2026-RFP-CB-02

TRANSIT AGENCY LEGAL SERVICES

NEORide

One Park Center Drive

Wadsworth, OH 44281

RELEASE DATE: September 22, 2026

DEADLINE FOR QUESTIONS: October 7, 2026

RESPONSE DEADLINE: November 16, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/neoride

NEORide

Transit Agency Legal Services

I. LEGAL NOTICE

II. INSTRUCTIONS TO PROPOSERS

III. SCOPE OF WORK

IV. PROPOSAL SUBMISSION PROVISIONS

V. PROPOSAL EVALUATION & CONTRACT AWARD

VI. EVALUATION CRITERIA

VII. GENERAL TERMS & CONDITIONS

VIII. FEDERAL TRANSIT ADMINISTRATION (FTA) REQUIREMENTS

IX. PROPOSAL SUBMISSION (VENDOR FORMS & ATTACHMENTS)

Attachments:

A - 2026-RFP-CB-02-Attachment A-Scope of Work

B - CityBus 2026-RFP-CB-02 Pricing Sheet

#2026-RFP-CB-02

Title: Transit Agency Legal Services

1. LEGAL NOTICE

Tuesday, September 22, 2026

Request for Proposals

Transit Agency Legal Services

RFP #2026-RFP-CB-02

1.1. Summary

This solicitation is being administered by NEORide on behalf of CityBus (Greater Lafayette Public

Transportation Corporation). The resulting contract, if awarded, will be between CityBus and the selected consultant. NEORide is serving solely as the procurement administrator for this solicitation.

CityBus seeks proposals from qualified law firms to provide comprehensive legal services on an as-needed basis. The selected firm will serve as outside General Counsel to CityBus, providing timely legal advice, strategic counsel, representation, and risk management services supporting the agency's operations, executive leadership, and Board of Directors.

The successful proposer shall demonstrate significant experience representing public entities, governmental agencies, municipal corporations, or public transportation agencies, with knowledge of applicable federal, state, and local laws governing public transit operations.

1.2. Background

CityBus is the public transportation provider serving the Greater Lafayette and Tippecanoe County region. CityBus operates fixed-route, paratransit, and other public transportation services that support the mobility needs of residents, businesses, educational institutions, and visitors throughout the community.

As a recipient of federal and state funding, CityBus is committed to maintaining the highest standards of governance, regulatory compliance, fiscal stewardship, and public accountability.

To support these responsibilities, CityBus seeks to establish a contractual relationship with a qualified law firm to provide comprehensive legal services on an as-needed basis. The selected firm will serve as outside legal counsel to the agency, providing timely legal advice and representation across a broad range of matters affecting the organization's operations, administration, governance, labor relations, procurement activities, and regulatory compliance.

The successful proposer will function as a trusted legal advisor to CityBus's executive leadership and

Board of Directors, providing practical legal guidance that supports sound decision-making while minimizing organizational risk. The selected firm is expected to develop a thorough understanding of

CityBus's operations and business objectives and to provide proactive legal counsel that helps the agency anticipate legal and regulatory issues before they become disputes or liabilities.

Because CityBus operates in a highly regulated environment, the selected firm should possess demonstrated experience representing public entities, governmental organizations, or public transportation agencies and should be knowledgeable regarding applicable federal, state, and local laws, including those governing public procurement, employment, labor relations, public records, open meetings, and Federal Transit Administration (FTA) grant compliance.

This procurement is intended to establish a long-term professional relationship with a legal services provider capable of supporting CityBus's ongoing operational needs as well as strategic initiatives, capital projects, procurement activities, labor negotiations, policy development, and other legal matters that arise throughout the contract term.

1.3. Contact Information

Project Contact:

Michelle Robinson Development and Compliance Specialist 1 Park Centre Dr Ste 300 Wadsworth, OH 44281 Email: micheller@neoride.org Phone: (330) 819-4166

Procurement Contact:

Michelle Robinson Development and Compliance Specialist 1 Park Centre Dr Ste 300 Wadsworth, OH 44281 Email: micheller@neoride.org Phone: (330) 819-4166

Department:

CityBus

Department Head:

Bryan D. Smith Chief Executive Officer

1.4. Timeline

Procurement Schedule

Project Posted September 22, 2026

Deadline for questions, clarifications and approved equal requests:

October 7, 2026, 5:00pm

Deadline for responses to questions/clarifications and approved equals:

October 16, 2026, 5:00pm

Proposals due: November 16, 2026, 5:00pm mailto:micheller@neoride.org tel:(330)819-4166 mailto:micheller@neoride.org tel:(330)819-4166

2. INSTRUCTIONS TO PROPOSERS

2.1. Purpose

This solicitation seeks bidders for: Transit Agency Legal Services. The Contract shall be awarded for One

(1) year, commencing in 2026, with the option to renew for four (4) additional one-year terms.. Bidders must specify a fixed cost for each line item on the #PRICING SHEET herein.

