Security_Camera_Maintenance_and_Repairs.pdf

Greater Dayton Regional

Transit Authority

Invitation For Bid

SECURITY CAMERA MAINTENANCE AND REPAIRS

CONTRACT BID NO. GD 26-54

RELEASE DATE

September 25, 2026

IFB Boiler Plate Revised 1.19.24

INVITATION FOR BID

SECURITY CAMERA MAINTENANCE AND REPAIRS

IFB No. GD 26-54

TABLE OF CONTENTS

Letter to Bidders Scope of Work & Special Conditions Instructions to Bidders FTA Clauses Bid Requirements Bid Form

Attachments:

A - RTA General Terms and Conditions

B - Hardware_inventory_9_14_2026_2_32_48_PM (1)

C - Pathways for Communication Systems

LETTER TO BIDDERS

RELEASE DATE: Friday, September 25, 2026

DEAR PROSPECTIVE BIDDER:

Re: Invitation for Bid (IFB)

Security Camera Maintenance and Repairs

IFB No. GD 26-54

Notice is hereby given that the Greater Dayton Regional Transit Authority (RTA) is receiving bids for the following procurement. All bids must be submitted in accordance with requirements set forth in this procurement solicitation, and must be received via

OpenGov before 11:00 am, Dayton (Eastern) time, on Tuesday, October 27, 2026, for the following project:

Security Camera Maintenance and Repairs

Please view the project timeline and make arrangements to attend the pre-bid conference, if applicable.

Release Date: September 25, 2026

Pre-Bid Conference (Non-Mandatory): October 13, 2026, 10:00am

4 S. Main Street, Dayton, Ohio 45402, 7th Floor Conference Room

Final Date for Questions, Clarifications and Requests for Approved Equals:

October 20, 2026, 5:00pm

Bid Due Date and Public Bid Opening: October 27, 2026, 11:00am

4 South Main Street, 8th Floor

Procurement Conference Room

Public Bid Opening: Greater Dayton RTA will be hosting a public bid opening for this project at 4 S Main Street., Dayton, OH 45402. Bids will be opened on Tuesday, October 27, 2026 at 11:00 am. Attendance is not required, but if you plan on attending, please arrive at least ten minutes prior to the time of the bid opening. Bids are required to be submitted via OpenGov and paper or emailed bids will not be accepted.

All bids and related documents shall be subject to a financial assistance contract between the RTA and the United States Department of Transportation under the Urban

Mass Transportation Administration Act of 1964, as amended, terms and conditions established under the Act will apply. All bidders will be required to certify they are not on the U.S. Comptroller General's Consolidated list of ineligible contractors. Manufacturers appearing on said list will be considered ineligible.

RTA hereby notifies all bidders that, in regard to any contract entered into pursuant to this procurement, advertisement or solicitation, disadvantaged business enterprises will be afforded full opportunity to submit bids in response and will not be subjected to discrimination on the basis of race, color, sex or national origin in consideration for an award.

DBE Participation: It is the policy of the Department of Transportation (DOT) that

DBEs, as defined in 49 CFR, parts 23 and 26, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds under this Agreement. RTA welcomes DBE participation regardless of whether there is a DBE requirement. The DBE requirement for this project is 0%.

Please Note: This procurement package and any addenda are available on OpenGov, https://procurement.opengov.com/portal/greaterdaytonrta. In order to ensure that you receive all updates and addenda, please be sure to follow this project on OpenGov.

Should you have any questions or comments concerning the procurement, please submit through the Q&A Section of the posting on OpenGov prior to the due date and time for questions.

Sincerely, Michelle Collier

Senior Purchasing Agent

SCOPE OF WORK & SPECIAL CONDITIONS

Scope of Work

1.0 PURPOSE

The Greater Dayton Regional Transit Authority (RTA) is requesting sealed bids from qualified and responsible firms to provide ongoing maintenance, support, troubleshooting, repair, software support, and related services for RTA's existing security, surveillance, access control, and key control systems.

The contract term shall be one (1) year, with the option for RTA to extend the contract for two (2) additional one-year periods, subject to the terms and conditions of the solicitation.

The Contractor shall provide all labor, supervision, tools, equipment, materials, transportation, and services necessary to perform the Work described in this Scope of

Work. The Work includes support for RTA's existing Genetec Security Center https://procurement.opengov.com/portal/greaterdaytonrta environment, IP cameras, access control devices, key control systems, associated hardware, software support, preventive maintenance, emergency repairs, and additional

Time and Materials (T&M) services.

The Contractor shall provide a monthly service rate and the T&M rates requested on the

RTA Bid Form.

2.0 EXISTING SECURITY SYSTEM

RTA currently operates an integrated security system utilizing Genetec Security Center.

The existing system includes, but is not limited to:

• Genetec Security Center;

• Axis IP cameras;

• HID Signo readers;

• HID multi-class readers;

• Access control panels and associated devices;

• Morse Watchman key control systems;

• Servers and network infrastructure;

• Associated cabling, conduit, cabinets, UPS equipment, and related components.

The current Genetec Security Center environment is Version 5.14, including Security

Desk and Config Tool.

