RFP - MICROTRANSIT SERVICES - Peekskill.pdf

REQUEST FOR PROPOSALS

FOR

MICROTRANSIT SERVICES (Peekskill)

Contract No.: C-PLT-26-06

Responses due to the address below, with the above-referenced contract name and number in the subject line, on or before November 4, 2026, at 4:00 p.m. EST

Proposals to be submitted to:

Blanca P. López, M.S.

Commissioner

Westchester County, Department of Planning 148 Martine Avenue, 4th Floor White Plains, New York 10601

2026 Westchester County RFP: Microtransit (Peekskill)

Table of Contents 1 INTRODUCTION........................................................................................................... 1-1

1.1 Project Background ................................................................................................. 1-1

1.2 Purpose of Request For Proposals............................................................................ 1-3

1.3 Procurement Process and Schedule .......................................................................... 1-4

1.4 Sealed Proposal Submission Requirements .............................................................. 1-5

1.5 Proposal Evaluation Criteria .................................................................................... 1-6

1.6 Rights and Options; Legal Understandings .............................................................. 1-7

1.7 Expenses of Proposal Preparation ............................................................................ 1-9

1.8 Confidential Information.......................................................................................... 1-9

2 SCOPE OF WORK / REQUIRED SERVICES................................................................ 2-1

2.1 Overview................................................................................................................. 2-1

2.2 Contract Term.......................................................................................................... 2-4

2.3 Project Management and Reporting- Task 0............................................................. 2-6

2.3.1 Project Manager............................................................................................... 2-6

2.3.2 Measurement, Evaluation, and Learning (MEL) Kickoff Meeting .................... 2-6

2.3.3 Community Engagement Kickoff Meeting ....................................................... 2-6

2.3.4 Progress Meetings............................................................................................ 2-7

2.3.5 Progress Reporting........................................................................................... 2-7

2.3.6 Annual Metrics Reports ................................................................................... 2-7

2.3.7 Project Completion Meeting............................................................................. 2-8

2.3.8 Deliverables ..................................................................................................... 2-8

2.4 Microtransit Operations Planning- Task 1................................................................ 2-8

2.4.1 Measurement, Evaluation, and Learning Plan (MEL Plan) ............................... 2-9

2.4.2 Community Engagement Plan (CE Plan)........................................................ 2-10

2.4.3 Sustainability of Program............................................................................... 2-11

2.4.4 Deliverables ................................................................................................... 2-12

2.5 Pilot Program Launch Plan- Task 2........................................................................ 2-12

2.5.1 Geographic Coverage Zone............................................................................ 2-13

2.5.2 Secondary Route Plan .................................................................................... 2-15

2.5.3 Service Days/Hours........................................................................................ 2-15

2.5.4 Software Technology ..................................................................................... 2-15

2.5.5 Vehicle Fleet.................................................................................................. 2-17

2.5.6 Service Objectives for Riders ......................................................................... 2-18

2.5.7 Driver Requirements ...................................................................................... 2-18

2.5.8 Marketing ...................................................................................................... 2-19

2.5.9 Deliverables ................................................................................................... 2-19

2.6 Service Launch and Optimization- Task 3.............................................................. 2-20

2.6.1 Microtransit Operations.................................................................................. 2-20

2.6.2 Documenting Measurement, Evaluation, and Learning (MEL)....................... 2-21

2.6.3 Documenting Community Engagement Implementation (CE) ........................ 2-21

2.6.4 Deliverables ................................................................................................... 2-22

2.7 Final Report- Task 4 .............................................................................................. 2-22

2.7.1 Draft Version and Final Version of Final Report ............................................ 2-23

2.7.2 Deliverables ................................................................................................... 2-23

2.8 Payment & Budget................................................................................................. 2-24 i

2.9 Administrative Requirements................................................................................. 2-24

2.9.1 Permit & Licensing Fees ................................................................................ 2-25

2.10 Potential Future Services ....................................................................................... 2-25

2.11 Defense, Indemnification, and Insurance................................................................ 2-26

2.12 Performance and Payment Bond ............................................................................ 2-26

3 PROPOSER’S QUALIFICATIONS................................................................................ 3-1

3.1 Definitions............................................................................................................... 3-1

3.2 Description of the Proposer...................................................................................... 3-2

3.3 Experience............................................................................................................... 3-3

3.4 Contractor’s Equipment, Software, Etc. ................................................................... 3-4

3.5 Key Personnel and Organization.............................................................................. 3-5

3.6 Financial Qualifications ........................................................................................... 3-5

3.7 Investigations........................................................................................................... 3-5

3.8 Fair Competition Representation; Non-Collusion..................................................... 3-6

3.9 Good Conduct During Contract Term ...................................................................... 3-6

4 INSTRUCTIONS FOR PREPARING PROPOSALS ...................................................... 4-1

4.1 Proposal Cover Letter .............................................................................................. 4-1

