REQUEST FOR PROPOSALS # 2026-01

FOR

LAST MILE SHUTTLE SERVICES

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair

PAUL SAVAS, Commissioner

MARTHA SCHRADER, Commissioner

BEN WEST, Commissioner

DIANA HELM, Commissioner

Gary Schmidt

County Administrator

Stephanie Ebner

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: March 12, 2026

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

RFP 2026-01-Last Mile Shuttle Services Page ii

SCHEDULE

Request for Proposals Issued……........................... February 12, 2026

Protest of Specifications Deadline........................... February 19, 2026, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions............... February 26, 2026, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time…. March 12, 2026, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award................... Seven (7) days from the Intent to Award

Anticipated Contract Start Date……................. July 1, 2026

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, March 12, 2026 (“Closing”), to provide Last Mile

Shuttle Services. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys

RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010-

00016030.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

Submitting Proposals: Bid Locker

Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information

Procurement Process and Technical Questions: Stephanie Ebner, sebner@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all

Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose

Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small

Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://www.clackamas.us/how-to-bid-on-county-projects mailto:sebner@clackamas.us

RFP 2026-01-Last Mile Shuttle Services Page 2

SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this

RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division

Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement

Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the

Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the

Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the

Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

RFP 2026-01-Last Mile Shuttle Services Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this

RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the

Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

RFP 2026-01-Last Mile Shuttle Services Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by

County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a

Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their

Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the

County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

RFP 2026-01-Last Mile Shuttle Services Page 5

2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation

Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Best and Final Offer: County may request best and final offers from those Proposers determined by

County to be reasonably viable for contract award. However, County reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, County may select for final contract negotiations/execution the offers that are most advantageous to County, considering cost and the evaluation criteria in this RFP.

2.28 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this

RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.29 Intergovernmental Cooperative Procurement Statement: Pursuant to ORS 279A and LCRB, other public agencies shall have the ability to purchase the awarded goods and services from the awarded contractor(s) under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contactor’s obligation to the County.

Any estimated purchase volumes listed herein do not include other public agencies and County makes no guarantee as to their participation. Any Proposer, by written notification included with their Proposal, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. County grants to any and all public serving governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the contractor awarded the contract by the County.

RFP 2026-01-Last Mile Shuttle Services Page 6

SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County requests proposals from qualified private firms for the daily operation of four (4) Last

Mile shuttle services in Clackamas County. Only qualified firms with a minimum of five (5) years of verifiable experience in providing similar services will be considered. The proposal should include a coordinated approach to service, showing how efficiencies could be gained through coordination of the four separate Last-Mile shuttle services. The selected Contractor will use equipment owned by

Clackamas County and will store said equipment in a County-owned facility or as otherwise designated and approved by the County.

Requested services include:

• Operation of the Oregon City Last Mile Shuttle (deviated fixed route)

• Operation of the Clackamas Industrial Shuttle (deviated fixed route)

• Operation of the CCC Xpress Shuttle (deviated fixed route)

• Operation of the Estacada Shuttle (deviated fixed route)

All services must meet the requirements of the Americans with Disabilities Act (“ADA”) of 1990 and its amendments. The Contractor must also meet any new requirements that are added during the period of this Contract. It shall be the full responsibility of the Contractor to monitor all Federal, State, County, and City laws involving Transit Service and make necessary changes should these laws change during the term of this Contract. See Federal Transit Administration Requirements.

Clackamas County currently does not charge a fare for all shuttle services. This is subject to change at the discretion of the County.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

Clackamas County Social Services currently provides public transit service, known as the Mt Hood

Express (“MHX”), seven (7) days a week for both commuter routes and point-to-point fixed routes through a contractor out of the City of Sandy. The Shuttles are newer services that began in 2021. These shuttle services serve a variety of needs for passengers in the Oregon City, Estacada, and Clackamas

Industrial areas.

3.3. SCOPE OF WORK

SERVICE DESCRIPTION

New deviated fixed route services are described below. Clackamas County reserves the right to change or alter the services proposed; redesign schedules and/or routes; and change the days and hours of operation as it deems necessary.

RFP 2026-01-Last Mile Shuttle Services Page 7

Deviated Fixed Route-Oregon City

Clackamas County operates the Oregon City Last Mile shuttle, which is a deviated fixed route service for a total of 10 revenue hours per day. Clackamas County reserves the right to change the number of hours and routes proposed for the deviated fixed route services. If the changes result in more than 15% of the contract hours, contract costs will be negotiated to neutralize the impact. A copy of the schedule and route maps can be found on at www.rideclackamas.org.

