RFPTRAN25-14 Shared Ride Taxi Service Final.pdf

Request for Proposals

Washington County Transit Services

Washington County Transit

Proposal #TRAN25-14

ISSUED 07/10/2025

WASHINGTON COUNTY TRANSIT SERVICES

900 LANG STREET

WEST BEND WI 53090

262-335-4435

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Request for Proposals

To Operate Shared-Ride Taxi Service in Washington County WI

Proposal #TRAN25-14

Sealed proposals are invited for the operation of the Washington County Shared -Ride Taxi Transit Services for Washington County Transit (WCTS) and will be received on or before August 12th, 2025 by 10:30 AM (CST).

This request is for a two (2) year period with the option of 3 one-year renewals (five-year total contract) beginning 1/1/2026.

The RFP packet for this request will be available starting July 10th, 2025. You may access the bid packet through Vendor Net at https://vendornet.wi.gov

The minimum qualifications for firms interested in this request include but are not limited to the following items:

1) having knowledge of and experience with public transit operations and related Federal and State Transportation Program Funding, 2) financial stability and ability to function as a going concern, and 3) the ability to secure the liability insurance as required.

The award to be let under this solicitation is subject to financial assistance contracts between Washington County and the U.S. Department of Transportation, Federal Transit Administration and the Wisconsin Department of Transportation. The successful contractor will be required to comply with all applicable Federal and State regulations pertaining to public transit services and assistance funds, including equal opportunity and disadvantaged business enterprise regulations (49 C.F.R. part 26.); regulations specified by the Americans with Disabilities Act of 1990 addressing the rights of individuals with disabilities; and regulations specified by 49 CFR Part 655, Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations. The successful contractor will also be required to certify that it is not ineligible for a federally assisted contract.

Washington County reserves the right to waive any informalities or technicalities and to reject any and all proposals or parts thereof deemed to be unsatisfactory or not in the County’s best interest. Furthermore, Washington County reserves the right to cancel any order or contract for failure of the successful firm to comply with the terms, conditions and specifications of the proposal request and/or contract. Washington County reserves the right to award the proposal in the aggregate or by item or like item groups (where applicable) to the lowest responsible, responsive firm who complies with the specifications, service and can meet the requirements of this request.

Roy Hartmann

Washington County

Buyer

REQUEST FOR PROPOSAL

To Operate Shared-Ride Taxi Service in Washington County WI

Proposal #TRAN25-14 SOLICITATION NUMBER (must be included on all proposal documents that are submitted) TRAN25-14

THIS SOLICITATION CLOSES ON August 12, 2025 by 10:30 AM CT

Proposals must be submitted by this date and time. Late PROPOSALS or offers will not be accepted.

SUBMIT PROPOSALS/OFFERS TO

Roy Hartmann roy.hartmann@washcowisco.gov and purchasing2@washcowisco.gov

FOR INFORMATION ON THIS

PROCUREMENT, CONTACT

Roy Hartmann roy.hartmann@washcowisco.gov and purchasing2@washcowisco.gov

ITEMS OR SERVICES TO BE PURCHASED

Countywide Shared Ride Taxi Program, which is a door-to-door service for trips within Washington County, into Ozaukee County, and into a designated portion of Menomonee Falls.

SIGNIFICANT EVENTS/DATES

ISSUE DATE July 10, 2025

County Vehicle Inspection Sunday, July 27, 2025 from 1-3 PM Attendance not required.

LAST DAY TO SUBMIT QUESTIONS July 30, 2025 by 10:30 AM CT PROPOSAL CLOSING DATE August 12, 2025 by 10:30 AM CT EVALUATIONS BEGIN ESTIMATED August 13, 2025 EVALUATIONS COMPLETED ESTIMATED August 20, 2025 Notification of Inent to Award - Estimated

September 16, 2025

ESTIMATED CONTRACT START DATE January 1, 2026

There will not be a public opening for this RFP

REQUEST FOR PROPOSALS

TO PROVIDE SHARED-RIDE TAXI SERVICES

In Within Washington County, into Ozaukee County, and into a portion of Menomonee Falls

Issued By Washington County Transit Department

Date Issued July 10, 2025

Proposals must be submitted no later than

08/12/2025, at 10:30AM CT

Late PROPOSALS will be rejected. PROPOSALS MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the Proposal is due.

PROPOSALS dated and time stamped in another office will be rejected. Receipt of a Proposal by the mail system does not constitute receipt of a Proposal by the purchasing office.

Any Proposal which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. PROPOSALS must be submitted separately, i.e., not included with sample packages or other PROPOSALS.

Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract.

Proposer should contact the person named below for an appointment to view the Proposal record.

PROPOSALS shall be firm for acceptance for sixty (60) days from date of Proposal opening, unless otherwise noted.

The attached terms and conditions apply to any subsequent award.

There will be no public proposal openings

SUBMITTING THE PROPOSAL

Offerors must submit proposals via the following method:

One electronic copy delivered though email, addressed to:

Roy Hartmann:

roy.hartmann@washcowisco.gov and purchasing2@washcowisco.gov

The submittal must include all required documentation organized and named as detailed in this RFP.

Include the pricing proposal in a separate attachment identified as “Pricing Proposal.”

Table of Contents

DEFINITIONS

1.0 GENERAL INFORMATION

1.1 GENERAL DESCRIPTION

1.2 INTRODUCTION

1.3 CONTRACT TERM

1.4 NUMBER OF CONTRACTS

1.5 PROCUREMENT MANAGER

1.6 FEDERAL PARTICIPATION

1.7 CONTRACTOR SELECTION

1.8 CONTRACT TERM PRICE OPTIONS

1.9 CONTRACT MODIFICATIONS

1.10 COMPLETENESS AND VALIDITY OF OFFERS

1.11 CORRESPONDENCE RELATED TO THE SOLICITATION

1.12 REASONABLE ACCOMMODATIONS

1.13 WISCONSIN PUBLIC RECORDS LAW

1.14 FEDERAL PUBLIC RECORDS LAW

1.15 ORDER OF PRECEDENE

2.0 PRE-PROPOSAL CONFERENCE

3.0 PROPOSAL SCHEDULE

4.0 GENERAL PROPOSAL SUBMISSION REQUIREMENTS

5.0 PROPOSAL FORMAT

5.1 PROPOSAL FORMAT

5.2 COVER LETTER

6.0 CONTRACT DELIVERABLES

6.1 MINIMUM QUALIFICATIONS

6.2 GENERAL CONTRACTOR REQUIREMENTS

6.3 SPECIFIC SERVICE REQUIREMENTS

6.4 SERVICE AREA

6.5 SHARED-RIDE

6.6 SERVICE STANDARDS

6.7 HOURS OF SERVICE - TABLE 1

6.8 SERVICE LEVELS/NUMBER OF VEHICLES/DRIVERS REQUIRED - TABLE 2

6.9 WEEKLY ESTIMATED TOTAL HOURS

6.10 PRICING - HOURLY RATE, FARE RATE STRUCTURE, AND OTHER CHARGES

6.11 AVAILABLE VEHICLES

6.12 RESERVATION SERVICES/RADIO COMMUNICATIONS/RADIO EQUIPMENT

6.13 MAINTENANCE OF LEASED EQUIPMENT

6.14 CONTRACTED PERSONNEL - SELECTION AND TRAINING

6.15 INSURANCE

6.16 LICENSING

6.17 COLLECTED REVENUES

6.18 BASIS OF PAYMENT

6.19 RECORD REQUIREMENTS

6.20 COMPLAINTS

6.21 PROMOTION AND PUBLICITY

6.22 CONTRACT AWARD DOCUMENT

6.23 CONTRACT ADMINISTRATION

6.24 CONTINUATION OF SERVICE (OPTION YEARS)

6.25 ASSIGNMENT OR TRANSFER

6.26 TERMINATION OF AGREEMENT

6.27 END OF CONTRACT TRANSITION

7.0 PROPOSAL CONTENT

7.1 OFFEROR IDENTIFICATION

7.2 OFFEROR’S LEGAL STATUS

7.3 CHIEF EXECUTIVE OR ADMINISTRATOR OF THE ORGANIZATION

7.4 OFFEROR’S AUTHORIZED REPRESENTATIVE

7.5 OFFEROR’S BUSINESS FUNCTION

7.6 MINIMUM QUALIFICATIONS

7.7 SERVICE BACKGROUND

7.8 SERVICE HISTORY

7.9 REFERENCES

7.10 KEY PERSONNEL

7.11 VOLUNTEER STAFF

7.12 PAID STAFF

7.13 DRUG AND ALCOHOL TESTING

7.14 TRAINING

7.15 FINANCIAL STABILITY DOCUMENTATION

7.16 VEHICLE AND FLEET MANAGEMENT CAPABILITIES

7.17 DASH CAMERAS

7.18 FUEL SITE

7.19 FLEET DESCRIPTION

7.20 FLEET MAINTENANCE PROGRAM

7.21 INSURANCE COVERAGE

7.22 RECORD-KEEPING

7.23 FLEET

7.24 OPERATIONS AND REPORTING

7.25 PRICING PROPOSAL

7.26 BIDDERS LIST – APPENDIX J

7.27 FEDERAL CLAUSES FOR FEDERAL CONTRACTS – APPENDIX I

7.28 ADDITIONAL RELEVANT INFORMATION

8.0 EVALUATION AND AWARD PROCESS

8.1 EVALUATION COMMITTEE

8.2 PRELIMINARY EVALUATION

8.3 RIGHT TO REJECT PROPOSALS

8.4 SCORING OF TECHNICAL PROPOSALS

8.5 ADDITIONAL FACTORS FOR PROPOSAL CONSIDERATION (PRIOR TO EVALUATING PRICE)

8.6 FINAL EVALUATION

8.7 EVALUATION SUMMARY

8.8 CONTRACT AWARD

8.9 NOTIFICATION OF INTENT TO AWARD

8.10 APPEALS PROCESS

9.0 CONTRACT ADMINISTRATION INFORMATION

9.1 CONTRACT ADMINISTRATOR

9.2 TECHNICAL ADMINISTRATOR

9.3 INSPECTION ADMINISTRATOR

9.4 CONTRACT PAYMENT ADMINISTRATOR

10.0 CONTRACT CLAUSES (SEE APPENDIX I FOR FEDERAL CLAUSES FOR FEDERAL

CONTRACTS)

10.1 FORCE MAJEURE

10.2 HOLD HARMLESS/IMDEMNIFACTION

10.3 PAYMENT TERMS

10.4 CONTRACT FUNDING

10.5 REFERENCE TO CONTRACT

10.6 SHIPPING

10.7 ASSIGNMENT, TRANSFER AND SUBCONTRACTING

10.8 CONFORMANCE WITH CONTRACT

10.9 FEDERAL FUNDING AND SPECIAL REQUIREMENTS

11.0 PROPOSAL PROCEDURE AND INSTRUCTIONS

11.1 SOLICITATION EXAMINATION

11.2 ALTERATION OF SOLICITATION DOCUMENT

11.3 INTERPRETATIONS OR REPRESENTATIONS

11.4 SATISFACTORY OF REQUIREMENTS

11.5 U.S. FUNDS

11.6 PROPOSAL PRICES

11.7 RFP CONSIDERATION OF ALL INHERENT COSTS

11.8 RFP FIXED PRICING

11.9 EXTENSION OF PROPOSAL PRICES

11.10 VENDOR QUESTIONS AND CLARIFICATIONS

11.11 RFP CLARIFICATIONS

11.12 SOLICITATION AMENDMENTS

11.13 LATE PROPOSALS AND PROPOSALS

11.14 METHOD OF PROPOSAL

11.15 MULTIPLE PROPOSALS

11.16 INCURRING COSTS

11.17 WITHDRAWAL OF PROPOSALS

12.0 REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

PROPOSERS/OFFERORS

12.1 DEBARMENT

12.2 REGISTRATION AND LICENSES

12.3 WARRANTIES

12.4 DISADVANTAGE BUSINESS ENTERPRISE (DBE)

13.0 PROPOSAL SUBMISSION

13.1 RFP GENERAL INSTRUCTIONS

13.2 RFP PROPOSAL SUBMITTAL

13.3 EMAIL AND PHYSICAL SUBMITTAL(S)

13.4 RFP PRICING PROPOSAL SUBMISSION

13.5 RFP PROPOSAL ORGANIZATION AND FORMAT

13.6 RFP PRESENTATIONS AND DEMONSTRATIONS

13.7 LATE PROPOSALS, PROPOSAL MODIFICATIONS, OR PROPOSAL WITHDRAWALS

13.8 AUTHORIZED SIGNATURE

13.9 DESCRIPTIVE LITERATURE

13.10 RFP COMPLETE RESPONSES

13.11 VENDOR REFERENCES

14.0 SELECTION AND AWARD PROCESS

14.1 PRELIMINARY REVIEW AND ACCEPTANCE OF PROPOSAL

14.2 RFP EVALUATION COMMITTEE

14.3 RFP ACCEPTED PROPOSALS

14.4 RFP AWARD AND FINAL OFFERS

14.5 CONTRACT AWARD

Appendix A - Pricing Proposal (Excel) Appendix B - Proposal Signature Page Appendix C – Affidavid of Non-Collusion Appendix D – Proposer Information Appendix E – References Appendix F – Designation of Confidential and Proprietary Information Appendix G – Standard Terms & Conditions (DOA-3054 (R08/2016)) Appendix H - Supplemental Standard Terms and Conditions for Procurements for

Services (DOA-3681 (R01/2022)) Appendix I - Federal Clauses for Federal Contracts (Separate Document) Appendix J – Bidders List(Separate Document) Appendix K – Drug and Alochol Testing Appendix L – Vehicle Inventory and Fleet Maintenance Appendix M – Insurance Appendix N – Record Keeping Appendix O – Washington County Standard Terms Appendix P – Monthly Report Template

Appendix Q – Monthly Invoice Template Appendix R – Service Area Map Appendix S – Sample Policies and Procedures Appendix T – Sample Contract Appendix U- Historical Data Highlights

DEFINITIONS

For the purposes of this Request for Proposal and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

Acceptance Period The number of calendar days available to the Issuing Agency for awarding a contract from the date specified in this solicitation for receipt of

PROPOSALS.

Agency Washington County Transit

Proposer The entity submitting a Proposal in response to this RFP.

Contract Administrator The Agency employee responsible for oversight of the implementation, administration, and completion of the Contract.

Contract Manager

The employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and 2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals and termination.

Contract

The final version of any contractually binding agreement between the State and the Contractor relating to the subject matter of this RFP;

references to the Contract include all exhibits, attachments and other documents attached thereto or incorporated therein by reference.

Contractor The person or entity that has been awarded the Contract as a result of this RFP, and who is required to provide equipment, materials, supplies, contractual services, or leasing real property to, the Procuring Agency.

Disadvantage Business Enterprise (DBE)

DBEs are for-profit small business concerns where socially and economically disadvantaged individuals own at least a 51% interest and also control management and daily business operations.

Mandatory A requirement labeled as such must be present in the proposed solution, exactly as stated, or the solution will not be considered by the Procuring Agency. The terms “must,” “shall,” and “will” are considered mandatory.

May Indicates something that is not mandatory but permissible.

Procurement Manager The person responsible for managing this procurement process.

Responsible

A Proposer who has furnished information and data to prove that the financial resources, service, facilities, personnel, service reputation, and experience are adequate to make satisfactory delivery of such Services and Deliverables set forth in the RFP.

Responsive A proposal that conforms in all material respects to the requirements set forth in the RFP.

RFP This Request for Proposal.

State Holidays January 1, Martin Luther King Jr. birthday, Memorial Day, July 4, Labor Day, Thanksgiving Day, December 24, December 25, and December 31

Supplier:

A person or entity that has been awarded the Contract as a result of this Proposal, and who is required to provide the agreed upon good and/or services. The term Supplier is used throughout this document in lieu of Contractor.

Vendor:

A person or firm submitting a response to a solicitation and a set of specifications. The term Vendor is used throughout this document in lieu of Proposer or Proposer.

1.0 GENERAL INFORMATION

1.1 General Description

Qualified contractors are being sought to provide shared-ride taxi services in the specified service area and under the conditions set forth herein. The service requested will be a door-to-door, demand-responsive, advanced reservation, shared-ride taxi service that is made available to the general public.

1. Scheduled service is normally seven days a week with specific daily hours identified in this solicitation. The service is available to disabled individuals with the contractor responsible for assisting such passengers into and out of the accessible vehicle.

2. Vehicles may be available through a lease arrangement.

3. Vendor must maintain and operate a dispatch system with all vehicles equipped with communication devices to communicate with users and drivers. All user calls must be recorded.

4. The County retains ownership of a dispatch software. The awarded contractor will be required to operate using this platform.

5. Vendor must keep logs and service records for vehicle maintenance.

6. Vendor must all incoming and outgoing reservation-related phone calls.

7. Vendor must keep records of each trip.

8. Vendor must keep driver training and screening information.

1.2 Introduction

Washington County, Wisconsin, is located approximately 40 miles northwest of downtown Milwaukee and covers roughly 435 square miles. The County has a population of over 132,000 residents, with the County seat located in the City of West Bend. Other principal communities include Germantown, Hartford, Slinger, Richfield, and Jackson.

Following the 2020 U.S. Census, Washington County was reclassified as Rural under Federal Transit Administration (FTA) guidelines. As a result, the Shared Ride Taxi program now operates under eligibility rules and funding structures applicable to rural transit systems.

The Washington County Shared Ride Taxi service was launched in 1998 and has grown since. It is funded through a combination of fare revenue and operating assistance from federal (Section 5311), state (WisDOT), and local sources.

This Request for Proposals (RFP) seeks a qualified contractor to operate the County’s Shared Ride Taxi service beginning January 1, 2026. The contract will include a two-year base term (2026–2027), with the option to renew for up to three additional one-year terms.

Washington County’s Shared Ride Taxi program provides public, door-to-door, demand-responsive transportation throughout the County. Limited cross-county trips into Ozaukee County and the northern portion of Menomonee Falls are included in the service area (map attached). The service operates seven days a week, excluding holidays, and all trips must originate in Washington County.

Specialized Service is available for elderly and disabled individuals who require additional door-to-door assistance. Riders are encouraged to schedule trips at least one day in advance. Same-day ride requests will be accommodated when possible but are not guaranteed. A complete list of service policies and procedures is included in the RFP attachments.

The number of vehicles in daily service varies by time of day and demand. On average, up to 25 vehicles are deployed during peak weekday hours.

Washington County will evaluate proposals based on contractor qualifications, operating experience, and cost of service. Contractors may offset operating expenses with fare revenue generated by the service.

Full details regarding scope, performance expectations, and compliance requirements are provided in the following sections of this RFP.

1.3 Contract Term

One (1) contract will be awarded. The Contract which will cover the period January 1, 2026 through December 31, 2027 (2-Year Base Contract). The contract will contain three (1) year options.

Supplier must not invoice agency for any costs accrued prior to this contract start date.

Any Contract resulting from this solicitation shall not be, in whole or in part, subcontracted, assigned or otherwise transferred to any other Supplier without prior written approval from the Agency.

1.4 Number of Contracts

It is the intention of the agency to award One Contract for the Services required in this solicitation.

1.5 Procurement Manager

All communication and/or questions on all matters regarding this Proposal must be made in writing and refer to Request for Proposal number TRANS25-14 and be directed to the agency Procurement Manager: Roy Hartmann roy.hartmann@washcowisco.gov and purchasing2@washcowisco.gov.

Any contact or communication with any employee or officer concerning this RFP except the Procurement Manager is strictly prohibited from the date this RFP is released until the date the notice of intent to award is issued. The Procurement Manager may authorize in writing contact or communication with another State employee or officer as circumstances dictate. Vendors who hold a current Contract may continue to communicate with the appropriate Contract Administrator regarding the performance of that current Contract.

1.6 Federal Participation

This procurement is subsidized with state and federal transit operating funds. Federal grant monies ($1,237,698 ) fund this contract, in whole or in part (Section 5311). Applicable Federal clauses are set forth in Appendix I of the solicitation.

1.7 Contractor Selection

The Municipality reserves the right to award a contract to a Vendor without clarifications, discussions, or negotiations following an evaluation of which Vendor is determined to be the highest scoring (technical factors and price considered) based on the factors discussed below.

As such, Vendors should always submit their best technical and price proposal from the onset.

1. Professional Competence - The extent to which the firm's proposal is complete and demonstrates a thorough understanding of the solicitation/contract requirements.

This includes elements such as its personnel program (hiring/firing/retention), drug and alcohol program, handling of complaints, operations plan, and maintenance program.

2. Capacity - The extent to which the firm’s proposal demonstrates that it has the financial resources, skilled personnel, equipment, software, and facilities to perform the scope of work. This includes elements such as its financial capability, any leasing or financing agreements, personnel (key personnel, dispatchers, drivers, etc.), fleet size and description, and record-keeping ability.

3. Experience - The extent to which the firm’s proposal demonstrates successful current and past experience in performing similar work, including the level of achieved client satisfaction.

4. Price - The competitiveness of the Vendor’s prices.

1.8 Contract Term Price Options

Proposers must price two (2) base year contract prices at the time of proposal submission in order to be considered for award. The price sheet submitted by the successful Proposer will be incorporated in the resultant contract as the contract’s Pricing Schedule.

This is a firm-fixed price contract for a base period of 2 years with three 1-year option periods. Proposers are required to submit a firm-fixed price for the contract base period (first two contract years) that covers all operating and administrative costs of performing the service.

For evaluation purposes, Proposers must also submit fixed prices for Option Years (contract years 3, 4 and 5) using a CPI-U fixed at 1.0 percent, even though prices for the option years will ultimately be adjusted by the then-current CPI-U.

The competitiveness of the offered prices will be based on the total price of the sum of Section A.

1.9 Contract Modifications

The resulting Contract must only be used to purchase services within the scope and intent of the original Request for Proposal. Any modifications made to the resulting Contract must fall within the scope of the Proposal.

All modifications must be made in writing and signed by both parties.

1.10 Completeness and Validity of Offers

Vendors must complete and submit all required forms with their Proposals. This includes the “Affidavit of Non-Collusion” which Vendors must submit with their pricing proposal.

Vendors must acknowledge receipt of any solicitation amendments. Offers must remain valid for a minimum of 90 days after Proposals are submitted.

1.11 Correspondence Related to the Solicitation

Questions, noted errors, discrepancies, ambiguities, exceptions, additions, or deficiencies noted in this solicitation must be submitted by e-mail to the identified Procurement Administrator prior to the specified solicitation closing date.