4.2 Technical Proposal Sections..................................................................................... 4-2

4.2.1 General Understanding..................................................................................... 4-2

4.2.2 Contract Term Agreement................................................................................ 4-2

4.2.3 Non-Collusion.................................................................................................. 4-2

4.2.4 Conflict of Interest ........................................................................................... 4-2

4.2.5 NYSERDA Certifications ................................................................................ 4-3

4.3 Contractor’s Qualifications ...................................................................................... 4-3

4.4 Project Management and Reporting- Task 0............................................................. 4-3

4.5 Microtransit Operations Planning- Task 1................................................................ 4-4

4.5.1 Measurement, Evaluation, and Learning Plan (MEL Plan) Outline................... 4-4

4.5.2 Community Engagement Plan (CE Plan) Outline ............................................. 4-4

4.5.3 Sustainability of Program Outline .................................................................... 4-4

4.6 Pilot Program Launch Plan- Task 2.......................................................................... 4-5

4.6.1 Geographic Coverage Zone Review ................................................................. 4-5

4.6.2 Secondary Route Planning ............................................................................... 4-5

4.6.3 Service Days/Hours Proposal ........................................................................... 4-5

4.6.4 Software Technology Proposal......................................................................... 4-6

4.6.5 Vehicle Fleet Proposal ..................................................................................... 4-7

4.6.6 Methodology to Address Service Objectives for Riders.................................... 4-8

4.6.7 Driver Proposal ................................................................................................ 4-8

4.6.8 Marketing Proposal .......................................................................................... 4-8

4.7 Service Launch and Optimization- Task 3................................................................ 4-8

4.8 Final Report- Task 4 ................................................................................................ 4-8

4.9 Additional Information ............................................................................................ 4-9

4.10 Form Contract.......................................................................................................... 4-9

4.11 Proposal Forms........................................................................................................ 4-9

5 Appendix A: NYSERDA AGREEMENT........................................................................ 5-1 6 Appendix B: NYSDOT AGREEMENT........................................................................... 6-1 ii

1 INTRODUCTION

Westchester County, located in New York State, covers a land area of about 450 square miles with a population of approximately one million people. Westchester is varied in geography and population, consisting of urban areas, walkable towns, vehicle-oriented suburbs, industrial areas, and rural and semi-rural areas. The County of Westchester Department of

Planning includes a Division of Transportation (“Planning” or “County”), which provides for the orderly development and planning of transit systems within Westchester County.

1.1 Project Background

To accomplish the activities described above, Planning oversees route and service planning of the County’s fixed-route public transit service, the Bee-Line Bus System (“Bee-

Line”), which is operated under a Operations and Maintenance Contract by Liberty Lines

Transit, Inc. (“Liberty”). In 2025, the Bee-Line System served approximately 25 million passengers, averaging approximately 90,000 each weekday. The Bee-Line System includes a variety of transit services including, but not limited to: local and express routes, commuter routes to Metro-North Railroad stations, shuttle loops to office parks along the I-287 corridor, an express route to Midtown Manhattan, service to Putnam County, connections to Bronx subways and bus routes, and seasonal service to Rye Playland. The Bee-Line System includes nearly 60 fixed routes operating with a fleet of 325 County-owned buses, and Liberty is responsible for two County-owned operations, storage, and maintenance facilities located in Yonkers and

Valhalla, and subcontracts for additional services originating from one non-County operations facility in Cortlandt. Liberty’s operations contract runs through December, 31, 2029, with an optional extension through December 31, 2034.

In early 2026, the County transitioned Bee-Line’s fare payment system from the MTA’s

MetroCard to its One Metro New York (“OMNY”) open-loop system, which allows passengers to pay for their Bee-Line trips using various types of fare media, including by tapping a physical

OMNY card, credit card, bank card, and phone equipped with digital wallets; there are also online accounts available for passengers. It is also anticipated that, in 2026, there will be new cash fareboxes installed on Bee-Line buses.

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The Americans with Disabilities Act of 1990, as amended, and its implementing regulations (“ADA”) was designed to remove barriers that prevent persons with all types of disabilities from fully participating in American society. In the area of public transportation, the

ADA states that public transit agencies shall provide equal access to transportation services for people with disabilities; Bee-Line’s fixed route system is fully compliant with the ADA. Under the ADA, the County is required to provide origin-to-destination, curb-to-curb, demand-responsive ParaTransit service that “mirrors” their fixed-route service in terms of service times and areas (i.e., locations within 0.75 miles of Bee-Line fixed-route service). The County has historically exceeded, and continues to exceed, the ADA requirements by providing expanded

ParaTransit service on a County-wide basis through funding support from the FTA’s Enhanced

Mobility of Seniors & Individuals with Disabilities, i.e., Section 5310, Program.