CONTRACTOR WILL:

• Provide up to, but not limited to, a minimum of 12 hours per day of weekday deviated fixed route transit service.

• No weekend deviated fixed route transit service is needed in fiscal year 1. This is subject to change in year 2, where 10 hours of weekend deviated fixed route transit service may be added.

• Provide dispatcher and/or supervisory support during all service hours.

• Ensure that vehicle operator and other personnel needed are employed and fully trained

(including a full understanding of the services to be provided). Full personnel files must be available upon request (training, drug and alcohol testing, medical cards, ODL, etc.).

• Contractor will be compensated on a monthly basis following submission of an invoice to

Clackamas County with accompanying documentation, including information required for

Federal or State reporting.

The revenue hour rate established by the Contractor shall be sufficient to include all costs of operating the service. This includes drivers, dispatch, equipment not provided by the County, administration, management, and other miscellaneous expenses such as office supplies, and drug testing. The revenue hour rate will NOT include fuel (paid directly by the County) and preventative maintenance (reimbursed by the County)

During fiscal year July 1, 2026 – June 30, 2027, the transit service will have five (5) weekdays of operation and zero (0) weekend days of operation. 3,100 annual vehicle revenue hours on the Oregon

City Last Mile shuttle.

During fiscal years 2 and 3, transit service may increase to include one (1) weekend day of operation.

Service hours for the Oregon City Last Mile shuttle are currently between 6:30am – 9:00pm.

Deviated Fixed Route-Clackamas Industrial

Clackamas County operates the Clackamas Industrial shuttle which is a deviated fixed route service for a total of 10 revenue hours per day. Clackamas County reserves the right to change the number of hours and routes proposed for the deviated fixed route services. If the changes result in more than 15% of the contract hours, contract costs will be negotiated to neutralize impact. A copy of the schedule and route maps can be found at www.rideclackamas.org.

• Provide up to, but not limited to, a minimum of nine (9) hours per day of weekday deviated fixed route transit service.

• Provide dispatcher and/or supervisory support during all service hours.

• Ensure that vehicle operator and other personnel needed are employed and fully trained

(including full understanding of the services to be provided). Full personnel files must be available upon request (training, drug and alcohol testing, medical cards, ODL, etc.)

• Contractor will be compensated on a monthly basis following submission of an invoice the

The revenue hour rate established by the Contractor shall be sufficient to include all costs of operating the http://www.rideclackamas.org/

RFP 2026-01-Last Mile Shuttle Services Page 8 management, and other miscellaneous expenses such as office supplies and drug testing. The revenue hour rate will NOT include fuel (paid directly by the County) and preventative maintenance (reimbursed

From July 1, 2026 – June 30, 2027, the transit service will have five (5) weekdays of operation and zero

(0) weekend days of operation. 2,300 annual vehicle revenue hours on the Clackamas Industrial shuttle.

During fiscal years 2 and 3, transit service may increase to include one (1) weekend day of operation.

Service hours for the Clackamas Industrial shuttle are currently between 4:50am – 8:30pm

Deviated Fixed Route-CCC Xpress

Clackamas County operates the CCC Xpress shuttle, which is a deviated fixed route service for 14 revenue hours per day. Clackamas County reserves the right to change the number of hours and routes proposed for the deviated fixed route services. If the changes result in more than 15% of the contract hours, contract costs will be negotiated to neutralize impact. A copy of the schedule and route maps can be found at www.rideclackamas.org.

• Provide up to, but not limited to, a minimum of 14 hours per day of weekday deviated fixed route transit service.

• Provide up to, but not limited to, a minimum of 0 hours per day of weekend deviated fixed route transit service.

• Provide dispatcher and/or supervisory support during all service hours

• Ensure that vehicle operator and other personnel needed are employed and fully trained

(including full understanding of the services to be provided). Full personnel files must be available upon request (training, drug and alcohol testing, medical cards, ODL, etc.)

• Contractor will be compensated on a monthly basis following submission of an invoice the

The revenue hour rate established by the Contractor shall be sufficient to include all costs of operating the management, and other miscellaneous expenses such as office supplies and drug testing. The revenue hour rate will NOT include fuel (paid directly by the County) and preventative maintenance (reimbursed operation and zero (0) weekend days of operation. 3,575 annual vehicle revenue hours on the CCC Last

Mile shuttle.