Any changes in the solicitation (including specification) will be made by amendment issued to all Vendors.

1.12 Reasonable Accommodations

Washington County Transit Agency can provide reasonable accommodations, including the provision of informational material in an alternative format for qualified individuals with disabilities upon request. If a Vendor needs accommodations at the outset of this solicitation process, please contact the Procurement Manager.

1.13 Wisconsin Public Records Law

WisDOT and all records it retains are subject to Wisconsin Public Records law, sec. 19.31, et seq, Wis. Stats. WisDOT will advise proposer request for records it has designated as proprietary or confidential. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year.

1.14 Federal Public Records Law

The Supplier must maintain the following records which will be available to the Wisconsin Department of Transportation for inspection upon demand. All records, whether handwritten or electronic, must be accurate, organized, and legible. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year and the grant has been closed.

1.15 Order of Precedene

In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, the bid response from the successful bidder, and additional terms agreed to, in writing, by WisDOT and Contractor shall become part of the contract.

The following priority for contract documents will be used if there are conflicts or disputes:

1. The Contract Document

2. Official Purchase Order

3. Proposal response as accepted by The Agency

4. The Agency’s Published Request for Proposals

2.0 PRE-PROPOSAL CONFERENCE

Washington County Transit will not be hosting a pre-proposal conference.

3.0 PROPOSAL SCHEDULE

Washington County Transit intends to adhere to a schedule in procuring these services. The schedule below is provided for informational purposes, may be affected by unforeseen circumstances, and is subject to change.

Listed below are dates and times of actions related to this solicitation. The events with specific dates must be completed as indicated unless otherwise amended. In the event that the Agency finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an amendment to this solicitation. There may or may not be a formal notification issued for changes in the estimated dates and times.

At the time of issuance, the procurement schedule shall be as follows:

Date Event July 10, 2025 Issue Request for Proposals (RFP) July 27, 2025 County Vehicle Inspections 1:00-3:00PM CT (see section

6.13 for location) Attendance not required.

July 30, 2025 By 10:30 AM CT Due date for submitting questions

Aug 5, 2025 Issue written response to questions - Estimated Aug, 12, 2025 By 10:30 AM CT Due date for submitting Proposals - Late submissions will not be accepted August 13, 2025 Proposal Evaluation Starts - Estimated

Week of August 27, 2025 Oral presentations, as needed (1 hour each, if needed) September 3, 2025 Call for Best and Final Offers (if needed) September 9, 2025 Due date for submitting Best and Final Offers (if needed) September 12, 2025 Final approvals for award - Estimated September 16, 2025 Notification of Inent to Award - Estimated September 30, 2025 Issue “Notice to Proceed”- Estimated

January 1, 2026 Contract Start Date – Estimated

4.0 GENERAL PROPOSAL SUBMISSION REQUIREMENTS

Proposals which do not comply with the format set forth below may be rejected without further consideration. These restrictions are not intended to hamper proposal preparation but to provide uniformity in evaluating responses to this RFP.

A. Corporations, individuals, or other organizations interested in providing service should so indicate by answering all questions included throughout this RFP. Vendors must respond to any questions and forms included throughout this RFP.

B. The completeness and responsiveness to the RFP’s stated requirements (Scope of Work), questions, tables, and forms will be used in evaluating Proposals in accordance with solicitation’s evaluation factors and the assigned weights for such factors. For Proposals to remain eligible, all information provided must be true and accurate and reasonably verifiable.

C. Proposals received after the due date and time will be considered late Proposals and will not be accepted. Reliance upon public carriers for delivery of Proposals is at the Offeror’s risk. Proposals submitted via fax will not be accepted.

D. The pricing proposal must be submitted on the form shown in Appendix A, and must be signed by an individual authorized to contractually obligate the Offeror. The provided pricing sheet should not be modified or altered to present different or additional information than what the form is asking for.

E. The pricing proposal (Appendix A) shall be placed in a separately sealed envelope and its contents not disclosed or revealed elsewhere within the submitted RFP package. The pricing proposal (Appendix A) shall depict the fixed hourly rate(s) to be used for the duration of the contract. The hourly rate shall cover all operating and administrative costs of performing the service.

5.0 PROPOSAL FORMAT

5.1 Proposal Format

Each proposal shall include complete and detailed written responses to the items below. Each Offeror’s response to these items will be evaluated in accordance with the criteria stated in this

RFP.

Offerors must submit proposals via the following method:

A. One (1) electronic, each proposal should be in Microsoft Word, Adobe Acrobat, or equivalent format, using 12-point font and a standard 8 ½” x 11” page format.

i. Include the pricing proposal in a separate attachment identified as “Pricing Proposal.”

5.2 Cover Letter

The Cover Letter must specifically state that the information contained in the Offeror’s proposal is accurate and complete as of the date of submission; that the information is true and reasonably verifiable as of the date of submission; and that the Offeror is willing to comply with all stated contractual requirements.

6.0 CONTRACT DELIVERABLES

The County of Washington, (hereinafter referred to as Municipality or City), is soliciting Proposals from firms (also may be referred to as Offeror or Contractor) to provide subsidized shared-ride taxicab service.

All deliverables in this section are considered the minimum deliverable for the services required. The following deliverables must be met at no additional cost above the pricing provided in the Proposal. Failure to meet any minimal deliverables may result in the disqualification of the Proposal. In the event no Vendor is able to meet individual specifications, the agency reserves the right to continue the review of Proposals and to select the Proposal that most closely meets the specifications detailed in this RFP.

The following contract deliverables must be met at no additional cost above the pricing provided in the Proposal.

Before the award of any Contract, the Agency shall be satisfied that the Vendor has sufficient qualified resources available for performing the work described in this Proposal. It is the Vendor’s responsibility to acquaint the Agency with these qualifications by submitting appropriate or supporting documentation.

