RFP 2025-02.pdf

MAY 5, 2025

REQUEST FOR PROPOSALS

ADA PARATRANSIT AND RURAL TRANSIT SERVICES PROVIDER

GREATER PEORIA MASS TRANSIT DISTRICT

2105 NE JEFFERSON AVE., PEORIA, IL 61603

REQUEST FOR PROPOSAL – COVER PAGE

Issue Date:

Title:

Reference Number:

Issuing and Using

Agency:

MAY 5, 2025

ADA Paratransit and Rural Transit Services

RFP2025-02

Greater Peoria Mass Transit District

Attn: Stephanie Alexander 129 Van Buren St

Peoria, Illinois 61603

Proposals for Furnishing the Product(s)/Service(s) Described Herein Will Be Received Until:

4:00 PM on June 30, 2025 (CST)

All Inquiries for Information Should Be Directed To: Address listed above or Phone (309) 679-8160.

In Compliance With This Request for Proposals And To All Conditions Imposed Therein and Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services Described Herein In Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiation.

Name and Address of Firm:

Date:

By:

(Signature in ink)

Zip Code: Name:

(Please Print)

Telephone: ( ) Title:

Fax Number: ( ) FEI/FIN Number:

DUNS Number: E-Mail Address:

NON-MANDATORY PRE-PROPOSAL MEETING WILL BE HELD:

May 16, 2025 at 2:00 pm (CST)

IF PROPOSALS ARE MAILED OR HAND-DELIVERED, SEND DIRECTLY TO:

GPMTD PROCUREMENT, 129 Van Buren St, PEORIA, ILLINOIS 61603.

The Reference Number, Date and Time of proposal submission deadline, as reflected above, must clearly appear on the face of the returned proposal package.

TABLE OF CONTENTS

REQUEST FOR PROPOSAL – COVER PAGE

TABLE OF CONTENTS

LEGAL NOTICE

INTERESTED PROPOSER REGISTRATION FORM

SECTION 1 - INSTRUCTIONS TO PROPOSERS

1-1 Introduction

1-2 Purpose

1-3 Proposal Submission

1-4 Proposal Format and Required Content

1-5 Proposal Signature

1-6 Inquiries

1-7 Procurement Schedule

1-8 Pre-Proposal Conference

1-9 Interviews & Presentations

1-10 Proposal Specifics

1-11 Disadvantaged Business Enterprise (DBE) Participation

1-12 Examination of RFP and Contract Documents

1-13 Interpretation of RFP and Contract Documents

1-14 Cost of Proposals

1-15 Samples

SECTION 2 – SCOPE OF WORK

2-1 Introduction

2-2 Objective/Scope of Work

2-3 Current Service Agreements and Service Provider Collective Bargaining Agreements 23

2-4 Overview of ADA Paratransit Services

2-5 ADA Paratransit Certification

2-6 CityLift Operational Profile

2-7 CountyLink Operational Profile

2-8 Current ADA Paratransit and Rural Transit Staffing

2-9 Statement of Work

2-10 Service Description

2-11 Transitioning to be a Subsequent Contractor

2-12 Staffing

2-13 Service Delivery

2-14 Facility and Equipment

2-15 Data Collection and Reporting

2-16 Legal and Regulatory Compliance

2-17 Insurance

2-18 Complaints

2-19 Inclement Weather

2-20 Meeting Requirements

2-21 Non-Performance Penalties

2-22 Project Direction

SECTION 3 – PROPOSAL SUBMITION PROVISIONS

3-1 Postponement, Amendment and/or Cancellation of Request for Proposals

3-2 Rejection of Proposals

3-3 Clarification of Proposals

3-4 Approved Equals

3-5 Modification or Withdrawal of Proposals and Late Proposals

3-6 Errors and Administrative Corrections

3-7 Compliance with RFP Terms and Attachments

3-8 Collusion

3-9 Pricing, Taxes and Effective Date

3-10 Proposal Alternatives

3-11 Single Proposal Response

3-12 Exclusionary or Discriminatory Specifications

3-13 Protest Procedures

3-14 Insurance Requirements

3-14.1 General Requirements

3.14.2 Required Coverages

SECTION 4 – PROPOSAL EVALUATION & CONTRACT AWARD

4-1 General

4-2 Eligibility for Award / Preliminary Proposal Review

4-3 Evaluation of Proposals

4-4 Scoring and Evaluation Criteria

4-5 Competitive Range

4-6 Negotiations

4-7 Contract Award

4-8 Execution of Contract and Notice to Proceed

4-9 Public Disclosure of Proposals

SECTION 5 – STANDARD CONTRACTUAL TERMS & CONDITIONS

5-1 Administration

5-2 Notification of Delay

5-3 Request for Extension

5-4 Contract Changes

5-5 Instructions by Unauthorized Third Persons

5-6 Cost or Price Analysis

5-7 Lack of Funds

5-8 Force Majeure

5-9 Taxes, Licenses, Laws, and Certificate Requirements

5-10 Defective Work, Materials or Services

5-11 Assignment

5-12 Indemnification and Hold Harmless

5-13 Applicable Law and Forum

5-14 Attorney Fees

5-15 State Officials and Employees Ethics Act

5-16 Conflicts of Interest and Non-Competitive Practices

5-17 Conflicts of Interest – Current and Former Employees

5-18 Other Public Agency Orders

5-19 Severability

5-20 Non-waiver of Breach

5-21 Use of GPMTD’s Name in Contractor Advertising or Public Relations

SECTION 6 – SPECIFIC CONTRACTUAL TERMS & CONDITIONS

6-1 Contract

6-2 Contract Documents and Precedence

6-3 Contract Term

6-4 Payment Procedures

6-5 Advance Payment Prohibited

6-6 Prompt Payment to Subcontractors

6-7 Price Adjustments

6-8 Shipping Charges

6-9 Delivery Points

6-10 Summary Report

6-11 Warranty Provisions

6-12 Express Warranties for Services

6-13 Warranty Remedies

6-14 Independent Status of Contractor

6-15 Notices

6-16 Non-Disclosure of Data

6-17 Non-Disclosure Obligation

6-18 Public Disclosure Requests

6-19 Ownership of Data

6-20 Patents and Royalties

6-21 Changed Requirements

6-22 Counterparts

6-23 Contractual Relationships

SECTION 7 - STATE OF ILLINOIS CONTRACT REQUIREMENTS

7-1 Interest of Members of in Congress

7-2 Prohibited Interests

7-3 Contract Changes

7-4 Escalation

7-5 Equal Employment Opportunity

7-6 Financial Assistance

7-7 Audit and Inspection of Records

7-8 Assignment

7-9 Retention of Records

7-10 Ownership of Records

SECTION 8 - FEDERAL TRANSIT ADMINISTRATION (FTA) REQUIREMENTS

8-1 No Obligation by the Federal Government

8-2 Program Fraud and False or Fraudulent Statements or Related Acts

8-3 Access to Records and Reports

8-4 Changes to Federal Requirements

8-5 Termination Provisions

8-6 Civil Rights Requirements

8-7 Disadvantaged Business Enterprise (DBE) Participation

8-8 Incorporation of FTA Terms

8-9 Suspension and Debarment

8-10 Disputes, Breaches, Defaults, or Other Litigation

8-11 Disclosure of Lobbying Activities

8-12 Clean Air

8-13 Clean Water

8-14 Energy Conservation

8-15 Cargo Preference

8-16 Fly America

8-17 Access Requirements for Persons with Disabilities

ATTACHMENT A – Vendor Checklist

ATTACHMENT B – Proposal Affidavit

ATTACHMENT C – Addendum Page

ATTACHMENT D – Request for Clarifications / Approved Equals

ATTACHMENT E - Certification Regarding Debarment and Suspension

ATTACHMENT F – Affidavit of Non-Collusion

ATTACHMENT G – Certifications of Compliance with Federal Lobbying Regulations

ATTACHMENT H – Firm Data Sheet

ATTACHMENT I – Good Faith Effort

ATTACHMENT J – DBE Letter of Intent

ATTACHMENT K – DBE Affidavit

ATTACHMENT L – DBE Unavailable Certification

ATTACHMENT M – Prompt Payment Affidavit

ATTACHMENT N – ADA Paratransit and Rural Transit Vehicles

ATTACHMENT O – Indemnity and Insurance Requirements

ATTACHMENT P – Proposal Pricing Form

DEFINITION OF WORDS AND TERMS

Words and terms shall be given their ordinary and usual meanings. Where used in the Contract documents, the following words and terms shall have the meanings indicated. The meanings shall be applicable to the singular, plural, masculine, feminine and neuter of the words and terms.

Acceptance or Accepted: Written documentation of GPMTD’s determination that the Contractor’s Work has been completed in accordance with the Contract.

Addendum/Addenda: Written additions, deletions, clarification, interpretations, modifications or corrections to the solicitation documents issued by GPMTD during the Solicitation period and prior to contract award.

Administrative Change: Documentation provided by GPMTD to Contractor, which reflects internal GPMTD procedures not affecting the Contract terms or Scope of Work.

Advance Reservation: Describes the process of requesting trips and receiving trip confirmation prior to the day service is requested.

Americans with Disabilities Act of 1990 (ADA): Federal civil rights legislation, which mandates accessibility for people with disabilities. Included is a requirement that all-public transit agencies operating fixed route bus service providing complementary paratransit service to persons functionally unable to use accessible fixed route systems.

ADA Paratransit: Door-to-door public transportation service available to individuals whose disabilities prevent the used of fixed route transit services.

ADA Paratransit Eligible: An individual who is eligible for paratransit services as defined by the Americans with Disabilities Act. Not all individuals with disabilities are defined as paratransit eligible.

Best and Final Offer: Best and Final Offer shall consist of the Proposer’s revised proposal, the supplemental information, and the Proposer’s Best and Final Offer. In the event of any conflict or inconsistency in the items submitted by the Proposer, the items submitted last will govern.

Buyer: Individual designated by GPMTD to conduct the Contract solicitation process, draft and negotiate contracts, resolves contractual issues and supports the Project Manager during Contract performance.

Certification: The term generally refers to the award of eligibility status to an applicant who has applied to use ADA paratransit service.

Change Documentation: A written document agreed upon by Project Managers, which if it creates a material change to the Contract term or Scope of Work shall be executed as a Contract Amendment.

Change Order: Written order issued by GPMTD, with or without notice to sureties, making changes in the Work within the scope of this Contract.

Conditional Eligibility: ADA Paratransit Eligibility, which is granted to an individual during, specified personal, environmental or seasonal conditions.

Contract Amendment: A written change to the Contract modifying, deleting or adding to the terms or scope of work, signed by both parties, with or without notice to the sureties.

Contract or Contract Documents: The writings and drawings embodying the legally binding obligations between GPMTD and the Contractor for completion of the Work.

Contract Period: The period of time during which the Contractor shall perform the Services or Work under the Contract.