During fiscal years 2 and 3, transit service may increase to include one (1) weekend day of operation.

Service hours for the Oregon City Last Mile shuttle are currently between 5:30am – 9:30pm.

RFP 2026-01-Last Mile Shuttle Services Page 9

Deviated Fixed Route-Estacada

Clackamas County operates the Estacada shuttle which is a deviated fixed route service for a total of 14 revenue hours per day. Clackamas County reserves the right to change the number of hours and routes proposed for the deviated fixed route services. If the changes result in more than 15% of the contract hours, contract costs will be negotiated to neutralize impact. A copy of the schedule and route maps can be found at www.rideclackamas.org.

• Provide up to, but not limited to, a minimum of 14 hours per day of weekday deviated fixed route transit service.

• Provide up to, but not limited to, a minimum of 0 hours per day of weekend deviated fixed route transit service.

• Provide dispatcher and/or supervisory support during all service hours

• Ensure that vehicle operator and other personnel needed are employed and fully trained

(including full understanding of the services to be provided). Full personnel files must be available upon request (training, drug and alcohol testing, medical cards, ODL, etc.).

• Contractor will be compensated on a monthly basis following submission of an invoice the

The revenue hour rate established by the Contractor shall be sufficient to include all costs of operating the management, and other miscellaneous expenses such as office supplies and drug testing. The revenue hour rate will NOT include fuel (paid directly by the County) and preventative maintenance (reimbursed operation and zero (0) weekend days of operation. 3,590 annual vehicle revenue hours on the Estacada

Shuttle.

During fiscal years 2 and 3, transit service may increase to include one (1) weekend day of operation.

Service hours for the Oregon City Last Mile shuttle are currently between 5:30am – 9:30pm.

Special Event Shuttle Service

Clackamas County occasionally provides special community shuttles as a part of its services.

CONTRACTOR WILL

• Provide special event shuttle service occasionally upon request.

COUNTY WILL

• Provide at least seven (7) days of advance notice for special event shuttle service requests.

RFP 2026-01-Last Mile Shuttle Services Page 10

Dispatch and Supervisory Support

Dispatch and supervisory support will be provided under this contract. In office dispatch services shall be maintained during all hours of operation. Proposers should provide a detailed explanation of scheduling and dispatching methodologies, describe experience and identify any special hardware and/or software used for this purpose. An automated answering system must be used during non-business hours to provide general information and accept route deviations in compliance with ADA requirements.

• Provide an Operations Manager or equivalent position under their personnel structure. The

Operations Manager will be on-call during all hours of operations. The Operations Manager is responsible for the supervision of drivers and other operation personnel, daily work schedules, billing, reporting, accident and incident response, invoicing, and other duties as assigned.

• Provide maintenance management through the use of a Fleet Manager or equivalent position under their personnel structure. The Fleet Manager will schedule and supervise maintenance services, including the transportation of vehicles of maintenance services with vendors. The Fleet

Manager will also ensure Clackamas County is compliant will all State and Federal maintenance regulations, as well as, the prescribed preventative maintenance schedules. All vehicles must be in a State of Good Repair.

• Answer calls received during office hours promptly and professionally, providing information about all Clackamas County transit services, arrange route deviations, and provide referral information for other questions, such as how to get to a destination outside of the Clackamas

County services.

• Ensure all managers, supervisors, and dispatchers are trained in Clackamas County service parameters (schedules, fares, general operation, services, etc.)

• Provide and maintain detailed documentation of scheduling and dispatching methodologies.

Documenting processes for call taking, scheduling, dispatching, record keeping, fare collection, pass sales, accidents, emergencies, and all dispatcher duties and procedures.

SERVICE TRANSITION

THE CONTRACTOR WILL facilitate an efficient transition of service, which will entail working cooperatively with the County and the outgoing contractor at the beginning of the contract period and, similarly, with County and the incoming contractor at the end of the contract period. A transition schedule will be established detailing a list of critical tasks, deadlines for their completion, and person(s) responsible for each.

GENERAL CONDITIONS AND REQUIREMENTS

Equipment and Facilities

County and Contractor agree that vehicles will be delivered to Contractor in good condition with each vehicle meeting or exceeding all safety standards. The Contractor will notify the county immediately if, at any time, the vehicles are not in said condition. A complete report will be developed of any mechanical or other problems noted on a vehicle. The County will ensure that vehicles conform to all legal requirements for Transit Service vehicles.