6.1 Minimum Qualifications

IMPORTANT – EACH OFFEROR MUST DEMONSTRATE IN ITS PROPOSAL THAT IT MEETS

ALL OF THE MINIMUM QUALIFICATIONS SET FORTH BELOW AS OF THE DATE THAT IT

SUBMITS ITS OFFER. OFFERORS THAT DO NOT CONFORM TO THESE REQUIREMENTS

WILL NOT BE CONSIDERED.

A. Maintain and operate an automated dispatch and control system at a centralized office location, staffed (see section 6.7 for schedule) hours a day, seven (7) days a week, with a dedicated radio communications system between the dispatch office and vehicle operators.

B. At least three (3) years prior organizational history in the ground transportation service industry providing on-demand, scheduled, or reservation-based services.

C. The contractor will be required to maintain in accordance to FTA regulations, and store (preferably inside storage) all vehicles used to provide Washington County service, including all vehicles leased from the County.

6.2 General Contractor Requirements

To assist prospective carriers in assessing their own qualifications for purposes of this solicitation, the following is a list of some of the specific qualifications that a potential Contractor must have:

A. Financial capability to establish and maintain service during the contracting period.

B. Interest and ability to provide quality service to the general public, as well as the elders and persons with disabilities.

C. Ability to efficiently schedule vehicle routings for advanced reservation service, as well as to provide service on demand.

D. Ability to maintain records of trips, passengers, and revenues related to the contracted service.

E. Ability to secure minimum requirements for vehicle and general liability insurance.

F. Willingness to comply with Federal and State requirements concerning equal employment opportunities, discrimination, disadvantaged business, ADA compliance, and drug and alcohol testing.

6.3 Specific Service Requirements

The Contract which will cover the period January 1, 2026 through December 31, 2027 (2-Year Base Contract). This Contract contains (3) 1-year renewal options, each beginning on January 1st.

A. The Municipality has the option by mutual agreement of the Municipality and the Supplier, to renew for an additional three (3), one-year options following the initial Base Contract term. If the Municipality does not intend to pursue an optional renewal, the Contractor will be notified, in writing, by the Municipality 90 calendar days prior to expiration of the initial and/or succeeding contract option period(s).

B. Contract options will be exercised through issuance of a contract excersize of option citing the option renewal period. Also see paragraph 6.24 titled Continuation of Service.

6.4 Service Area

Service shall be provided within the County of Washington, into Ozaukee County, and into the northern part of Meneomonee Falls. (Menomonee Falls service area boundaries include Maple Road to the west; Pilgrim Road to the east and Menomonee Avenue to south, with the exception to include Community Memorial Hospital and Gloria Dei Day Care.) (See Appendix R for Service Area Map).

Riders may schedule one-way trips into Ozaukee County using the Washington County Shared Ride Taxi. However, return trips from Ozaukee County must be arranged independently by riders with Ozaukee County Transit Services.

6.5 Shared-Ride

The service will be provided on a shared-ride basis. This means that vehicles may be routed to pick-up or drop-off passengers enroute to merge with other passenger’s origins or destinations so as to allow a greater number of passengers to be serviced with available vehicles.

6.6 Service Standards

The Municipality has established service goals for this project as follows:

A. The passenger pick-up window should be less than 31 minutes from the time set between the passenger and dispatch. The Municipality should be advised when there are problems meeting the passenger response time requirement.

B. Drivers will assist in loading and unloading of elders or persons with disabilities, and shall / are not required to assist in carrying their parcels or personal effects between the vehicle and the entrance to the business or home.

6.7 Hours of Service - Table 1

The shared-ride service is anticipated to operate under the following schedule

Monday 5 AM to 9 PM Tuesday 5 AM to 9 PM Wednesday 5 AM to 9 PM Thursday 5 AM to 9 PM Friday 5 AM to 9 PM Saturday 5 AM to 8:30 PM Sunday 8 AM to 4 PM

6.8 Service Levels/Number of Vehicles/Drivers Required - Table 2

The following Table indicates the typical weekly service levels by showing the target number of vehicles with drivers that are required for all or part of the hourly period of operation shown.

Refer back to Hours of Service shown in Table 1 above for exact start or stop times.

Mon Tues Wed Thurs Fri Sat Sun

12:00 AM

1:00 AM

2:00 AM

3:00 AM

4:00 AM

5:00 AM 10 8 10 9 9 2 0

6:00 AM 13 12 14 12 12 3 0

7:00 AM 18 16 18 17 17 3 0

8:00 AM 20 17 19 18 18 3 3

9:00 AM 20 17 19 18 18 3 3

10:00 AM 18 15 17 16 17 3 3

11:00 AM 16 13 15 15 17 3 3

12:00 PM 14 12 13 13 13 2 3

1:00 PM 18 18 20 20 18 4 2

2:00 PM 19 18 19 21 19 4 2

3:00 PM 16 16 16 19 16 4 2

4:00 PM 13 14 14 16 14 4 0

5:00 PM 8 7 9 9 9 3 0

6:00 PM 7 5 5 6 5 3 0

7:00 PM 4 3 4 4 3 3 0

8:00 PM 4 3 4 4 3 2 0

9:00 PM

10:00 PM

11:00 PM

6.9 Weekly Estimated Total Hours

A. The “total weekly-scheduled vehicle / driver hours” is 1,123 hours. Hours are derived and based upon the data provided in Table 1 and Table 2 showing the anticipated needs of the service area at the time of this solicitation.

B. The total weekly schedule does not account for holidays or special events that could vary hours in these occurrences. The Contractor, with approval by the city, or the city in consultation with the Contractor may vary service hours as necessary to meet varying service needs or annual budgetary constraints. It should be anticipated that any changes should remain reasonably relative to the original estimated scope of hours originally outlined in this RFP.