Contract Price: Amount payable to the Contractor under the terms and conditions of the Contract for the satisfactory performance of the Services or Work under the Contract.

Contractor: The individual, association, partnership, firm, company, corporation, or combination thereof, including joint ventures, contracting with GPMTD for the performance of Services or Work under the Contract. This term shall signify the vendor selected and under contract with GPMTD to provide paratransit transportation services.

Cost Analysis: The review, evaluation and verification of cost data and the evaluation of the specific elements of costs and profit. Cost analysis is the application of judgment utilizing criteria to project from the data to the estimated costs in order to form an opinion on the degree to which proposed costs represent what the Contract should cost, assuming reasonable economy and efficiency.

Day: Calendar Day.

DBE: Disadvantage Business Enterprise.

Deadhead: For paratransit and rural transit services, refers to either miles or hours when a vehicle is not in revenue service, including travel from the yard to the first pick-up, from the last drop-off back to the yard when released by the dispatcher, and travel during driver breaks and other “out of service” times. The travel between scheduled pickups and drop-offs, regardless of whether a passenger is on board, is not deadhead.

Demand-Responsive Service: This term describes a service that does not require advance reservation and trips can be requested the same day (also referred to as real-time or immediate response). Both Services identified in this RFP are not considered demand-responsive.

Door-to-Door Service: A type of paratransit service where, on both the origin and/or destination ends of the trip, the driver gets out of the vehicle and meets/escorts the passenger to the door of the main lobby, residence, or building. The driver is responsible for assisting the passenger throughout the trip. Drivers are not allowed to enter a residence, and must keep the vehicle in sight at all times.

Documentation: Technical publications relating to the use of the Work to be provided by Contractor under this Contract, such as reference, user, installation, systems administration and technical guides, delivered by the Contractor to GPMTD.

DOT: Department of Transportation.

Final Acceptance: The point when GPMTD acknowledges that the Contractor has performed the entire Work in accordance with the Contract.

Federal Transit Administration (FTA). A branch of the U.S. Department of Transportation (USDOT) established to improve transportation throughout the nation. The FTA provides funding and assistance to local and regional transportation agencies, among various other programs.

GPMTD: Greater Peoria Mass Transit District.

Holidays: The official Transit Service holidays are: New Year’s Day; Memorial Day; Independence Day; Labor Day; Thanksgiving Day; and Christmas Day. In addition, the GPMTD may direct a reduced level of services on unofficial holidays and during holiday periods.

Illinois Department of Transportation Division of Public and Intermodal Transportation (IDOT): A branch of the Illinois Department of Transportation established to improve transportation throughout the State. IDOT provides funding and assistance to local transportation agencies.

Late Trip: Any trip that arrives 5 minutes or more outside of the designated pickup window up to 20 minutes late OR more than 5 minutes late for any drop-off.

Missed Trip: This refers to any scheduled trip on which the vehicle arrives more than thirty-five (35) minutes after the scheduled pick up time (also defined as 20 minutes after window ends) or does not arrive at all.

No-Show: A scheduled passenger who does not appear at the designated location for vehicle boarding within five (5) minutes of an on-time vehicle arrival, or who calls the contractor to cancel the trip less than one (1) hour before the scheduled pick-up time.

On-Time Pickup: For paratransit and rural transit services, a vehicle shall be on-time if it arrives at the designated pickup location no more than 15 minutes prior to the scheduled pickup time or no more than 15 minutes after that time.

Paratransit Service Area: The paratransit service area includes all locations within the GPMTD service area and other designated locations. In the City of East Peoria, service is defined as within city limits.

Person: Includes individuals, associations, firms, companies, corporations, partnerships, and joint ventures.

Personal Attendant (PA): An aide or individual whose assistance is essential in order to allow an ADA Paratransit Eligible person to ride GPMTD paratransit services. PA’s will be counted and reported to GPMTD but will not be included in the passenger count for productivity purposes.

Price Analysis: The process of examining and evaluating a price without evaluating its separate cost elements and proposed profit.

Procurement Administrator: The individual designated by GPMTD to administer the Contract and be the Contractor’s primary point of contact. The Procurement Administrator has no contracting authority.

Project Manager: The individual designated by GPMTD to manage the project on a daily basis and who may represent GPMTD for Contract Administration.

Proposer or Offeror or Bidder: Individual, association, partnership, firm, company, corporation or a combination thereof, including joint ventures, submitting a bid/proposal to perform the Work.

Provide: Furnish without additional charge.

Reference Documents: Reports, specifications, and/or drawings that is available to proposers for information and reference in preparing bids but not as part of this Contract.

RFP or Solicitation: Request for proposals; also known as the solicitation document.

Rural Service Area: The service area includes census designated rural Peoria County with rides originating in the Rural Peoria County area and traveling to anywhere within Peoria County. The rides can also terminate or originate outside of the Rural Peoria County area but have to end inside the Rural Peoria County area and is done so on a select basis with approval required.

Scope of Work or Statement of Work (SOW): A section of the Request for Proposals consisting of written descriptions of Services to be performed, or the goods to be provided, or the technical requirements to be fulfilled under this Contract.

Services: The furnishing of labor, time or effort by a Contractor, but not involving the delivery of any specific manufactured good.

Shall or Will: Whenever used to stipulate anything, Shall or Will means mandatory by either the Contractor or GPMTD, as applicable, and means that the Contractor or GPMTD, as applicable, has thereby entered into a covenant with the other party to do or perform the same.

Specifications or Technical Specifications: A Section of the Request for Proposals consisting of written descriptions of Services to be performed, or the goods to be provided, or the technical requirements to be fulfilled under this Contract.