NEORide follows a procurement process that ensures free and open competition and requires that prices be verified as fair and reasonable.

2.2. Terminology

“Proposal” or "Bid" refers to the document drafted and submitted by the Proposer(s) in response to the

Request for Proposal (RFP).

“Proposer” (also referred to as "Contractor") refers to the entity submitting the Proposal.

"NEORide" or "Agency" is the government entity who is soliciting proposals with this RFP.

“Request for Proposals” (or "RFP") refers to the document prepared by NEORide which outlines the scope of work of the Contractor’s project and is used to solicit proposals for the project.

2.3. Solicitation Monitoring

All interested proposers must follow the solicitation in the e-Procurement Portal once it is posted.

Only Proposers who follow the solicitation will receive copies of questions, answers, addenda and notices.

2.4. Proposal Submission

All proposals are due NO LATER THAN 5:00 pm on Monday, November 16, 2026. Proposals received after the scheduled due date and time for submission will not be accepted. Proposals submitted in any other format other than via the Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will NOT be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

NEORide will not be responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, or the like, neither NEORide, nor the Software Administrator

(OpenGov), will be held responsible. Proposers shall be solely responsible for ensuring the capability of their computer system while responding to this RFP, and for the stability of their internet service.

Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Proposer is using to submit a response. Failure of the Proposer to successfully submit an electronic Proposal before the deadline indicated herein shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted Proposals. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. At that point, the Proposer will also receive an email confirmation from the Portal.

2.5. Proposal Requirements

Proposals shall be prepared in a clear, concise, and economical manner according to the requirements in the #PROPOSAL SUBMISSION (VENDOR FORMS & ATTACHMENTS) section. As Pricing is https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/286682/document?section=2763420 https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/286682/document?section=2763410 submitted in a separate section (#PRICING SHEET), pricing information must not be included in the body of the submission. Proposal pages, if applicable, shall be numbered sequentially and include a table of contents with headings that references relevant page numbers. Any information the Proposer submits is expected to be concise and relevant to the RFP.

Proposals that do not adhere to the requirements of Proposal Submission, are difficult to read or are deemed otherwise illegible by NEORide may be rejected.

2.6. Postponement or Cancellation of Request for Proposals

NEORide reserves the right to cancel, amend, or re-issue this RFP at any time, or change the date and time for submitting proposals, by announcing same prior to the date and time established for Proposal submittal. This Announcement will be made via Notice or Addenda in the Portal.

2.7. Questions and Requests for Clarification

No oral interpretations as to the meaning of the RFP will be made to any Proposer. Any explanation desired by a Proposer regarding the meaning or interpretation of the RFP or its contents, questions about the process and any other requests for clarification of the RFP should be directed to the Procurement department at NEORide via the Portal’s Question and Answer (Q&A) tab prior to the deadline for questions, clarifications and approved equal requests mentioned above. No other method of submission will be accepted or considered.

Any interpretation or change made will be in the form of a Notice or an addendum to the RFP as appropriate and will be released as promptly as is practicable to all parties who are following the RFP no later than Friday, October 16, 2026. All addenda will become part of the RFP and any subsequently awarded Contract. Oral explanations, statements, or instructions given by NEORide before the award of the Contract will not be binding upon NEORide.

2.8. Addenda

Receipt and review of Addenda by each Proposer must be acknowledged electronically via the Portal.

2.9. Examination of RFP and Contract Documents - Services

Proposers are expected to examine the scope of services required, schedules, and additional instructions, if any. Failure to do so will be at the Proposer's risk. It is the intent of these specifications to provide services of first quality, and the workmanship must be the best obtainable in the various trades. The services, which the vendor proposes to provide, must be high quality in all respects. No advantage will be taken by Contractor or vendor in the omission of any part or detail, which goes to make the services complete. It is the sole responsibility of Contractor to read the scope requirements and understand them.

The submission of a Proposal shall constitute an acknowledgment upon which NEORide may rely that the

Proposer has thoroughly examined and is familiar with the solicitation, including any work site identified in the RFP, and has reviewed and inspected all applicable statutes, regulations, ordinances, and resolutions addressing or relating to the services to be provided hereunder. The failure or neglect of a

Proposer to receive or examine such documents, work sites, statutes, regulations, ordinances, or resolutions shall in no way relieve the Proposer from any obligations with respect to its Proposal or to any

Contract awarded pursuant to this RFP. No claim for additional compensation will be allowed which is https://procurement.opengov.com/governments/4328/portal/butlercountyrta/projects/286682/document?section=2763420 based on lack of knowledge or misunderstanding of this RFP, work sites, statutes, regulations, ordinances, or resolutions.

