RFP RP 0107-26 Sounder HVAC Overhaul.pdf

Request for Proposals

Sounder HVAC Overhaul

RFP NO. RTA/RP 0107-26

7 2026

Sounder HVAC Overhaul Page i RFP No. RTA/RP 0107-26 RFP Rev 12052025 Table of Contents 7/8/2026

TABLE OF CONTENTS

SECTION ONE INSTRUCTIONS TO PROPOSERS

Introduction Anticipated Schedule Agency Background Communications Non-Discrimination in Employment and Contracting Equal Employment Opportunity (EEO) Sound Transit Comprehensive Economic Development Program: Small Business Program Requests for Information Addenda Proposal Submittal Contents of Proposal Evaluation Criteria and Proposal Requirements Proposal Evaluation and Contract Award Public Disclosure Insurance Data Security and Confidentiality Prevailing Wages

SECTION TWO PROPOSAL FORMS

Proposal Form No. 1 Price Proposal Form No. 2 Certification Regarding Conflict Of Interest Proposal Form No. 3 DBE/Small Business Digital Utilization Plan DBE and Small Business Program Participation Notes Proposal Form No. 5 EEO Program Documentation

SECTION THREE EXHIBITS

Exhibit A [Proposed] Contract Exhibit B Contractor Safety Action Plan ............................. Error! Bookmark not defined.

Sounder HVAC Overhaul Page 1 RFP No. RTA/RP 0107-26 RFP Rev 12052025 7/8/2026

REQUEST FOR PROPOSALS

Sounder HVAC Overhaul

RFP NO. RTA/RP 0107-26

SECTION ONE INSTRUCTIONS TO PROPOSERS

INTRODUCTION

Sound Transit is requesting Proposals from firms to provide services to provide overhaul services for Sound Transit’s Sounder Commuter Rail Vehicle Heating Ventilation and Air Conditioning (HVAC) Systems. The full scope of work is attached as Exhibit B, Scope of Work.

Proposals are due on [7/30/2026 / 5:00 PM Pacific] as shown in Anticipated Schedule.

The term of the contract will be for 3 years. At Sound Transit’s sole discretion, the contract may be extended for three additional 1 year terms.

Proposers are encouraged to attend a pre-proposal meeting to discuss this RFP, the contractor selection process and schedule, Scope of Work, and contract terms. The time, date, and virtual meeting link are specified in Anticipated Schedule.

Please keep in mind:

• The Pre-Proposal Meeting will start on time;

• Keep yourself on mute unless the facilitator prompts you;

• Log on 10 minutes in advance to troubleshoot any technical issues you may have; and

• Enter all questions/comments in the Sound Transit Vendor Portal following the meeting. See Requests for Information for additional details.

In furtherance of its Small Business Program, Sound Transit established the following goal for this RFP:

Small Business Goal: 0% of the Total Proposed Price

ANTICIPATED SCHEDULE

Date Selection Process

7/10/2026 Public Announcement for Request for Proposals (RFP)

7/15/2026 Pre-Proposal Meeting 10:00am PT

7/22/2026 Last day to submit Requests for Information (RFIs) and/or Questions

8/7/2026 Proposals Due (on or before 5:00 PM local time)

8/17/2026 Proposals reviewed / highest ranked proposers identified

Week of 08/24 Revised Proposals, Best and Final Offer (BAFO), Interviews and ranking of firms, if necessary

Week of 09/4 Execute Contract and Notice to Proceed

AGENCY BACKGROUND

Sound Transit’s mission is to Connect More People to More Places. Sound Transit connects major population and employment centers in King, Pierce and Snohomish counties with high-capacity transit.

The state legislature authorized Sound Transit in 1993 and the public has voted to expand the system three times: in 1996, 2008, and 2016. Voters have approved a 252-mile system consisting of 116 miles https://soundtransit.sharepoint.com/sites/TeamPCDMaterialsTechSvcs/ProcFiles/RP%200107-26%20Sounder%20HVAC%20Overhaul/Solicitation/AA%20PAT/3.%20Exhibit%20B%20SOW.docx https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmI2NDFhNjItNDk4Ni00ZGRmLTliOTAtYzgwZmE2ZTNlMDJj%40thread.v2/0?context=%7b%22Tid%22%3a%22ca24b0af-d8fb-4e62-9ead-8b37062261d0%22%2c%22Oid%22%3a%225760607a-9eab-426f-9534-b1ad400ad734%22%7d

Sounder HVAC Overhaul Page 2 RFP No. RTA/RP 0107-26 of Link light rail, 45 miles of Stride bus rapid transit, and 91 miles of Sounder train service. The Sound Transit district serves more than 3 million people, 40% of Washington’s population.

Thirty-two million people rode Sound Transit in 2022. Sounder trains launched in 2000 and have expanded several times, with two lines currently connecting Lakewood to Seattle (S Line) and Everett to Seattle (N Line). Link light rail began in Tacoma in 2003 with Tacoma Link (now the T Line) and expanded in 2023, now providing streetcar service between Tacoma Dome, downtown Tacoma, and the Hilltop neighborhood. Regional light rail launched as Central Link (now the 1 Line) in 2009, serving 12 stations between Westlake and Tukwila, and has been expanded four times since, with the current 1 Line serving 26 miles and 19 stations between Northgate and Angle Lake.