Subcontractor: The individual, association, partnership, firm, company, corporation, or joint venture entering into an agreement with the Contractor to perform any portion of the Work covered by this Contract.

Submittals: Information that is submitted to the Procurement Administrator in accordance with the Scope of Work/Specifications.

Subscription Service: Paratransit trips that are provided to and from the same origin and destination at the same time and day at least two times a week. Subscription services will be provided in accordance with the ADA and do not require the passenger to call in their request for each trip; only to cancel for one or more days.

Trip by Trip Eligibility: ADA Paratransit Eligibility that is granted to an individual for those trips that cannot be made by accessible fixed-route service.

Trip Denial: Under the guidelines established by the ADA, a paratransit provider is allowed to negotiate trip times with a customer up to 1 hour before and 1 hour after the originally-requested trip time, except for time-certain drop-off times when the customer must arrive at or before the specified time (e.g., medical appointments, work start times). If an available trip cannot be located within the 2 hour time window or 1 hour before the requested time for time-certain deliveries, this represents a trip denial regardless of whether the passenger accepts an alternate trip time offered outside this window. The same requirements will be set forth for rural transit.

Trip Refusal: Under the guidelines established by the ADA, a paratransit provider is allowed to negotiate trip times with a customer up to 1 hour before and 1 hour after the originally-requested trip time, except for time-certain drop-off times when the customer must arrive at or before the specified time [e.g., medical appointments, work start times]. If an available trip can be located within the 2-hour time window (1 hour for time-certain deliveries) and the passenger does not accept it, this represents a trip refusal. The same requirements will be set forth for rural transit.

Urbanized Area: Census designated as urbanized but not within ¾ paratransit boundary within Peoria county.

Vehicle Service Hour: A Vehicle Service Hour shall be defined as any 60-minute increment of time a vehicle is available for passenger transport within the Contractor's established hours of service. A vehicle is available for passenger transport from the time it arrives at its first pick-up address and ends when it has completed its last passenger drop-off and is released from service by the dispatcher, excluding any meal breaks, service breaks, mechanical breakdowns and time a vehicle is unavailable due to an accident. If the first scheduled pick-up is a no-show, the vehicle arrival time shall be used for computation of Vehicle Service Hours. Vehicle Service Hours sometimes are also known as Revenue Service Hours, if the Vehicle Service Hours do not include Deadhead Service Hours.

Work: Everything to be provided and done for the fulfillment of the Contract and shall include all goods and services specified under this Contract, including Contract Amendments and settlements.

LEGAL NOTICE

May 5, 2025

The Greater Peoria Mass Transit District (“GPMTD”) is seeking proposals for an ADA Paratransit and Rural Transit Services Provider. The scope of work/specifications is outlined in the Request for Proposals (RFP). The successful Proposer shall meet the terms and conditions set forth in this document and all other attachments.

The RFP, which includes the procurement schedule, may be obtained by downloading the document from GPMTD’s website found at www.ridecitylink.org/resources/procurement under ‘Current Projects’. All interested contractors should complete a Contractor’s Registration Form (contained in the RFP) and submit to the listed person, via e-mail. All questions should be directed to:

Stephanie Alexander, Procurement Administrator

Greater Peoria Mass Transit District 129 Van Buren St Peoria, IL

61603

(309) 679-8160

E-mail: salexander@ridecitylink.org

All proposals must be received on or before 4:00 pm (CST) on June 30, 2025 at the address listed above.

The right is reserved to accept any proposal/bid or any part or parts thereof or to reject any and all proposals/bids. Acceptance of any proposal/bid is subject to concurrence by the Illinois Department of Transportation and the United States Department of Transportation.

Any contract resulting from these proposals is subject to financial assistance contract between the GPMTD and the United States Department of Transportation and the Illinois Department of Transportation.

Contractor will be required to comply with all applicable Equal Employment Opportunity laws and regulations.

A Non-Mandatory Pre-Proposal Meeting will be held on May 16, 2025 at 2:00 pm (CST), at the GPMTD Administrative office, 129 Van Buren St, Peoria, IL 61603.

Funding provided in whole or in part by the Illinois Department of Transportation “IDOT”.

REQUEST FOR PROPOSALS

ADA Paratransit and Rural Transit Services Provider RFP #FED2025-02

INTERESTED PROPOSER REGISTRATION FORM

ADA PARATRANSIT AND RURAL TRANSIT SERVICES PROVIDER RFP #FED2025-02

Date: May 5, 2025 To: INTERESTED CONTRACTORS Subject: Subject: ADA Paratransit and Rural Transit Services Provider RFP #FED2025-02

The REQUEST FOR PROPOSALS (RFP) and any issued addenda(s) are available for download at www.ridecitylink.org/resources/procurement. Please submit this Form to salexander@ridecitylink.org with your completed contact information.

Name of Interested Company:

Name of Contact Person:

Title of Contact Person:

Street Address/Post Office Box:

City, State, Zip Code:

Telephone Number:

Fax Number:

E-Mail Address:

Company Website Address:

Date:

This Form is requested to ensure that every Interested Contractor receives issued addenda(s) for this REQUEST FOR PROPOSALS. Failure to register this download may result in a rejection of the quotation due to non-compliance with addenda requirements. See ATTACHMENT C - ADDENDUM PAGE, which must be completed and submitted with the proposal that you provide to the Greater Peoria Mass Transit District.

Thank you for your interest. We look forward to receiving your proposal.

Sincerely, Stephanie Alexander Procurement Administrator PH:

(309)679-8160

SECTION 1 - INSTRUCTIONS TO PROPOSERS

1-1 Introduction

The Greater Peoria Mass Transit District (“GPMTD” or “the District”) is the primary public transportation provider for the greater Peoria region. The GPMTD is a municipal corporation within the State of Illinois. GPMTD provides economic, social, and environmental benefits to the community through progressive, customer focused, transportation service by combining state of the art equipment and facilities with professional, well trained staff.

The District employs approximately 191 full and part-time employees, operates twenty (20) fixed routes within the City of Peoria, City of East Peoria, City of Pekin, Village of Peoria Heights and West Peoria Township and maintains an active fleet of fifty-three (53) fixed-route buses. In addition, the GPMTD provides complementary ADA Paratransit service (“CityLift”) within the service area utilizing thirty-six (36) medium duty vans. Also, the GPMTD provides Rural Transit Service (“CountyLink”) within the Peoria County jurisdiction utilizing fourteen

(14) medium duty vans. GPMTD has three (3) facilities comprised of an Administration Building and Maintenance Building located at 2105 NE Jefferson, and a Transit Center located at 407 SW Adams.

1-2 Purpose

The purpose of this Request for Proposals (RFP) is requesting proposals from qualified, responsive and responsible Contractor to provide a the turnkey management and operation of the GPMTD’s ADA Paratransit (“CityLift”) and Rural Transit (“CountyLink”) Services as detailed in Section 2, Scope of Work of this document.

1-3 Proposal Submission

The proposer will submit:

One (1) original;

Eight (8) hard copies;

An Electronic copy, via email salexander@ridecitylink.org.

Original and required copies, complete with all signed affidavits and certifications, will be bound together. Oversize pages used for drawings or similar purposes are allowed. The package containing the proposal must be clearly marked with the words "Proposal for ADA Paratransit and Rural Transit Services Provider RFP #FED2025-02” and the time and date proposals are due. The District will not accept responsibility for late proposals that may be improperly routed in the mail or otherwise delivered after the prescribed date and time.

The District shall not be responsible for unintentional premature opening of a proposal that has not been properly addressed and identified per the instructions included with this RFP.

All proposals are due NO LATER THAN 4:00 pm (CST), June 30, 2025.

1-4 Proposal Format and Required Content

Proposals shall be prepared in a clear, concise, and economical manner. Proposals should be bound simply and sections shall be tabbed to coincide with the sections of the RFP and pages should be numbered in each section.

There is no page limitation or minimum document size, but any information the Proposer submits is expected to be concise and relevant to the RFP. Illustrations may be included in the proposal. Proposals that do not adhere to the required format, are difficult to read or are deemed illegible by the District and may be rejected.

Proposals shall adhere to the following format and contain the following items in the order outlined below:

A. Request for Proposal Cover Page (page 2) and all properly completed and executed Attachments

B. Cover Letter, providing the following information:

1. Identification of the proposer(s), including name, address and telephone number of the appropriate contact person at each company/firm.

2. Proposed working relationship among proposing companies/firms, i.e.

prime- subcontractors, if applicable.

3. Signature of a person authorized to bind the proposing firm/company to the terms of the proposal.

C. Notice of Exception(s) (if applicable)

D. Qualifications and Capabilities of the Company

1. Name(s) and title(s) of all key personnel proposed for the duration of the contract.

In the event that oral presentations are conducted, the designated key personnel will be required to attend along with other representatives of the Proposer.

2. Provide a brief profile of the Proposer, including its principal line of business, year founded, form of organization and a general description of the Proposer’s financial condition. Identify any conditions (bankruptcy, pending merger, pending litigation, planned office closures) that may impede the Proposer’s ability to complete the project.

3. Identify all qualifications and organizational capabilities that will establish the proposer as a satisfactory provider of the required product or service by reason of its strength and stability.

4. Identify any and all subcontractors. For each subcontractor, provide the name the company, address, contact person, telephone number and project function(s).

E. Related Experiences and References

1. This section of the Proposal should establish the ability of the Proposer to provide the required product or service by demonstrating competence in the performance of services to be provided. Proposers should identify or provide any record(s) of satisfactory performance on similar contracts and supportive client references. Provide examples of similar contracts that the Proposer has undertaken (indicating current status of the contract) within the last two years.

For each reference cited as related experience, furnish the name, title, address, and telephone number of the person(s) at the purchaser’s organization who is the most knowledgeable about the work performed.

2. For each subcontractor cited, provide examples of similar contracts performed by the subcontractor, citing the same client information.

F. Technical Proposal (to include)

1. Proposers must demonstrate their understanding of the project, describe their project approach and explain how they will meet GPMTD’s goals and objectives.

2. A response to each line item in Section 2, the Scope of Work. The proposer will identify the response to each line item in the order the line item appears in the Scope of Work. Identify how the line item requirements will be met and describe in detail the item being presented. This response will incorporate all addenda to the RFP. Each response should be clearly defined and shall include, but not be limited to, a detailed statement of how the Proposer intends to achieve full compliance, or an explanation of why full compliance cannot be attained.

3. Provide, in narrative form, a plan of how your organization, would approach this project if awarded the contract. This should include, but not be limited to, complete compliance with the Scope of Work, identification of potential shortfalls in your understanding of the requirements, and your ideas which would improve the likelihood of success for both parties.

4. Where the Scope of Work permits alternative means, methods, and/or materials to be employed, the proposal shall indicate the choice of the Proposer.

