RFP27006822 Solicitation Specifications.pdf

2023-1.v3.04082026 RFP – Agency Solicitation Specifications Page 1 of 6 Revised 4/8/2026

RFP27006822 - AGENCY SOLICITATION SPECIFICATIONS

TITLE: RHODE ISLAND COLLEGE ON-CAMPUS SHUTTLE SERVICE

SECTION A: BACKGROUND

Rhode Island College is located on a 180-acre campus in the Mount Pleasant section of Providence, Rhode Island. Academic offerings are provided in six schools: the Faculty of Arts and Sciences, the Feinstein School of Education and Human Development, the School of Social Work, the School of Nursing, the School of Management and the School of Graduate Studies, as well as the Center for Management and Technology and the Office of Continuing Education and Summer Sessions. Established in 1854, Rhode Island College now serves approximately 6,500 Undergraduate students and 1,000 Graduate students in courses and programs both on and off campus. The College is the oldest of the three public institutions of higher education that operate under the aegis of the Rhode Island Council on Postsecondary Education and is supported by the State of Rhode Island.

This solicitation is for provision and operation of an On-Campus Shuttle service serving the Rhode Island College Providence campus for students and staff.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

General Scope of Work

This scope of work is for provision and operation of shuttle services serving RIC students and staff on-campus service around a determined campus loop at RIC.

Specific Activities / Tasks

Hours of Operation A RIC on-campus Shuttle is needed to shuttle students around a determined campus loop at RIC beginning at 7:30 AM at The Keefe Transportation Center, making approximately 11 stops that may be adjusted on student usage and needs in a 20-minute cycle. The vendor will be required to utilize (1) vehicle that carries no less 14 passengers and is handicap accessible.

This service will be for the period of approximately August 31, 2026 – August 30, 2029, Services are anticipated to run annually from approximately the end of August to the middle of May excluding holidays, winter break, and spring break per Rhode Island College’s academic calendar attached.

The hours of operation are from 7:30 AM to 10:30 PM Monday through Thursday during the academic year as well as from 7:30 AM to 12:30 PM (Afternoon) on Fridays. Transportation off campus pickup/drop off to local market/pharmacy within 1 mile of the campus during the final hour of shuttle service Monday – Thursday (schedule permitting).

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Typical Number of Hours Per Day Mon Tue Wed Thu Fri Sat Rhode Island College On-Campus 14-Passenger Shuttle

15 15 15 15 5

Although the planned bus routes have been established, there may be adjustments in the routing, frequency, or schedule. In addition, the vendor may be requested to provide additional shuttle service, local to Providence, on an occasional or temporary basis. All shuttle services are to be provided on an hourly basis, as described in Section 5, Cost Proposal. The hourly rate shall apply to the shuttle service described above and for any adjusted or additional services.

Vehicles The vendor shall provide buses with a capacity of 14 seated passengers. The shuttle shall be ADA compliant, with a minimum of two wheelchair positions. The age of the shuttle shall not be more than three (3) years old at the start of the contract, and not more than five (5) years old at any time during the contract term.

The shuttle shall be marked with graphics and signage with design approved by RIC.

The buses shall be equipped with an electronic LED signage display system to allow for changing information and messages. The shuttle shall have no other graphics, markings or advertising other than that supplied by RIC for the identification of the vehicle owner and operator, and any required by local, state or federal regulations.

The shuttle shall be climate controlled for both heating and cooling.

The vendor shall provide special equipment in the buses as requested by RIC, with the cost of the equipment and installation borne by the vendor. Examples of special equipment would be a vehicle GPS locator system or security cameras.

RIC reserves the right to negotiate an agreement with the vendor for the purchase of the vehicles, at the end of the contract period.

Maintenance of Vehicles The shuttle is to be kept in good, safe repair. The vendor shall provide with the proposal a description of facilities, staff, and schedules for maintaining of the shuttle.

The shuttle is to be kept in good appearance. The vendor shall provide with the proposal a description of facilities, staff, and schedules for cleaning the shuttle.

If equipment failure occurs while a shuttle is in service, the vendor shall provide a replacement vehicle within ninety (90) minutes.

Dispatching and Communications The shuttle is to be equipped with radios or cell phones, allowing bus drivers to communicate with each other and their base.

A dispatcher or supervisor will be on duty at the facilities of the vendor during all hours of scheduled operation of the service for RIC.

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RIC will be notified promptly by the vendor of any accident, collision, moving violation, or incidents involving the vehicle, operator, or passengers.

Drivers Drivers must meet all local, state, and federal licensing and performance requirements. Drivers will be subject to background checks, drug testing, and finger printing.

When on duty, all drivers are to be of clean appearance and dressed neatly (preferably in a standard uniform), and shall wear a picture ID.

All drivers shall have adequate training regarding safe driving, emergency response, accessibility accommodation, and customer service. The vendor shall provide with their proposal descriptions of typical training procedures and requirements.

Drivers shall respect and obey the RIC’s rules and regulations, as well as public laws and regulations. RIC reserves the right to have the removal of drivers in the event of conduct or performance that is deemed by RIC to be unacceptable.

Phone App Vendor shall provide a free App that RIC students/faculty/staff can download that shows where the shuttle is located and provides the estimated arrival time at each stop. This shall also be available to show on the college’s website. App shall be compatible with both Apple and Android phones.