The County contracts for the operation of paratransit services through the Bee-Line

ParaTransit System, which is a shared ride service providing transportation to for seniors and persons with disabilities, in accordance with the ADA and provides service that mirrors the areas and hours of Bee-Line busses. The Bee-Line ParaTransit service is a safety net, as it is intended to be used only by those persons who do not have the functional capability to ride fixed-route

Bee-Line buses, and trips need to be reserved at least one (1) day in advance. In 2024, ParaTransit total ridership was about 330,000 passengers, utilizing 119, four-to-eight passenger, County-owned vehicles. The Bee-Line ParaTransit service is operated by White Plains Bus

Company, Inc., doing business as Suburban Paratransit Service, under a contract that expires on

December 31, 2026. In addition, Act Now Limousine Services, Inc. also provides ParaTransit car service in certain areas of Westchester under two (2) separate contracts, which expire on

December 31, 2029.

In 2023, Planning completed its Westchester County Mobility & Transit Plan (“Mobility

Study”), which examined existing transit services, travel demands, and identified opportunities to strengthen these services.1 The Mobility Study identified the need for microtransit service in

1 Westchester County Mobility & Transit Plan, available at:

https://planning.westchestergov.com/images/stories/pdfs/wcmfr.pdf, last accessed June 17, 2026.

1-2 https://planning.westchestergov.com/images/stories/pdfs/wcmfr.pdf https://planning.westchestergov.com/images/stories/pdfs/wcmfr.pdf nine (9) zones that do not currently support efficient fixed-route service, are difficult to serve due to the street network or topography, and/or where opportunities to improve first/last mile connections to Metro-North Stations exist. Generally, the microtransit zones and boundaries were determined based on a number of factors, including geography, population, employment densities, demographics, percent of low-income populations, zero-car households, and under-served populations.

In furtherance of the Mobility Study, Planning sought and was awarded grant funding to establish a pilot microtransit system in the Peekskill Zone. The County entered into an agreements for funding2 to create and establish a zero-emission microtransit pilot serving the

Peekskill Zone with the New York State Energy Research and Development Authority

(“NYSERDA”) for $3 million through its Clean Mobility Program PON 5739 (“NYSERDA

Agreement”)3, and the New York State Department of Transportation (“NYSDOT”) for $1 million (the “NYSDOT Agreement”),4 which shall also include Planning expenses related to the project. The services resulting from this RFP must comply with all applicable terms of the

NYSERDA Agreement and the NYSDOT Agreement (K007621), including, but not limited to NYSERDA oversight, reporting requirements, and approvals prior to contracting and launch of services.

1.2 Purpose of Request For Proposals

The services resulting from this RFP process are intended to develop and pilot the microtransit recommendation of the Mobility Study in compliance with the NYSERDA and

NYSDOT Agreements, and inform Planning’s determination as to whether microtransit services will offer improved access to employment, education, healthcare, regional transit, social services, and recreational activities in the manner envisioned by the Mobility Study, potentially leading to the implementation of microtransit services across the other identified zones.

Planning is requesting proposals from qualified vendors for a pilot program to develop, 2 Nothing herein is intended to limit or otherwise restrain the County from using any combination of Federal, State, or County funds for any agreement resulting from this RFP.

3 Appendix 1: NYSERDA Agreement 4 Appendix 2: NYSDOT Agreement

1-3 deploy, and operate a microtransit service in the Peekskill service area. The successful proposer will develop operational, outreach, and metric tracking plans with Planning and NYSERDA, and provide a turnkey, fully electric, on-demand, app-based, shared-ride microtransit system in compliance with the grant funding from NYSERDA.

The intent of this procurement process is to enter into an agreement with one (1)

Contractor to develop and provide zero-emission microtransit services in the Peekskill Zone as set forth more fully herein, but that shall include to: (i) work with Planning and NYSERDA to develop a measurement, evaluation, and learning plan (“MEL Plan”); (ii) work with Planning and NYSERDA to develop a community engagement plan (“CE Plan”); (iii) work with Planning to develop a plan to launch the microtransit service that contains all elements required by

Planning, NYSERDA, and NYSDOT for an approvable microtransit pilot (“Launch Plan”), and to gain approval for the plan from NYSERDA to execute the Launch Plan; (iv) provide and maintain software to route, dispatch, operate, manage, service customers, and accept payments for the pilot microtransit service (“Software Technology”, “Rider Requests”, and “Rider Fare &

Payment”); (v) provide and maintain a fleet of vehicles sufficient and appropriate to operate the pilot (“Vehicle Fleet”); (vi) meet the requirements of service needs for riders (“Service

Objectives for Riders”); (vii) provide, train, and insure drivers for the pilot (“Driver

Requirements”); (viii) engage in Planning-approved marketing of the pilot services

(“Marketing”); (ix) once approved, operate the microtransit pilot system for a period of not less than 36 months; and (x) provide quarterly reviews and reporting, annual reports, and a final report to be approved by Planning and NYSERDA (“Service Launch and Optimization” and

“Final Report”) (collectively, the “Pilot Program”).