5. A comprehensive list of any disclaimers or caveats pertaining to the provision of service and start-up of services as described in GPMTD’s Scope of Work/Specifications. Except as clearly stated in this section, it shall be assumed that GPMTD’s Scope of Work shall supersede any and all such specifications that may be described and/or included in the proposal.

6. The Proposer must provide an explanation of the proposed Project start-up schedule in days, phases, and/or steps. Obviously, to the extent that there are problem areas with regard to service delivery (from the customers perspective) and service provision (from the agency’s perspective), the GPMTD would like to correct those problems as rapidly as possible for the benefit of our customers and the efficiency of the agency in providing service. Accordingly, we would like a reasonable timeline developed, which would include milestones as required in the scope, but also take into consideration the implementation process from staff’s perspective.

G. Cost/Price Proposal

The Cost/Price Proposal should identify and respond to the items in the Scope of Work. A summary of the cost/price proposal for each item in the proposal is required, showing fees for the basic work program. The cost for the entire proposal is also required. The Proposer/Bidder must demonstrate its financial capability, including financial resources to sustain operations between the time expenses are incurred and the time payment is made.

1-5 Proposal Signature

Each proposal shall include the RFP Cover Page signed by a person authorized to bind the proposing firm to the terms of the Contract. Proposals signed by an agent are to be accompanied by evidence of that person's authority.

1-6 Inquiries

The proposer is required to show on all correspondence with the GPMTD the following:

"Proposal for ADA Paratransit and Rural Transit Services Provider RFP #FED2025-02”.

Any communication with GPMTD should be written and directed to: Stephanie Alexander, Procurement Administrator, GPMTD, 129 Van Buren St, Peoria, Illinois 61603. Written communication may also be forwarded via email to salexander@ridecitylink.org.

Correspondence will not be accepted by any other means or by any other GPMTD staff member.

1-7 Procurement Schedule

The projected schedule for this procurement is:

Request for Proposals available: May 5, 2025

Pre-Proposal Meeting at 2:00 pm (CST): May 16, 2025

Deadline for questions and clarifications: May 26, 2025

Deadline for responses to questions and clarifications: June 9, 2025

Proposals due by 4:00 pm (CST): June 30, 2025

Evaluation of proposals & possible interviews: July 7, 2025 through August 4, 2025

Recommend Contract Award at GPMTD Board Meeting: August 2025

Anticipated start-up date: December 1, 2025

1-8 Pre-Proposal Conference

There will be a non-mandatory pre-proposal meeting on May 16, 2025 at 2:00 pm (CST) at

GPMTD’s Administrative Office located at 129 Van Buren St, Peoria, Illinois 61603. All potential proposers attending will attend at their own cost and should bring a hardcopy of this solicitation. At this meeting proposers will be given the opportunity to ask questions and familiarize themselves with all the conditions that may affect the time or cost of performance.

The GPMTD may conduct a site visit for all proposers so it will not be necessary later on for proposers to make a subsequent claim or request a contract modification because of facts not known when the proposal was submitted. A call-in conference line will be available for those who are unable to physically attend the non-mandatory meeting. To participate via a call-in conference line, please send an email to salexander@ridecitylink.org to request the instructions.

1-9 Interviews & Presentations

GPMTD may schedule interviews and presentations for Proposers submitting proposals for this project. These interviews and presentations will allow selected Proposers to present their proposals and approaches to this project in greater depth.

GPMTD will expect the Project Manager to take an active part in making the presentation at the Proposer’s interview. The Project Manager would have day-to-day responsibility conducting services contracted or very closely supervising others’ work for the services contracted, if awarded.

The interview and presentation will last approximately one hour. Your presentation should be limited to approximately 20 minutes. The remainder of the time will be used for follow-up discussion and questions.

The presentations will be at the Greater Peoria Mass Transit District offices on 129 Van Buren St Peoria, IL.

1-10 Proposal Specifics

The Selection Committee reserves the right to reject any or all proposals. Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.

1-11 Disadvantaged Business Enterprise (DBE) Participation

The GPMTD has established a 10% DBE contract goal on this project. Therefore, a proposer must, in order to be responsible and/or responsive, make a good faith effort to meet the goal.

The Proposer can meet this requirement in either of two ways.

a. The Proposer can meet the goal, documenting commitments for participation by DBE firms sufficient to for this purpose.

b. Even if it does not meet the goal, the Proposer can document adequate good faith efforts. This means that the Proposer must show that it took all necessary and reasonable steps to achieve a DBE goal or other requirement of this part, which, by their scope, intensity, and appropriateness to the objective, could reasonably be expected to obtain sufficient DBE participation, even if they were not fully successful.

For proposers to receive credit for the use of a DBE, the Illinois Unified Certification Program (IL UCP) must certify the proposed DBE prior to submission of the proposal. It is the policy of GPMTD that Disadvantaged Business Enterprises (DBE’s) as defined in 49 CFR Part 26 shall have a level playing field to compete fairly for DOT-assisted contracts. Contractor is encouraged to take all necessary and reasonable steps to ensure that DBE’s have a level playing field to compete for and perform services on the contract, including participation in any subsequent supplemental contracts. If the contractor intends to subcontract a portion of the services on the project, contractor is encouraged to contact DBE’s to solicit their interest, capabilities and qualifications.

It is the policy of GPMTD to investigate the full extent of services offered by financial institutions owned and controlled by socially and economically disadvantaged individuals in the community, to make reasonable efforts to use these institutions, and to encourage prime contractors on DOT- assisted contracts to make use of these institutions. Therefore, GPMTD encourages prime contractors to use DBE financial institutions whenever possible.

