RFP 2025-08 - Demand Response Software and Consultant - FINAL.pdf

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MASS TRANSPORTATION AUTHORITY

REQUEST FOR PROPOSAL

Demand Response Software & Consultant

RFP# 2025-08

Issue date:

Tuesday, June 17th, 2025

Proposal due date and time:

Wednesday, July 23rd, 2025 at 3:00 P.M. (EDT)

Contact Information:

Jesse Lambert, Purchasing Agent 1401 S. Dort Highway

Flint, MI 48503 Email: jlambert@mtaflint.org mailto:jlambert@mtaflint.org

Table of Contents

SECTION 1. INTRODUCTION

SECTION 2. SCOPE OF WORK

2.1 OVERVIEW

2.2 HISTORY AND PURPOSE

2.3 REQUIREMENTS…………………………………………………………………………………………………………………..……4

2.4 SCHEDULE

2.5 MTA CONTACT

2.6 MINIMUM REQUIREMENTS FOR PRICING

2.7 JOINT PROCUREMENT

2.8 ORDERING INSTRUCTIONS

2.9 ASSIGNABILITY

SECTION 3. PROPOSAL SUBMISSION

3.1 SUBMISSION OF PROPOSALS

3.2 EQUAL EMPLOYMENT OPPORTUNITY

3.3 DISADVANTAGED BUSINESS ENTERPRISES

3.4 INELIGIBLE PROPOSERS

SECTION 4. PROPOSAL CONTENTS AND FORMAT

SECTION 5. SELECTION CRITERIA

SECTION 6. GENERAL PROPOSAL CONDITIONS

6.1 NOTICE OF FORMAL SOLICITATION

6.2 METHOD OF RESPONSE

6.3 ACCEPTANCE OF TERMS AND CONDITIONS

6.4 FALSE, INCOMPLETE OR UNRESPONSIVE STATEMENTS

6.5 CLEAR AND CONCISE SUBMISSION

SECTION 7. INFORMATION FOR THE CONTRACTOR

7.1 CONTRACT DOCUMENTS

7.2 DATE AND PLACE FOR DELIVERING PROPOSALS

7.3 PRINTED FORM FOR PROPOSALS

7.4 OMISSIONS AND DISCREPANCIES

7.5 ACCEPTANCE OR REJECTION OF PROPOSALS

7.6 ACCEPTANCE OF PROPOSALS AND THE EFFECT

7.7 TIME FOR EXECUTING CONTRACT AND DAMAGES FOR FAILURE TO EXECUTE

7.8 PRIME CONTRACTOR RESPONSIBILITIES

Draft Contract General Terms and Conditions Attachment “A” – Proposal Cost Sheet Attachment “B” - Certificate Regarding Debarment/Suspension Attachment “C”- Certificate of Compliance Attachment “D”- Certification Regarding Lobbying Attachment “E”- Bid Protest Procedure Attachment “F”- MTA Service District Map

Attachment “G”- Submission Checklist Attachment “H”- Notice of Intent

SECTION 1. INTRODUCTION

The Mass Transportation Authority (MTA) operates a Public Transportation System in Genesee and Surrounding Counties and is located at 1401 South Dort Hwy, Flint, Michigan.

The MTA will issue a Request For Proposal on June 17th, 2025 to begin the search for a Demand Response Software provider.

MTA will receive sealed Proposals either electronically through Bidnet Direct or at the MTA Administration facility located at 1401 S. Dort Highway on or before 3:00 p.m. on, July 23rd, 2025.

The RFP, Contract Documents and any supporting documentation can be obtained electronically on the Bidnet Direct website at https://www.bidnetdirect.com/mitn formally the Michigan Intergovernmental Trade Network (MITN) on or after June 17th, 2025. Proposers will be able print out the proposal documents, supporting documentation and outline specifications on Bidnet Direct. As a vendor, you can register with the Bidnet Direct at the following website: https://www.bidnetdirect.com/mitn and be sure that you see all available bids and opportunities. Bidnet Direct will be used to issue any addenda or information relative to the RFP requirements.

A Pre-Proposal meeting will be held virtually using Microsoft Teams on June 25th, 2025 at 11:00 AM EST. A meeting ID and Passcode can be requested via email from MTA Purchasing Agent Jesse Lambert – jlambert@mtaflint.org The Pre-Bid meeting is not mandatory.

No Proposal may be withdrawn for a period of ninety (90) days after submission. Proposals offering less than ninety (90) days for acceptance by the MTA from the date set for opening will be considered non-responsive and will be rejected.

The MTA reserves the right to reject any or all Proposals and to waive irregularities or informalities as may be deemed in MTA’s interest. It is the MTA’s intent to award the project to the lowest most qualified, responsive, and responsible Proposer for all phases of the construction work. MTA will make the award to the responsible Proposer whose proposal is most advantageous to MTA. Accordingly, MTA may not necessarily make an award to the Proposer with the highest technical ranking nor award to the Proposer with the lowest price proposal if doing so would not be in the overall best interest of MTA.

MTA makes no representations, warranties or agreements with respect to this RFP. In addition, MTA makes no commitment to purchase any products or services or take any other action, including but not limited to, awarding a contract to the individual/firm submitting the most qualified responsive proposal.

