RFP - City of Lake Geneva - Contract transport service_1.pdf

CONTRACTOR-OWNED RFP

REQUEST FOR PROPOSALS (RFP)

Issued by:

City of Lake Geneva, Wisconsin May 1, 2026

The City of Lake Geneva is seeking proposals from qualified transportation providers to operate a seasonal trolley/transport system for the 2027 and 2028 summer tourism seasons.

Proposals Must Be Submitted by 12 p.m. (Noon) CST May 14, 2026

City of Lake Geneva 626 Geneva Street

Lake Geneva, Wisconsin 53147 Phone 262-248-3673 / Fax 262-248-4715 www.Cityoflakegeneva.gov

REQUEST FOR PROPOSALS (RFP)

Seasonal Trolley Service – Contractor-Owned Turnkey Model Issued by City of Lake Geneva, Wisconsin May 1, 2026

Table of Contents

1. INTRODUCTION & PURPOSE

2. PROJECT SCOPE

3. SCOPE OF WORK

4. PROJECT SCHEDULE

5. PROPOSAL REQUIREMENTS

6. EVALUATION CRITERIA & SCORING

7. SELECTION PROCESS

8. PROJECT SUCCESS CRITERIA

9. SUBMITTAL INSTRUCTIONS

10. APPENDIX

1. INTRODUCTION & PURPOSE

The City of Lake Geneva is soliciting proposals from qualified transportation providers to deliver a fully turnkey, contractor-owned and operated seasonal trolley or transportation service for 2027 and 2028.

Under this model:

The contractor owns and provides vehicles.

The contractor is fully responsible for operations, staffing, maintenance, and insurance

2. PROJECT SCOPE

The trolley system is being implemented in advance of State Highway 50 reconstruction (2027– 2028). Lake Geneva experiences significant seasonal congestion driven by tourism. The trolley system is being sought to ease congestion and reduce traffic downtown in the construction zone.

The route shown in the Appendix is based on current discussion and is subject to change based on final project impact and selected vendor input.

3. SCOPE OF WORK

Overview The contractor provides a complete, turnkey transportation service that is efficient and safe.

Vehicles do not need to be trolley style, but the City does prefer that style of vehicle. Any proposed vehicle(s) must meet the City’s needs.

Contractor Responsibilities

Own and provide vehicles Staff and operate service Maintain and insure vehicles Store vehicles during operating season Provide dispatch and management Deliver all-inclusive service

City Responsibilities Contract oversight only

Cost Structure Fixed seasonal or annual fee

Service Requirements Operating Timeframe May 1 – September 26, 2027 and May 5 – October 1, 2028

Shoulder Season 2027: May 1-27 and Sept. 10-26 2028: May 5-28 and Sept. 1-Oct. 1

Friday–Sunday 11 a.m. – 7 p.m.

One trolley

Peak Season

2027: May 28-Sept. 9 2028: May 29-August 31

One trolley daily Second trolley Friday–Sunday 11 a.m. – 7 p.m.

Service Expectations

ADA-compliant vehicles Professional drivers Coordination with City and BID

Safety & Compliance

Conduct safe and reliable operations All required licensing and certifications Insurance coverage Safety procedures and reporting

Deliverables – Data

Weekly and monthly reports detailing ridership and service reliability Ridership data End-of-season evaluation of operations

OPTIONAL ADDITIONAL BID

For intermittent weekend special event use, such as Winterfest or Octoberfest

4. PROJECT SCHEDULE

Phase Date

RFP Issued May 1, 2026

Proposals Due May 14, 2026

Service Start May 1, 2027

5. PROPOSAL REQUIREMENTS

Cover letter & executive summary Firm qualifications Relevant experience (cite any similar projects) Understanding of local context Operational approach Project schedule Fee proposal – included detailed cost breakdown in chart shown below References (3–5)

Fee Proposal

Proposer Name:

Contact:

1. Hourly Operating Rates Cost Component Shoulder (1) Peak (1) Peak (2) Driver Labor Maintenance Cleaning

TOTAL 0 0 0

2. Seasonal Cost Summary Season Hours Rate Total Shoulder 0 Peak Weekday 0 Peak Weekend 0

TOTAL 0

4. Grand Total Operating Cost 0

TOTAL PROPOSED COST 0

6. EVALUATION CRITERIA & SCORING

Criteria Weight

Experience 25%

Cost & Value 25%

Operational Approach 20%

Service Quality 15%

Local Understanding 15%

7. SELECTION PROCESS

Staff review Scoring and ranking Reference checks Interviews (if needed) Council award Contract negotiation

8. PROJECT SUCCESS CRITERIA

Reliable service Positive rider experience Reduced congestion Integration with parking system Financial sustainability

Criterion Weight Poor (0-3) Adequate (4-6) Good (7-8) Excellent (9-10) Relevant Experience 25%

Little/no similar experience

Some similar projects

Multiple relevant projects

Extensive proven success

Cost & Value 25% Unclear or unrealistic cost

Basic cost clarity

Competitive and reasonable

Highly competitive and transparent

Operational Approach 20%

Weak or unclear plan Basic plan

Detailed and workable

Highly detailed and reliable

Service Quality & Fleet 15%

Poor quality or unclear

Meets minimum standards

Good quality and compliance

High-quality, customer-focused

Local Understanding 15%

Little understanding

Basic awareness

Good local insight

Strong tailored understanding

9. SUBMITTAL INSTRUCTIONS

Submission Deadline: All proposals must be received by the City no later than 12:00 PM (Noon) Central Standard Time (CST) May 14, 2026

Late proposals will not be accepted. Proposers bear risk for timely delivery regardless of chosen delivery method.