• Ensure all physical damage to vehicles, regardless of cause, is repaired in a high-quality manner as soon as possible. Repairs in excess of $1,500 in value require written permission from the

County.

• Report vehicle damage to the County immediately. When necessary, Contractor will provide a driver to pick up or deliver the vehicle to the Repair facility, Dealer, or Warranty Agent.

• Provide a monthly vehicle maintenance log for all services on each vehicle to the County. All service records will be kept on all vehicles and will be made available at the end of each month.

• Handle all vehicle warranty claims and Safety Bulletin Certificates of Compliance

RFP 2026-01-Last Mile Shuttle Services Page 11

• Ensure the vehicles are in good condition and are fully equipped with all required safety supplies.

The County expects the vehicles to be a source of County pride.

• Keep and maintain a bus washing log that details the time and date of the biweekly cleanings of both interior and exterior of each bus.

• Conduct required pre and post vehicle inspections and complete the Daily Vehicle Inspection form approved by the County. These forms will be submitted according to current County procedure. The Contractor will promptly report any problems to the County and will not put any vehicle on the road unless it meets agreed safety standards.

• Equip all vehicles with emergency equipment as required for transit vehicles and as defined in consultation with the County. This equipment includes but is not limited to first aid kit, blood borne pathogens kit, cleaning supplies, ice scraper and flashlight.

• Use provided technology for tracking passengers and maintain GPS location for real-time arrivals. The Contractor will promptly report any problems to the County and will not put any vehicle on the road unless all on board technology is functioning properly.

• Have all fire extinguishers serviced on a routine basis or as required.

• Provide drive cam systems to monitor diver behavior on the buses.

• Provide office space for day-to-day operations that meets the needs of the service and includes dispatch capacity.

• Provide any specialized equipment for their employees.

CONTRACTOR WILL be responsible for:

• At least daily cleaning of the inside of the vehicles which will include: sweeping; spill and smudge clean-up; wiping of handrails; and trash or lost item removal.

• As soon as possible cleaning of all spills that may cause a slip hazard or blood borne pathogen hazard.

• As needed cleaning of windows, mirrors and exterior lights for safe vehicle operation.

• At least biweekly, a thorough detailed cleaning of the inside of the bus which includes at least:

washing floors, walls, windows, ceiling, and all washable surfaces.

• At least biweekly, a thorough cleaning of the exterior of the bus.

COUNTY WILL:

• Provide the contractor with all vehicles. The fleet currently consists of ten (10) 20-25 foot cutaway buses (12-14 passenger). All vehicles are lift-equipped and meet ADA requirements.

This fleet may be modified at any time by the County. See the Vehicle Fleet list in Attachment A for more information.

• Provide all vehicles as needed for the required service. The vehicles provided will be sufficient to provide the services.

• Obtain registrations and vehicle licenses for all County-owned vehicles.

• Equip all vehicles with fire extinguishers and an emergency triangle.

• Equip all vehicles with Mobile Data Terminals for tracking passengers electronically and tracking buses via GPS.

• Provide vehicle storage at County facilities or as otherwise specified within the County limits.

• Provide all fuel and fuel purchasing cards for transit vehicles at Pacific Pride fueling stations. All vehicles provided to Contractor by County are to be used exclusively for the provision of this service. Personal usage and/or use for any other purpose is prohibited.

• Periodically, inspect the bus cleaning log and spot check vehicles for cleanliness.

• for vehicle markings and paint color and no changes will be made without specific County consent.

RFP 2026-01-Last Mile Shuttle Services Page 12

Insurance

• Procure and maintain, at Contractor’s sole expense, at all times during the duration of this

Contract, the following kinds and forms of insurance, which will include, but are not limited to

General Liability, Worker’s Compensation Insurance, Commercial Automobile Insurance and

Automobile Liability Insurance.

• Be responsible for being in compliance will all Federal and State Funding source requirements.

• Include as an Additional Insured Clackamas County, its Elected Officials, Officers, Employees, Agents and Volunteers, from any and all claims for Bodily Injury, Death and/or Property

Damage, which may arise from Contractor’s operations under this Contract.

o Other additionally insured Certificates will be required including but not limited to

Oregon Department of Transportation and Tri County Metropolitan Transportation

District.

• Provide the County with updated Certificates of Insurance showing the required coverages.