49 CFR Part 26 requires GPMTD to collect certain data about firms attempting to participate in FTA contracts. This data must be provided on the enclosed Firm Data Sheet.

A. Certification – To be certified as a DBE, a firm must meet all certification eligibility standards. Firms that qualify as a DBE must: 1) be a small business as defined by the Small Business Administration; 2) be at least 51% owned by minorities, women and/or socially and economically disadvantaged adults, and 3) have its day-to-day operations controlled by women or minorities. The Illinois Unified Certification Program (IL UCP) will make its certification decisions based on the facts as a whole. DBE certification entitles contractors to participate in GPMTD’s DBE program; however, this certification does not guarantee that the contractor will obtain work with GPMTD.

B. Process – A firm must apply for certification through the IL UCP. Certification guidelines and applications are also available online as PDF’s at the following links:

http://www.idot.illinois.gov/doing-business/certifications/disadvantaged-business-enterprise-certification/index

C. DBE Program – For information about GPMTD’s DBE Program, firms may contact:

Brad Siltman, AGM Greater

Peoria Mass Transit District 129 Van Buren St Peoria, Illinois 61603 (309)679-8160 or email: bsiltman@ridecitylink.org

1-12 Examination of RFP and Contract Documents

Proposers are expected to examine the Scope of Work, scope of services required, specifications, schedules, compliance requirements and all instructions. Failure to do so will be at the Proposer's risk. It is the intent of these specifications to provide product(s)/service(s) of first quality, and the workmanship must be the best obtainable in the various trades. The product(s)/service(s) proposed must be high quality in all respects. No advantage will be taken by the Proposer in the omission of any part or detail, which goes to make the product/service(s) complete. All manner of workmanship and material used in the production of the services and not herein contained or specified shall be of the industry standard and shall conform to the best practices known in the industry.

Contractor will assume responsibility for all equipment used in the proposal item, whether the same is manufactured by the Contractor or purchased ready made from a source outside the Contractor's company. It is the sole responsibility of the Contractor to read the Scope of Work/Specifications and understand them.

The submission of a proposal shall constitute an acknowledgment upon which GPMTD may rely on that the Proposer has thoroughly examined and is familiar with the solicitation, instructions and Scope of Work, including any work site identified in the RFP, and has reviewed and inspected all applicable statutes, regulations, ordinances and resolutions addressing or relating to the goods and services to be provided hereunder. The failure or neglect of a Proposer to receive or examine such documents, work sites, statutes, regulations, ordinances, or resolutions shall in no way relieve the Proposer from any obligations with respect to its Proposal or to any Contract awarded pursuant to this RFP. No claim for additional compensation will be allowed which is based on lack of knowledge or misunderstanding of this RFP, work sites, statutes, regulations, ordinances, or resolutions.

1-13 Interpretation of RFP and Contract Documents

No oral interpretations as to the meaning of the RFP will be made to any Proposer. Any explanation desired by a Proposer regarding the meaning or interpretation of the RFP, Scope of Work, Specifications, etc., must be requested in writing and with sufficient time allowed (a minimum of fifteen (15) calendar days before the proposal due date) for a reply to reach all Proposers before the submission of their proposals. Any interpretation or change made will be in the form of an addendum to the RFP, specifications, etc., as appropriate. All addendums will be furnished as promptly as is practicable to all contractors who have registered to submit a proposal on this RFP and to whom the RFP has been issued to at least seven (7) calendar days prior to the proposal due date. All addenda will become part of the RFP and any subsequently awarded Contract. Oral explanations, statements, or instructions given by the District before the award of the Contract will not be binding upon the

GPMTD.

1-14 Cost of Proposals

GPMTD is not liable for any costs incurred by Proposers in the preparation, presentation, testing, or negotiation of Proposals submitted in response to this solicitation.

1-15 Samples

Samples of items, when called for, must be furnished free of charge. Samples must be labeled with the Proposer's name, manufacturer's brand name and number, proposal number, and item reference. Request for return of samples shall be accompanied by instructions, which include shipping authorization and name of carrier, and must be received within ninety (90) days after proposal opening date. If instructions are not received within this time, the commodities shall be disposed of by GPMTD.

SECTION 2 – SCOPE OF WORK

2-1 Introduction

The Greater Peoria Mass Transit District (hereinafter referred to as “GPMTD”) is soliciting proposals from qualified, responsive and responsible Contractor for the combined management and operation of its ADA Paratransit and Rural Transit Services. Responses to this Request for Proposals will be accepted until 4:00 PM (CST), Monday, June 30, 2025.

2-2 Objective/Scope of Work

The GPMTD will be entering into a contract for the turnkey management and operation of the GPMTD’s ADA Paratransit (“CityLift”) and Rural Transit (“CountyLink”) Services, with services to begin on December 1, 2025. Except as expressly set forth in this RFP and/or the Contract, the Contractor will be responsible for all aspects of administration, management, maintenance, and operations with the exception of:

i) policy development and planning;

ii) provision of ADA Paratransit and Rural Transit Services vehicles;

iii) formal complaints;

iv) fareboxes (if provided by the GPMTD);

v) radio equipment and radio frequency,;

vi) marketing and public information; and

vii) certification of ADA Paratransit Eligibility.

Any and all equipment and supplies furnished by the GPMTD to the Contractor are to be used solely for GPMTD’s ADA Paratransit and Rural Transit Services. The services to be provided are to be explained by the Proposer, as outlined in Subsection 2-9 below.