RTA currently owns a Genetec license covering the security system.

The Contractor shall provide services necessary to support and maintain the existing system and shall ensure that newly installed or replacement equipment is compatible with and properly integrated into RTA's existing Genetec Security Center environment.

3.0 CONTRACTOR QUALIFICATIONS

Bidders shall be qualified and capable of performing the Work described in this Scope of Work.

3.1 Genetec Certification

The Contractor must be Genetec-certified. The Contractor shall maintain the qualifications and certifications necessary to support RTA's Genetec Security

Center environment and, where applicable, serve as the authorized Genetec integrator of record for RTA. Contractor must submit documentation of

Contractor's current Genetec certification with their bid.

4.0 PROJECT MANAGER

RTA's designated Project Manager (PM) will administer the contract and serve as the primary RTA contact for authorization, coordination, inspection, and acceptance of

Work.

Project Manager: TBD, will be assigned upon award.

The PM shall have authority to:

• Request maintenance and repair services;

• Authorize Work;

• Request estimates for proposed T&M Work;

• Approve completed Work;

• Review Contractor activity reports;

• Approve invoices;

• Coordinate access to RTA facilities;

• Coordinate emergency service requirements; and

• Approve changes to the Work within the authority granted by RTA.

All service performance, repairs, changes, and scope changes shall be approved by the

PM.

5.0 RTA FACILITIES AND LOCATIONS

Security, surveillance, access control, and key control equipment is located throughout

RTA facilities, including, but not limited to:

1. 600 Longworth Street

Three-story office section, large bus garage, fueling and utility lanes, maintenance shops and offices.

2. 601 Longworth Street

Small office area, bus storage facility, fueling and utility area, and parking lot.

3. 901 Ludlow Street

Two-story office area and large two-section garage storage.

4. 929 S. Perry Street

Temporary Paratransit Staff Area, yard storage, one-story administrative building, and vehicle storage garage.

5. 701 Longworth Street

Bus storage facility, fueling and utility area, and parking lot.

6. Wright Stop Plaza

Thirteen-story office tower, concourse area, passenger waiting area, smoking area, ten-bay bus platform, parking lot, and one Morse Watchman key cabinet.

7. Eastown, Westtown, South, and Northwest Transit Centers

8. Nine (9) Electrical Substations

The equipment inventory provided with the IFB shall be used by bidders to further understand the existing system and equipment quantities.

6.0 EXISTING SYSTEM INVENTORY

The existing security system currently includes approximately:

• 330 active IP cameras, manufactured by Axis;

• 147 access-controlled doors;

• Access control devices including REX sensors, card readers, electronic strikes, and various associated models;

• Three (3) active Key Watcher cabinets;

• One (1) Key Watcher cabinet directly connected to the Genetec system.

Much of RTA's existing security system was installed or finalized in approximately 2020.

Accordingly, portions of the system are now five or more years old. Certain access control hardware also originated from previous installations. RTA shall provide the available equipment inventory as an attachment to the IFB. RTA is providing this information so bidders may understand the age and existing configuration of the system. The existing equipment shall not be considered obsolete solely based upon its age.

7.0 GENERAL CONTRACTOR RESPONSIBILITIES

The term "Work" includes all labor, materials, equipment, tools, transportation, supervision, and services required of the Contractor to satisfactorily perform the requirements of this Scope of Work. The Contractor shall use its own forces or approved subcontractors to perform the Work. Use of subcontractors requires prior approval by RTA. The Contractor shall:

• Provide qualified personnel to perform the Work;

• Provide all required tools and equipment;

• Provide required transportation;

• Provide required lift equipment;

• Provide materials required for authorized repairs;

• Maintain appropriate licenses and certifications;

• Follow all applicable codes, regulations, and RTA requirements;

• Protect RTA property and the work of others;

• Maintain clean and orderly work areas;

• Remove and properly dispose of debris generated by the Contractor;

• Provide activity reports documenting Work performed; and

• Obtain required RTA approval before performing non-emergency Work.

8.0 GENERAL SECURITY SYSTEM MAINTENANCE

General security system maintenance shall be performed quarterly unless otherwise noted. Preventive maintenance shall include, as applicable:

8.1 Camera Maintenance

o Cleaning of cameras;

o Inspection of cameras;

o Testing camera connections;

o Verification of functionality;

o Identification of deficiencies;

o Camera inspection frequency as established by the maintenance requirements.

8.2 Access Control Maintenance

o Reader testing;

o Access control panel testing;

o Connection testing;

o Verification of functionality;

o Inspection of associated access control components.

o Access control panel testing shall be performed annually.

8.3 Key Control Maintenance

The Contractor shall inspect and maintain RTA's Morse Watchman key control equipment as required to maintain proper operation.

8.4 Consumables

The Contractor shall check and replace required consumables as necessary. The primary consumable currently identified by RTA is the backup battery for access control boards. Backup batteries shall be checked during applicable maintenance activities and replaced when necessary.

8.5 Firmware Updates

The Contractor shall identify and recommend applicable firmware updates.

Firmware updates shall require approval from RTA Security prior to implementation.