MTA reserves the right to amend or cancel this RFP at any time for any or no reason. All amendments to this RFP shall be in writing.

https://www.bidnetdirect.com/ https://www.bidnetdirect.com/mitn

SECTION 2. SCOPE OF WORK

2.1 OVERVIEW

The Mass Transportation Authority (MTA) is requesting proposals from qualified vendors to procure and implement a new demand response/paratransit software solution and provide consulting services to assist MTA with the design and implementation of a new microtransit service. The software will support MTA’s Your Ride (YR), Rides To Wellness (RTW) and future microtransit departments. MTA’s Your Ride Department currently uses Trapeze software to aid in operations. Rides2Wellness uses KVD Transtuitive to assist in operations. MTA will provide operational data and cost per trip metrics to the awardee.

The overarching goal of this project is to install an on-demand ride software to improve MTA’s suite of mobility services. This will also help improve the mobility of Flint and Genesee County residents. MTA operates its own fleet of vehicles for YR, and RTW. There are 116 vehicles in operation for Rides to Wellness and 99 vehicles operating under the Your Ride program. (Total 215) MTA also offers a rides for veterans service through its RTW department.

2.2 HISTORY AND PURPOSE

Mass Transportation Authority mission is to transport all the people in Genesee County who desire public transportation services through an integrated system that is safe, efficient, affordable, and responsive. The Mass Transportation Authority (MTA) provides public transportation services to the residents of Genesee County, Michigan. Genesee County and its central city of Flint, Michigan have experienced significant turmoil over the past several decades. The county, and even more so the city, lost population during the 2010-2020 decade. An economic recession in the first decade of the 2000’s and the Flint Water Crisis that began in 2015 brought further challenges to the City of Flint. In 2020, the MTA service area and the entire world was wreaked by the Covid-19 pandemic. Through all of these challenges, MTA has been steadfast in its commitment to serving Flint and Genesee County. The MTA operates a fleet of 112 vehicles for fixed route operations.

2.3 REQUIREMENTS

MTA exists to connect our community to economic and cultural opportunities through safe, reliable, and accessible mobility experiences. As Flint and Genesee County’s public transit agency, MTA is exploring the benefits and advantages of diversifying how transportation services are delivered to our community.

MTA currently operates a Comp ADA service Your Ride. The MTA provides a county wide service by the same name, Your Ride. The county wide aspect of Your Ride is a dial-a-ride paratransit service for the elderly, ADA riders, and persons who cannot access the fixed route bus service. Our current vision is to add a microtransit solution allowing Your Ride to focus strictly on Comp ADA and paratransit services.

MTA staff have identified the following goals for the microtransit service:

Provide a service that makes transit readily available in areas not currently served by a fixed route Maximize MTA’s fixed-route service when applicable.

Improve the MTA customer/user experience by simplifying people’s mobility experiences.

Minimize the impact of change to ADA riders who use our County Wide Your Ride service.

Improve passenger efficiency metrics when compared to our dial-a-ride service.

Achieve 70% farebox recovery ratio.

Lower operational costs per passenger.

Create new opportunities to partner with local businesses.

Demonstrate capability to provide micro-transit services for entire 640 square miles of Genesee

County.

Demonstrate the ability to provide on demand ride services for entire 640 square miles of Genesee

County.

TASK 1: Micro transit Consulting

MTA plans to evaluate the demand response software during a six-month pilot period, complete with a full evaluation near the conclusion of the pilot program, and continue evaluation during any subsequent extension of the pilot program. This incremental process is designed to enable MTA and the vendor to adjust the service to best meet agency goals and objectives. Metrics should be collected regularly and provided to MTA in a (at minimum) monthly report. MTA anticipates presenting these evaluations to a leadership team at their regularly scheduled meetings. The agency reserves the right to bring on a third-party to assist with pilot evaluation at any time.

Based on the findings from the evaluation process, MTA may choose to extend the pilot or transition to a permanent service offering. This extension or transition may occur through an amendment to this contract or through a new RFP process.

Selected software vendor shall provide consulting services either through their company, or via a third party. This consulting work shall help MTA establish a mircro transit service. This includes but is not limited to the following:

Determine Type of Service o Zone, first/last mile, etc.

Analyze Current MTA service models Analyze potential locations and develop a route plan Create Service Area Profiles Perform Title VI Equity Analysis Create a Heat Map outlining potential locations Work with MTA to implement base/new service into the software Determine Vehicle Types/Needs over time Determining Fare Structure and Cost Perform a fare equity analysis Service/Cost analysis Projected ridership for each location to be serviced Projected fare incomes

Forecasting models for ridership/fare demographic metrics Internal/External Marketing Plan Proven Public Engagement Methods Timeline/Description of Events How to use the software services (riders) How to use the software services (MTA user) How to use the software services (MTA admin) Determine Type of Service Zoned, first/last mile, etc.

TASK 2 – Software - General Requirements

A dynamic ride dispatch algorithm that optimizes vehicle routing and efficiently matches vehicles and riders in real time.

System assigns passenger trips to driver manifest immediately upon booking.

Ability to co-mingle scheduled trips with real time trip requests.

Would like the ability to identify ADA clients on trip itinerary and or assign ADA status to rider profile.

Configurable parameters with the ability to add or edit vehicles, vehicle capacities, passenger wait times, passenger travel times, etc.

Ability to add or configure promotional codes.