Management and Reporting The vendor shall supply RIC with monthly reports of ridership. They shall include, but not be limited to, the number of passengers boarding at each stop during each trip or each hour, and daily and weekly summaries.

The vendor shall supply RIC with weekly reporting quantifying service reliability, service interruptions, issues, or exceptions.

The vendor shall designate a manager responsible for the shuttle service. The manager shall be available to meet monthly with RIC to discuss current and future shuttle operations.

Licenses and Insurance The vendor shall obtain and maintain all permits and licenses necessary to operate the vehicles.

The vendor must provide all required insurance coverage and ensure such coverage remains current and in effect throughout the contract period. Insurance requirements are described in the Terms and Conditions section.

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SECTION C: PROPOSAL MATERIALS

1. Technical Proposal

Narrative and format: Bidders must submit a technical proposal which addresses each of the following elements and is limited to 50 (fifty) pages (this excludes any appendices and as appropriate, resumes of key staff that will provide services covered by this request):

A. Staff Qualifications – Provide staff resumes/CV and describe qualifications and experience of key staff who will be involved in this project, including their experience in public and/or private transportation services. This section shall include identification of all key staff and/or subcontractors proposed as members of the project team, and the duties, responsibilities and concentration of effort which apply to each (as well as resumes, curricula vitae or statements of prior experience and qualification). The Offeror shall provide references for the person who will have overall management responsibility and be the point of contact for the contract.

B. Capability, Capacity, and Qualifications of the Vendor - Please provide a detailed description of the Vendor’s experience as a bus and/or shuttle bus transportation provider. List a minimum of three (3) relevant client references, to include client names, addresses, contact names with emails and phone numbers, dates of service and type(s) of service(s) provided.

C. Work Plan - Please describe in detail the framework within which requested shuttle bus services will be performed. The following elements should be included:

i. Describe the facilities, staff, and schedules and policies for cleaning the buses

ii. Describe and provide specifications for the shuttle to be used for the shuttle service

iii. Describe where the shuttle would be garaged

iv. Describe the ability to maintain the shuttle, including facilities, staff, preventive maintenance schedules, and other maintenance policies

v. Describe the type and frequency of driver training

vi. Describe the capabilities and procedures for monitoring of shuttle while in service, including schedule adherence and emergency/incident response

vii. Describe and provide examples of proposed daily, weekly, and monthly reporting

2. Cost Proposal

A separate, signed and sealed, Cost Proposal reflecting the fee structure proposed for this scope of service. Attached is a table or matrix for specific fees/rates or requested breakdown to be used for cost proposal submission.

The vendor shall provide shuttle service on an hourly rate basis, with the hourly fee representing one hour that one shuttle is in passenger service (“shuttle-hour”). The hourly rate will cover all costs of providing the shuttle service, including, but not limited to, mobilization, training, vehicles, drivers, fuel, maintenance, dispatching, supervision, and reporting. All fees will be calculated on the actual time the shuttle is in service and not on a portal-to-portal basis from the place of garaging.

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The vendor’s proposed hourly rate for each year of the contract shall be provided in the table attached. The hourly rate shall apply to both the core shuttle services described above and for any adjusted or additional services. Should the number of shuttle-hours per year change by 20% or more from the originally anticipated 3,000 hours, or if more than one shuttle is needed during peak periods, the hourly price will be considered for renegotiation.

3. ISBE Proposal

See Appendix B on the “Overview” tab in Ocean State Procures™ for information and the MBE, WBE and/or Disability Business Enterprise Participation Plan form(s). Vendors are required to complete, sign and submit these forms with their overall proposal. Please complete separate forms for each MBE, WBE, and/or Disability Business Enterprise subcontractor to be utilized on the solicitation.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Technical proposals must receive a minimum of 55 78.5%) out of a maximum of 70 points to advance to the cost evaluation phase. Technical proposals scoring less than 55 points shall not have the accompanying cost or ISBE participation proposals opened or evaluated; such proposals shall not receive further consideration.

Technical proposals scoring 55 points or higher shall have the cost proposals evaluated and assigned up to a maximum of 30 points bringing the total potential evaluation score to 100 points.

As total possible evaluation points are determined, vendor ISBE proposals shall be evaluated and assigned up to 6 bonus points for ISBE participation.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria Possible Points Staff Qualifications 20 Points Capability, Capacity, and Qualifications of the Vendor 20 Points Work Plan/Approach 30 Points

Total Possible Technical Points 70 Points Cost Proposal 30 Points

Total Possible Evaluation Points 100 Points ISBE Participation 6 Bonus Points

Total Possible Points 106 Points

Additional evaluation criteria can be found at:

• For those with an OSP account, see the “Requirements” tab of this solicitation in OSP for additional information on the evaluation and selection process in the “RFP Standard Specification” section.

• For those without an OSP account, public access to the full bid can be found at https://ridop.ri.gov/vendors/bidding-opportunities. Search for this solicitation, open the record, click on the “Print/Download Solicitation Summary” button in the upper right https://ridop.ri.gov/vendors/bidding-opportunities

2023-1.v3.04082026 RFP – Agency Solicitation Specifications Page 6 of 6 Revised 4/8/2026 corner for all the solicitation requirements and supporting documents are found at the bottom of the page in the “Solicitation Attachments” section.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC