

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1.18 Inspectors

STA may employ inspectors, who shall be representatives of STA. They shall have free access to the facilities, plans, design, QA records, fabrication, assembly and testing of the Work at all times, wherever in progress at the Contractor's, Subcontractors’ or STA facilities. Inspectors are employed solely for STA's benefit and are not intended as a source of advice for the Contractor, its employees, Subcontractors or suppliers. The Contractor shall provide any reasonable facilities that the inspectors may require for the performance of their duties. The inspectors shall observe and may inspect the Work, and shall report their observations to STA. Except as expressly authorized by STA in writing, the inspectors shall have no authority to accept, reject or approve the Work, to stop the Work, to authorize any changes in the Work, or to direct any extra Work. Any inspector employed or contracted by STA requiring access to Contractor’s proprietary intellectual property may be required to execute a non-disclosure agreement with the Contractor prior to disclosure of such intellectual property. Such non-disclosure agreement shall be of form approved by STA prior to execution by inspector(s). STA shall be solely responsible for inspectors and Contractor shall have no responsibility for any actions or inactions of inspectors. STA shall be fully liable for any damage or injury to Contractor’s materials, employees, or Subcontractors.

1.19 Equal Employment Opportunity

STA is an Equal Employment Opportunity (“EEO”) organization, which does not discriminate against any prospective Proposer on the basis of race, color, creed, national origin, sex, sexual orientation, gender identity or presence of any sensory, mental, or physical disability in the consideration of contract award.

The Proposer awarded a Contract will be required to comply with all EEO federal, state, and local laws and regulations.

1.20 Federal Assistance

This RFP is subject to Federal Assistance. The Contractor must comply with all Federal Terms & Conditions in the Sample Agreement. Please pay special attention to the following, as further detailed in the Sample Agreement:

1.20.1 Disadvantaged Business Enterprise Participation

It is the policy of STA and the United States Department of Transportation, Federal Transit Administration that Disadvantaged Business Enterprises (DBE), as defined in the Federal regulations published at 49 CFR Part 26, shall have an equal opportunity to participate in FTA-assisted contracts. It is also the policy of STA to:

A. Ensure nondiscrimination in the award and administration of FTA-assisted contracts;

B. Create a level playing field on which DBEs can compete fairly for FTA-assisted contracts;

C. Ensure that the DBE program is narrowly tailored in accordance with applicable law;

D. Ensure that only firms that fully meet the 49 CFR Part 26 eligibility standards are permitted to participate as DBEs;

E. Help remove barriers to the participation of DBE in FTA-assisted contracts;

F. To promote the use of DBEs in all types of FTA-assisted contracts and procurement activities; and

G. Assist in the development of firms that can compete successfully in the marketplace outside the DBE program.

For complete DBE requirements, please refer to the Sample Agreement.

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1.20.1.1 DBE Proposers List

STA is required to create and maintain a proposers list of all firms bidding or proposing on contracts and bidding or quoting on subcontracts on FTA-assisted contracts. To assist STA in compliance with this provision of the regulation, please complete and return the Proposer’s DBE List (Section III: Proposer Certifications) to the address listed on the form or with your Proposal.

1.20.2 Buy America

[Not Applicable to this RFP]

1.21 Public Works

1.22 Prevailing Wages

1.23 Permits

1.24 Project Records and Cost Pricing Data

Comprehensive records and documentation relating to this RFP shall be kept by the Contractor. The records shall include, but are not limited to, contract documents, plans, drawings, specifications, addenda, shop drawings and submittals, change orders, Amendments, modifications, manufacturer recall notices, field test results and records, and as-built drawings and records.

The Contractor shall keep and maintain reasonably complete and reliably detailed records of costs incurred in performing the Contract in accordance with applicable Federal Transit Administration requirements.

1.25 Protest Procedures

STA maintains a set of Proposer protest procedures. If any Proposer desires this information, it may be obtained by contacting STA in accordance with Section 1.3.

1.26 Reservations of STA

STA reserves the right to reject any or all Proposals or a portion of a Proposal; to waive any informalities or irregularities in the Proposal submission process; to supplement, amend or otherwise modify this RFP;

to cancel this RFP with or without the substitution of another RFP; to extend the Proposal Due Date; to request additional information and data from any or all Proposers; to reissue the RFP; to negotiate further with those Proposers within the competitive range; to increase or decrease the Scope of Work; to negotiate changes in the Scope of Work prior to award of Contract; and to award a Contract based not necessarily upon the lowest proposed prices, but in the best overall interests of STA. Please note this RFP does not constitute an offer, but rather a request from qualified Proposers.

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2. PROPOSAL FORMAT AND CONTENTS

2.1 Proposal Format

Proposals shall be submitted as a PDF, in accordance with Section 1.5. All text shall be in English language.

Proposals shall not include any unnecessary, generic or elaborate promotional material.

2.2 Changes/Alterations to Proposal

Proposers may change or withdraw their Proposal at any time prior to the Proposal Due Date; however, no oral modifications will be allowed. Only letters or other formal written requests for modifications or corrections of a previously submitted Proposal that is addressed in the same manner as the Proposal, and received by STA prior to the Proposal Due Date, will be accepted. The Proposal, when opened, will then be corrected in accordance with such written request(s), provided the written request is plainly marked “Modification of Proposal”.

2.3 Proposal Structure

Proposals shall be presented clearly and concisely and shall reflect the Proposer’s understanding of the RFP objectives and convey a sound technical approach and management plan to deliver the Work. Proposals shall convey the Proposer’s capabilities and qualifications to competently and cost-effectively complete the Work in a timely manner.

Proposal presentation shall be construed as evidence of the Proposer’s ability to develop and convey technical information in a clear and concise manner.

For ease of comparison and validation of completeness of Proposals, Proposers must adhere to the organizational structure and section headings outlined below. Proposals that deviate from this organizational structure or are missing key informational elements may be considered nonresponsive and excluded from further review and/or evaluation, in STA’s sole discretion.

Proposals shall contain at a minimum the following information:

• Proposal Letter

• TAB A. Qualifications of the Proposer

• TAB B. Project Organization and Staffing Plan

• TAB C. Management Plan

• TAB D. Technical Approach and Work Plan

• TAB E. Compliance with Technical Requirements

• TAB F. Warranty

• TAB G. Proposal Response Form

• TAB H. Price Proposal Form

• TAB I. Proposer Certifications

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2.3.1 PROPOSAL LETTER

Proposers shall provide a cover letter with introductory information, such as point of contact, address, email and phone number. This letter should be addressed to the contact specified in Section 1.3, reference the RFP by name and number, provide a concise summary of the Proposer’s organization by firm and responsibility, identify the Proposer’s Project Manager and his/her relevant experience, and generally introduce STA to the capabilities of the Proposer. The cover letter shall not exceed two (2) pages in length.

2.3.2 TAB A. INTRODUCTION AND QUALIFICATIONS OF THE PROPOSER

Introduction. Provide an introduction of the Proposer, and/or an introduction of all partner firms, Subcontractors or subconsultants who may be involved in the Proposal.

1) Describe primary business experience of the Proposer, including length of time in business, ownership, the location of the corporate and satellite office(s), and other information Proposer might deem pertinent and introductory in nature.

2) State whether the Proposer has any pending litigation, and whether the Proposer has had any litigation in the last five (5) years, including the outcome of such litigation.

Qualifications of the Proposer. The Proposer shall describe its history, experience and past projects and performance which are similar in nature, scope and complexity to that required by this RFP. The roles and responsibilities of each member of the Proposer’s team (Subcontractors, consultants and suppliers) shall also be described.

1) Project Experience. Proposal shall identify a list of similar project experience that have been completed within the previous five (5) years. Describe locations, nature of the work, project cost, status (completed, in development, in testing, etc.) and month and year of final acceptance. Submit supporting documentation (photographs, descriptions, cost data, etc.) on a minimum of three (3) projects of similar size and complexity. Include the contract amount and contract start and end dates. The projects listed should provide evidence that the Proposer is qualified to successfully perform the Work. Proposers may opt to provide additional supplemental information in this section as relevant to this RFP.

2) References. From the qualified projects and/or ongoing installations listed under the section above, the Proposer shall provide a minimum of five (5) references. For each reference, provide the agency name, address, contact person, telephone number and email address. STA reserves the right to contact references provided by the Proposer and solicit additional references to verify information and investigate past performance.

3) Financial Capacity. The Proposer shall provide evidence demonstrating that it has the necessary financial resources to satisfactorily complete the Work required under this RFP. Such evidence shall be in the form of at least one of the following, listed here in order of preference: (1) audited financial statements; (2) balance sheets; (3) tax returns; (4) bank references, (5) a letter of credit, (6) payment and/or performance bonds, or similar information. In the case where the Proposer is a subsidiary organization, the Proposer should provide the financial information for its parent organization as well.

Subsidiary statements can be provided to show the relationship to the parent. Electronic copies of financial statements are acceptable.

4) Required Attachments. The Proposer shall submit all required attachments as part of their Proposal.

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2.3.3 TAB B. PROJECT ORGANIZATION AND STAFFING PLAN

Key Personnel. At a minimum, Proposers shall clearly identify and describe the qualifications of the “Key Personnel” it will assign to the Work, including years of experience, years in industry and years with the Proposer. If awarded a Contract, the Proposer may not substitute Key Personnel at any time without prior written consent by STA.

Team Organization. Describe the Proposer’s staffing and organizational plan, including relationships, roles and distribution of responsibilities among Key Personnel, staff, Subcontractors and suppliers.

Qualifications of Key Personnel. Describe the direct qualifications, experience and training of Key Personnel. This discussion should explicitly cross-reference the involvement and specific roles of the Key Personnel in completed and ongoing projects described in the projects cited in Tab A.

Organizational Chart. Include an organizational chart that identifies Key Personnel and the project team, and how the Work will be staffed and completed.

Availability and Location of Key Personnel. Indicate the primary work location(s) and percentage time commitment of the Key Personnel for the Work.

Resumes. Resumes shall be submitted for Key Personnel. Resumes must be complete and concise, including, at a minimum, education, training, degrees and certificates earned. Resumes should indicate experience directly relevant to the Work. Resumes shall be limited to two (2) pages per individual.

2.3.4 TAB C. MANAGEMENT PLAN

Management Plan. Discuss the Proposer’s management approach to ensure adequate technical and administrative oversight over the Work, and to manage the schedule and budget. Discuss proposed Quality Control (“QC”) and/or Quality Assurance (“QA”) measures & procedures and any certifications pertaining thereto. Include approach to coordination with, and any expectations of, STA.

Concurrent Contracts. Provide a list of present and anticipated future contracts which may run concurrent with the Work. Where applicable, include in the Work Project Schedule such contracts.

2.3.5 TAB D. TECHNICAL APPROACH AND WORK PLAN

Project Understanding and Approach.

Work Plan. Provide the project management approach and techniques required for quality control of the Work. Identify employee numbers/resources used for completion of the Work. Provide details of the facility to be used (if applicable).

Subcontract Plan. Include a list of Subcontractors the Proposer intends to use in its performance of Work.

For each subcontractor, provide:

1. Subcontractor’s name, business registration information, address, and telephone number including the name, title and telephone number of the contact person.

2. Type(s) of goods or services to be provided.

3. Estimated value of subcontract.

Expectations of STA. Identify any assumptions regarding Work, services, information, or facilities to be provided by STA or third-party providers of STA.

Locations of Work. Describe the locations of performance of the Work during its various phases. Include details on coordination between off-site and on-site facilities, work to be performed by STA or its contractors or subcontractors, the Contractor, its Subcontractors and suppliers. Describe expectations for facilities, personnel, access, assistance, etc. provided by STA.

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2.3.6 TAB E. COMPLIANCE WITH TECHNICAL REQUIREMENTS

Proposers shall describe any partial or non-conformance with the Technical Requirements. STA will not consider statements by the Proposer that any requirement or provision of this RFP is subject to negotiations or discussion.

2.3.7 TAB F. WARRANTY & SERVICE AGREEMENTS

Proposer shall provide with the Proposal copies of their written warranty(ies) and, where applicable, service & maintenance agreement(s) and/or service level agreement(s).

2.3.8 TAB G. PROPOSAL RESPONSE FORM

2.3.9 TAB H. PRICE PROPOSAL FORM

Proposal pricing shall be presented using the Price Proposal Form. Each page of the Price Proposal Form shall be completed in full and signed by personnel of the Proposer authorized to contractually bind the Proposer. Proposers may provide additional supporting cost breakdown information as separate sheets;

however, in case of any discrepancies, information on the Price Proposal Form shall prevail. Travel expenses, where applicable, shall be identified as required for completion of the Work. All prices shall include all freight costs to STA and shall be FOB Destination.

Contractors shall quote manufacturer part numbers that are, or will be, obsolete, discontinued, or superseded, with part numbers with like descriptions and characteristics from the same manufacturer. For part numbers that are no longer available from the same manufacturer, contractor shall utilize Attachment B, Request for Approved Equals, Clarifications or Changes, as stated in section 1.8. For replacement part numbers and/or manufacturers, contractors must submit the request prior to the deadline as stated in section 1.6.

2.3.10 TAB I. PROPOSER CERTIFICATIONS

Only include the Proposer Certifications included in Part III of this RFP.

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3. PROPOSAL EVALUATION

An evaluation committee will privately evaluate all responsive Proposals based upon the evaluation criteria, and their respective weighted importance, specified in Section 3.1, Evaluation Criteria.

The criteria provided in Section 3.1 allows STA to analyze Proposals on an equal basis and affords all Proposers the opportunity to know the basis upon which their Proposals will be evaluated. Award of Contract will be made to the Proposer whose Proposal or Best and Final Offer (where applicable) is the most advantageous to STA, cost and other factors considered, after evaluation in accordance with the criteria set forth below. STA reserves the right to accept other than the lowest cost Proposal, reject any and all Proposals, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interest of STA.

3.1 Evaluation Criteria

EVALUATION CRITERIA POINTS

Ability to Meet Specifications 25 Percent

Qualifications and Experience 20 Percent

References 15 Percent

Compliance to RFP 10 Percent

Price 30 Percent

TOTAL POSSIBLE 100 Percent

In addition to the items outlined in section 2, Proposal Format and Contents, the following items will be taken into consideration by STA when evaluating proposals:

Ability to Meet Specifications

• Proposal clearly demonstrates ability to meet all requirements as outlined in the Scope of Work.

• Quality of warranty

• Provides a sound approach and Management plan.

Qualifications and Experience

• Provides qualified personnel to perform and oversee the work.

• Years of experience in the industry.

References

• Provides a minimum of five (5) references with current and correct contact information.

• Provides representative examples of past and present experience and success.

• Performance on previous and current contracts.

Compliance to RFP

• Proposal reflects proposers understanding of requirements and objectives.

• Proposal structured as outlined in RFP.

• Proposal demonstrates a sound technical approach and management plan.

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PRICE PROPOSAL SCORE CALCULATION

Proposals deemed nonresponsive shall not be considered for price scoring. In determining the competitive range, the “Base Price Score” shall be calculated using the following formula:

Base Price Score = Lowest Proposed Base Price

X 30 Percent Proposed Base Price

BAFO Price – Thirty (30) Percent: In the BAFO round, if required, the Base Price Score shall be determined for the remaining Proposers using the same formula above.

3.2 Single Proposal Response

In the event a single responsive Proposal is received, a cost or price analysis may be performed to determine reasonableness of the Proposal. The Proposer shall cooperate in providing relevant information required by STA to complete such cost or price analysis.

3.3 Shortlisted Proposers

STA reserves the right to determine a shortlist of Proposers in the competitive range in accordance with the evaluation criteria set forth above (“Shortlisted Proposers”).

3.4 Oral Presentation and Demonstration

Shortlisted Proposers may be asked to make an oral presentation and demonstration of their product(s) or services during the Proposal evaluation process. Such presentations and/or demonstrations will be conducted at STA’s administrative offices located at 1230 West Boone Avenue in Spokane, WA, or at an alternate location designated by STA. Proposers are responsible for all travel expenses incurred. STA reserves the right to award a contract without Proposer presentations.

3.5 Best and Final Offer

After determination of the Shortlisted Proposers, STA shall determine whether acceptance of the most favorable initial Proposal(s) without Proposer discussion is appropriate, or whether discussions and/or negotiations should be conducted with one or more Shortlisted Proposers.

STA reserves the right to make minor related changes to the RFP during BAFO negotiations. All shortlisted Proposers shall be notified of any changes in order to prepare their BAFO.

If STA elects to enter into discussions with one or more Proposers, the Proposer(s) may be requested to submit a BAFO at the conclusion of discussions and/or negotiations. Any changes to the Proposer’s initial Proposal, including any issues addressed in discussions, must be submitted in writing in a BAFO in order to be considered. Following an independent and final evaluation utilizing the evaluation criteria in Section 3.1, the evaluation committee will make a recommendation for award of Contract. Scores from the first phase of the evaluation have no bearing on the final BAFO evaluation, and the recommendation for award will be based solely on the scores from the BAFO evaluation.

End of Part I: Instructions to Proposers

RFP 2024-11017 16

PART II

SCOPE OF WORK

RFP 2024-11017 17

4. SCOPE OF WORK

4.1 Contractor shall resurface (apply new friction material) and refurbish various brake shoe assemblies for STA transit buses.

4.2 All brake shoe assemblies shall be lined with Marathon KVT brake blocks or STA approved equal.

4.3 Brake shoe assembly refurbishing shall consist of:

a. Brake shoe cores shall be cleaned and inspected to assure compliance with manufacturer’s specifications.

b. Replacement of:

i. All anchor pins and bushings;

ii. Rollers, when flat-spotted; and

iii. O-rings/seals, when worn or damaged.

c. Proper torque as per manufacturer’s specifications.

d. Mark each finished brake shoe assembly with Contractor and STA part numbers.

4.4 Resurfaced/refurbished brake shoe assemblies shall be delivered to STA and stocked on STA-provided shelves by Contractor once per week or upon notification from STA Purchasing personnel.

All deliveries shall be verified by STA Purchasing personnel prior to Contractor placing product on shelves. Contractor shall provide STA with an itemized packing slip of all products delivered.

4.5 Contractor shall pick up brake shoe assembly cores from STA bi-weekly or upon notification from STA Purchasing personnel. Contractor must verify quantities & models of brake shoe assembly cores and provide STA with an itemized core receipt signed by STA Purchasing personnel prior to Contractor departing STA property.

4.6 STA shall retain ownership of all brake shoe assembly cores. Contractor shall notify STA of all brake shoe assembly cores which cannot be resurfaced or refurbished, and return such cores to STA, unless directed otherwise by STA Purchasing personnel. Contractor shall replace cores which cannot be resurfaced or refurbished with cores manufactured by Rockwell, Meritor, MAN or approved equal at the price listed on the price proposal form. Contractor shall state the standard warranty terms for replacement cores being proposed.

4.7 Contractor shall cooperate with STA Purchasing personnel to create a shelf label for STA shelving with a part description, Contractor item number, and STA item number. Contractor shall clearly mark shoe assemblies with the correct part numbers and place on the correct shelf in its designated location.

4.8 Contractor shall keep STA’s Senior Procurement Manager, Senior Vehicle Maintenance Manager, and Senior Facilities Maintenance Manager current on all emerging issues, trends, brake shoe and brake lining material changes and problems related to the brake block industry.

4.9 Contractor will work closely with STA to test different brake blocks to find the best performing brake shoe assembly to meet STA requirements. STA reserves the right to test and purchase other brands/types of brake shoe assemblies, in whole or part, from other suppliers.

4.10 Contractor shall pay all costs of inbound freight and deliver all brake shoe assemblies to Spokane Transit Authority, 1229 West Boone Avenue, Spokane, WA 99201, FOB Destination.

RFP 2024-11017 18

PART III

PROPOSER CERTIFICATIONS

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FEDERAL LOBBYING RESTRICTION CERTIFICATION

Certification for Contracts, Grants, Loans and Cooperative Agreements

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

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form--LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions [as amended by "Government wide Guidance for New Restrictions on Lobbying," 61 Fed. Reg. 1413 (1/19/96).

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

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

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

[Note: Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.]

The Proposer, _____________________________________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Proposer understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.