Commitment to integrate with existing or future MTA applications that provide customer facing operations scheduling information, such as fixed route CAD/AVL, other AV, On-demand, and or demand response services. (integration is not required during the pilot period)

Integrate fare payment function with Genfare, MTA’s fare payment vendor or provide a fare payment solution.

Offer multiple journey types that include a mix of micro transit, fixed routes services, shared mobility services, and walking.

An AI customer service interface to help with scheduling and call answering/forwarding.

Other AI capabilities will be considered

TASK 3 – Software - Administrator Dashboard / Portal

Ability to schedule rides in advance.

Ability to add, edit, and cancel rides in real time.

Ability to waive fare.

Ability to create role-based users.

TASK 4 – Software - Passenger-facing Application

Application must be Android or iOS compatible.

Allow users to search for, schedule, and pay for rides in real time.

Ability to indicate use of a mobility assistance device.

Ability to enter place names as well as addresses.

Notification of an invalid trip request.

Availability of trip updates via text or email.

Display current vehicle capacity.

Real time AVL display of on-demand vehicle. (Integrate fixed route real time information as well) Password or username recovery option.

Multiple language selection options. (Use device primary language as language setting.)

Ability to indicate special space requirements (bike, stroller, etc) Ability for rider to contact driver via anonymized phone number.

Option for service update messages to riders.

Would like the ability to identify client as ADA and/or any special load-time adjustments. (May have a ramp etc and might need extra time for boarding).

TASK 5 – Software - Driver-facing Application

Ability to note that fare has been paid.

Ability for driver to enable or disable vehicle to take trip requests.

Ability to contact rider via anonymized phone number if rider is not present at pick-up location.

Turn by turn directions.

Ability to annotate no-shows.

Displays driver ETA based on current road conditions (considers weather/road construction/accidents etc)

TASK 6 – Software - Data Reporting Requirements

Allow on-demand access to ridership, financial, and performance data.

Ability to export data as .CSV format.

Ability to capture onboarding and offboarding by time and location.

TASK 7 – Software - Ride Booking

A consumer-facing smartphone application for a fully automated scheduling, dispatching and reserving demand responsive transit service.

Ability to add additional number of passengers during the trip booking by the rider.

An alternative option that enables customers to book a trip without a smartphone or on behalf of another customer (including by caretakers for select customers with disabilities, as determined by

MTA).

An intake system which is capable of intelligently pooling customer pick-ups and drop-offs Ability to transport minors traveling with or without an adult as per MTA policies.

Must have a partner portal (interface) that allows partner agencies to book trips on behalf of their clients

TASK 8 – Software - Minimum Trip Characteristics

Pooled rides of 1 to 6 (or more) passengers

Ability by agency to set maximum wait time for pick up.

Ability by agency to set maximum in-vehicle time for a passenger.

TASK 9 – Software - Routing

A dynamic routing algorithm able to combine trips that generate pick-up and drop-off locations, as well as vehicle routing.

Ability to provide curb-to-curb service from the nearest accessible building entrance for select customers with mobility difficulties (to be determined by MTA).

Ability to offer end to end microtransit journey or a journey that would include multiple modes to include but not limited to MTA Fixed Route services, share mobility service, and/or walking.

Ability to add passengers to a trip in progress by dispatch and/or driver.

Ability to edit maximum time added based on reroute to pick-up passengers: Customer experience is not more than 5 minutes different from the quoted time.

TASK 10 – Software - Passenger Pick Up and Drop Off

Safety for all users (including bicyclists and pedestrians) should be prioritized in all passenger pick-up and drop-off locations.

Customers to see pick-up and drop-off location and trip routing via smartphone app.

If necessary, customers to communicate directly with driver to coordinate pick-up.

Ability by agency to set maximum driver wait time for passenger pick up.

TASK 11 – Software - Fare Collection and Payment

Fare structure should be able to accommodate customer-specific discounts (i.e. reduced fares for eligible customers, veterans, seniors, youth, etc.)

Fare structure should accommodate multi-ride passes and transfer discounts utilized by customers for fixed-route services (transfers could be accommodated through a voucher system or alternative method proposed by the vendor).

Payment to be verified/validated via smartphone or in reservation system once trip is complete.

Ability to accept unbanked customers without access to debit or credit cards.

Ability to integrate fare payment with MTA’s (currently being deployed in partnership with Genfare) account-based fare system, GoPass (integration is not required during the pilot period).

TASK 12 – Software - Regulatory Compliance, Security, and Privacy Requirements

Vendors are responsible to ensure the software solution meets federal, state, and local laws.

Cloud based solutions will need to utilize single sign on and multifactor authentication.

Vendors must discuss data security.

TASK 13 – Micro transit - Evaluation/Metrics/Data

MTA plans to evaluate the micro-transit pilot iteratively during the six-month pilot period, complete a full evaluation near the conclusion of the six-month pilot period, and continue evaluation during any subsequent extension of the pilot period micro-transit. This incremental process is designed to enable MTA and the vendor to adjust the service to best meet agency goals and objectives. Metrics should be collected regularly and provided to MTA in a (at minimum) monthly report. MTA anticipates presenting these evaluations to a leadership team at their regularly scheduled meetings. The agency reserves the right to bring on a third-party to assist with pilot evaluation at any time.

Based on the findings from the evaluation process, MTA may choose to extend the pilot or transition to a permanent service offering. This extension or transition may occur through an amendment to this contract or through a new RFP process.