2.10. Cost of Proposals

NEORide is not liable for any costs incurred by Proposers in the preparation, presentation, testing, or negotiation of Proposals submitted in response to this solicitation.

2.11. Location of RFP Services

The services described in the Proposal must be performed within the United States.

3. SCOPE OF WORK

3.1. Summary

The purpose of this Request for Proposals (RFP) is to solicit competitive proposals from qualified law firms to provide comprehensive legal services to CityBus under a professional services agreement. Services will be provided on an as-needed basis for an initial one-year term, with four (4) optional one-year renewal periods, subject to satisfactory performance, mutual agreement, and the availability of funding.

The contract awarded under this solicitation is intended to provide CityBus with access to experienced legal counsel capable of supporting the agency across a broad range of legal matters, while delivering responsive service, practical business advice, and value to the organization.

NEORide is issuing and administering this Request for Proposals (RFP) on behalf of CityBus

(Greater Lafayette Public Transportation Corporation). This procurement is being conducted exclusively for the benefit of CityBus and is not a cooperative procurement or purchasing agreement. Services resulting from this solicitation will be provided solely to CityBus under a contract executed between CityBus and the selected proposer.

3.2. Project Details

This procurement is being administered by NEORide in accordance with applicable federal procurement requirements, including 2 CFR Part 200 and FTA Circular 4220.1F, on behalf of

CityBus. The selected firm shall assist CityBus in achieving the following objectives:

• The selected firm shall provide legal services including, but not limited to, the following areas.A.

Labor and Employment Law

Provide legal counsel related to employment matters, including:

o Personnel policies o Employee discipline o Workplace investigations o Employment practices o ADA compliance o FMLA o Title VII o EEOC matters o Wage and hour issues o Drug and alcohol regulations o Workers' compensation coordination o Employment litigation o Administrative proceedings o Arbitration o Mediation

• The selected firm shall assist CityBus in minimizing employment-related liability while ensuring compliance with applicable federal and Indiana employment laws.B. Collective Bargaining and

Labor Relations

Provide strategic legal assistance during labor negotiations, including:

o Review of existing collective bargaining agreements o Contract interpretation o Negotiation strategy o Development of management proposals o Attendance at bargaining sessions o Mediation o Arbitration o Grievance interpretation o Labor dispute resolution

• The selected firm should have demonstrated experience representing management in public-sector labor negotiations.C. Procurement, Contracting, and Federal Compliance

Provide legal services associated with public procurement activities, including:

o Review Invitations for Bid (IFB), Requests for Proposals (RFP), and Requests for

Qualifications (RFQ) o Contract drafting and negotiation o Cooperative purchasing agreements o Professional services agreements o Technology agreements o Construction contracts o Contract amendments o Procurement protest support o Contract interpretation o Contract administration guidance

• The selected firm shall possess working knowledge of:

o Federal Transit Administration (FTA) procurement requirements o 2 CFR Part 200 o FTA Circular 4220.1F (or current successor guidance) o Buy America requirements o DBE regulations o Brooks Act procurement o Grant-funded contracting

• D. Grant and Regulatory Compliance

Provide legal counsel regarding:

o Federal Transit Administration requirements o Indiana Department of Transportation requirements o Grant compliance o Civil Rights requirements o ADA regulations o Title VI o Drug and Alcohol Program compliance o Procurement compliance o Record retention requirements o Transit Asset Management o Public transportation regulations

E. Litigation and Claims Management

Provide representation or strategic legal support regarding:

o Employment litigation o Contract disputes o Administrative hearings o Insurance claims o Tort claims o Personal injury matters o Property claims o Commercial disputes o Appeals

• Where insurance-appointed counsel is involved, the selected firm shall coordinate with insurance carriers and defense counsel to protect CityBus's interests.F. Real Estate and Capital Projects— this is limited and will be in cooperation with our general counsel

Provide legal assistance related to:

o Easements o Property acquisition o Property disposition o Facility development o Construction projects o Design agreements o Environmental considerations o Utility agreements o Lease agreements o Right-of-way issues

• G. Strategic Legal Advisory Services—as they pertain to the areas detailed above

Serve as a trusted legal advisor by:

o Monitoring legislative developments o Monitoring regulatory changes o Advising CityBus regarding emerging legal risks o Assisting with long-range initiatives o Identifying operational risks before disputes arise o Providing practical recommendations balancing legal compliance and operational efficiency

• Deliverables:The selected firm shall provide services including, but not limited to:

o Written legal opinions o Contract review o Contract drafting o Procurement review o Policy review o Board resolutions-only as they pertain to areas detailed above o Memoranda o Litigation strategy o Negotiation support o Attendance at meetings—This would be very rare, if ever.

o Representation before administrative agencies o Court representation when requested

• QualificationsProposers should demonstrate:

o Minimum of ten (10) years of experience providing legal services to public agencies, governmental entities, or public transportation organizations.

o Demonstrated experience with FTA-funded procurements and grant compliance.

o Experience representing management in labor and employment matters.

o Experience with public procurement and contracting.

o Knowledge of Indiana municipal and public transportation law. This does not need to be in-depth, mostly covered by our general counsel o Ability to provide prompt response times and assign a dedicated lead attorney supported by experienced associates and paralegals.

• The proposal shall include resumes for all key personnel expected to perform services under this contract.

• Performance ExpectationsThe selected firm shall:

o Respond to routine legal requests within one (1) business day.

o Respond to urgent matters on the same business day whenever practical.

o Maintain regular communication with CityBus leadership.

o Provide practical, business-oriented legal advice.

o Deliver work products that are timely, accurate, and suitable for public-sector operations.

o Assist CityBus in proactively identifying and mitigating legal and regulatory risks.

3.3. Project Administration

NEORide has been authorized by CityBus to administer this procurement process, including issuance of the solicitation, receipt of proposals, coordination of communications with proposers, administration of addenda, facilitation of the evaluation process, and assistance with contract negotiations, as requested.

CityBus will serve as the evaluation committee and will independently evaluate all proposals submitted in response to this solicitation. CityBus retains sole authority regarding proposal evaluation, consultant selection, contract award, contract administration, and acceptance of services.

The contract resulting from this solicitation shall be between CityBus and the selected consultant.

NEORide shall not be a party to the resulting agreement and assumes no contractual obligations arising from this procurement.

3.4. Award

Following completion of the evaluation process, CityBus intends to select the proposer determined to provide the best value in accordance with the evaluation criteria established in this RFP. Any recommendation developed during the evaluation process is subject to approval by CityBus. CityBus reserves the right to reject any or all proposals and to award a contract in its sole discretion.

4. PROPOSAL SUBMISSION PROVISIONS

4.1. Modification or Withdrawal of Proposals Prior to Submittal Date and Late Proposals

At any time prior to the Proposal opening, a Bidder may withdraw or modify its Proposal in the Portal.

Any Proposal or modification of Proposal received after the exact time specified for Proposal receipt will not be considered.

4.2. Errors and Administrative Corrections

NEORide will not be responsible for any errors in Proposals. Bidders will only be allowed to alter

Proposals after the submittal deadline in response to requests for clarifications by NEORide. NEORide reserves the right to request an extension of the procurement period from Proposers.

NEORide reserves the right to allow corrections or amendments to be made that are due to minor administrative errors or irregularities, such as errors in typing, transposition or similar administrative errors. Other changes or requests made by the Proposers must be sent to the Procurement Contact and initialed by the person signing the Proposal.

4.3. Compliance with RFP Terms and Attachments

NEORide intends to award a Contract based on the terms, conditions, and attachments contained in this

RFP. Proposers are strongly advised to not take any exceptions. Proposers shall submit Proposals which respond to the requirements of the RFP. An exception is not a response to an RFP requirement. If an exception is taken, a “Notice of Exception” must be submitted with the Proposal. The “Notice of

Exception” must identify the specific point or points of exception and provide an alternative.

Proposers are cautioned that exceptions to the terms, conditions, and attachments may deem the

Submission non-responsive and result in rejection of the Proposal.

4.4. Collusion

The Proposer guarantees that the Proposal submitted is not a product of collusion with any other

Proposer, and no effort has been made to fix the Proposal price of any Proposer or to fix any overhead, profit, or cost element of any Proposal price.

If NEORide determines that collusion has occurred among Proposers, none of the Proposals from the participants in such collusion shall be considered. NEORide's determination shall be final.

4.5. Pricing, Taxes, and Effective Date

The price to be quoted in any Proposal will include all items of labor, materials, tools, equipment, delivery, and other costs necessary to fully meet the requirements of NEORide. Any items omitted, which are clearly necessary for the completion of this project, will be considered a portion of such specifications or requirements, although not directly specified.

NEORide is exempt from payment of Federal Sales, Excise and Transportation Tax, and the Ohio Sales, Excise and Use Tax. As such, proposers will not include these taxes in their price(s). All other government taxes, duties, fees, licenses, permits, royalties, assessments, and charges shall be included in the proposed price.