Multiple extensions are currently under construction. In the next three years, the light rail network will grow from 31 stations to 50, with new extensions to Lynnwood, Federal Way, Bellevue, and Redmond.

In addition, by 2027 three new Stride Bus Rapid Transit lines will open, serving the I-405, SR 518, and SR 522 corridors and connecting to light rail stations in Shoreline, Lynnwood, Bellevue, and Tukwila.

Sound Transit has also begun planning for voter-approved extensions to Tacoma Dome, West Seattle, Ballard, Everett, Issaquah and Kirkland.

COMMUNICATIONS

After this RFP is published, any verbal or written communications between any proposer (potential or actual) or its representatives, and any Sound Transit board member, staff member or contractor regarding this procurement, are strictly prohibited from the date of the RFP advertisement through the date of execution of the contract. The only exceptions are: (1) communications and questions concerning this solicitation directed to the Sr. Contracts Specialist listed below; (2) communications at the pre-proposal conference or a publicly noticed meeting of Sound Transit; and (3) communications with the Sound Transit Chief Procurement Officer. Sound Transit reserves the right to contact Proposers for clarification of response contents. Any violation of the requirements set forth in this Section shall constitute grounds for immediate and permanent disqualification of the offending firm from participation in this procurement. All oral communications will be considered unofficial and non-binding on Sound Transit. Proposers should rely only on written statements issued by the Sr. Contracts Specialist.

Chris Lewis, Sr. Contracts Specialist Sound Transit 401 S. Jackson Street Seattle WA 98104-2826

Telephone: (206) 398-5052 E-mail: chris.lewis@soundtransit.org

NON-DISCRIMINATION IN EMPLOYMENT AND CONTRACTING

A. Sound Transit has adopted guiding principles and values for employment and contracting

(“Guiding Principles”) which identify key objectives that Sound Transit will promote and enforce to ensure nondiscrimination in employment and in the award and administration of contract. The Guiding Principles are implemented in accordance with applicable federal, state and local laws and regulations, including resolutions and financial assistance agreements. To the extent applicable, the Guiding Principles are the basis for certain provisions in this Contract.

1. It is the policy of Sound Transit that practices of employment discrimination against any person on the basis of race, color, religion, national origin, sex, age, or disability are prohibited. The Proposer shall adhere to these non-discrimination provisions and shall make affirmative efforts to meet Sound Transit's nondiscrimination objectives in performing this Contract. Such efforts shall apply to the employment of persons on the permanent or core employee workforce and the employee workforce secured solely for performing this Contract.

2. It is the policy of Sound Transit that no one doing business or offering to do business with Sound Transit shall deny any person, on the basis of race, color, religion, national origin, sex, age, or disability , the benefits of, or exclude any person from participation in, the award and performance of any work under contracts and agreements awarded by Sound Transit, and that one doing business or offering to do business with Sound Transit shall afford equal, non-discriminatory opportunities to potential joint venture

Sounder HVAC Overhaul Page 3 RFP No. RTA/RP 0107-26 partners, subcontractors, subconsultants and suppliers on contracts and agreements awarded by Sound Transit.

3. The Proposer shall comply with applicable obligations and requirements under Chapter

49.60 RCW, the Washington state “law against discrimination”, including rules and regulations promulgated pursuant to such law. In particular, the Proposer as an employer shall not commit any unfair practices listed in RCW 49.60.180.

4. The Proposer shall cooperate in any studies or surveys as may be conducted by Sound Transit and as may be necessary to determine the extent of the Proposer’s compliance with Sound Transit’s Comprehensive Economic Development and Civil Rights Program policies.

B. In the event the Proposer and/or its proposed subcontractors fail(s) to comply with any substantive requirement of the Request for Proposals related to non-discrimination, participation by Disadvantaged Business Enterprises or other Small Businesses, or Equal Employment Opportunity, Sound Transit may impose sanctions as it may determine to be appropriate, including but not limited to:

1. Requiring the Proposer to take remedial action to bring the Proposer or proposed subcontractors into compliance;

2. Rejecting the Proposal, terminating negotiations, or refusing to award a Contract to the Proposer;

3. Debarring the Proposer or proposed subcontractor from future contracts with Sound Transit; or

4. Filing civil and/or criminal action(s) against the Proposer and, if applicable, its proposed subcontractors, suppliers, employees, agents, and representatives.

Sound Transit may consider any such failure by the Proposer in determining whether to award any future contracts to the Proposer.

EQUAL EMPLOYMENT OPPORTUNITY (EEO)

Sound Transit is interested in proposals from firms that demonstrate a commitment to Equal Employment Opportunity. Sound Transit encourages proposals from firms that employ a workforce that reflects all communities in the region. Proposers shall demonstrate a commitment to Equal Employment Opportunity. Proposers shall take into account the EEO provisions set forth in the Contract to be awarded pursuant to this RFP.

Sound Transit will evaluate each Proposer’s commitment to and compliance with EEO laws and requirements in accordance with the evaluation criteria.

Proposers shall adhere to the following non-discrimination provisions:

A. The Proposer shall not discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex, age, or disability. The Proposer shall make affirmative efforts to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, national origin, sex, age, or disability.

Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Proposer shall post in conspicuous places, available to employees and applicants for employment, notices of this nondiscrimination clause.

B. Proposers shall provide documentation and respond to each item set forth in the Evaluation Criterion for Equal Employment (EEO) Opportunity Commitment for this RFP. The documentation and responses from a Proposer will be evaluated as provided in this RFP.

Failure to provide the required documentation and adequately respond to each item shall result in Sound Transit not considering a Proposal for award of a contract under this RFP.

Sounder HVAC Overhaul Page 4 RFP No. RTA/RP 0107-26

C. Upon request and on forms approved by Sound Transit, during the term of this Contract, the Proposer shall submit reports of the affirmative efforts made by the Proposer in implementing the nondiscrimination and Equal Employment Opportunity provisions in this Contract. The Proposer shall permit access by Sound Transit to the Proposer’s records of employment, employment advertisements, application forms, and other pertinent data and records for the purpose of determining compliance with this provision.

D. Within thirty (30) days of contract execution, the Proposer shall submit a copy of its office EEO program in its entirety, demonstrating full compliance with the federal requirements and the contract.

E. The Proposer shall implement and carry out the obligations regarding Equal Employment Opportunity submitted as part of its Proposal to perform any resulting Contract and the Equal Employment Opportunity provisions in such Contract. Failure to implement and carry out these obligations and provisions in good faith may be considered by Sound Transit a material breach of any resulting Contract and grounds for withholding payment and/or termination of such Contract and dismissal of the Proposer.

F. The Proposer shall comply with, and ensure its subcontractors comply with, applicable federal civil rights requirements.

Specific Civil Rights Program provisions, including those applicable to subcontracts, are set forth in Exhibit A, [Proposed] Contract.

SOUND TRANSIT COMPREHENSIVE ECONOMIC DEVELOPMENT PROGRAM: SMALL BUSINESS

PROGRAM

A. Sound Transit promotes and encourages participation in its contracts by Small Businesses.

Sound Transit is interested in proposals from such firms.

B. If firms, or individuals, combine to form a joint venture, partnership, or other joint entity to perform the Services described in this RFP, the firms are encouraged to include Small Businesses in the joint venture or as full partners and participants in the entity.

C. If a Proposer determines to engage subcontractors to perform any portion of the Services described in this RFP, the Proposer shall make good faith efforts to solicit participation Small Businesses and shall maintain documentation of its efforts for review by Sound Transit.

D. Whether or not there is a Small Business goal, the Proposer shall submit a DBE/Small Business Digital Utilization Plan (Proposal Form No. 3) identifying the Small Businesses that will participate in any award pursuant to this RFP.

E. As required by 49 CFR 26.13 (b), each contract awarded pursuant to this solicitation and any subcontract the prime contractor signs with a subcontractor must include the following assurance:

“The contractor, sub recipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR part 26 in the award and administration of DOT-assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the recipient deems appropriate, which may include, but is not limited to:

a. Withholding monthly progress payments;

b. Assessing sanctions;

c. Liquidated damages; and/or

d. Disqualifying the contractor from future bidding as non-responsible.”

Sounder HVAC Overhaul Page 5 RFP No. RTA/RP 0107-26

F. Sound Transit’s Small Business Program is modeled under 49 CFR Part 26. As such, Sound Transit will follow procedures for establishing, monitoring and tracking small business contract-specific goals similar to those procedures it follows for DBE contract-specific goals.

G. Pursuant to its Comprehensive Economic Development Program objectives and 49 CFR Part 26, Sound Transit promotes and encourages participation by Small Businesses on its contracts and agreements. In preparing Proposals, Proposers shall afford Small Businesses an equal, non-discriminatory opportunity to compete for business as joint venture partners or subcontractors. It is the policy of Sound Transit to ensure nondiscrimination on the basis of race, color, sex, or national origin in the award and administration of federally-funded contracts. It is the intention of Sound Transit to create a level playing field on which Small Businesses can compete fairly for agreements, contracts and subcontracts, including but not limited to construction, procurement and proposal contracts, professional and technical services agreements, and purchase orders.

H. For purposes of the evaluation of Proposals, the Small Business Goal shall apply to the Total Price proposed by the Proposer. For purposes of award and performance of the Contract, the Small Business Goal shall apply to the Price set forth in the Contract.

I. A business will be presumed to be a Small Business if the business falls within one of the following categories:

1. Is certified by the Washington State Office of Minority and Women Business Enterprise (OMWBE) as Small Business Enterprise (SBE), Disadvantaged Business Enterprise (DBE), Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), Minority/Women Business Enterprise (MWBE), Public Works Small Business Enterprise (PWSBE), or Socially and Economically Disadvantaged Business Enterprise (SEDBE), or LGBTQ Business Enterprise (LGBTQBE). To obtain a listing of firms certified by OMWBE, contact OMWBE at 360-664-9750 - or access a listing at http://www.omwbe.wa.gov/certification;

2. Is certified by King County’s Small Contractor and Supplier (SCS) program, whereupon the Small Business Administration small business standards are a criterion.

J. On Proposal Form No. 3, DBE/Small Business Digital Utilization Plan, the Proposer shall identify each Small Business to whom the Proposer has committed to participating in any award under this RFP. Proposer shall include Proposer’s own business if it is a Small Business.