MTA has identified the following metrics to evaluate whether the micro transit pilot is meeting agency goals and objectives. The vendor should include the data required to evaluate these metrics as part of their regular reporting to MTA. In addition to the metrics detailed below, please provide documentation related to any additional reporting metrics that MTA could receive from the vendor as part of this scope of services.

Task 13 (cont) - Key Performance Indicators (KPI reporting requirements are subject to change.)

Average boardings per day

Average boardings per vehicle hour

Percent of shared rides

Cost per trip

Cost per vehicle-hour

Number of unique and repeat users per month

Number of cancelations, no-shows, and missed trips

Trips by fare type and payment method

Trips by origin/destination pair type

Trips by booking medium (e.g. smartphone, alternative option)

Standard data needed for National Transit Database reporting.

Task 13 (cont.) - Service Performance Metrics

Average wait time as measured from the ride request to pick-up (Goal: 15 minutes or less after first month of service)

On-time performance as measured from the quoted pick-up time to the actual pick-up time (Goal: 5 minutes of less 95% of the time)

Percent of completed ride requests.

Average trip duration, distance, and speed Passengers per revenue hour and per hour of service

Task 13 (cont.) - Data

MTA desires full access and ultimate ownership of all data associated with the pilot to shape strategic planning efforts. The exact data requirements will be determined prior to project launch and may be updated during the pilot period. The vendor shall work with MTA to provide data via a report, dashboard, and/or API. Data shall be made publicly available in a manner that protects user privacy.

Vendor shall notify MTA and customers of any data breach, privacy violations, and/or other incidents within thirty (30) days of an event.

2.4 SCHEDULE

Award of this contract is anticipated to occur on or about August 28th, 2025 with notification of award to the successful Proposer occurring within 24-72 hours.

Work on all Tasks shall be completed by March 2nd, 2026 including any punch list items. The Contractor shall diligently prosecute their work, to complete the entire contract in the shortest possible time and not later than the time stipulated. The “time stipulated” shall mean the completion date set forth in the contract plus any extensions authorized in writing.

MTA Project Schedule:

06/17/2025 Issue RFP 06/25/2025 Pre-Proposal Meeting at 11:00 a.m.

06/30/2025 Notice of Intent due by 5:00 p.m.

07/11/2025 Deadline for asking Questions 07/23/2025 Proposals due at 3:00 p.m.

07/28/2025 Post-Proposal interviews (if necessary) 08/15/2025 Recommendation made to Board of Directors 08/28/2025 MTA Board Meeting 08/29/2025 Contract Award 09/01/2025 Notice to Proceed

The Proposer must submit a general outline/timeline of their plan for accomplishing the scope of work.

The outline/timeline should include a breakdown of disciplines to be performed and the hours associated with each.

2.5 MTA CONTACT

The Successful Contractor shall direct discussions of the pilot programs progress and any issues or questions that may arise during the performance of this Contract to Jesse Lambert, Purchasing Agent.

Email at jlambert@mtaflint.org. MTA reserves the right to assign other staff members to this task as needed.

2.6 MINIMUM REQUIREMENTS FOR PRICING

Proposers shall provide a firm fixed price for the performance of this contract as detailed in Section 2.0, Scope of Work on the Proposal Cost Sheet (Attachment A). Transportation and daily expenses are the responsibility of the Proposer and shall not be included in the price for this contract or be eligible for reimbursement by MTA.

Prices quoted shall be a firm fixed price from date of contract. Any contract or price revisions shall be based on industry price changes and supported by adequate detail to document same. Any cost revisions shall not be allowed or implemented without prior consent of the MTA Purchasing Department.

2.7 JOINT PROCUREMENT

To better coordinate regional demand response capabilities among and/or between Shiawassee, Genesee, Saginaw and Lapeer Counties, the Contractor shall grant the permissible agencies (STARS, GLTA, SATA) the right to purchase up to 20 software licenses from the contract resulting from this RFP.

These option software licenses shall have the same specifications and scope of work outlined in this RFP.

The following named agencies are members of this procurement and are authorized to place orders against the contract.

Lead Transit Property Name – City, State:

Mass Transportation Authority (MTA), 1401 S. Dort Highway, Flint, 48503

Additional Agency Name–City, State:

Saginaw Transit Authority and Regional Services (STARS), 617 Johnson Street, Saginaw, MI 48607

Additional Agency Name – City, State:

Greater Lapeer Transportation Authority (GLTA), 203 S. Monroe Street, Lapeer, MI 48446

Additional Agency Name – City, State:

Shiawassee Area Transportation Agency (SATA), 180 N. Delaney Road, Owosso, MI 48867

2.8 ORDERING INSTRUCTIONS

All orders for software licenses will be conducted through MTA’s Purchasing and IT Department. Each Joint Procurement Agency will then work directly with the Contractor and is responsible for the acceptance and payment.

2.9 ASSIGNABILITY

Assignability of rights to others for purchases under this contract may be unilaterally assigned by the agencies named in this procurement and only up to their listed total of software licenses. Agencies assigned contract rights under this agreement must comply with the FTA requirements contained in the FTA circular 4220.1G or as amended.

The Contractor shall not proceed with production of any assigned option vehicles without receipt of an “Assignment of an Option to Purchase Agreement” executed by MTA and the eligible procurement agency.