In the event of a discrepancy between the unit price and the extended amount for a required item, the unit price will govern. The price quoted by the proposing firms will not change for a period of ninety (90) days, beginning from the date the Proposal is opened.

4.6. Rejection of Proposals

Any Proposal failing to conform to the essential requirements of the RFP, such that it materially affects price, quantity, quality, or delivery of the items offered, or in which the Proposer imposes conditions modifying the requirements of the RFP or limiting its liability to NEORide in a way that gives the

Proposer an advantage over others, will be rejected as non-responsive. Minor informalities or errors that do not go to the substance of a Proposal may be waived. A low Proposer may be requested to delete certain conditions from its Proposal, provided they do not affect the substance of the Proposal. If the

Proposer fails to furnish a proposal guarantee required as a condition of the Proposal, the Proposal must be rejected.

When it is determined to reject all Proposals, all bidders will be notified that all Proposals were rejected stating the reasons for rejection.

4.7. Additional Information, Rejection

NEORide reserves the right to request additional information from any Proposer, or none. It also reserves the right to reject any and all proposals without prior notice; to waive informalities and technicalities; to extend deadlines; to negotiate directly with only those respondents deemed to be qualified according to the criteria on this RFP; and to enter into one, more than one, or no contracts as it shall deem to be in its best interests.

4.8. Protests

A. General

1. Protests may be made by prospective Proposers, Vendors, or Proposers whose direct economic interest would be affected by award of a contract or by failure to award a contract.

NEORide will consider all protests requested in a timely manner regarding the award of a contract, whether submitted before or after an award.

a. All protests are to be submitted in writing to:

i. NEORide

ii. 1 Park Centre Drive, #300

iii. Wadsworth, Ohio 44281

2. Protest submissions should be concise, logically arranged, and clearly state the grounds for protest. A protest must include at least the following information:

a. name, address, and telephone number of Protestor;

b. identification of contract solicitation number;

c. a detailed statement of the legal and factual grounds of the protest, including copies of relevant documents; and

d. a statement as to what relief is requested.

3. Protests must be submitted to NEORide in accordance with these procedures and time requirements, must be complete and contain all issues that the protestor believes relevant.

B. Protests Before Proposal Opening

1. Protests alleging restrictive specifications or improprieties which are apparent prior to

Proposal opening or receipt of proposals must be submitted in writing at the address above and must be received at least seven (7) days prior to Proposal opening or closing date for receipt of Proposals. If the written protest is not received by the time specified, Proposals may be received, and an award made in the normal manner, unless NEORide determines that remedial action is required. Oral protests not followed up by a written protest will be disregarded. NEORide may request additional information from the appealing party and information or response from other bidders, which shall be submitted to NEORide not less than ten (10) days after the date of NEORide's request. So far as practicable, appeals will be decided based on the written appeal, information and written response submitted by the appealing party and other bidders. In failure of any party to timely respond to a request for information, it may be deemed by NEORide that such party does not desire to participate in the proceeding, does not contest the matter, or does not desire to submit a response, and in such a case, the protest will proceed and will not be delayed due to the lack of a response.

Upon receipt and review of written submissions and any independent evaluation that

NEORide deems appropriate, NEORide shall either:

a. Render a final decision, or

b. At the sole election of NEORide, conduct an informal hearing at which the interested parties will be afforded opportunity to present their respective positions and facts, documents, justification, and technical information in support thereof. Parties may, but are not required to, be represented by counsel at the informal hearing, which will not be subject to formal rules of evidence or procedures. Following the informal hearing, if one is held, the NEORide will render a decision, which shall be final, and notify all interested parties thereof in writing but no later than ten (10) days from the date of informal hearing.

C. Protests After Proposal/Proposal Opening/Prior to Award

1. Protests against the making of an award by the NEORide must be submitted in writing to

NEORide and received within seven (7) days of the award by the NEORide. Notice of the protest and the basis therefore will be given to all bidders or proposers. In addition, when a protest against the making of an award by the NEORide is received and it is determined to withhold the award pending disposition of the protest, the bidders or proposers whose

Proposals might become eligible for award shall be requested, before expiration of the time for acceptance, to extend or to withdraw the Proposal. Where a written protest against the making of an award is received in the time period specified, award will not be made prior to seven (7) days after resolution of the protest unless NEORide determines that:

a. The items to be purchased are urgently required; or

b. Delivery or performance will be unduly delayed by failure to make award promptly; or

c. Failure to make award will otherwise cause undue harm to NEORide or the federal government.