1.3 Procurement Process and Schedule

The procurement process established by Planning is designed to comply with the requirements of the County’s Procurement Policies, New York State General Municipal Law, and the terms and conditions of the NYSERDA and NYSDOT agreements. Proposals will be evaluated and a Proposer selected according to the experience, financial capacity, history of legal and contractual compliance, ability to fully and appropriately staff the pilot, proposed operation plan, MBE/WBE considerations, the degree of completeness, price, consistency of the Proposal, 1-4 and its responsiveness to the requirements stipulated in the RFP.

A chronology of expected future procurement milestones, dates, and times follows. All dates and times within this RFP are Eastern Standard Time (EST).

Milestone Event Date

Issue Request For Proposals (RFP) Friday, September 11, 2026

Requests for Clarification Due Friday, September 25, 2026, by 12:00 p.m. (noon) EST

Responses to Request for Clarification Posted to:

https://rfp.westchestergov.com/rfp/rfps Wednesday, October 7, 2026, by 4:00 p.m. EST

Proposals Must Be Received No Later Than Wednesday, November 4, 2026, by 4:00 p.m. EST

Proposer Meetings TBD

1.4 Sealed Proposal Submission Requirements

Requests for Clarification on the RFP will be accepted until Friday, September 25, 2026, by 12:00 p.m. (noon) EST and must be submitted via email to Craig Lader at clad@westchestercountyny.gov and bear the subject line: “Contract C-PLT-26-06 Microtransit:

Peekskill RFP Question” and be marked with the “Urgent”, “High Importance”, or equivalent notification. Responses to any timely received Requests for Clarification will be posted to the

County’s RFP website Wednesday, October 7, 2026, by 11:59 p.m. EST. Only amendments, documents, responses, or other notifications posted to the County’s RFP website shall be binding on the County.

Complete sealed proposals are to be prepared in response to the RFP and must be received by the County of Westchester Department of Planning at 148 Martine Avenue, 4th

Floor, White Plains, NY 10601, no later than Wednesday, November 4, 2026, by 4:00 p.m. EST.

Complete sealed proposals must be clearly marked as “Contract C-PLT-26-06 Microtransit

(Peekskill) Proposal” and may be delivered by hand or by other delivery method between 9:00 a.m. and 5:00 p.m. (until 4:00 p.m. on Wednesday, November 4, 2026). Any Proposal received after that time shall not be considered and shall be returned to the Proposer. The only acceptable evidence of receipt is a signed receipt from the County of Westchester Department of Planning.

1-5 mailto:clad@westchestercountyny.gov

The County will not be responsible for internal or external delays, which cause late delivery of a

Proposal.

Each Proposer must complete Proposal Forms, complete all sections of the Proposal

Forms and Schedules, and submit all required information. Proposals must be typed or printed

(double-spaced) on 8½ x 11 size paper and must be paginated and bound, and provided in an electronic format on an external drive.

Each Proposer must submit an original, signed sealed proposal and four (4) hardcopies of the sealed proposal marked on the outer envelope as:

Contract C-PLT-26-06: Microtransit RFP (Peekskill) along with two (2) USB Flash drives in the sealed envelope containing .pdf versions of the

Proposal, to:

Blanca P. López, M.S.

Commissioner

County of Westchester Department of Planning 148 Martine Avenue, 4th Floor

White Plains, NY 10601

Other than as set forth herein, no communication of any kind shall be binding against the County, and no verbal communications shall be entertained during the pendency of the RFP.

1.5 Proposal Evaluation Criteria

Planning will select a proposer with which to enter into contract negotiations from the timely submissions from responsible proposers that is most advantageous to the County, in accordance with the Rights, Options, and Legal Understandings set forth in this RFP. In assessing the proposals, scores in categories of responses included in the RFP will be determined as follows:

a) General (Total: 10%): Completeness of the proposal and compliance with the proposal requirements. The submission materials will be reviewed initially to ensure all required documents are provided, and then the General category will be scored to include, but not be limited to: including whether the proposal addresses all items identified in the scope in a manner consistent with the stated goals of the RFP/Pilot Program, and presentation of materials;

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b) Qualifications (Total: 35%): Demonstrated reliability, recent relevant experience, knowledge of policy issues, and qualifications of the proposer and proposer’s staff (and any proposed subcontractor(s), joint venture partners, and staff). Relevant experience will include, but not necessarily be limited to: experience implementing and operating all aspects of a similar turnkey, on-demand microtransit service, general experience and past operations, any prior or current work with the County, organizational structure, MBE/WBE and service-disabled veteran considerations, and resources to effectively perform service;

c) Methodology (Total: 35%): Service methodology and approach for providing the services solicited by this RFP. This includes, but is not limited to: means and methods of the proposer in providing the services, staffing plan, software and technology, and implementation plan for all items identified in the scope in a manner consistent with the stated goals and timeline of the RFP/Pilot Program;

d) Financial (Total: 20%): Project cost, including, but not limited to: reasonableness, consistency with funding, and scalability.