SECTION 3. PROPOSAL SUBMISSION

3.1 SUBMISSION OF PROPOSALS

Sealed proposals can be sent electronically through Bidnet Direct (https://www.bidnetdirect.com/mitn) or received by the Flint MTA, 1401 South Dort Highway, Flint, Michigan on or before 3:00 P.M. (EDT), July 23rd, 2025. Proposers must register with Bidnet Direct to upload and submit a proposal. Proposals submitted by facsimile or email will not be accepted. Sealed envelopes containing the proposal response must be labeled with the proposal name, proposal number, proposal due date and your firm’s name. Submit one (1) original and one

(1) additional copy of the proposal, and one Adobe PDF or Word electronic version of your proposal on CD, DVD or USB Flash Drive. Any electronic altering of this RFP shall be grounds for rejection of your submission. All Proposals become the property of the MTA. Proposals received in response to this RFP shall be considered received at the time actually received by the addressee or designated agent. Late proposals shall not be considered.

The Mass Transportation Authority (MTA) reserves the right to waive any informality in the Request for Proposal; to reject any or all proposals; and to make any award which it considers to be in the best interest of the MTA. The MTA reserves the right to use whatever reasonable and prudent evaluation techniques it deems appropriate.

No proposal may be withdrawn for a period of ninety (90) days after submission. Any questions or requests for clarification regarding this Request for Proposal must be presented by 3:00 PM on July 23rd, 2025 and addressed to:

Jesse Lambert Purchasing Agent

E-mail: jlambert@mtaflint.org

MTA will consider no telephone inquiries regarding the RFP, and will consider no in-person inquiries. In the event that a firm attempts to contact any official, employee or representative of MTA in any manner contrary to the above requirements, said firm may be disqualified for further consideration.

3.2 EQUAL EMPLOYMENT OPPORTUNITY

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

3.3 DISADVANTAGED BUSINESS ENTERPRISES

Mass Transportation Authority hereby notifies all Proposers that it will affirmatively insure in regard to any contract entered into pursuant to this Request For Proposal, Disadvantaged Business Enterprises will be afforded full opportunity to submit proposals in response to this Request For Proposal and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award.

3.4 INELIGIBLE PROPOSERS

“All proposers will be required to certify that they are not on the Comptroller General’s List of Ineligible Contractors.” The successful proposer shall be required to comply with the Mass Transportation Authority’s Affirmative Action Plan. The Mass Transportation Authority reserves the right to reject any proposal if the contractor fails to comply.

SECTION 4. PROPOSAL CONTENTS AND FORMAT

4.1 PROPOSAL CONTENT/FORMAT

The following information shall be presented in a clear, comprehensive, and concise manner and in the prescribed format. Clear and effective presentation of information is preferred. In order for MTA to adequately compare and evaluate qualifications objectively, Proposals shall be submitted in accordance with the following format in terms of order. Proposals shall be prepared simply and economically, providing straightforward and concise information.

The submittal shall be in printed on 8.5” x 11" paper (unless otherwise noted). The cover sheet shall clearly present the project title, the Proposer's name, and the RFP number. The Proposal shall be double-sided to the extent possible, and consecutively numbered for a maximum total of 60 pages, excluding Certificate Regarding Lobbying, Government-Wide Debarment and Suspension Certification and Certificate of Compliance with FTA Clauses.

Proposers shall not make changes or revisions to their submissions after the submission deadline. It is expected that all of the principals and/or professional staff assigned to the project in the Proposal will perform the work on this Project.

Proposers shall limit their submissions to the following information:

1. Cover Sheet

The cover sheet shall clearly present the project title, the Proposer's name, and the RFP number.

2. Table of Contents

3. A Letter of Interest including:

a. the name and address of the Prime Consultant and the state in which it is incorporated and chiefly located;

b. the name and address of any Subconsultant, and the state in which each entity is incorporated and chiefly located;

c. a brief description of the Proposer (Prime and Subconsultants) and its interest in performing the required services;

d. the name, address, phone and facsimile numbers and e-mail address of the designated contact for the Proposer (Prime Consultant);

e. acknowledgment of all addenda to the RFP document (each addendum must be identified); and,

f. Signature of a duly authorized official of the Proposer.

4. Price Proposal The Pricing Proposal shall include all information necessary for MTA to evaluate the Proposer’s proposed pricing, including any necessary supporting data. All required (pricing-related) forms shall be included and properly completed. (Attachment A)

5. Description of the Proposer’s understanding of the Scope of Work, Project Objectives, and Project Development Concepts.

Provide a concise explanation of the following:

a. The Proposer’s approach, understanding of the project objectives, and the overall tasks required to accomplish the project, including the Proposer’s plan for accomplishing the work and meeting project timelines. The Scope of Work described in section 2 of this RFP generally indicates the work that MTA believes is necessary to be provided by the successful Proposer. Each Proposer is encouraged to present potential modifications and enhancements to the Scope of Work that it believes to be important in executing the project.

b. The Proposer shall outline the methodology and approach for the performance of the tasks identified in the Scope of Work. The project approach shall provide a narrative description for implementing the work tasks as well as any substantive or procedural innovations used by the Proposer on similar projects that are applicable to the services described in this RFP.

c. A description of the provisions for periodic progress reporting, the manner in which the project will be managed, and the locations at which tasks listed in the Scope of Work and proposed modifications to the Scope will be performed.

6. A description of Proposer’s Technical Capabilities, Professional Qualifications and Experience directly related to the Scope of Work of this project.