D. Protests After Award

1. In instances where the award has been made, the Contractor shall be furnished with the notice of protest and the basis thereof. If the contractor has not executed the contract as of the date the protest is received by NEORide, the execution of the contract will not be made prior to seven (7) days after resolution of the protest unless NEORide determines that:

a. The items to be purchased are urgently required; or

b. Delivery or performance will be unduly delayed by failure to make award promptly; or

c. Failure to make award will otherwise cause undue harm to NEORide or the federal government.

E. Decision

1. Any decision pertaining to a protest following the guidelines contained in this section is final.

F. Protests to Federal Transit Administration (FTA)

1. Under certain limited circumstances, an interested party may protest to the FTA the award of a contract pursuant to an FTA grant. FTA's review of any such protest will be limited to:

a. Alleged failure by NEORide to have written protest procedures or alleged failure to follow such procedures, or

b. Alleged violations of specific federal requirement that provides an applicable complaint procedure shall be submitted and processed in accordance with that federal regulation.

2. Protestors shall file a protest with FTA not later than five (5) working days after NEORide renders a final decision under the NEORide protest procedure. In instances where the protestor alleges that NEORide failed to make a final determination on the protest, the protestor shall file a complaint with FTA no later than five (5) Federal working days after the protestor knew or should have known of NEORide failure to render a final determination in the protest.

G. Submission of Protest to FTA

1. Protests submitted to FTA should be submitted to the FTA Region 5 Office in Chicago, Illinois with a concurrent copy to NEORide. The protest filed with FTA shall:

a. Include the name and address of the protestor;

b. Identify the NEORide project number and the number of the contract solicitation;

c. Contain a statement of the grounds for protest and any supporting documentation. This should detail the alleged failure to follow NEORide's protest procedures, or the alleged failure to have procedures, and be fully supported to the extent possible

d. Include a copy of the local protest filed with NEORide and a copy of the NEORide decision, if any.

5. PROPOSAL EVALUATION & CONTRACT AWARD

5.1. General

NEORide shall employ the Scored Criteria-Based Selection in a Negotiated Purchase Method in making the award for this procurement. See #EVALUATION CRITERIA section for information that will be evaluated. Proposers will be required to submit supporting documentation on the technical aspects and cost. The Evaluation Committee may elect to interview proposers to clarify their proposals and/or for the

Proposers to make oral presentations. If interviews, presentations, or negotiations are held, the evaluation team may reevaluate the proposals of those firms interviewed. NEORide expects all offerors to fully cooperate with its evaluation process. The contract will be awarded to the responsive and responsible bidder with the highest score that is in the best interest of NEORide.

5.2. Eligibility for Award

A. For a Proposer to be eligible for award, Proposers must be deemed both responsive and responsible.

B. Responsive Proposals are those complying in all material aspects of the solicitation, both as to the method and timeliness of submission and as to the substance of the provided submission.

Proposals that do not comply with all the terms and conditions of the solicitation may be rejected as non-responsive.

C. Responsible Proposers are those prospective Proposers who, at a minimum according to 49

U.S.C. Section 5325, must:

1. Have adequate financial resources, as required during performance of the Contract.

2. Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing business commitments.

3. Have a satisfactory record of past performance.

4. Have necessary technical capability to perform.

5. Certify that they are not on the U.S. Comptroller General's list of ineligible Proposers.

6. Are qualified as a manufacturer or regular provider of the equipment being offered.

7. Are otherwise qualified and eligible to receive an award under applicable laws and regulations.

5.3. Single Proposal Response

CityBus may award a contract to a single Proposer provided that an analysis can be completed which documents the price is fair and reasonable. Price analysis will be used when price reasonableness cannot be established based on catalog or market price of a commercial product sold in quantity or set by law or regulation. A cost analysis is required in all other cases of single Proposal evaluation.

FTA Circular 4220.1F specifies that single Proposals must be considered as non-competitive negotiations and negotiated procurement procedures must be followed.

https://procurement.opengov.com/portal/butlercountyrta/projects/286682/document?section=undefined

5.4. Cost or Price Analysis

NEORide reserves the right to conduct a cost or price analysis for any purchase. NEORide may be required to perform a cost analysis when competition is lacking for any purchase. Sole source procurements which result in a single Proposal being received will be subject to a cost analysis which will include the appropriate verification of cost data, the evaluation of specific elements of costs and the projection of data to determine the effect on Proposal prices. NEORide may require a Pre-Award Audit and potential Proposers shall be prepared to submit data relevant to the proposed work which will allow

NEORide to sufficiently determine that the proposed price is fair, reasonable, and in accordance with

Federal, state, and local regulations. Procurements resulting in a single Proposal will be treated as a negotiated procurement and NEORide reserves the right to negotiate with the single Bidder to achieve a fair and reasonable price. If a negotiated price cannot be agreed upon by both parties, NEORide reserves the right to reject the single Proposal. Contract change orders or modifications will be subject to a cost analysis.