K. Where a contract-specific Small Business goal has been established, the Proposer will be required to make good faith efforts to meet the contract-specific goal, which can be shown by committing to SBE participation equal to or greater than the goal or by submitting documentation to demonstrate it made good faith efforts to achieve the goal. If it is determined the Proposer failed to show either it met the goal or that it made sufficient good faith efforts to meet the goal consistent with the requirements of 49 CFR Part 26 and Sound Transit’s DBE Program, the Proposer shall be entitled to reconsideration before contract award by a Sound Transit official who did not take part in the original determination.

A Proposer will be ineligible for award if it does not meet the good faith efforts requirements set forth in 49 CFR Part 26 (pass/fail).

L. Good Faith Efforts are described in 49 CFR Part 26, Appendix A and address whether the Proposer took all necessary and reasonable steps, which by their scope, intensity, and appropriateness could reasonably be expected to meet or exceed the applicable Small Business Goals. Sound Transit will consider the quality, quantity, and intensity of the different kinds of efforts made by the Proposer to demonstrate that the Proposer actively and aggressively attempted to obtain participation by Small Businesses. The following are types of actions without limitation, that may be considered in determining Proposer’s good faith efforts to obtain Smal Business participation:

1. Select portions of the Services that can be performed by Small Businesses to increase the likelihood that the Small Business Goals will be achieved. This includes, where

Sounder HVAC Overhaul Page 6 RFP No. RTA/RP 0107-26 appropriate, breaking out services items into economically feasible units for Small Businesses to participate, even when the Proposer might otherwise prefer to self-perform the portions of the Services.

2. Solicit through all reasonable and available means, the availability of Small Businesses that are capable of performing the Services.

3. Provide interested Small Businesses with adequate information about the contractual requirements (e.g., bonding, insurance, labor requirements, and other requirements required by the Proposer). This information should be timely provided so that the Small Business has sufficient time to properly respond to the Proposer. Failure to provide Small Businesses a reasonable time to respond to a solicitation or to inform them of contractual requirements shall constitute a lack of good faith by the Proposer.

4. Negotiate in good faith with interested Small Businesses. It is the Proposer’s responsibility to select those portions of the Services consistent with the capabilities of available Small Businesses and to facilitate their participation.

5. Not reject Small Businesses as being unqualified without sound reasons based on a thorough investigation of their capabilities.

6. Make efforts to assist interested Small Businesses in obtaining bonding, lines of credit, or insurance.

7. Make efforts to assist interested Small Businesses in obtaining necessary equipment, supplies, materials, or related assistance or services.

M. For consistency between Sound Transit’s Small Business Program and its Disadvantaged Business Enterprise Program, Sound Transit will use the regulations in 49 CFR Part 26.55 as guidance in evaluating and monitoring the participation of all businesses toward meeting the Small Business Goal and for determining how to count such participation.

N. The fact that there may be some additional costs involved in finding and using Small Businesses is insufficient reason for a Proposer’s failure to meet the Small Business Goals, provided those costs are reasonable. Also, the ability or desire of the Proposer to self-perform the Work of a Contract does not relieve the Proposer of the responsibility to make good faith efforts. The Proposer is not required to accept higher quotes from Small Businesses if the price difference is excessive or unreasonable; provided that, upon Sound Transit’s direction, the Proposer or Contractor shall submit to Sound Transit its analysis concluding that the price difference was excessive or unreasonable.

O. Consistent with 49 CFR Section 26.53 (f)(1) through (6), the Contractor shall not terminate, for any reason whatsoever without Sound Transit’s written consent, a Small Business: (i) included in the Contractor’s Small Business Commitment submitted as part of its Proposal for this Contract, (ii) submitted by the Contractor subsequent to award of this Contract, or (iii) included as a substitute, and approved by Sound Transit, (“Named Small Business”) for another Small Business.

In addition to post-award terminations, these standards shall apply to pre-execution deletions of or substitutions for Named Small Businesses submitted by Proposers in response to this RFP. When a Small Business is terminated or fails to complete its work for any reason, Proposer or Contractor shall make good faith efforts to find another Small Business to substitute for the terminated Small Business. Good faith efforts shall focus on finding another Small Business to perform at least the same dollar amount of work as the original Small Business, to the extent needed to meet the Contract goal.

Termination includes requests to substitute for, delete or in any other manner remove a Named Small Business included by the Proposer or Contractor as part of its commitment to Small Business participation.

1. Before submitting its request to terminate a Named Small Business, Contractor shall give written notice to the affected Small Business and provide a copy to Sound Transit

Sounder HVAC Overhaul Page 7 RFP No. RTA/RP 0107-26 of the Contractor’s intent to request a termination of the Small Business and the reason(s) for the request.

2. Contractor shall give the affected Small Business five (5) days to respond to the Contractor’s written notice and advise Sound Transit and the Contractor of the reasons, if any, it objects to the proposed termination and set forth any reason(s) that Sound Transit should not approve the Contractor’s request. If required as a matter of public necessity (e.g., safety), Sound Transit may consent to a response period shorter than five (5) days.

3. Sound Transit will provide written consent for termination of a Named Small Business only if Sound Transit agrees that the Contractor has good cause to terminate the Named Small Business. Good cause includes the following circumstances:

a. The Small Business fails or refuses to execute a written contract;

b. The Small Business fails or refuses to perform the work of its subcontract in a way consistent with normal industry standards. However, good cause does not exist if the failure or refusal of the Small Business to perform its work on the subcontract results from the bad faith or discriminatory action of the Contractor.

c. The Small Business fails or refuses to meet the Contractor's reasonable, nondiscriminatory bond requirements. However, good cause does not exist if the Contractor failed or neglected to inform the Small Business of the bond requirements before the Contractor includes the Small Business in its proposal

d. The Small Business becomes bankrupt, insolvent, or exhibits credit unworthiness;

e. The Small Business is ineligible to work on public works projects because of suspension and debarment proceedings pursuant 2 CFR Parts 180, 215 and 1200 or applicable state law;

f. Sound Transit has determined the Small Business is not a responsible contractor;

g. The Small Business voluntarily withdraws from the project and provides Sound Transit written notice of its withdrawal;

h. The Small Business is ineligible to receive Small Business credit for the type of work required;

i. A Small Business owner dies or becomes disabled with the result the Small Business contractor is unable to complete its work on the contract;

j. Other documented good cause that Sound Transit determines compels the termination of the Small Business. Good cause does not exist if the Contractor seeks to terminate a Small Business it relied upon to obtain the contract so the Contractor or one of its affiliates can self-perform the work for which the Small Business contractor was engaged or so the Contractor can substitute another Small Business or non- Small Business contractor after contract award.

P. The Contractor shall submit reports, documents, and records, including, but not limited to participation by Small Businesses in a manner required by Sound Transit. This may include, but is not limited to, Affidavits of Amounts Paid and online submittal using B2GNow - or any other reporting system as determined by Sound Transit.

1. With each payment request, including the final payment request, the Contractor shall submit reports, documents and records regarding participation by Small Businesses on forms as may be provided by Sound Transit.

2. Within 30 days of the execution of this contract, and within seven (7) days of execution of amendments/change orders, the Contractor shall submit to Sound Transit digital copies of contractual agreements the Contractor has executed with subcontractors.

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Q. Sound Transit may request Proposers to submit documentation of their outreach efforts at any time during the RFP process, including after contract award.

R. In determining whether a Small Business Proposer has met a contract goal, Sound Transit will count the work the Small Business has committed to perform with its own forces as well as the work it has committed to be performed by other Small Businesses.

S. If Modifications are executed which increase the Contract Price, the Contractor shall make good faith efforts to meet or exceed the Contractor's Small Business Commitment when negotiating and performing said Modifications.

REQUESTS FOR INFORMATION

Questions about this RFP must be submitted to Sound Transit, Attn: Chris Lewis, Sr. Contracts Specialist through the "Q&A Board" link for this Solicitation at Sound Transit Vendor Portal (http://vendorportal.soundtransit.org). Sound Transit will respond only via Addenda or a formal written Clarification, which will be uploaded to the solicitation on the Sound Transit Vendor Portal.

ADDENDA

Addenda will be uploaded to the solicitation on the Sound Transit Vendor Portal. Proposers must acknowledge receipt of all addenda uploaded by Sound Transit in Proposal Form No. 1 - Price. If an addendum is issued amending this RFP, all provisions that are not modified remain unchanged. An automated email notification may be provided to all firms who received or requested this solicitation document from Sound Transit via Sound Transit Vendor Portal (http://vendorportal.soundtransit.org).

While Sound Transit is extremely confident in the full functionality of this system, as a legal matter, notification services offered through the Sound Transit Vendor Portal site are not guaranteed and users of the notification system are ultimately responsible for reviewing postings to the site. Sound Transit disclaims all liability for damages caused by the use of this site or the information it contains.

PROPOSAL SUBMITTAL

A. Sound Transit will only accept electronic submittals in response to this RFP. Proposals that do not conform to the requirements specified herein may be rejected.

B. Submittals must be provided in an accessible format that is compliant with the Americans with Disabilities Act (ADA). Guidelines for preparing accessible materials are provided via ADA Guidelines (https://www.soundtransit.org/get-to-know-us/our-brand/sound-transits-guide-to-creating-accessible-materials).

C. Electronic Submittal through Sound Transit Vendor Portal:

1. Instructions on how to submit a Proposal electronically are available at Vendor Registration Guide Electronic Submission PDF (https://www.soundtransit.org/sites/default/files/documents/vendor-registration-guide-electronic-submission.pdf).

2. Proposals should be uploaded in .pdf format.

3. Proposers shall assume full responsibility for ensuring electronic delivery of Proposals on or before the date and time specified in Anticipated Schedule of this RFP. Electronic submission cannot be completed in the Vendor Portal after the closing date and time.

Therefore, Proposers should allow for sufficient time to complete the electronic submission by the date and time specified.

4. Sound Transit is not responsible for any delays associated with the electronic submission of Proposals through the Sound Transit Vendor Portal.

D. Sound Transit is not responsible for any costs associated with preparing or submitting a Proposal. Proposals become the property of Sound Transit upon submission.