6.10 Pricing - Hourly Rate, Fare Rate Structure, and Other Charges

Provide your best pricing on pricing proposal Excel Document. Vendors must submit costs for each deliverable. The total cost provided must be all inclusive to carry out the services included in this RFP, in accordance with the terms and conditions of this RFP. Please sign and date Cost Sheet.

Fuel: Pricing excludes fuel, which will be paid for separately by the county, and dispensed at the county owned fuel site (900 Lang Street, West Bend, WI 53090.)

This is a firm-fixed price contract for a base period of two years with 3 1-year option periods.

Proposers are required to submit a firm-fixed price for the contract base periodfirst two contract years ) that covers all operating and administrative costs of performing the service. For evaluation purposes, Proposers must also submit fixed prices for (contract years 3, 4 and 5) using a CPI-U fixed at 1.0 percent, even though prices for the option years will ultimately be adjusted by the then-current CPI-U.

NOTE: THIS SECTION IS COMPLETED BY THE PROCURMENT ADMINSTRATOR ONLY AFTER A

CONTRACTOR SELECTION IS MADE AND WILL BE BASED UPON THE SUCCESSFUL PROPOSER’S

ORIGINAL OR FINAL PRICING PROPOSAL. This Hourly Service Rate includes: Adult, Children, Student, Active-Duty Military, Elders and Persons with Disabilities, Package Delivery, and Program Advertising/Publicity.

A. All fare levels are set and governed by the Municipality. In the event that the Contractor becomes aware of riders who are under other service programs that offer or present a different fare rate structure, the Municipality shall be immediately notified.

B. The Contractor will not act upon or improvise the existing contract Fare Rate Structure unless the Municipality expresses in writing other rates to be acceptable to use.

C. The Municipality shall work with the provider and/or contractor to honor all tickets for fares sold. If tickets for fares are being sold, they must be tracked. All revenues collected shall be reported on invoices coinciding within the period they were collected.

D. Washington County has agreements with two medical foundations to provide discounted rides to specific medical facilities. Under these programs, eligible riders are permitted to book trips to approved hospitals and clinics, with a portion of the fare subsidized by the medical foundation. The contractor shall:

Treat these trips as standard shared ride trips for scheduling purposes.

Record and track trips tied to each foundation using a County-designated rider ID.

Train dispatch and drivers to recognize and apply the appropriate fare type.

6.11 Available Vehicles

A. The “minimum” vehicle requirement for the Contractor may be reduced by the number of vehicles provided by the Municipality as follows:

a. The Municipality has 2 vans and 28 accessible vehicles (with a wheelchair accessible ramp or lift) which may be leased to the Contractor at the rate of $1 per vehicle per year.

B. Any changes during the contract period involving the minimum number of vehicles required to be provided by the Contractor, or changes to the number of vehicles a Municipality provides may be subject to a negotiated change in the hourly rate of service.

6.12 Reservation Services/Radio Communications/Radio Equipment

A. The Contractor shall be responsible for dispatching vehicles. Request for service by the general public may be made upon demand or up to 24 hours in advance. All radio communications must be compliant with FCC “narrow banding” requirements.

B. The Contractor must provide phone reservation service, including access to a TDD (Telecommunication Device for the Deaf) system during the hours of service. The TDD system must be compliant with the ADA regulations. The Contractor must also make available to the city and the Wisconsin Department of Transportation the e-mail address and telephone number to contact the administration of the Contractor.

C. The Municipality cannot provide the necessary communication equipment, therefore the Contractor is responsible for providing the suitable types of equipment to perform the required communication services of this solicitation. This includes phone call recording software.

D. The contractor shall record all incoming and outgoing reservation-related phone calls. These recordings are required for quality assurance, complaint investigation, and contract compliance.

a. Recordings must be retained for a minimum of 30 days, or longer upon request by Washington County.

b. The contractor shall maintain a secure and accessible archive of recordings and provide requested files to the County within 2 business days.

c. The cost of recording, storing, and retrieving these calls is the responsibility of the contractor. Washington County reserves the right to audit a random sample of calls periodically.

E. Dispatch Software Usage

a. Washington County owns and maintains the shared ride taxi dispatching software currently in use. All vendors are required to utilize this system for:

Trip scheduling and dispatching, Vehicle tracking (if applicable), Rider manifests, and Trip completion logs and performance reports.

Note: The County will provide limited training on system usage based on available staff knowledge and documentation. It is the responsibility of the contractor to ensure sufficient staff are trained and proficient in using the software for daily operations within 30 days of contract start.

Any cost proposal submitted by the contractor should assume continued use of this software.

The County will provide the required tablets for each vehicle for use of the software.

6.13 Maintenance of Leased Equipment

A. General Requirements - The Contractor is responsible for the proper care and preventive maintenance of all leased equipment. All Municipality-leased equipment shall be used solely for providing the contracted services.

a. Any necessary repairs to the equipment during the contract period shall be the responsibility of the Contractor. The Contractor shall keep records of all preventative and repair maintenance for leased equipment.

b. Any equipment intended to be leased from the Municipality may be inspected prior to submitting a proposal by contacting

Name Charles Cofta

Phone 262-335-7700 Email charles.cofta@washcowisco.gov

c. Firms may inspect the County Vehicles and Service Records that will be used to provide the services of this request. In order to accommodate this, arrangements have been made for interested firms to inspect the vehicles and maintenance records.

i. See Section 3.0 for scheduled inspection window. Inspection will be held at current provider’s facilities at 2151 W. Washington Street, West Bend, WI

53095.

ii. Prior to initiation of awarded Contractor service, the awarded Contractor will be allowed to perform a vehicle body damage inspection and note all damage present. Any vehicle body damage repairs will be handled by the

County or negotiated to be performed by the awarded Contractor.

B. Maintenance of Vehicles - The Contractor is responsible for the proper maintenance of vehicles and equipment in accordance with a WisDOT-approved maintenance plan that at a minimum meets the manufacturer’s recommended maintenance schedule and accepted practices of the transportation industry. The Contractor will be responsible for notifying the Municipality of any accidents or damages for Municipality-leased vehicles within 36 hours fo the incident. All Municipality owned vehicles are subject to inspections by the Municipality upon request.

The contractor will be required to describe/provide its FTA maintenance/FTA preventative maintenance plan and storage plan and/or facilities to be used in the provision of this service. To this end, the contractor will supply tires, lubricants, tools, all spare and replacement parts, and will maintain all operating equipment in good working order.

All County owned vehicles will be fueled at the County owned fuel station/island.

The contractor will also be responsible for keeping vehicles in a clean condition through a program which includes exterior washing at least weekly, and daily interior cleaning to remove all dirt and debris. Additional sanitation of high-tough services may be required. Contractor should have a designated employee for vehicle cleaning and inspection. All County owned vehicles leased to provider shall only be used for the provision of County Wide Shared-Taxi Services as stated in the contract. The County can inspect the vehicles at any time and require cleaning or maintenance.

Washington County Transit Services (WCTS) is seeking an Advertising Contractor (AC) to sell advertisements on the outside of Transit vehicles and provide payment to WCTS for a portion of the revenue generated from these activities. All advertisements and other items affixed to WCTS vehicles by the AC shall not interfere with the normal operation, safety, or routine maintenance of said vehicles. Installation and removal of advertising signs performed at a WCTS facility must be completed Monday – Friday during hours approved by the Shared Ride Taxi Operations Manager. Currently there is no Advertising Contract nor advertisements on WCTS vehicles.

C. Communications Equipment - Should any of the leased equipment become un-repairable, the Contractor shall inform the Municipality within 24 hours to insure proper procedures are followed.

D. Dash Cameras - Washington County will equip all leased vehicles with dash cameras. The awarded contractor is responsible for ensuring that all cameras remain operational and properly secured. The contractor shall routinely inspect camera equipment for damage, report failures to the County within 24 hours, and perform minor maintenance (e.g., SD card replacements, software updates).

6.14 Contracted Personnel - Selection and Training

A. Personnel providing required services must be employees of the Contractor. The Contractor shall be responsible for their hiring and training. The Municipality reserves the right to review driver qualifications and performance, and to accept or reject individuals as drivers for this service at any time.

B. The Contractor shall maintain up-to-date personnel records for the employees (i.e.

drivers, dispatchers, mechanics, etc.) providing services under this contract.

Personnel records shall also show the date and type of individual training received.

C. The Municipality and the Wisconsin Department of Transportation shall have access to the Contractor’s personnel records upon reasonable notice to the Contractor.

D. The Contractor shall comply with all the rules and regulations of the U.S.

Department of Transportation regarding Drug and Alcohol Testing as required by 49 CFR, Parts 40 and 655, as amended. A compliant drug and alcohol-testing program must be in place on the effective date of the contract. Drug and alcohol program requirements include but are not limited to a Drug and Alcohol Testing Policy, testing procedures, training documentation, and record keeping.

E. Contractors shall ensure all hired personnel are trained for required safety and professional courtesy with all end users of this contract. This includes but is not limited to: how to properly operate lifts, avoiding unsafe pick-up and drop-off points, wheelchair brake functions, proper tie down and securing of wheel chair passengers; civil rights requirements (e.g., sensitivity training on interacting with persons with disabilities, serving limited English language customers), etc

F. The contractor shall ensure that all dispatching staff are adequately trained in the use of the County’s dispatch software. The County will support the onboarding process by offering a limited introductory training and written resources. However, full system proficiency is the responsibility of the contractor, including any required internal training sessions.

G. All personnel furnished by the contractor in connection with the performance of the service shall be, and will remain, the employee of the contractor, and will not act as, or represent themselves as, employees of the County.

H. The contractor shall require all drivers to dress and groom appropriately for the job in accordance with contract requirements and health and safety standards. All drivers shall have picture identification visible on them at all times of operations.

The County reserves the right to discuss with contractor any inappropriate attire and require the contractor to take whatever corrective action may be necessary.

I. The contractor shall be solely responsible for the satisfactory work performance of all employees as described by the RFP, or any reasonable performance standard established by Washington County. With reasonable cause, Washington County shall have the right to demand removal from the project of any personnel furnished by the contractor.

J. Washington County will provide training to the awarded vendor on use of the County owned fuel site/island.

K. The contractor shall ensure that all dispatching staff are adequately trained in the use of the offerer’s phone call recording software.

6.15 Insurance

A. The Contractor shall maintain in full force and effect at all times, during the term of the contract (including any option periods), an insurance policy or policies which name both the Contractor and Municipality as insured against all liability resulting from injury occurring to persons or property by reasons of the operations of the Contractor pursuant to the contract.

B. Types of insurance are exemplified in (a.) and (b.) to be maintained by the Contractor per the Amount of Coverage shown. If a different type of coverage is chosen other than outlined in (a.) or (b.), the overall coverage amounts must be equal to or greater than the aggregate value of $1,000,000.

Type of Coverage: Amount of Coverage Automobile Liability

Bodily Injury, Per Accident ($500,000.00 minimum $2,000,000 Bodily Injury, Per Person ($250,000.00 minimum) $1,000,000

Property Damage ($250,000.00 minimum) $1,000,000 Combined Single Limit (1,000,000.00 minimum) $4,000,000

C. In addition to liability insurance, the Contractor shall carry physical damage insurance on the vehicles leased from the Municipality for an amount equal to the

Fair Market Value of the vehicles.