5.5. Award and Proposal Approval

The proposals will be evaluated by a Selection Committee established by NEORide. Award will then be made to the responsive, responsible Proposer whose proposal best meets the requirements of the RFP, and will be the most advantageous to NEORide with respect to the criteria listed above, as evaluated by

NEORide's Selection Committee.

NEORide reserves the right to reject any or all proposals, to accept other than the lowest price proposal, to negotiate separately with any source whatsoever, and to accept the proposal considered to be most advantageous to NEORide. NEORide reserves the right to select the contractor based on proposals received without seeking further information or clarification from proposers.

Upon review of the proposals, the staff will designate the most qualified proposers as finalists. These finalists may be invited to make an oral/visual presentation and participate in a question-and-answer session to clarify their proposal with the NEORide Selection Committee members. If interviews or presentations are held, each of the proposers in the competitive range will be afforded the opportunity to amend their proposal and the Selection Committee members may choose to re-evaluate their scores. The

Selection Committee may also request that all finalists submit their best and final offer. The best and final offers will then be evaluated using the same criteria as for the initial proposals, and the rankings adjusted.

If there is one (1) proposal that is the most advantageous offer for NEORide, then an award may be made to that proposer. If not, NEORide reserves the right to request another best and final offer.

Once the Selection Committee determines the Proposal which is most advantageous to NEORide, the proposal, including pricing, specifications and term of Contract, would then be presented to NEORide's

Executive Committee for approval.

5.6. Contract Negotiation and Finalization

Once approval has been obtained by the Selection Committee and the Executive

Committee, Development and Compliance Specialistwill begin gathering any remaining documentation and begin Contract negotiations. The award is considered pending during Contract negotiations and will not be formally announced until negotiations have ceased and the document signed.

If the NEORide and CityBus staff is unable to negotiate a satisfactory contract with the first-ranked proposer at a fair and reasonable price, negotiations will be formally terminated. Negotiations would be undertaken with the second-ranked proposer, and so on, until a satisfactory contract could be negotiated.

Formal Contract award will occur when CityBus signs the Contract and issues a Purchase Order. No other act of CityBus shall constitute Contract award.

5.7. Notice to Proceed

The Contract will serve as the formal Contract award, will establish the Contract value and incorporate the terms of this document but will not be the authorization for Contractor to proceed. When CityBus provides copies of the signed Contract to all parties and finalizes the award in the eProcurement Portal to notify all vendors publicly, this will constitute a Notice to Proceed to Contractor.

6. EVALUATION CRITERIA

The Evaluation Committee will evaluate the proposals in accordance with the criteria set forth below. The total evaluation points, as separately determined by each team member, will be added and each proposer will be ranked in numerical sequence, from the highest to the lowest score. NEORide may then select the proposal that is considered the most advantageous to NEORide.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience

This criterion evaluates the proposer's overall experience, qualifications, and demonstrated success in providing legal services comparable in scope and complexity to those requested by

CityBus.

Evaluation will consider the firm's experience representing public entities, governmental organizations, public transportation agencies, or similarly regulated organizations. Consideration will also be given to the firm's experience in labor and employment law, public procurement, contract negotiation and administration, governance, litigation management, regulatory compliance, Federal Transit Administration

(FTA) requirements, and other legal services relevant to the Scope of Work.

Proposals should clearly demonstrate:

• Experience providing comprehensive legal services to public agencies, governmental entities, or public transportation organizations.

• Demonstrated success representing clients with operational, regulatory, and governance responsibilities similar to those of CityBus.

• Experience with public procurement, contract review and negotiation, and federally funded projects.

• Experience advising executive leadership.

• Experience in labor relations, employment law, collective bargaining, and workplace investigations.

• Experience managing litigation, administrative proceedings, claims, and dispute resolution.

• Qualifications and experience of the proposed lead attorney and supporting legal team.

• Quality and relevance of references for similar engagements completed within the past five years.

Points Based 25 (21.7% of Total)

Higher scores will be awarded to firms that demonstrate extensive, directly relevant experience, a successful history of providing legal services to public-sector or transit clients, and a well-qualified team with expertise across the legal disciplines identified in the Scope of

Work.

2. Project Understanding and Competency

This criterion evaluates the proposer's demonstrated understanding of the legal, operational, and regulatory environment in which CityBus operates and its ability to successfully perform the services described in the Scope of Work.

Evaluation will consider the firm's understanding of the unique legal issues affecting public transportation agencies, including governance, labor and employment, public procurement, contract administration, regulatory compliance, Federal Transit

Administration (FTA) requirements, and risk management. Consideration will also be given to the firm's proposed approach to delivering responsive, practical, and proactive legal counsel that supports CityBus's operational objectives while minimizing legal risk.