Proposer Name:

(as registered with the State of Washington)

Authorized Signature: Date:

Printed Name and Title:

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FEDERAL SUSPENSION & DEBARMENT CERTIFICATION

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION IN A LOWER-TIER COVERED TRANSACTION

The Contract awarded by this solicitation is a covered transaction for purposes of 2 CFR Parts 1200 and 180 and the Contractor is required to comply with 2 CFR Part 180, Subpart C. The Contractor must include the requirement to comply with 2 CFR Part 180, Subpart C, in any lower tier covered transaction it enters into. The Contractor shall verify that its principals, affiliates and subcontractors are eligible to participate in this federally funded contract and are not presently declared by any Federal department or agency to be:

A. Debarred from participation in any federally assisted Award;

B. Suspended from participation in any federally assisted Award;

C. Proposed for debarment from participation in any federally assisted Award;

D. Declared ineligible to participate in any federally assisted Award;

E. Voluntarily excluded from participation in any federally assisted Award; or

F. Disqualified from participation in any federally assisted Award.

By signing below and submitting its Proposal, the Proposer certifies as follows:

The certification in this clause is a material representation of fact relied upon by Spokane Transit Authority.

If it is later determined that the Proposer knowingly rendered an erroneous certification, in addition to remedies available to Spokane Transit Authority, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. The Proposer agrees to comply with the require-ments of 2 CFR Part 180, Subpart C while this offer is valid and throughout the period of any contract that may arise from this solicitation. The Proposer further agrees to include a provision requiring such com-pliance in its lower tier covered transactions.

Proposer Name:

Proposer Address:

Telephone: Fax:

Email:

Authorized Signature: Date:

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FEDERAL DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION

DBE PARTICIPATION. STA is committed to ensuring that all firms regardless of race, color, sex or national origin have equal opportunity to participate in STA contracts. Therefore, STA has established an annual agency goal for Disadvantaged Business Enterprise (“DBE”) participation in its contracting opportunities. It shall be understood that no specific goal has been assigned to this contract; however, contractors and subcontractors are required to comply with the following:

1. Non-discrimination Assurances. The Contractor, subrecipient or subcontractor shall not discriminate on the basis of race, color, national origin or sex in the performance of this Contract. The Contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of this Contract. Failure by the Contractor to carry out these requirements is a material breach of this Contract, which may result in the termination of this Contract or such other remedy as STA deems appropriate, which may include, but is not limited to:

a. Withholding monthly progress payments;

b. Assessing sanctions;

c. Liquidated damages; and/or

d. Disqualifying the Contractor from future bidding opportunities as non-responsible.

Each subcontract the Contractor signs with a subcontractor must include the assurance in this paragraph.

2. Prompt Payment. The Contractor is required to pay its subcontractors performing work related to this Contract for satisfactory performance of that work no later than thirty (30) days after the Contractor’s receipt of payment for that work from STA. In addition, the Contractor may not withhold retainage from its subcontractors.

3. DBE Participant List. As required by 49 CFR Part 26.11, STA is required to create and maintain a list of all firms bidding on prime contracts and bidding or quoting subcontracts on Department of Transportation, Federal Transit Administration-assisted contracts. STA is also committed to providing equal access to small business concerns in bidding on STA’s contracting opportunities. The U.S. Small Business Administration (“SBA”) defines a “small business” in terms of the number of employees over the past year or the average annual receipts over the past three (3) years. This standard varies by industry. STA will use size standards established by the SBA to determine small business eligibility.

To comply with this requirement, STA requests the Contractor provide the information required by the Federal Transit Administration on page two of this certification. This information is not used in determining award of Contract or in evaluating your Proposal in any way. Providing this information is voluntary.

RFP 2024-11017 22

A copy of 49 CFR Part 26 may be found at www.ecfr.gov or by contacting:

Jordan Hayes-Horton DBE Liaison

Spokane Transit Authority 1230 W Boone Ave Spokane, WA 99201

(509) 325-6032 jhorton@spokanetransit.com

RFP 2024-11017 23

Contractor DBE Information

Proposer Name:

Proposer Address:

North American Industry Classification System (NAICS) Code:

To determine your industry NAICS code go to www.census.gov/eos/www/naics and enter a keyword of your business classification in the box directly above the 2017 NAICS Search on the left side of the page and choose from the selection of codes that best matches your business classification.

Type of Business:

Telephone Number: Email Address:

Authorized Signature: Date:

Printed Name and Title:

• Is your firm a Disadvantaged Business Enterprise registered with the State of Washington Office of Minority and Women’s Business Enterprises?

Yes No

• How long has your firm been in business?

• Please check the box that describes your total gross annual receipts:

less than $500,000 $3,000,001 - $3,500,000

$500,000 - $1,000,000 $3,500,001 - $4,000,000

$1,000…