7. Proposer’s Anticipated Schedule The Proposer’s estimate of the time required to complete each of the tasks described the Scope of Work shall be considered in the selection process. The Proposer shall include a chart showing the anticipated schedule with appropriate milestone submittals based on the Scope of Work. The tasks included in the Scope of Work and any other tasks which the Proposer deems necessary or desirable shall be included as well as provisions for staff review.

The schedule shall be formatted on 11” x 17” pages, (single-sided sheets) and shall be bound along with the letter size sheets in the submission.

8. Key Personnel and their Commitment to the Project:

a. Team Structure Organizational Chart

b. Provide a description and organizational chart showing the structure of the Proposer’s team, inter-relationships, names of key personnel assigned to the project along with their areas of responsibility, and specific tasks and anticipated duration on the project.

c. The Organizational Chart shall be formatted on one (1) 11” x 17” page.

9. Example Projects and References Provide at least three (3) example projects which best illustrate the Proposer’s qualifications for the Project.

a. Include the name and contact information for a person associated with each of the owners or the organizations which contracted for the services who is very familiar with the project and the Proposer’s (or Proposers’) performance. Alert the reference contact person that MTA staff will be contacting them.

b. Indicate the start and completion dates of the referenced project(s)

If a reference cannot be reached or does not respond to MTA’s request for information, MTA reserves the right to disqualify the relevant project from consideration in its evaluation. MTA may also consider the Proposer’s performance on contracts not submitted by the Proposer that MTA is aware of or becomes aware of as a result of reference questionnaires or other means.

10. Certificate Regarding Lobbying (Attachment D) The Certificate Regarding Lobbying is required for the Prime Consultant and Subconsultants.

11. Government-Wide Debarment and Suspension Certification (Attachment B) The Government-Wide Debarment and Suspension Certification is only required for the Prime Consultant. However, the Prime Consultant shall verify the following:

To the best of its knowledge and belief, that its Principals and Subconsultants are eligible to participate in covered transactions of any Federal department or agency and are not presently debarred, suspended, proposed for debarment, declared ineligible, voluntarily excluded, or disqualified.

12. Certificate of Compliance with FTA Clauses (Attachment C) The Certificate of Compliance with FTA Clauses is required only for the Prime Consultant.

SECTION 5. SELECTION CRITERIA

5.1 EVALUATION CRITERIA

All proposals received shall be subject to an evaluation by a selection committee for the purpose of selecting the most qualified proposal for the services required. The following factors in order of importance will be considered in making the selection. This proposal is a “Best Value” procurement and all proposals received shall be subject to a thorough evaluation by a Selection Committee for the purpose of selecting the most qualified proposal for the services required.

MTA will make the award to the responsible Proposer whose proposal is most advantageous to MTA. Accordingly, MTA may not necessarily make an award to the Proposer with the highest technical ranking nor award to the Proposer with the lowest price proposal if doing so would not be in the overall best interest of MTA. The selection criteria listed below are in Relative Order of Importance.

1. Technical Capabilities: This criterion refers to the Proposer’s technical capabilities and experience with route planning, the proposed solution functionality, and the ability to best meet the Scope of Work outlined in Section 2.

2. Project Understanding and Approach: This criterion is a combination of the Proposer’s approach to the problem and deliverables. Also, the quality of the Proposal submission and response.

3. Price Proposal: This criterion refers to the overall cost of the proposed On Demand Ride

Services solution as well as a cost breakdown based on the listed tasks.

4. Key Personnel and Company Experience: This criterion is a combination of Proposer’s prior experience with route planning and the qualifications of the person(s) assigned to perform the tasks. Qualifications of professional personnel will be measured by education and experience with reference to experience on projects similar to that described in this RFP. The Selection Committee will consider the reputation and past performance of the Proposer as presented in the Proposal or as is determined by review of information available from references and/or other resources.

5. Work Schedule: This criterion refers to the time frame in which the Proposer would be prepared to begin work for MTA and the proposed completion of the project. The Selection Committee will review the proposed project schedule of completion. Project schedules that fulfill the requirements with evidence that the schedule can be accomplished may receive higher points for this criterion.

6. Quality of Organization/Management to Accomplish the Services: This criterion refers to the

Proposer’s overall organization and considers key components such as organizational reporting structure, quality control, quality assurance, and technical support.

5.2 PRESENTATION AND INTERVIEWS

Proposers whose evaluation scores are in the competitive range for this project may be invited to present to and be interviewed by the Selection Committee. In the event of inclement weather, MTA may reschedule presentations and interviews. Proposers shall follow the guidelines set forth below when preparing for their interviews.

1. The Proposer's presentation shall last a maximum of one hour, and the Selection Committee will use additional time for the interview. It is strongly recommended that the principal(s) in charge, the project manager(s), and key individuals be available to participate in the interview.

2. The Proposer shall provide an interview agenda and a list of names of the participants to the

MTA staff for distribution to the Selection Committee members at least three (3) working days prior to the presentation.

3. The Firm's presentation shall cover the following areas within the time limit:

a. Understanding of the Scope of Work and Project Objectives

Based on the Scope of Work and the information presented in the RFP, the oral presentation shall include a thorough review of the Proposer's perception of the project.

Potential modifications and additional enhancements, which the Proposer deems appropriate and necessary for the success of the project, may also be included. The Proposer shall elucidate the organizations support capabilities and the methods developed by the Proposer to coordinate and control projects to ensure delivery and coordination with others working on the project.

b. Method of Approach to Project

Based on the Scope of Work and expanding upon the approach to the project provided in the RFP submission, the presentation shall include a demonstration of a draft solution that was developed by the Proposer.

c. Previous Experience

A summary of at least three (3) recent projects that members of the Proposer’s team have completed shall be presented. Examples shall demonstrate the Proposer's involvement in projects as similar as possible to the Scope of Work set forth in this RFP.

For each project discussed, the Firm shall review its objectives, the Proposer's approach, the schedule, current status, etc.

4. The Firm shall provide an electronic copy of the presentation to MTA at the conclusion of the interview.

5.3 BEST AND FINAL OFFER

After evaluations, Proposers in the competitive range may be given the opportunity to modify their proposal by submitting a Best and Final Offer (BAFO). The BAFO shall fully comply with the RFP, including all Addenda. Final determination of acceptability of any proposal will be made by the Selection Committee on the information contained therein. The request for BAFOs shall include:

• Notice that this is the opportunity for submission of a BAFO;

• A common date and time for submission of written BAFOs, allowing a reasonable opportunity for preparation of the written BAFOs;

• Notice that if any modification to a BAFO is submitted, it must be received by the date and time specified for the receipt of BAFOs and is subject to the late submissions, modifications, and withdrawals of proposals provisions of the Request for Proposal;

• Notice that if Proposers do not submit a BAFO or a notice of withdrawal and another BAFO, their immediate previous Offer will be construed as their BAFO.

Any modifications to the initial proposals made by a Proposer in its BAFO shall be identified in its BAFO. After receipt of BAFOs, MTA reserves the right to (a) reopen negotiations; or (b) accept improvements to, enhancements of or other revisions to any proposal or alternate proposal at any time if it deems such to be in its best interest. BAFOs will be evaluated by the MTA according to the same requirements and criteria as the initial proposal selection process. MTA will make appropriate adjustments to the initial scores for any sub-criteria and criteria which have been affected by any proposal modifications made by the BAFOs.

MTA will then choose that proposal which it finds to be most advantageous to the MTA based upon the evaluation criteria. The results of the evaluations and the selection of a proposal for any award will be documented.

MTA reserves the right to make an award to a Proposer whose proposal it judges to be most advantageous to MTA based upon the evaluation criteria, without conducting any written or oral discussions with any Proposers or solicitation of any BAFOs. No Proposer shall have any rights against the MTA arising at any stage of the solicitation from any negotiations that take place, or from the fact that the MTA does not select a Proposer for negotiations.

SECTION 6. GENERAL PROPOSAL CONDITIONS

6.1 NOTICE OF FORMAL SOLICITATION

Notwithstanding any other provision of this RFP, all proposers are hereby specifically advised that this RFP is a form solicitation for proposals only, and is not intended and it not to be construed as an offer to enter into an agreement or engage into any formal competitive bidding or negotiation pursuant to any statue, ordinance, rule or regulation.

6.2 METHOD OF RESPONSE

Responses to this RFP shall be made according to the specifications and instructions contained herein. Failure to adhere to instructions may be cause for rejection of any proposal.

6.3 ACCEPTANCE OF TERMS AND CONDITIONS

Proposers understand and agree that submission of a proposal will constitute acknowledgment and acceptance of, and a willingness to comply with, all the terms, conditions, and criteria contained in this RFP, except as otherwise specified in the proposal. Any and all parts of the submitted proposals may become part of any subsequent Agreement between the selected Contractor and the MTA.

6.4 FALSE,INCOMPLETE OR UNRESPONSIVE STATEMENTS

False, incomplete, or unresponsive statements in connection with a proposal may be sufficient cause for rejection of the proposal. The evaluation and determination of the fulfillment of the above requirement will be MTA’s responsibility and its judgment shall be final.

6.5 CLEAR AND CONCISE SUBMISSION

Proposals shall provide a straightforward, concise delineation of the proposer’s capability to satisfy the requirements of the RFP. proposal shall be submitted in the requested format and provide all required information, including but not limited to information, if requested, relating to capability, experience, financial resources, management structure and key personnel, and other information as specified in Section 2 and outlined in Section 4 and otherwise required in this RFP.

Each proposal shall be signed in ink by a duly authorized officer of the company.

SECTION 7. INFORMATION FOR THE CONTRACTOR

7.1 CONTRACT DOCUMENTS

The “Request for Proposal”, the “Proposers Submission”, the “Contract”, the “General Terms and Conditions”, and the “Scope of Work”, are the contract documents that will form the Contract.

Proposers should examine each of the contract documents.

7.2 DATE AND PLACE FOR DELIVERING PROPOSALS

Pursuant to the “Request For Proposal” sealed proposals will be received either electronically through Bidnet Direct or by submission to MTA, 1401 South Dort Highway, Flint, Michigan 48503 on or before 3:00 PM (EDT), July 23rd, 2025. The awarding of the Contract, if awarded, will be made by MTA as soon thereafter as practicable.

7.3 PRINTED FORM FOR PROPOSALS

All proposals must include the Price Proposal form attached hereto, and should give the price as a firm fixed total price for the performance of this contract excluding transportation and daily expenses and must be signed and acknowledged by the party, in accordance with the directions in the proposals.