Certificates of Insurance will provide the following:

• Minimum thirty (30) days written notice of policy or coverage cancellation, or material alteration or reduction in coverages or coverage limits to the County

• Contractor’s insurance carrier(s) will be liable for the full amount of any loss or claim for which the Contractor is liable, up to and including the total limit of liability, without right of contribution from any other insurance which may be in effect for the benefit of the County

• The insurance policies will be written by an Insurance Company or Companies authorized to conduct business in the State of Oregon and acceptable to the County

• All insurance carriers will carry a Best Rating of “A” or better

• Any liability arising on behalf of Contractor with regard to this Contract is not limited by the insurance requirements listed herewith.

Accident and Incident Reporting

• Notify the County immediately of any vehicle collision.

• Notify proper law enforcement officers and the County of any vehicle accident, missing, vandalized or stolen vehicles or equipment incidents involving the vehicle and any operations that might result in a claim within twenty-four (24) hours of discovery. Incident reports will include date, time and employee narrative along with the name, address, and phone contact of all parties involved and must be completed within 24 hours.

• Work with law enforcement officers in any unlawful activity that occurs within the vehicle or as noted in other areas of operation.

• Pay for vehicle repair costs and/or the insurance deductible for any accident or incident while operated by their employees.

Hiring, Training, and Evaluation

• Be responsible for hiring dispatchers, drivers and staff, completing an initial orientation and on-going training, and overall supervision. Contractor shall conduct both a criminal and a driver history background check before hiring drivers. Contractor will provide County with monthly list of all hirings and trainings.

• Be responsible for driver, dispatcher, supervisor hiring, orientation and on-going training, supervision and evaluation. Contractor will conduct both a criminal and a driver history background check before hiring employees. County will work with Contractor to develop minimum standards for acceptable driver background and history. County reserves the right to disapprove of any employee of Contractor that will provide service to the County.

RFP 2026-01-Last Mile Shuttle Services Page 13

• Ensure compliance with Federal Transit Administration (FTA) regulations as described in 49

CFR Part 655 (as amended), Prevention of Alcohol Misuse and Prohibited Drug Use in Transit

Operations and 49 CFR Part 40, Conducting workplace drug and alcohol testing.

• Provide an outline of their training curriculums with the amount of time committed to each of the training topics with their proposal. County reserves the right to request additional training in any area it deems necessary

• Provide dispatch and driver training in at least the following areas:

• Defensive driving including emergency situations o Passenger Safety o Blood Borne Pathogens o Safety Equipment o Cellular Phones and two-way radio equipment o Accident procedures o Customer service o Passenger behavior problems and security training o Passenger sensitivity and customer service o Americans with Disabilities Act (ADA) o Wheelchair Passenger Securement o FTA Drug/Alcohol rules & regulations o Vehicle Orientation for Vehicle Type

• Conduct at a minimum, annual evaluations that will include updated criminal and driver history checks and share annual report with County. Contractor will consult with County in developing evaluations regarding any input the County may have received from customers.

• Ensure that all drivers meet the following minimum criteria to participate in this program:

1. No more than two (2) moving violations in any one-year period. No more than three (3) moving violations in any three (3) year period during the service contract or in the five

(5) years prior to application of this program (personal and commercial records inclusive).

2. If license has ever been suspended, applicant must have five (5) full subsequent years with no violations.

3. If license has ever been revoked, must have ten (10) subsequent years with no violations.

4. Under no condition, will an applicant be accepted as a driver for this program if (1) he/she has been convicted of a felony, (2) and/or has been convicted of a drug or alcohol offense including DUII diversion.

5. Contractor will require drivers to inform his/her supervisor of any conviction for a moving traffic violation immediately after such conviction. Failure to provide proper disclosure may be grounds for suspension or dismissal.

• Provide uniforms for all field personnel, as approved by the County. These may include both summer and winter uniforms.

COUNTY reserves the right to require the removal of any driver, dispatcher or supervisor it deems is not an asset to the service.

Data Collection and Records Retention

• Collect information on numbers of riders including elderly and disabled ridership and other data as requested by the County. Contractor will maintain and provide daily ridership data for all services including demand-response logs showing name of rider, origin and destination location and times, distance traveled as well as scheduling and dispatch logs showing number of riders per trip.

• Provide a minimum of 95% trips “on-time”. A trip will be considered “on-time” if it falls within a window of + or –minus five (5) minutes. Contractor will monitor deviated fixed route for “on-time” performance and assure buses do not leave posted stop points before the time posted on the published schedules.

RFP 2026-01-Last Mile Shuttle Services Page 14

• Collect complaints, compliments and other comments about the service; respond promptly to all complaints (within 24 hours) and establish policies that complement and comply with the

County’s processes and procedures. The County and Contractor, in the spirit of cooperation, will share this information on a regular basis.