All proposals must be signed by an authorized representative of the firm or lead firm if submitting as team. Signature indicates authority to bind the firm to proposal terms, acceptance of all RFP conditions and certification that all information provided is accurate

The City reserves the right to reject any proposals that are incomplete, contain material omissions, or include alterations to RFP requirements.

Required Documents for Submission One (1) electronic PDF copy submitted via email to Chris Bennett, Assistant City

Administrator Filename format: "CompanyName_LakeGeneva_TROLLEY_2026.pdf"

The City will print proposal copies as needed. Consultants should not submit printed proposals unless specifically requested.

Questions All questions about the RFP or RFP process must be submitted in writing via email to Chris Bennett, Assistant City Administrator, by 12:00 PM (Noon) CST May 12, 2026.

Restrictions No questions will be discussed or answered in person or by telephone. Questions will only be answered via email.

Questions received after deadline will not be answered.

Answer Distribution All questions received and the City's responses will be posted on the City's website as public addendum. Answers typically posted within 24 hours of question deadline.

It is each proposer's responsibility to monitor the City's website regularly for question and answer postings, RFP addendums or clarifications and any schedule changes or updates.

Addenda Any changes to the RFP will be posted as addendums on the City's website. Proposers should check regularly for updates.

General Terms Proposals submitted in response to this RFP are considered offers to the City and become the property of the City. Proposal materials will not be returned.

The City’s evaluation and selection decision will be based on its assessment of each proposer’s qualifications, experience, and responsiveness demonstrated in the proposal.

This RFP does not obligate the City to award a contract or to pay any costs incurred in the preparation or submission of proposals.

Proposers may withdraw their proposal personally or by written request at any time prior to the submittal deadline.

The City reserves the right to:

Accept the proposal determined to be in the best interest of the City and its residents Reject the lowest-cost proposal Reject any or all proposals Waive irregularities or informalities in proposals, provided such waivers are in the City’s interest Request clarifications or additional information from any proposer Conduct site visits, interviews, or additional evaluation steps as deemed necessary Negotiate final scope, schedule, and fee with the selected firm Award the base scope only or selectively include optional add-on services based on budget availability and value Cancel, reissue, or modify this RFP prior to contract execution Extend deadlines or modify the RFP schedule with notice to proposers

Point of Contact – City Assistant City Administrator Chris Bennett

(262) 248-9465 asstcityadmin@cityoflakegeneva.gov

10. APPENDIX

Example route and stops

Example – Trolley Route Trolley Stop and Parking – Exit Town Bank parking lot and turn right on Center Street Town Bank lot is a stop – parking, pickup and drop-off Take Center Street to Dodge Street and turn right Take Dodge Street to Madison Street and turn left Central-Denison Elementary is a stop – parking, pickup and drop-off Take Madison Street to Geneva Street and turn left Take Geneva Street to Broad Street and turn right In front of the Geneva Theatre is a stop – pickup and drop-off Take Broad Street onto Wrigley Drive, follow Wrigley Drive to Baker Street and turn left The bottom of Broad as it becomes Wrigley is a stop – pickup and drop-off Take Baker Street onto Lakeshore Drive, follow Lakeshore Drive to Campbell Street and turn left Seminary Park is a potential stop – pickup and drop-off Take Campbell Street to Wells Street and turn left

Alternate: pull through Cove lot and take Wells Street to West Main Street and turn left Take West Main Street to Lakeshore Drive and turn left (Could pull through Cove Lot and avoid Intersection at Main) Take Wells Street to West Main Street and turn left Take West Main Street to Lakeshore Drive and turn left The Cove is a stop – parking, pickup and drop-off Take Lakeshore Drive to Campbell Street and turn left Take Campbell Street to Wells Street and turn right Take Wells Street to Bloomfield Road and turn left Circle through school complex and turn right on Bloomfield Road Lake Geneva Middle School is a stop – parking, pickup and drop-off Turn right on Bloomfield Road and turn left on Hwy 120 Take Hwy 120 to Townline Road and turn right Take Townline Road to Veterans Parkway and circle through lots Veterans Park is a stop – parking, pickup and drop-off Turn right out of Veterans Park onto Veterans Parkway Take Veterans Parkway to Park Drive and turn left Take Park Drive to Hwy 120/Edwards Blvd and turn right Take 120/Edwards Blvd to Sheridan Springs and follow road left

City lot near Serv Pro is a stop – parking, pickup and drop-off Take Sheridan Springs to Interchange North and turn left on Interchange North Take Interchange North to Center Street and turn left Center Street to Town Bank

Map with route marked in black line – https://www.google.com/maps/d/u/0/edit?mid=1y5IkZLYGDm-- HWW3XZm_QwU9d5djbOo&usp=sharing