7.4 OMISSIONS AND DISCREPANCIES

Should a proposer find discrepancies in, or omissions from the Specifications of Contract documents, or should he be in doubt as to their meaning, he should at once notify the Purchasing Agent who may send a written instruction to all proposers.

7.5 ACCEPTANCE OR REJECTION OF PROPOSALS

The Mass Transportation Authority reserves the right to reject any or all proposals without limiting the generality of the foregoing. Any proposal which is incomplete, obscure or irregular may be rejected and one or more items in the price schedule may be rejected. Any proposal in which prices are omitted, or in which prices are obviously unbalanced, may be rejected.

7.6 ACCEPTANCE OF PROPOSALS AND THE EFFECT

Within ninety (90) days after the opening of the proposals, MTA will act upon them. The acceptance of a proposal will be a notice in writing signed by a duly authorized representative of the MTA, and no other act of the MTA shall constitute the acceptance of a proposal. The acceptance of a proposal shall bind the successful proposer to receive the Contract. The rights and obligations provided for in the Contract shall become effective and binding upon the parties only with its formal execution by the General Manager.

7.7 TIME FOR EXECUTING CONTRACT AND DAMAGES FOR FAILURE TO

EXECUTE

Any proposer whose submission shall be accepted will be required to appear at the office of MTA in person, or, if a firm or corporation, a duly authorized representative shall so appear, and to execute the Contract within seven (7) days after notice that the Contract has been awarded.

Failure to do so shall constitute a breach of the agreement effected by the acceptance of the proposal.

7.8 PRIME CONTRACTOR RESPONSIBILITIES

The selected Proposer will be required to assume responsibility for all requested deliverables as indicated in Section 2 – Scope of Work regardless of who produces them. Further, MTA will consider the selected company to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. Consultant and/or subconsultant shall give a copy of their State of Michigan Contractor License and permits from governmental agencies as required.

The Prime Consultant agrees to pay each subconsultant under this prime contract for satisfactory performance of its contract no later than 30 days from the receipt of each payment the prime contract receives from MTA. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the MTA. The clause applies to both DBE and non-DBE subcontracts.

Retainage:

The Prime Consultant agrees to return retainage payments (if any) to each subconsultant within 30 days after the subconsultant work is satisfactory completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the MTA. This clause applies to both DBE and non-DBE subcontracts.

MASS TRANSPORTATION AUTHORITY

CONTRACT AGREEMENT

This Agreement made this_______________ day of__________________, 20____, between the Mass Transportation Authority, herein called the “Authority” and/or “Buyer” and ________________________________________________________________________ herein called the “Contractor” and/or “Seller”.

In consideration of the mutual promises and agreements hereinafter set forth, the parties agree to undertake, carry out and perform this Contract in accordance with the terms and conditions as set forth herein, and as follows:

1. The Contract Documents:

The Contract Documents consist of this Agreement, the “Information for Bidders”, the “Invitation to Bid”, the “Bidder Proposal”, the “General Terms and Conditions”, and the “Scope of Work”. These form the Contract and all are fully a part of the Contract as if attached to this Agreement or reported herein. Reference number:____________________.

2. The Performance:

The Contractor shall furnish pursuant to the terms and conditions of this Contract labor and material listed in the attached specifications.

3. Time of Commencement and Completion:

The Contractor shall perform under this Contract from the date hereof until ________________________________, or a later date if extended by mutual consent of the parties.

4. Independent Contractor:

The Contractor is employed by the Authority as an independent Contractor and has and retains the right to exercise full control and supervision of the services including compliance with Social Security, withholding and all other regulations governing such matters. The contractor agrees to indemnify, defend and save harmless the Authority, its agents, officers and members of the Board of the Mass Transportation Authority against any and all loss, damage or expense which the Authority may suffer by reason of liability imposed by law upon the Authority or Contractor for damages because of bodily injury, including death at any time resulting there from sustained by any person or persons, or on account of damage to property are due to the fault of the Contractor, its sub-contractors or their employees, agents or any other person under the direct or indirect Contract of the Contractor.

5. Contractor’s Financial Responsibilities:

Any costs due to the fault of the Contractor, sub-contractor, or anyone directly employed by them either for making good of defective work, disposal of material wrongly supplied, making good of damage to property, or excess costs from material or labor, or otherwise shall be borne by this Contractor, and the Authority may withhold money due the Contractor to cover any such costs.

6. Assignment:

The Contractor shall not assign or transfer any interest in this Agreement or delegate its performance of duties except on prior written approval of the Authority, which approval shall not be unreasonably withheld. Consent to assign, transfer or delegate any interest or performance of this Contract shall not be construed to relieve the Contractor of any responsibility for the fulfillment of this Agreement.

7. Payments:

The Authority shall pay the Contractor for the performance of work in current funds per price stated in the “Bidders Proposal” upon completion and acceptance by the Mass Transportation Authority.

The Contractor shall invoice each item against an Authority Purchase Order and all invoices for the calendar month shall be payable by the fifteenth day of the following month.

No payment will be made to the Contractor for material not delivered upon the Authority premises, unless otherwise agreed to in writing by the Authority.

Neither payment made under the Contract or used by the Authority of the labor and material provided shall be evidence of performance of the Contract, either in whole or in part, nor shall such payment, final or otherwise, be construed to relieve the Contractor from its obligation to make good any defects arising or discovered in its performance…