• Work in coordination with the County to set fare policy, collect ticket sales and fares, provide a weekly accounting of revenue received, and arrange for bank deposit, if applicable. Contractor will establish a secure procedure for receiving fares and report on this process to the County.

County shall be solely responsible for establishing new fare rates. Contractor and its employees are prohibited from soliciting or accepting tips or gifts of any kind.

• Make and retain proper and complete books of record and account and maintain all fiscal records related to the service provided by the County in accordance with all applicable generally accepted accounting principles, generally accepted governmental auditing standards and state minimum standards for audit of municipal corporations. State, the Secretary of State of the State of Oregon

(Secretary), the United States Department of Transportation (USDOT), the Federal Transit

Administration (FTA) and their duly authorized representatives shall have access to the books, documents, papers and records of the Contractor that are directly related to this Agreement, the funds provided hereunder, or the Project for the purpose of making audits and examinations. In addition, State, the Secretary, USDOT, FTA and their duly authorized representatives may make and retain excerpts, copies, and transcriptions of the foregoing books, documents, papers, and records. Contractor shall permit authorized representatives of State, the Secretary, USDOT and

FTA to perform site reviews of the Project, and to inspect all vehicles, real property, facilities and equipment purchased by Contractor as part of the Project, and any transportation services rendered by Recipient.

• Retain and keep accessible all books, documents, papers, and records that are directly related to this Agreement, the Grant Funds or the Project for a minimum of six (6) years, or such longer period as may be required by other provisions of this Agreement or applicable law, following the

Expiration Date. If there are unresolved audit questions at the end of the six-year period, Contractor shall retain the records until the questions are resolved.

ADDITIONAL REQUIREMENTS

• Obtain permission from the County for the use of any subcontractor that will be used in conjunction with this Contract.

• This Contract shall not be sublet except with written consent of the County. No such consent shall be construed as making the County a party to such subcontract, nor subjecting the County to liability of any kind of to any subcontractor. No subcontract shall, under any circumstances, relieve Contractor of its liability and obligation under this Contract, and all transactions with the

County must be through Contractor.

• There shall be no assignment/transfer of interest or delegation of Contractor’s rights, duties or responsibilities under this Contract without prior written approval of the County.

• No custom material produced in whole or in part under this Contract shall be subject to copyright or patent in the United States or in any country. County and the FTA shall have the authority to publish, disclose, distribute and otherwise use, in whole or in part, any custom materials prepared under the Contract.

• Ensure that any and all information regarding any individual person served by the County is strictly confidential. Information may not be released to any party in any form without the authorization of the individual and the County.

RFP 2026-01-Last Mile Shuttle Services Page 15

• Ensure that practices, materials, supplies and equipment comply with the Federal Occupational

Safety and Health Act, as well as any pertinent Federal, State and/or local safety or environmental codes.

• Comply with all Federal, State and local licensing and/or regulatory requirements (including permits – OSHA, DOT, EPA) for the provision of transit services. As provided in the Contract, Contractor will be bound by the terms and conditions of applicable Federal regulations as supplementary provisions of this Contract, as are imposed on the County for the proper administration of this Contract and under Federal funding requirements.

• At all times, abide by the equal opportunity provisions of the Civil Rights Act of 1964, as amended.

• Abide by the Americans with Disabilities Act laws and regulations.

• Notify the County immediately of any discrimination complaints.

• At its sole cost and expense, conform to any final orders issued by any State or Federal Agency with jurisdiction to correct Contractor discrimination in employment and/or ridership and shall fully save harmless and indemnify the County in this regard.

• At its sole cost and expense, obtain any and all permits, licenses, certificates or entitlements to operate as are now or hereafter required by any Agency specifically including the Oregon

Department of Transportation (ODOT) and local building, planning and business license departments to enable Contractor to perform this Contract. Contractor will provide copies of all such entitlement to the County when received by Contractor. Contractor is liable for any and all taxes due as a result of this Contract.

Contractor understands that the award of contract and subsequent rendition of the service called for by these documents shall in no manner be construed so as to place contractor in a position to be entitled to the benefits afforded to the County employees or private transit operations under Section 3(e) of the

Federal Transit Administration Act of 1964 (49 U.S.C., Section 1602(e) or any other comparable provision of federal or state law (or under any regulations promulgated thereunder), as they now exist or hereinafter may be amended.