E. Sound Transit may reject late Proposals. Sound Transit also reserves the right to postpone the Proposal due date.

http://vendorportal.soundtransit.org/ http://vendorportal.soundtransit.org/ https://www.soundtransit.org/get-to-know-us/our-brand/sound-transits-guide-to-creating-accessible-materials https://www.soundtransit.org/get-to-know-us/our-brand/sound-transits-guide-to-creating-accessible-materials https://www.soundtransit.org/sites/default/files/documents/vendor-registration-guide-electronic-submission.pdf https://www.soundtransit.org/sites/default/files/documents/vendor-registration-guide-electronic-submission.pdf

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CONTENTS OF PROPOSAL

A. Firms must submit Proposals meeting the following content requirements. Sound Transit reserves the right to request additional information from Proposers.

B. NOTE: All pages of the Proposal must be numbered.

Responses to the Evaluation Criteria must be in the same order as in Evaluation Criteria and Proposal Requirements, Paragraph F below.

Cover Sheet A cover sheet identifying the RFP No. 0107-26

Table of Contents

Letter of Interest An introductory letter of interest may contain relevant information about the firm. The letter should be no more than two pages and must include the firm’s legal name, State of Incorporation, UBI number, Federal Tax ID number, and Dun & Bradstreet number (DUNS number) if available.

The letter should also identify a single point of contact for all communications related to the proposal and provide contact information.

Body of Proposal The body of the proposal should address the evaluation criteria required in Evaluation Criteria and Proposal Requirements, Paragraph F and shall be no longer than 20 pages (10 sheets of letter-sized paper which are printed double-sided) (excluding required submittals and individual résumés).

Appendix – (These items will not be included as part of the page count for the Body of the Proposal.)

1. Full Résumés for each key team member (if requested).

2. Any required certifications and/or licenses.

3. Required Proposal Forms shall be included as part of the Appendix.

Failure to submit all the required forms may make a Proposal ineligible for award. Proposer shall use only the proposal forms in this RFP and may not modify or change any proposal form.

4. If proposing team is a joint venture, a copy of the joint venture agreement must be submitted.

Exceptions to Proposed Contract

Sound Transit will not accept alternative contracts to Exhibit A, [Proposed] Contract. Sound Transit reserves the right to negotiate minor exceptions with the top-ranked firm provided such minor exceptions are submitted with the proposal. Minor exceptions must provide proposed language, and reasons for the exception. If the Price included in the Proposal is dependent on the minor exceptions, the Proposer must also include, with the proposed language, the price that would be associated without the exceptions and a brief explanation for the difference.

EVALUATION CRITERIA AND PROPOSAL REQUIREMENTS

A. The evaluation criteria in Paragraph F below will be used in evaluating Proposals. Submittal requirements are also described under Paragraph F.

B. After proposals are received, Sound Transit may, at any point in the evaluation process, advise proposers of the weaknesses and deficiencies of their proposal and request clarifications, revised proposals and/or Best and Final Offers (BAFOs). If interviews are conducted, the proposers will be asked to offer revised proposals following the interviews so that all discussion

Sounder HVAC Overhaul Page 10 RFP No. RTA/RP 0107-26 from the interviews may be captured in the revised proposal. Interviews will not be evaluated separately. Proposers choosing not to submit a revised proposal will not have the opportunity to improve their scoring or strengthen their proposal. Revised proposals or BAFOs shall be evaluated upon the same evaluation criteria described in Paragraph F. Sound Transit reserves the right to proceed directly to negotiations with the highest ranked proposer immediately following the initial submission and evaluation of proposals.

C. Sound Transit will select the Proposal that Sound Transit believes best meets the evaluation criteria in the best interests of Sound Transit. Final selection, if any, will be made on a “best value” basis. If Sound Transit is unable to negotiate a satisfactory contract with the highest ranked proposer, the next highest ranked proposer may be contacted for contract negotiation.

This method may continue, in the discretion of Sound Transit, until a contract is successfully negotiated or until all proposals are rejected.

D. Sound Transit reserves the right to contact the project references and utilize the past performance information at any time during the evaluation process in the sole discretion of Sound Transit. Sound Transit may also consider its own past performance information and experience when evaluating proposals from firms that have performed work for Sound Transit.

E. Final approval and award of a contract resulting from this RFP is subject to policies established by the Sound Transit Board of Directors.

F. Evaluation Criteria:

Proposals will be evaluated using the following criteria.

No. Criterion Maximum Points

1 Firm Experience and History 300 pts

2 Adherence to Schedule 300 pts

3 Price 250 pts

4 Comprehensive Economic Development Strategies 100 pts

5 Commitment to and Compliance with Equal Employment Opportunity Law 50 pts

TOTAL POINTS 1000 pts

Evaluation Criterion 1 Firm Experience and History 300 pts

Proposer shall demonstrate the firm’s specialized experience and technical competence considering the type of services required. Recent experience of the firm and successful completion of services or work of a similar type and complexity will be a material consideration.

Include information such as firm’s past record of performance on contracts with other government agencies or public bodies and with private industry, including such factors as control of costs, quality of work, ability to meet schedules, cooperation, and responsiveness. Include any contracts which your firm has defaulted on in the last 36 months.