In all aspects of the design, operation, and conduct of ADA Paratransit and Rural Transit Services, it is the intent of the GPMTD to maintain full compliance with the requirements of the Americans with Disabilities Act (ADA). In this regard, the Contract shall implement the policies and procedures of the GPMTD in meeting the requirements of the ADA, and shall carry out its responsibilities under this Contract and work cooperatively with the GPMTD to ensure full ADA compliance.

It is further the intent of the GPMTD that there be no denials of requests for service as defined by the ADA. Within the scope of this Contract and the ADA regulations, and at no additional cost to the GPMTD, the Contractor is expected to be innovative in their operation and management of service to ensure that no trip requests are denied. Proposers are encouraged to describe proposed innovative service delivery arrangements to ensure ADA compliance. Such arrangements might include use of shared-ride, 3rd party Transportation Networking Companies (TNC), accessible taxis and/or contracting with social service transportation providers. All innovative service delivery arrangements must be authorized by

GPMTD.

In addition to the American with Disabilities Act, the Contractor shall be in compliance with all applicable federal, state and local regulations and requirements.

2-3 Current Service Agreements and Service Provider Collective Bargaining Agreements

2-3.1 Service Agreement with GPMTD for ADA Paratransit: The GPMTD is currently under contract with TransDev to provide ADA Paratransit Services to persons with disabilities within the Cities of Peoria, East Peoria, Pekin, the Village of Peoria Heights, and West Peoria Township. TransDev completed the most recent contract.

2-3.2 Service Agreement with GPMTD for Rural Transit Service: The GPMTD is currently under contract with TransDev to provide the Rural Transit (Section 5311, General public) operation that services Peoria County. TransDev will conclude its final contract period on _______________.

The Agreements referenced in 2-3.1 and 2-3.2 expire at the end of the business day on November 30, 2020

2-3.3 TransDev Collective Bargaining Agreement: All of TransDev’s dispatchers, operators, and maintenance personnel are included under two (2) separate collective- bargaining labor agreements between TransDev, Peoria, IL, and the Amalgamated Transit Union (ATU) Local 416. One contract for ADA Paratransit and one contract for Rural Transit Service. The bargaining unit does not include office, clerical employees or any supervisory employees. Both labor agreements end November 30, 2022.

The Contractor will not be required to continue this arrangement; however, the Contractor must start all staff out at no less than $20 per hour and be prepared to address all labor protection issues of Title 49 USC Section 5333(b). Although ATU Local 416 also represents the drivers, some administration personnel, customer service team, and mechanics of the GPMTD, TransDev’s labor agreement with ATU Local 416 does not include any GPMTD personnel.

2-4 Overview of ADA Paratransit Services

On September 6, 1991, the US Department of Transportation published final regulations implementing certain provisions of the Americans with Disabilities Act of 1990 (ADA).

Included in the regulation was a requirement that public entities operating fixed-route transportation services for the general public also provide complementary paratransit services to persons unable to use the fixed-route system. The regulations specify the following:

A. When service is required;

B. Eligibility criteria for ADA paratransit passengers;

C. The level of service which must be provided; and

D. Standards for certain aspects of operation.

2-5 ADA Paratransit Certification

CityLift only: Through the OSF Industrial Rehab, the GPMTD will be responsible for screening and certifying potential clients in accordance with the Federal Transit Administration guidelines.

2-6 CityLift Operational Profile

2-6.1 Service Description: The ADA Paratransit Service is a door-to-door service providing paratransit services to ADA Paratransit-eligible individuals in response to requests made from seven (7) days in advance of the desired service day until 5:00 PM the day prior to the trip. Subscription Service currently is provided by the ADA Paratransit Contractor in accordance with the ADA regulations. Additional Subscription Service to non-ADA- eligible individuals also is supplied by the ADA Paratransit Contractor under the ADA Contract. Total Subscription Services presently comprises about fifty percent (50%) of ADA service capacity.

2-6.2 Service Area: The current service area includes the GPMTD service area and within

3/4 of a mile on either side of a GPMTD bus route, as well as within 3/4 of a mile at the end of a GPMTD bus route. This includes the City of Peoria, the Village of Peoria Heights, and West Peoria Township. CityLift also provides service to areas in Peoria County defined as urbanized and does so on an availability basis and adheres to the CountyLink service standards (fare, hours, scheduling, eligibility, etc.) Furthermore, GPMTD provides service under contracts to the East Peoria Mass Transit District (EMTD), and the City of Pekin. Paratransit service provided to the Cities of East Peoria and Pekin is contracted as citywide (within city limits) as well as 3/4 of a mile on either side of the existing bus routes should the boundary extended beyond city limits. Pekin contracts for service to only be provided within their borders. The GPMTD service area, including East Peoria and Pekin, constitutes approximately seventy-one (71) square miles.

2-6.3 Hours and Days of Service: Service is available between the hours of 5:30 a.m. and 1:00 a.m. Monday through Friday, between 7:30 a.m. and 10:30 p.m. on Saturday, and between 7:30 a.m. and 7:30 p.m. on Sunday. Service currently is not provided on the following holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.

2-6.4 Passenger Fare: All riders must pay a fare, with the exception of Personal Attendants

(PAs) traveling with an ADA-certified passenger. Fares are established by the GPMTD.

The present fare is $2.00 for a one-way trip. All fares collected shall be the property of the GPMTD.

2-6.5 Service Levels and Performance: There are presently about 2,500 active individuals certified to use the ADA Paratransit Service (FY24 and Q1 and Q2 of FY 2025). During Fiscal Year 2024 (July 1, 2023 – June 30, 2024), the service provided approximately 145,000 passenger trips.