1.6 Rights and Options; Legal Understandings

This RFP constitutes only an invitation to make a Proposal. The County reserves, holds, and may, in its sole discretion, exercise the following rights and options with respect to this RFP:

• To issue additional subsequent solicitations for Proposals and/or amendments to this RFP, including to modify milestone dates or to extend the deadline date for submission of Proposals. Each prospective proper has an affirmative obligation to monitor the County’s RFP website5 to ensure receipt of any addendum, amendment, response to request for clarification, or other document relevant to this RFP.

• To enter into agreements for only portions of the services contemplated by this RFP, or to reject any and all Proposals.

• To conduct investigations with respect to the qualifications of each Proposer.

• To negotiate with Proposers for amendments or other modifications to their Proposals.

• To waive any irregularities in proposals received after notification to all proposers.

5 County RFP website, available at https://rfp.westchestergov.com/rfp/rfps

1-7 https://rfp.westchestergov.com/rfp/rfps

• To eliminate any Proposer who submits incomplete and/or inadequate responses, or is not responsive to the requirements of this RFP, or who is deemed by the County to be not responsible, in accordance with the applicable laws, rules, and regulations, including a prior failure to satisfactorily perform under any other agreement with, is in arrears on any debt owed to, or in default of any obligation to the County, New York State, or NYSERDA, and to apply, in its discretion and irrespective of the fact that this is not a bid, General Municipal Law § 103 and the case law thereunder regarding bidder responsibility.

• To, at its discretion, require in-person or virtual presentations to elaborate or present any or all of the proposals received.

• To select the proposal from and enter into an agreement with a responsible proposer that best satisfies the interests of the County, is most advantageous to the County in terms of the program for which these services are being solicited, and is most responsive to the RFP, and not necessarily on the basis of price or any other single factor or criterion.

• To neither accept, nor enter into any agreement awarded to, any proposer that is in arrears upon any debt or in default of any obligation owed to the County or to the State of New York, or the United States, or any instrumentality thereof.

• To exercise its discretion and apply its judgment with respect to any aspect of the RFP, the evaluation of proposals, and the negotiation and award of any contract.

• The County assumes no responsibility or liability of any kind for costs incurred in the preparation or submission of any proposal.

• The County is not responsible for any internal or external delivery delays which may cause any proposal to arrive beyond the stated deadline. To be considered, proposals MUST arrive at the place specified herein and be time stamped prior to the deadline.

By making a proposal the proposer expressly agrees and understands:

• All of the content of the RPP, including, but not limited to the Rights and Obligations listed herein.

• That any proposal, attachments, additional information, or other item submitted pursuant to this RFP constitutes merely a suggestion to negotiate with the County and is not a bid under New York State General Municipal Law § 103.

• That submission of a proposal, attachments, and additional information shall not entitle the proposing entity to enter into a service agreement with the County for the services.

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• That by submitting a proposal, the proposing entity agrees and understands that the County is not obligated to respond to the proposal, nor is it legally bound in any manner whatsoever by submission of same.

• That any and all counter-proposals, negotiations, or any communications received by a proposing entity, its officers, employees or agents from the County, its elected officials, officers, employees or agents, shall not be binding against the County, its elected officials, officers, employees or agents unless and until a formal written agreement for the services sought by this RFP is duly executed by both parties and approved by the Westchester County Board of Acquisition & Contract, the Office of the Westchester County Attorney, NYSERDA, NYSDOT, and any other required entity.

• That all proposals and any materials contained therein will not be returned to the proposer.

1.7 Expenses of Proposal Preparation

Please be advised that the County is not seeking proposals that were expensive to prepare or are unnecessarily elaborate. Proposers should place an emphasis on conciseness, completeness, and clarity of content, with a proposal that is straightforward and simply and economically prepared.

All Proposals prepared in response to this RFP are at the sole expense of the Proposer, and with the express understanding that there will be no claim, whatsoever, for reimbursement from the County for the expenses of preparation or submittal.

1.8 Confidential Information

The New York State Freedom of Information Law, as set forth in Public Officers Law, Article 6, §§ 84-90, mandates public access to government records. However, Proposals submitted in response to this RFP may contain technical, financial, or other data the public disclosure of which could cause substantial injury to the Proposer’s competitive position or constitute a trade secret. To protect these data from disclosure under the State Freedom of

Information Law, the Proposer should specifically identify the pages and lines of the Proposal that contain such information by properly marking the applicable pages and inserting the following notice in the front of its Proposal:

NOTICE

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The data on pages (page numbers) of this Proposal identified by an asterisk

(*) contain technical or financial information, which are trade secrets and/or whose disclosure would cause substantial injury to the Proposer’s competitive position.

The Proposer requests that such data be used only for the evaluation of the

Proposal, but understands that the disclosure will be limited to the extent that the County considers proper under the law. If an agreement is entered into with this Proposer, the County shall have the right to use or disclose the data as provided in the agreement, unless otherwise obligated by law.

The County assumes no responsibility for disclosure or use of marked data for any purpose. In the event properly marked data are requested pursuant to the State Freedom of

Information Law, the Proposer will be advised of the request and may expeditiously submit to the County a detailed statement indicating the reasons it has for believing that the information is exempt from disclosure under the law. This statement will be used by the County in making its determination as to whether disclosure is proper under the law.

[Remainder of Page Intentionally Left Blank]

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2 SCOPE OF WORK / REQUIRED SERVICES

2.1 Overview

Sections 2.1 through 2.6 of this RFP define the detailed requirements for the services to be provided by the Contractor under the terms of this RFP. These sections supplement the information and requirements described in Section 1. As such, Proposers need to be thoroughly familiar with and understand the requirements in the all sections. Note: Tasks have been identified in the manner in which they are identified in the NYSERDA Agreement, not in chronological order of the anticipated timeframe to provide such services.

The County’s goal is to partner with a turnkey microtransit vendor to develop, introduce, and operate a microtransit service that achieves the following:

(a) Provides on-demand service in selected microtransit zones that better matches vehicle size to demand than traditional fixed-route transit, while still encouraging shared rides and minimizing single-occupant trips;

(b) Establishes that microtransit can be an efficient, cost-effective, and environmentally sustainable modal option in Westchester County;

(c) Demonstrates that zero-emission vehicles are feasible for microtransit operations in Westchester County;

(d) Provides an integrated experience for Bee-Line passengers that provides transit coverage where and when fixed-route bus service is inefficient or not viable;

(e) Increases mobility by connecting a variety of destinations through a safe, convenient and flexible service that can be easily adjusted and scalable to match demand;

(f) Promotes transit by providing first/last mile connections to commuter rail stations and/or bus stops;

(g) Improves mobility during off-peak hours of fixed route transit;

(h) Improves mobility in low-density geographic areas;

(i) Offers a user-friendly interface that is easy to use and accessible for all customers;

(j) Complements fixed-route Bee-Line service, but does not compete with it;

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(k) Maintains flexibility to allow the County to make adjustments as needed to geographies, hours of service and vehicles in service; and

(l) Demonstrates scalability, and the ability to seamlessly expand opportunities into additional zones across the County.

The comprehensive scope of work to be contracted for through this procurement includes all services related to the following:

(bb) To develop, in conjunction with Planning, a plan for pilot program for zero-emission, on-demand, app-based, shared-ride microtransit system the Peekskill Zone;

(cc) To develop, in conjunction with Planning, a measurement, evaluation, and learning plan (“MEL Plan”);

(dd) To develop, in conjunction with Planning, a community engagement plan (“CE Plan”);

(ee) To develop, in conjunction with Planning, a marketing plan (“Marketing Plan”);

(ff) To effectuate, once approved, the content of the MEL Plan, CE Plan, and Launch Plan;

(gg) To work with Planning to ensure all plans developed are approved by NYSERDA;

(hh) Following receipt of approvals from Planning and NYSERDA, to provide all aspects of the services to effectuate the plans for the described microtransit system services, for a period of not less than thirty-six (36) months, including, as more specifically set forth in this RFP:

a. To provide and maintain all staff, software, and applications to route, dispatch, manage, and operate microtransit services;

b. To provide and maintain all staff, software, and applications to service customers and accept ride requests for the microtransit services;

c. To provide and maintain all staff, software, and applications to accept payments for the microtransit services;

d. To provide and maintain all staff, software, and applications to track metrics, information, and provide reporting on the microtransit services;

e. To provide, insure, and maintain in good condition a sufficient and appropriate fleet of vehicles to meet rider demand and service objectives;

f. To provide, insure, and maintain an appropriate storage and dispatch facility for

2-2 the fleet of vehicles to be used for the microtransit services;

g. To engage and provide continued marketing for the microtransit services;

h. To review operations and service metrics quarterly, and propose, where necessary, alterations to the microtransit system to better address rider service objectives;

i. To provide operational and usage reports upon request, but not less than quarterly;

j. To provide an annual report in a format acceptable to Planning and NYSERDA;

and

k. To provide a final report to be approved by Planning and NYSERDA, containing the data from the Pilot Program, including an analysis of the benefits and challenges of the program.

Proposers may elect to sub-contract with other vendors or submit a proposal that includes a joint venture. Any such proposal must comply with the terms of the NYSERDA Agreement, and include the submission of all County forms executed by both the primary proposer and any sub-contractor or entity included in the joint venture.

Proposers, and proposed subcontractors or joint venture entities, need not be fully licensed to submit proposals; however, proposers are responsible for identifying any necessary licenses, registrations, or other legal requirements to operate, including, but not limited to any requirements under the Laws of Westchester County, or any rules or regulations of the County of

Westchester Taxi & Limousine Commission. It is anticipated that the Contractor will submit applications for any required documentation within one month of execution of an agreement stemming from this RFP, and required that the Contractor have all necessary approvals within the timeframe identified in Section 2.2: Contract Term.

All Proposers must respond to the entire scope of work. Responses to less than the entire scope of work may be rejected as non-responsive. The County reserves the right to add or delete specific items from the final award or to negotiate modifications to specific items prior to such award.

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In performing the required services, the Contractor shall comply with all applicable laws and regulations, including any applicable Prevailing Wage as determined by the NYS

Department of Labor, health and safety regulations, and all statutes concerning the employment of minority populations. Risks associated with changes in law, which affect the Contractor’s scope of work, shall be assumed by the Contractor.

2.2 Contract Term

The County anticipates executing an Agreement with the selected Proposer immediately upon approval of the negotiated agreement by the County. If selected for negotiations, a

Proposer will be given a draft Agreement incorporating the terms of this RFP. Training of personnel, establishment of organizational structures, and the acquisition of all necessary facilities, vehicles, and other equipment, insurance, software, licenses, and permits, if any, are to be completed prior to the anticipated execution of the Launch Plan, but are not required to be in place prior to the execution of any agreement resulting from this RFP.

The term of any agreement resulting from this RFP is anticipated be not less than forty-five (45) months from the execution thereof, which shall represent thirty-six (36) months of actual operations of the microtransit system, and include an allotment of up to six (6) months to develop final versions of the plans and obtain necessary approvals, and two (2) months to ensure completion of the Final Report. However, in no event shall the actual operation of the microtransit system be less than thirty-six (36) months.

Proposers must submit proposals for an agreement to include thirty-six (36) months of actual operations of the microtransit system, and the necessary timeframe for preparation of the plans and securing of approvals. It is intended that any agreement resulting from this RFP comply with the terms of the NYSERDA Agreement. The County and Proposer, by mutual agreement, may elect to extend the term of the service provisions for an additional term of up to two (2) years.

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Figure 1: NYSERDA Agreement Schedule

The following schedule from the NYSERDA Agreement is included for informational purposes only.

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2.3 Project Management and Reporting- Task 0

The successful proposer shall provide all project management activities necessary to develop, deploy, and manage all aspects of a microtransit service, including all-electric vehicles

(EVs), drivers, the software and digital platform, and day-to-day operations. This task will be managed by a dedicated Project Manager and shall include kick-off/completion meetings, recurring progress meetings, meeting summaries, progress reports and an annual metrics report, as described in detail below.

2.3.1 Project Manager

The Project Manager responsibilities include oversight of the Pilot Program, enacting day-to-day decisions, and serving as the primary operational point contact with the County. The

Project Manager shall be responsible for appointing members to the project team to assist in the implementation of the various elements of the Pilot. Project team members may include personnel with expertise in service scoping, driver outreach and registration, fleet maintenance procurement, marketing, and data analytics.

2.3.2 Measurement, Evaluation, and Learning (MEL) Kickoff Meeting

The County and successful proposer shall have a first meeting with NYSERDA’s measurement, evaluation and learning support contractor within thirty (30) days of the contract’s start date to establish an MEL plan (specified in the MEL Plan discussed below). Within thirty

(30) days of the MEL Kickoff meeting, the proposer shall develop and submit a brief report summarizing the discussion and decisions made, if any, during this initial meeting.

2.3.3 Community Engagement Kickoff Meeting

The County and proposer shall meet with NYSERDA’s community engagement (CE) support contractors within thirty (30) days of the contract start date and annually thereafter, at minimum, to establish and update a community engagement plan (specified in the Community

Engagement Plan discussed below). Within thirty (30) days of the CE Kickoff meeting, the proposer shall develop and submit a brief report summarizing the discussion and decisions made, if any, during this meeting.

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2.3.4 Progress Meetings

The proposer shall set up progress meetings with County staff with sufficient frequency for appropriate project updates and as agreed to by the County, and, at a minimum, with

NYSERDA on a quarterly basis. The proposer shall be required to attend any and all meetings with the County, and NYSERDA and NYSDOT, as requested.

2.3.5 Progress Reporting

The proposer shall submit periodic progress reports, no less frequently than quarterly, to the County via email within the first week of the month following each reporting period to allow the County to review and submit to NYSERDA no later than the 15th of the month following each reporting period. The Progress Reports shall include information on the following subjects in the order indicated, with appropriate explanation and discussion:

(a) Name of contractor;

(b) Title of the project;

(c) Agreement number;

(d) Reporting period;

(e) Project progress including a summary of progress, findings, data, analyses, results and field-test results from all tasks carried out in the covered period. Project progress updates shall also include updates on the progress meetings;

(f) Planned work for the next reporting period;

(g) Identification of problems;

(h) Planned or proposed solutions to identify problems;

(i) Ability to meet schedule, reasons for slippage in schedule;

(j) Schedule: percentage completed and projected percentage of completion of performance by calendar quarter, presented as a bar chart or milestone chart; and

(k) Budget analysis of actual costs incurred in relation to the budget.