8.6 UPS Testing

UPS equipment associated with the security system shall be tested annually.

9.0 GENERAL MAINTENANCE AND SOFTWARE SUPPORT

General as-needed maintenance may include:

• Cabinet maintenance;

• Troubleshooting;

• System diagnostics;

• Hardware repairs;

• Software support;

• Configuration support;

• System updates;

• Resolution of software failures;

• Troubleshooting of Genetec-related issues; and

• Other services necessary to maintain the functionality of the security system.

Software support shall include update services and support for software failures associated with an active Genetec license subscription.

10.0 GENETEC LICENSING AND RENEWALS

RTA currently owns the Genetec license covering the security system. The Contractor shall:

• Coordinate and handle Genetec licensing and renewal activities on behalf of RTA as required.

• Coordinate such activities with RTA and shall provide appropriate documentation concerning licensing and renewals.

• Maintain compatibility with RTA's existing Genetec Security Center environment.

11.0 ADDITIONAL TIME AND MATERIALS WORK

Additional Work outside the routine monthly maintenance services shall be performed on a Time and Materials (T&M) basis using the rates submitted by the Contractor on the RTA Bid Form.

T&M Work may include, but is not limited to:

• Emergency repairs;

• Troubleshooting;

• Replacement of failed equipment;

• Installation of replacement equipment;

• Installation of additional security equipment;

• Cabling and conduit installation;

• Access control repairs;

• Camera repairs;

• Key control repairs;

• Genetec-related service;

• System modifications; and

• Other authorized Work outside the routine maintenance requirements.

The Contractor shall not perform non-emergency T&M Work without authorization from the RTA Project Manager.

The PM may request a written estimate or cost proposal before authorizing T&M Work.

12.0 T&M INVOICE DOCUMENTATION

All T&M invoices shall contain sufficient documentation for RTA to verify the Work performed and costs incurred.

Documentation shall include, as applicable:

• Date of service;

• RTA facility/location;

• Description of Work performed;

• Personnel performing the Work;

• Labor classification;

• Number of hours worked;

• Applicable hourly labor rate;

• Materials used;

• Quantity of materials;

• Equipment charges;

• Applicable supporting documentation; and

• Material cost verification.

Material cost verification shall include copies of material invoices, receipts, or other documentation sufficient to verify the Contractor's material costs.

The PM shall review T&M Work prior to payment.

13.0 AFTER-HOURS AND EMERGENCY SERVICES

Routine Work shall be performed during regular working hours of:

8:00 a.m. through 5:00 p.m., Monday through Friday.

After-hours service expectations apply to emergency repairs only, including weekends.

Emergency repairs include, but are not limited to:

• Loss of connection to a Genetec server;

• Loss of connection to an access control board, including MR52 or LP1502;

• Major outage of security equipment;

• More than forty percent (40%) of security equipment being nonoperational; and

• Other conditions determined by RTA to constitute an emergency affecting critical security operations.

The maximum emergency response time shall be eight (8) hours. The Contractor shall provide the after-hours emergency labor rate requested on the RTA Bid Form. If RTA establishes a required after-hours rate or multiplier in the Bid Form, the Contractor shall use the rate specified therein.

14.0 RESPONSE TIMES

14.1 Non-Emergency Service

The minimum response time for non-emergency service requests shall be two (2) business days.

14.2 Emergency Service

The maximum emergency response time shall be eight (8) hours.

Emergency service requirements apply during regular business hours, after hours, weekends, and other periods when emergency response is required.

15.0 SITE CONDITIONS, CABLING AND CONDUIT

As needed, the Contractor shall provide and install appropriate cable and conduit from installed security equipment to the designated control panel.

The Contractor shall ensure:

• Proper cable management;

• Proper concealment;

• Protection of cables and equipment;

• Aesthetic installation;

• Functional installation; and

• Compliance with applicable requirements.

The Contractor shall comply with the attached SECTION 270528 – PATHWAYS FOR

COMMUNICATIONS SYSTEMS when installing conduit.

All work shall be completed and functional in all respects.

16.0 LIFT EQUIPMENT

The Contractor shall be responsible for providing all lift equipment necessary to perform the Work. RTA may have lift equipment available for Contractor use; however, availability is not guaranteed. Any RTA equipment that may be made available shall be provided at RTA's discretion and subject to availability. The Contractor shall not rely upon RTA-provided lift equipment when developing its bid.

17.0 ELECTRICAL SUBSTATION ACCESS AND SAFETY

RTA operates nine (9) electrical substations that may contain security system equipment requiring maintenance, inspection, troubleshooting, or repair.

Contractors will be provided access to the substations as needed to perform authorized

Work.

All Contractor personnel shall comply with applicable RTA safety requirements while accessing and performing Work within the substations.

The Contractor shall be trained in OSHA lockout/tagout requirements and shall comply with applicable safety procedures.

The Contractor shall be familiar with and comply with the National Electrical Code

(NEC), NFPA 70, as applicable to the Work.

18.0 FACILITY ACCESS, BADGING AND ESCORTING

All Contractor personnel working on RTA property shall comply with RTA security requirements.

All Contractor personnel must display an RTA-issued identification badge while on RTA property, as required by RTA.

Badging and escort requirements shall be coordinated through RTA Security.

Contractor personnel shall comply with all facility-specific access and escort requirements established by RTA.

19.0 BACKGROUND CHECKS

Where background checks are required by RTA, the Contractor shall be responsible for ensuring that its personnel satisfy the applicable background-check requirements. They are also responsible for maintaining appropriate documentation demonstrating compliance when requested by RTA.

The Contractor shall be responsible for ensuring that replacement or newly assigned personnel satisfy applicable requirements before performing Work when such requirements apply.

20.0 CYBERSECURITY AND REMOTE ACCESS

RTA's security system is subject to RTA cybersecurity and information technology requirements.

The Contractor shall comply with all RTA requirements governing external system access.

The following requirements apply:

1. Shared accounts shall not be used for Contractor access.

2. External access shall be provided only to specifically named and authorized individuals.

3. External access shall be granted by RTA Information Technology (IT).

4. Emergency external access may be enabled by RTA IT when required for an active emergency.

5. For non-emergency access changes, the Contractor shall submit a Vendor

Access Form (VAR) to RTA IT at least eight (8) days prior to the requested access date.

6. The VAR shall identify:

o The individual requiring access;

o What work will be performed;

o When the work will occur; and o Why access is required.

7. RTA IT shall determine whether access is approved.

8. Approved external access shall be enabled only for the approved period.

9. External access sessions shall be recorded.

The Contractor shall not attempt to establish unauthorized access to RTA systems, devices, servers, networks, or applications.

21.0 SERVERS, NETWORK INFRASTRUCTURE AND BACKUPS

RTA Information Technology is responsible for:

• Security system servers;

• Network infrastructure; and

• System backups.

The Contractor shall coordinate with RTA IT when troubleshooting or servicing equipment or software that interfaces with RTA's servers or network infrastructure.

The Contractor shall not make changes to RTA server or network infrastructure without appropriate RTA authorization.

22.0 PRE-BID SITE VISIT

A pre-bid site visit is advised so prospective bidders may familiarize themselves with

RTA's facilities, existing security system, equipment locations, access requirements, and general site conditions. Site visits will be conducted at the conclusion of the pre-bid meeting.

23.0 PROTECTION OF RTA PROPERTY

• The Contractor shall be responsible for protecting the Work and the property of

RTA and others from damage caused by the Contractor, its employees, agents, or subcontractors.

• The Contractor shall be responsible for the cost of repair or replacement of RTA property damaged by its workforce or subcontractors.

• The Contractor shall immediately report any damage to the Project Manager upon gaining knowledge of the damage.

24.0 CLEANUP AND DEBRIS

The Contractor shall maintain the work area in a clean and orderly condition.

The Contractor shall:

• Clean work areas;

• Remove debris;

• Remove unused materials;

• Properly dispose of waste generated by its Work; and

• Leave the work area in a condition satisfactory to RTA.

25.0 CODES, STANDARDS AND REQUIREMENTS

All Work shall comply with applicable federal, state, municipal, RTA, and industry requirements.

The Contractor shall also comply with applicable:

• National Electrical Code (NFPA 70);

• OSHA requirements;

• OSHA lockout/tagout requirements;

• RTA Section 270528 – Pathways for Communications Systems requirements.

Where applicable requirements conflict, the Contractor shall notify the Project Manager before proceeding with the affected Work.

26.0 NEW AND REPLACEMENT EQUIPMENT

All newly installed or replacement security equipment shall be compatible with and integrated into RTA's existing open-architecture Genetec Security Center system. The

Contractor shall verify compatibility prior to installation. New equipment shall be installed, configured, tested, and placed into operational service as directed and approved by RTA. The Contractor shall provide all necessary labor, materials, tools, equipment, and services required to complete authorized installations.

27.0 WARRANTY

All Work performed under this contract shall carry a minimum warranty of one (1) year from completion of the installation or Work, unless a longer warranty is required by the manufacturer or otherwise specified in the IFB. The Contractor shall provide warranty information and documentation for applicable equipment and Work. Warranty service shall not result in additional charges to RTA for defects in workmanship or covered equipment during the applicable warranty period.

28.0 REPORTING AND DOCUMENTATION

The Contractor shall provide activity reports documenting service performed under the contract.

Reports shall identify, as applicable:

• Date of service;

• Location;

• Equipment serviced;

• Work performed;

• Deficiencies identified;

• Repairs completed;

• Materials used;

• Parts replaced;

• Personnel performing the Work;

• Outstanding issues; and

• Recommended follow-up Work.

Documentation shall be sufficiently detailed for RTA to verify the services performed.

29.0 INSPECTION AND ACCEPTANCE

All Work shall be subject to inspection and approval by RTA. The Contractor shall correct, at its own expense, Work that does not comply with the requirements of the contract when the deficiency is attributable to the Contractor's performance.

All Work performed must be signed off on and approved by the Project Manager.

RTA's approval of Work shall not relieve the Contractor of its responsibility to perform the Work in accordance with the contract requirements.

30.0 PROJECT MANAGER APPROVAL

All service performance, repairs, changes, and scope changes shall require approval by the RTA Project Manager in accordance with the resulting contract.

The Contractor shall coordinate all Work with the Project Manager and shall not proceed with non-emergency Work without the required authorization.

Contract Terms (Requirements Contract)

1. Contract Pricing

This is a fixed price contract. All prices offered and accepted are firm for the duration of the contract. Contractors may not change or negotiate contract prices. Except as provided in this contract, no special fees or expenses shall be charged directly to the

RTA.

Bidders shall provide pricing on the RTA Bid Form. The Bid Form shall include, at a minimum:

1. Monthly preventive maintenance/service rate;

2. Regular-hour T&M labor rates;

3. After-hours emergency labor rates;

4. Applicable labor classifications;

5. Any other pricing specifically requested by RTA; and

6. Required material or markup information, if applicable.

Bidders shall provide all pricing requested on the Bid Form.

The monthly service rate shall include all services identified as routine monthly/quarterly maintenance within this Scope of Work unless specifically identified as T&M Work. T&M services shall be billed using the rates submitted and accepted through the IFB process.

2. Contract Duration

The duration or term of this contract shall be for twelve (12) months. RTA reserves the right to award this contract to one or more contractors.

The Greater Dayton Regional Transit Authority may extend the term of this contract by written notice to the Contractor within 30 days, provided that the RTA shall give the

Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the RTA to an extension. If the

RTA exercises this option, the extended contract shall be considered to include this option provision. The total duration of this contract, including the exercise of any options under this clause, shall not exceed thirty-six (36) months.

3. Quantity and Delivery Requirements

There is no set quantity nor delivery schedule for this contract. Goods and/or services shall be provided as required by RTA. Awarded vendors responsible for meeting all requirements for the awarded items over the contract period. No guarantee is made or implied as to the minimum quantities that may be ordered for the duration of the contract.

INSTRUCTIONS TO BIDDERS

Greater Dayton RTA Background

History

RTA is an independent political subdivision of the State of Ohio organized pursuant to

Ohio Revised Code Section 306.30 through 306.71, inclusive, as amended.

The RTA was created on September 6, 1971, pursuant to the Revised Code, by ordinances of the Councils of the City of Dayton and the City of Oakwood. After completing the purchase of the assets of City Transit, the major privately owned public transportation system in the area, the RTA became operational on November 5, 1972.

In September 1980, after the approval in the preceding April by the voters of the County of a one-half percent sales and use tax of unlimited duration for all purposes of the RTA, the boundaries of the RTA were extended to be co extensive with the boundaries of

Montgomery County and parts of Greene County.

Governing Body

All power and authority of the RTA is vested in and exercised by its nine (9) member

Board of Trustees.

Bid Submission Instructions

The Greater Dayton Regional Transit Authority, hereinafter called "RTA", requests bids for Security Camera Maintenance and Repairs, hereinafter called "above-named project" or by the specific project name, under the following requirements and conditions, which shall be considered an essential part of the contract documents.

1. Submission and Modification

Submissions are due electronically by 11:00 am, Dayton (Eastern) time on Tuesday, October 27, 2026, through OpenGov. Any submission received after the exact date and time specified will not be considered.

Submissions may be modified online through OpenGov prior to the due date and time by unsubmitting a bid or proposal and making modifications and then re-submitting.

In addition, any costs incurred while preparing a bid or proposal submission, including site visits, will not be reimbursed by RTA.

2. Questions and Clarifications

All questions and clarifications must be submitted through the Q&A Section of the project on OpenGov by Tuesday, October 20, 2026.

Any new or relevant information given to any one contractor will be furnished to all contractors as addenda to this procurement.

3. Administration of Sealed Bids

1. Sealed bids shall be submitted through the appropriate project in the official

Greater Dayton RTA OpenGov site prior to the advertised due date and time. At which time the bids will be publicly opened at 4 S Main St., Dayton, OH 45402 in the 8th floor conference room. Any bid received after the time referred to will not be considered. Any bid received and opened may not be withdrawn by the bidder for sixty (60) days from the date on which the bids were opened.

2. Because bids and offers can at times be ambiguous, the RTA reserves the right to request additional information before making an award. The RTA also reserves the right to seek clarification from any bidder or offeror about any statement in its bid or proposal that the RTA finds ambiguous.

3. The RTA reserves the right, as the interests of the RTA may require, to postpone, accept or reject all bids and to waive defects or irregularities in bids received and to award a contract(s) in the best interest of the RTA.

4. In determining the successful bidder, consideration will be given to the price, the experience of the bidder, responsibility of the bidder including financial responsibility, responsiveness to these specifications, and the bidder's record as an equal opportunity employer.

5. All bids submitted are subject to instructions and general conditions, and any special conditions and specifications contained herein, all of which are made a part of this bid by reference and constitute the contract documents and shall become a part of any agreement and/or purchase order between the RTA and the successful bidder.

4. Contract Award

Contract awards are based on the lowest responsive and responsible bidder as determined by the Greater Dayton Regional Transit Authority (RTA). The RTA reserves the right, as the interests of the RTA may require, to postpone, accept or reject all bids and to waive defects or irregularities in the bids received. In awarding a contract(s), the

RTA reserves the right to consider all elements entering the determination of the responsibility of the bidder. Any bid which is incomplete, conditional, obscure, or which contains additions not called for or irregularities of any kind, may be cause for rejection of the bid.

A bidder may be determined non-responsible or otherwise ineligible for award when supported by documented prior performance with RTA, including documented failure to satisfactorily perform contractual obligations, failure to meet required service or response requirements, unresolved performance deficiencies, or other documented contractual performance issues.

Contract(s) will be awarded within sixty (60) calendar days from the date upon which bids were opened to the lowest bidder RTA deems responsive and responsible. The successful bidder will be required to execute the attached contract within five (5) calendar days after notification of award.

In the event a single bid is received, the RTA will conduct a price and/or cost analysis of the bid. Price analysis is the process of examining and evaluating a price submitted without examining in detail the separate cost elements and the profit included in the cost bid. It should be recognized that a price analysis through comparison to other similar procurements must be based on an established or competitive price of the elements used in the comparison. The comparison must be made to a purchase of similar quantities and involving similar specifications. Where a difference exists, a detailed analysis must be made of this difference and costs associated thereto. RTA has the right to enter into a negotiated procurement should only a single bid be received. Where it is impossible to obtain a valid price analysis, it may be necessary for the RTA to conduct a cost analysis of the bid price.

5. Funding

The proposed contract shall be funded in part from the Federal Transit Administration

(FTA) and the Ohio Department of Transportation (ODOT). Each vendor shall examine all contract documents noting particularly all requirements, which will affect the contractor's work.

6. Specified Material and "Approved Equals"

1. Contractors shall furnish with their submission, as an integral part thereof, complete descriptions and specifications of the product they propose to furnish.

When the descriptions and specifications of the product meet the description and specifications provided in the solicitation document, no additional submission is required.

2. Where brand names or specific items or processes are used in the specifications, consider the term "or approved equal" to follow. However, a request for approval for any proposed substitution as an equal must be submitted in writing.

3. For all items listed and which are described or defined by dimensions or another measure of physical characteristics or performance, it is understood that such information indicates the character of the required items and so strict interpretations with respect to nonessential details shall not be made as to limit competition among manufacturers of substantially equivalent items.

A. Whenever this specification defines the material or article required by using a proprietary product or of a manufacturer or vendor, rather than by using descriptive detail of substance and function, the term "or equal" always is understood to follow immediately the name of the make, vendor or proprietary product. An item of material shall be considered equal to the item so named in the specifications if: (1) it is at least equal in quality, durability, appearance, strength, and design; (2) it will perform at least equally the function imposed by the general design for the material or equipment being purchased; and (3) it conforms substantially, even with deviations, to the detailed requirements for the item in this specification.

B. Whenever in this specification the names of one or more manufacturers are mentioned as indicating that their product will comply with a particular specification or where specific trade names are mentioned, it is not intended to exclude products of other manufacturers whose names or symbols have not been provided, only however, that such products conform to the detailed requirements for the item as indicated in the specifications.

4. Bidders and Proposers shall be responsible for providing the RTA with information in the latest applicable revision of any part or process specifically called for in the specifications for consideration.

5. Only standard parts of units that conform in material, design, and workmanship to the best procedure known in the industry shall be used. No reconditioned or obsolete parts shall be used. All parts shall be identical and interchangeable in its class. All manufactured articles, material, and equipment shall be applied, installed, connected, erected, used, cleaned, adjusted and conditioned as directed by the manufacturer unless herein specified to the contrary.

7. Requesting an Approved Equal

To request an approved equal, contact Michelle Collier at mcollier@greaterdaytonrta.org prior to the final date for questions and clarifications which is Tuesday, October 20, 2026. Any request for approved equal must include a formal product sheet that lists all relevant specifications that are included in the scope of work of this project. If there are required specifications that are not addressed or the proposed equal has insufficient specifications, the proposed equal will not be approved.

8. Protest Procedures

RTA will hear and consider a sustainable protest regarding its procurement actions in accordance with the below procedures. Due to the significantly limited role of FTA in protests, it is anticipated that the majority of all protests will be evaluated, and the final decision rendered by RTA. RTA intends to provide a thorough review of all sustainable protests. The RTA's primary concern is the timely procurement of needed capital equipment, supplies, or services. Therefore, it does not intend to allow the filing of bid or proposal protests to unnecessarily delay the procurement process.

DEFINITIONS

1. Protest: A protest is a written objection by a potentially interested party to a solicitation or award of a contract over the small purchase threshold. An interested party must be an actual or prospective bidder or proposer whose direct economic interest would be affected by the award or failure to award the applicable contract in accordance with FTA Circular 4220.1.

2. Pre-Submission: A written objection is made during the solicitation phase and is received before the bid opening or proposal due date.

3. Pre-Award: A written objection is made before an award and is received after the bid opening or proposal due date, but before award of the contract.

4. Post-Award: A written objection made by an unsuccessful offeror and received after the Board approves award of the contract.

SUBMITTAL PROCESS

1. Before Protest

The contractor should contact or make an appointment with the solicitation’s procurement representative to resolve any issues.

2. Filing a Protest

Protests may be filed during the following:

A. Solicitation phase must be submitted no later than five (5) business days before the closing of said solicitation. If the protester fails to meet this deadline, protests based on those solicitation issues may not be allowed.

B. Pre-award must be received no later than five (5) business days after the bid opening or proposal due date.

C. Post-award must be received at least five (5) business days after the Board approves contract award.

3. Protest Submittals

Protest shall include, at a minimum:

A. The name and address of the protesting party and its relationship to the procurement are sufficient to establish that an interested party is filing the protest.

B. Identity of the contact person for the protester, including name, title, address, telephone, fax, and e-mail addresses. If the contact point is a third party representing the protester, the same information must be provided, plus a statement defining the relationship between the protester and the third party.

C. The name and number of the solicitation or contract.

D. A description of the nature of the protest, referencing the portion(s) of the solicitation involved.

E. Identification of the provision(s) of any law, regulation, or other governance upon which the protest is based.

F. A complete discussion of the basis for the protest, including all supporting facts, documents, or data.

G. A statement of the specific relief requested.

H. State if an informal conference is wanted to discuss the protest with RTA.

I. Submit the protest in writing by certified mail or another delivery method by which receipt can be verified and address it to:

Director of Procurement

Greater Dayton Regional Transit Authority

4 S. Main StreetDayton, OH 45402

4. Protest Determination

A. Director of Procurement or designee will review the protest submittal to determine if sustainable.

B. If not sustainable, the protester will be notified in writing within ten (10) business days of receipt of the protest.

C. If sustainable and an informal conference is requested, the protester will be notified in writing of the location and time within three (3) business days of such notice.

D. A decision will be made in writing and sent to the protester within ten (10) business days after receipt of the protest. Such a decision is final.

5. Request for Reconsideration

A. The protester shall deliver the request to the Chief Executive Officer (CEO) with a copy to the Director of Procurement within five (5) business days of receipt of the initial decision. The request shall state the reason(s) why the decision should be reconsidered and any information to support such a position.

B. The CEO shall review and decide on the request for reconsideration and issue a written decision to the protester within ten (10) business days of receipt of the request. Such a decision is final.

9. Confidentiality of Submissions

The RTA will be exempt from disclosure of proprietary information, trade secrets, and confidential commercial and financial information submitted. Any such proprietary information or confidential commercial or financial information that the contractor believes should be exempted from disclosure shall be specifically identified and marked as such. Blanket type identification by designating whole pages or sections as containing proprietary information, trade secrets, or confidential commercial or financial information will not assure confidentiality. The specific proprietary information, trade secrets, or confidential commercial and financial information must be clearly identified as such.

10. Trade Secret Notification

Under Ohio Law, a bid or proposal document may be a public record unless it meets an exception under the Public Records Law. One such exception is trade secrets and are treated with confidentiality. However, the contractor must notify the RTA in all of their submitted documents as to which portions of their submission constitute trade secrets and are to be treated as confidential. It is the responsibility of the submitting party to mark those parts of the submission which you wish to have treated as confidential.

While this does not assure that these portions of the document will constitute a trade secret and be exempt from public records requests under Ohio Law, in the absence of notice from you to us that those documents are to be treated as trade secrets and to be held confidential, they will be made available to the public upon a public records request unless another exception applies to exempt them from disclosure.

Terms & Conditions

The Greater Dayton RTA's General Terms and Conditions are attached to this solicitation in Attachment A.

FTA CLAUSES

Contractor shall comply with the following Federal Transit Administration (FTA) requirements. For purposes of these clauses, the RTA is the FTA recipient that is entering the Contract with the Contractor.

No Federal Government Obligation to Third Parties

The RTA and Contractor acknowledge and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation of this Contract, absent the express written consent by the Federal Government, the Federal Government is not a party to this Contract and shall not be subject to any obligations or liabilities to the RTA, Contractor or any other party (whether or not a party to that Contract) pertaining to any matter resulting from the Contract. Contractor shall include the above clause in each subcontract financed in whole or in part with Federal assistance provided by the FTA. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions.

Incorporation of FTA Terms

The preceding provisions include, in part, certain Standard Terms and Conditions required by the U.S. Department of Transportation (DOT), whether or not expressly set forth in the preceding contract provisions. All contractual provisions required by DOT, as set forth in FTA Circular 4220.1F, and are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in the contract.

Contractor shall not perform any act, fail to perform any act, or refuse to comply with any requests of the RTA that would cause the RTA to be in violation of the FTA terms and conditions. Contractor shall include this clause in each subcontract financed in whole or in part with Federal assistance provided by the FTA.

Program Fraud & False Statements or Related Acts

Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. § 3801 et seq. and U.S. DOT regulations, "Program

Fraud Civil Remedies," 49 CFR part 31, apply to its actions pertaining to this Project.

Upon execution of the Contract, Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to be made, pertaining to the Contract or the FTA-assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of

1986 on Contractor to the extent the Federal Government deems appropriate.

Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification to the Federal Government under a contract connected with a project that is financed in whole or in part with

Federal assistance originally awarded by FTA under the authority of 49 U.S.C. chapter

53, the Government reserves the right to impose the penalties of 18 U.S.C. § 1001 and

49 U.S.C. § 5323(l) on Contractor, to the extent the Federal Government deems appropriate.

Contractor shall include the above two paragraphs in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clauses shall not be modified, except to identify the subcontractor who will be subject to the provisions.

Access To Records, Reports, & Sites

Record Retention. Contractor shall retain and will require its subcontractors of all tiers to retain, complete and readily accessible records related in whole or in part to the contract, including, but not limited to, data, documents, reports, statistics, sub-agreements, leases, subcontracts, arrangements, other third-party agreements of any type, and supporting materials related to those records.

Retention Period. Contractor shall comply with the record retention requirements in accordance with 2 CFR § 200.333. Contractor shall maintain all books, records, accounts and reports required under this Contract for a period of at least three (3) years after the date of termination or expiration of this Contract, except in the event of litigation or settlement of claims arising from the performance of this Contract, in which case records shall be maintained until the disposition of all such litigation, appeals, claims or exceptions related thereto.

Access to Records. Contractor shall provide sufficient access to the U.S. Secretary of

Transportation, the Comptroller General of the United States, FTA, the RTA, and their duly authorized representatives to inspect and audit records and information related to performance of this contract as reasonably may be required.

Access to the Sites of Performance. Contractor shall permit FTA, the RTA, and their duly authorized representatives' access to the sites of performance under this Contract as reasonably may be required.

Federal Changes

Contractor shall at all times comply with all applicable federal laws, regulations, requirements, policies, procedures, guidance, and directives, including without limitation those listed directly or by reference in the FTA Master Agreement between the RTA and the FTA, as they may be amended or promulgated from time to time during the term of the Contract. Contractor’s failure to so comply shall constitute a material breach of the

Contract.

Civil Rights

Contractor must prohibit: (a) discrimination based on race, color, religion, national origin, sex (including sexual orientation and gender identity), disability, or age; (b) exclusion from participation in employment or a business opportunity for reasons identified in 49 U.S.C. § 5332; (c) denial of program benefits in employment or a business opportunity identified in 49 U.S.C. § 5332; and (d) discrimination identified in

49 U.S.C. § 5332, including discrimination in employment or a business opportunity identified in 49 U.S.C. § 5332.

Contractor must follow the most recent edition of FTA Circular 4702.1, “Title VI

Requirements and Guidelines for Federal Transit Administration Recipients,” to the extent consistent with applicable federal laws, regulations, requirements, and guidance.

However, FTA does not require an Indian Tribe to comply with FTA program specific guidelines for Title VI when administering its agreement supported with federal assistance under the Tribal Transit Program.

Contractor must comply with: (a) Title VI of the Civil Rights Act of 1964, as amended, 42

U.S.C. § 2000d, et seq.; (b) U.S. DOT regulations, “Nondiscrimination in Federally-

Assisted Programs of the Department of Transportation – Effectuation of Title VI of the

Civil Rights Act of 1964,” 49 CFR Part 21; and (c) Federal transit law, specifically 49

U.S.C. § 5332; and

Contractor must follow: (a) the most recent edition of FTA Circular 4702.1, “Title VI

Requirements and Guidelines for Federal Transit Administration Recipients,” to the extent consistent with applicable federal laws, regulations, requirements, and guidance;

(b) U.S. DOJ, “Guidelines for the enforcement of Title VI, Civil Rights Act of 1964,” 28

C.F.R. § 50.3; and (c) all other applicable federal guidance that may be issued.

Equal Employment Opportunity

1. Federal Requirements and Guidance. Contractor must prohibit discrimination based on race, color, religion, sex, sexual orientation, gender identity, or national origin. Contractor must also comply with: (a) Title VII of the Civil Rights Act of

1964, as amended, 42 U.S.C. § 2000e, et seq.; (b) Title I of the Americans with

Disabilities Act of 1990, as amended, 42 U.S.C. §§ 12101, et seq.; (c) Executive

Order No. 11246, “Equal Employment Opportunity” September 24, 1965 (42

U.S.C. § 2000e note), as amended by any later Executive Order that amends or supersedes it in part and is applicable to federal assistance programs; (d) federal transit law, specifically 49 U.S.C. § 5332, as provided in section 12 of this Master

Agreement; and (e) FTA Circular 4704.1 “Equal Employment Opportunity (EEO)

Requirements and Guidelines for Federal Transit Administration Recipients.”

Further, Contractor must follow other federal guidance pertaining to EEO laws, regulations, and requirements.

2. Affirmative Action. If required to do so by U.S. DOT regulations (49 CFR Part 21) or U.S. Department of Labor regulations (41 C.F.R. chapter 60), Contractor must take affirmative action that includes but is not limited to: (a) recruitment advertising, recruitment, and employment; (b) rates of pay and other forms of compensation; (c) selection for training, including apprenticeship, and upgrading;

and (d) transfers, demotions, layoffs, and terminations.

3. Indian Tribe. Contractor recognizes that Title VII of the Civil…