Submittal Requirements

1. Brief résumé of the Proposer firm (or joint venture), including but not limited to: home and branch office information; date established; former name(s); type of ownership or

Sounder HVAC Overhaul Page 11 RFP No. RTA/RP 0107-26 legal structure; general description of services provided and type of clients served;

personnel to be assigned to this contract.

2. Describe recent services provided by Proposer’s firm and proposed subcontractors to illustrate the firm’s ability to perform the requirements of this Contract (specifically the overhaul and repair of commuter rail vehicle HVAC units). Proposals shall include at a minimum the following information:

a. Client name and location including address and phone number of Client’s project manager or primary contact; include location where services were provided if different from client location.

b. Responsibility of your firm and of the proposed subcontractors (prime, subcontractor, joint venture, etc.)

c. Brief description of the services provided including description of the services/products/equipment provided by the firm; total cost of the contract;

completion date; etc.

Evaluation Criterion 2 Adherence to Schedule 300 pts

Sound Transit intends to assess each proposing firm’s ability to maintain the specified work cadence of one and a half (1.5) overhauled or repaired units per month for the entire contract term.

Per scope section 1.7, the specified cadence assumes a baseline of one (1) overhaul or repair per month, with six (6) months of the year requiring two (2) overhauls or repairs, for a total of eighteen (18) overhauls and repairs per year. Proposers should further assume that demand for overhaul/ repair work will peak yearly in the late spring/ early summer months (April, May, June) and should prepare accordingly.

Submittal Requirements

1. Provide examples of projects during which the Proposing firm maintained a recurring monthly delivery cadence. In your example, provide information such as: distance between customer and Proposer firm’s facility, number of units overhauled per month, and the duration of the contract.

2. Describe how part and material availability will be synchronized with the required work cadence. Use previous projects as examples.

3. Describe how the Proposing firm responded to a disturbance in the work cadence of a previous project. What actions were taken to recover the delivery schedule?

4. Demonstrate commitment to adhering to this schedule.

Evaluation Criterion 3 Price 250 pts

Sound Transit is not obligated to award a contract to the lowest priced Proposal, and may accept the Proposal that Sound Transit determines provides the best value to Sound Transit based upon evaluation criteria described in this Paragraph, Evaluation Criteria and Proposal Requirements.

Hourly rates entered on Proposal Form No. 1 Price must be fully burdened (all-inclusive rate which includes direct hourly rates, direct costs including travel, parking, overhead, and profit). Sound Transit may, in its discretion, pay for extraordinary, unanticipated costs, subject to prior written approval by Sound Transit.

Proposal Form No. 1 Price shall be evaluated in the following manner: The lowest proposed price will receive the maximum score of 250 points and all higher proposed prices will receive proportionately lower scores.

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Submittal Requirements

1. Complete and submit Proposal Form No. 1 Price, as contained in this RFP.

Evaluation Criterion 4 Comprehensive Economic Development Strategies 100 pts

Sound Transit values the participation of Small Businesses with relevant experience, which may include firms with experience outside of Sound Transit. Proposers are expected to develop and include subcontracting opportunities to further level the playing field for Small Businesses to compete.

A Proposer will be ineligible for award if it does not meet the good faith efforts requirements (pass/fail).

See Sound Transit Comprehensive Economic Development Program located under Instructions to Proposers; please view the entire section including but not limited to subsection M.

Submittal Requirements The Proposer shall submit the following forms and respond to the following items. Each submittal requirement will be evaluated using the following criteria. The Proposer will receive points, unless otherwise noted, based on the evaluation of the Proposer’s response to the requests below.

Allocated Points Submittal Requirements

Proposal Form 3 (Condition for Award)

Proposal Form 3: DBE/Small Business Digital Utilization Plan identifying each Small Business with whom the Proposer will enter into a contractual arrangement if awarded the Contract under this RFP.

Proposer’s past DBE/Small Business performance

For the contracts the Proposer has listed as relevant experience describe how the Proposer achieved Small Business participation. The Proposer may include additional projects where the Proposer utilized Small Businesses. It is encouraged that the Proposer provide details of the contract’s successes and/or challenges in obtaining the Proposer’s commitment.

DBE/Small Business expertise and involvement with the Proposer’s team

For each Small Business identified on Proposal Form 3: DBE/Small Business Digital Utilization Plan, provide the following information:

Small Business experience on similar projects;

Small Business key personnel on the contract, the key personnel’s years of industry experience and relevant experience performing specific scope(s) of work on similar projects.

Explain the Proposer’s approach to providing the Small Businesses opportunities to engage with the Proposer’s team and Sound Transit. Explain how the Proposer’s engagement of the Small Businesses will benefit this project and the industry.

DBE/Small Business outreach

Explain the Proposer’s level of involvement with the Small Business community. Information shall include specific outreach efforts for this project and ongoing efforts by the Proposer to network and share information with Small Businesses regarding the Proposer’s subcontracting opportunities.

Provide specific examples for how the Proposer sought to promote Small Business participation on this project. Examples may include, but are not limited to, unbundling the anticipated work into smaller work segments and early engagement from Small Businesses.

Proposer’s oversight of DBEs/Small Businesses

To encourage innovation, enhance quality, and establish long-term relationships the Economic Development Lead shall maintain engagement with Small Businesses through the procurement and contract phase. Describe how the Economic Development Lead and supporting staff will effectively

Sounder HVAC Overhaul Page 13 RFP No. RTA/RP 0107-26 communicate and monitor: Small Business utilization, performance, safety, and prompt payment.