2.3.6 Annual Metrics Reports

On an annual basis, the Contractor shall submit a prepared analysis and summary of metrics addressing the anticipated energy, environmental, and economic benefits that are realized by the project. All estimates shall reference credible sources and estimating procedures, and all assumptions shall be documented. Reporting shall commence the first calendar year after contract execution and shall reflect the information gathered in the prior year (i.e., the Reporting

Period). Reports shall be submitted to the County no later than February 15th in order for the

County to submit to NYSERDA by March 1st. The Contractor shall provide metrics in

2-7 accordance with a web-based form, which will be distributed by NYSERDA.

2.3.7 Project Completion Meeting

The Contractor shall conduct a project completion meeting with County and NYSERDA staff, upon request to review the project and the draft Final Report that the County must submit to NYSERDA. The Contractor shall attend any and all meetings necessary for the County to complete its final report, and attend meetings with NYSERDA, if requested.

2.3.8 Deliverables

Deliverables may be required in draft, draft-final, and final version, depending on the specific needs of the County, and electronic copies shall be provided in PDF and Word format.

The pdf of all final reports, including all attachments, appendices, tables, etc., shall be in compliance with ADA accessibility standards to the satisfaction of the County, including, but not limited to Title II of the Americans with Disabilities Act of 1990 (ADA), 42 U.S.C. §§ 12131-

12134, and the implementing regulation, 28 C.F.R. Part 35. For informational purposes only, the

County’s policies related to ADA compliance may be found at:

https://www.westchestercountyny.gov/digital-content-accessibility-policy. The following major deliverables may not represent all items due and owing under a specific Task or Section of the

Scope; the entire RFP should be considered when determining whether other deliverables may be required.

(a) 0.1 Summary report of the MEL Kickoff Meeting

(b) 0.2 Summary report of the Community Engagement Kickoff Meeting

(c) 0.3 Periodic progress reports

(d) 0.4 Annual NYSERDA metrics reports via web-based form

(e) 0.5 Summary report of the Project Completion Meeting

2.4 Microtransit Operations Planning- Task 1

The Contractor shall work collaboratively with the County to develop and implement the

Launch Plan, the MEL Plan, and the CE Plan, as described in detail below.

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2.4.1 Measurement, Evaluation, and Learning Plan (MEL Plan)

The proposer shall, in coordination with the County and NYSERDA’s Support

Contractor, create a (MEL) Plan that establishes key performance indicators (KPI), documents data collection methods, frequency of data collection, and data transfer and storage protocols.

KPIs per NYSERDA requirements, may include, when applicable:

(a) Utilization: Number of riders and rides provided, average trip distance.

(b) Emissions Reductions: Annual reduction in greenhouse gas, criteria pollutants, and/or particulate matter.

(c) Community Engagement: Community involvement in project planning, design and implementation measured by the quantity, quality, and equity of community engagement activities.

(d) Increased Mobility and Accessibility: The ease with which community members can access essential goods, services, and employment.

(e) Financial Benefits: Impact of changes in travel modes on costs of travel.

The Contractor shall comply with the data collection protocols provided by NYSERDA and/or its support provider that outline data fields, data formats, acceptable values, and other data to be tracked and shared so that NYSERDA and/or its support provider can estimate the above listed key project benefits. To support these efforts, NYSERDA or its support provider will provide the Contractor with a template that lists and defines the data elements that the proposer should collect and share with the County and NYSERDA and/or its support provider.

The Contractor is directed, and must share certain data from the Pilot Program Data with the County and NYSERDA. The exact type and format of the Pilot Program Data will be determined by mutual agreement between the proposer, the County, and NYSERDA in alignment with the MEL Plan. The Pilot Program Data shall be made available in formatted numerical and graphical reports. For the avoidance of doubt, such data includes proprietary trade secrets of the proposer, and shall be subject to the confidentiality obligations set forth in the any executed agreement.

In addition to the NYSERDA MEL Plan requirements, the Contractor shall provide other

2-9 key performance indicators in order to ensure satisfactory operations. The County shall have the ability to access raw data and to query the data. Specific data collection methodology, frequency, and formatting will be established by mutual agreement with the County and the Contractor. The

Contractor shall have ability to provide data in a format that is agreed to by the County, with a preference for visualizations and dashboards and shall include, but not be limited to:

(aa) Ridership (unique and repeat users)- ability to filter by day, time, etc.

(bb) Origins-Destinations

(cc) Total number of trips, and by hour

(dd) Total number of accessible trips

(ee) Total number of call-center calls

(ff) Total number of cash payments

(gg) Vehicle revenue miles and hours

(hh) Passengers per hour and mile

(ii) Trip lengths and durations, average trip distance

(jj) Average passenger wait times, including accessible trips

(kk) Occupancy rate and percentage of shared rides

(ll) Trips not…