Evaluation Criterion 5 Equal Employment Opportunity (EEO) Commitment 50 pts

As an equal opportunity employer and a recipient of federal funding; Sound Transit, our contractors, subcontractors, and vendors are mandated to comply with the Federal Transit Administration’s guidance regarding Equal Employment Opportunity laws. The Proposer shall demonstrate past and current commitment to Equal Employment Opportunity, and partnerships with firms that employ a workforce that draws from all highly qualified individuals.

1.a. Firm practices

Describe the efforts your firm makes to ensure that it provides equal employment opportunities to all persons without regard to race, color, religion, national origin, sex, age, or disability.

1.b. Firm practices

Describe the Proposer’s experience and approach in ensuring nondiscrimination on project teams with scopes of work or size and duration comparable to this Scope of Work.

If Proposer has no employees, discuss the ways that they have been able to successfully create opportunities for the broader community.

2. Project specific practices

Explain the process that Proposer has or will initiate to fill positions (now and future) to reflect a workforce that draws from all highly qualified individuals during the term of the Contract.

3. Submittal Requirements (Condition for Award) Accordingly, each Proposer will complete and submit the following information. Subsection 3 ‘Submittal Requirements’ is considered a condition for award.

3.a. Statement of Policy Provide a Statement of Policy signed and dated by the chief executive officer or the general manager.

This is the Proposer’s commitment of non-discrimination against any applicant for employment, or any employee because of race, color, religion, national origin, sex, age, or disability. It is to be placed in conspicuous locations and available to employees, applicants for employment and the general public.

3.b. Proposer EEO point of contact Provide the name of the individual, title, phone number, and email address of who will be responsible for overseeing adherence to the EEO laws and policies, and who will ensure that employment actions regarding staffing and managing the work will be carried out in a nondiscriminatory manner.

3.c. EEO Program Documentation Proposer shall complete and submit Proposal Form 4.

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3.d. Staffing Plan (Project Specific) Proposer shall complete and submit Staffing Plan(s) for performance of the work.

Staffing Plan(s) shall include, but are not limited to, the following:

A project profile breakdown by race or ethnicity, gender, disability and other relevant demographic information of the individuals identified on the project team, consistent with other information provided in the RFP. The Demographic Chart template provided at the end of this criteria contains the minimum required information for this submission.

Identify the firms from which those positions are affiliated, if other than the Proposer;

Identify open positions (now and future) to be filled by Proposer or affiliated firms.

Staffing Plan Demographic Chart template (minimum required information):

WHITE AMERICAN

INDIAN

BLACK HISPANIC/

LATINO

ASIAN NATIVE

HAWAIIAN/

PACIFIC

ISLANDER

TWO OR

MORE

RACES

MALE

FEMALE

OTHER

PROPOSAL EVALUATION AND CONTRACT AWARD

A. Sound Transit reserves the right to accept or reject any or all proposals and to waive informalities and minor irregularities. At Sound Transit’s discretion, pages that exceed the specified page limit may be removed from the proposal and only those pages within the specified limit will be forwarded for evaluation. Sound Transit reserves the right to take other action, as necessary. Proposers must propose on all items on Proposal Form No. 1, Price Form, in order to be eligible for award.

B. Sound Transit reserves the right to establish a subcommittee of the evaluation panel to perform an initial evaluation of proposals against published evaluation criteria to determine which proposals are to proceed to full evaluation panel review. Such evaluation approach may be implemented should more than ten proposals be received.

C. Responsibility: Sound Transit reserves the right to investigate the qualifications of all proposers and to confirm any part of the information furnished by a proposer, and/or to require other evidence of managerial, financial, or technical capabilities which are considered necessary for the successful performance of the Scope of Work.

D. Debriefings. Proposers may request a debriefing after Sound Transit has issued its Notice of Intent to Award. Debriefings shall be limited to the debriefed Proposers scores, strengths and weaknesses of its proposal, and answers to questions regarding the selection process.

Debriefings shall not include a point-by-point comparison of the debriefed Proposers submittal with the other submittals.

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E. Protests and Appeals. Sound Transit’s protest procedure is available at Procurement and Contracts Protest Appeal Requirements PDF (https://www.soundtransit.org/sites/default/files/documents/procurement-contracts-protest-appeal-requirements.pdf). Before submitting a protest, the Proposer shall ensure it has the most current copy of Sound Transit’s written Protest Procedure.

F. Multiple Awards. Sound Transit reserves the right to award multiple and/or partial contracts as a result of this solicitation.

PUBLIC DISCLOSURE

Pursuant to Chapter 42.56 RCW, proposals submitted under this RFP shall be considered public records and with limited exceptions will be available for inspection and copying by the public. Proposers must specifically designate and clearly label as "CONFIDENTIAL" any and all materials or portions thereof they deem to contain trade secrets or other proprietary information, which is exempt from public inspection and copying. The Proposer must provide the legal basis for the exemption to Sound Transit upon request. If a Proposal does not clearly identify the "CONFIDENTIAL" portions, Sound Transit will not notify the Proposer that its Proposal will be made available for inspection.