Proposals should clearly demonstrate:

• A thorough understanding of the

Scope of Work and CityBus's legal service needs.

• Knowledge of the legal and regulatory framework applicable to public transit agencies.

• An understanding of FTA-funded procurements, federal grant compliance, and public-sector contracting requirements.

• A practical approach to providing timely legal advice, strategic counsel, and risk mitigation.

• The ability to establish a collaborative working relationship with CityBus's executive leadership.

• A demonstrated commitment to responsiveness, communication, and client service.

Higher scores will be awarded to firms that demonstrate a clear understanding of CityBus's operational environment and present a well-defined, proactive approach for delivering high-quality legal services.

Points Based 35 (30.4% of Total)

3. Technical Capacity

This criterion evaluates the proposer's organizational resources, technical capabilities, staffing, and overall capacity to successfully provide the legal services described in the

Scope of Work throughout the term of the contract.

Evaluation will consider the firm's ability to provide timely, responsive, and high-quality legal services through qualified personnel, appropriate organizational resources, and effective internal management practices.

Consideration will also be given to the firm's depth of expertise across the legal disciplines identified in the Scope of Work and its ability to manage multiple legal matters simultaneously while maintaining continuity of service.

Proposals should clearly demonstrate:

• The qualifications, availability, and organizational structure of the proposed legal team.

• Sufficient staffing and resources to provide timely legal advice and representation.

• The firm's ability to assign experienced attorneys with specialized expertise in public-sector law, labor and employment, procurement, contract law, governance, litigation, and regulatory compliance.

• Procedures for managing workloads, responding to urgent legal matters, and ensuring continuity of service during staff absences or transitions.

• Internal quality assurance and document review processes that promote accuracy, consistency, and high-quality legal work.

• The firm's ability to effectively communicate with CityBus executive leadership.

• Access to legal research tools, technology, and other resources

Points Based 20 (17.4% of Total) necessary to efficiently support

CityBus's legal needs.

Higher scores will be awarded to firms that demonstrate a well-qualified legal team, sufficient organizational depth, effective management practices, and the technical resources necessary to provide responsive, reliable, and comprehensive legal services throughout the contract term.

4. Project Approach & Quality

This criterion evaluates the proposer's proposed approach to delivering legal services and the overall quality, practicality, and responsiveness of its proposed methodology. Evaluation will consider the firm's ability to provide proactive, strategic, and client-focused legal counsel that supports CityBus's operational and organizational objectives.

Proposals should clearly demonstrate:

• A well-defined approach to providing comprehensive legal services in accordance with the Scope of Work.

• An understanding of how the firm will prioritize responsiveness, accessibility, and timely communication with CityBus staff, executive leadership, and the Board of Directors.

• A proactive approach to identifying legal risks, developing practical solutions, and supporting informed decision-making.

• Procedures for managing assignments, tracking legal matters, and maintaining continuity of service throughout the contract term.

• A commitment to delivering high-quality legal work products, including legal opinions, contracts, policies, and other written materials that are accurate, thorough, and practical.

• The firm's ability to adapt to changing priorities and provide efficient support for routine matters as well as urgent or time-sensitive legal issues.

• Overall quality, organization, and completeness of the proposal, including the extent to which it demonstrates the firm's ability to meet CityBus's legal service needs.

Higher scores will be awarded to firms that present a clear, organized, and client-focused approach; demonstrate a commitment to

Points Based 20 (17.4% of Total) proactive legal counsel and high-quality service; and provide confidence that they can serve as a trusted legal partner throughout the contract term.

5. Total Contract Price

Complete the "Pricing Sheet" tab with all requested prices as stated in the table (failure to include everything requested will deem your submission non-responsive and your proposal may not be evaluated).

NOTE: proprietary pricing sheets may be submitted for clarification ONLY and will not be evaluated as part of the formal proposal.

Points Based 15 (13% of Total)

7. GENERAL TERMS & CONDITIONS

7.1. Assignability

NEORide reserves the right to assign all or any portion of the award under this contract including option quantities. NEORide's right of assignment will remain in force over the specified contract period or until completion of the contract to include options, whichever occurs first.

The terms and provisions of the Contract Documents shall be binding upon NEORide and the Contractor and their respective partners, successors, heirs, executors, administrators, assigns and representatives. The rights and obligations of the Contractor under the Contract may not be transferred, assigned, sublet, mortgaged, pledged or otherwise disposed of or encumbered in any way. The Contractor may subcontract a portion of its obligations to other firms or parties but only after having obtained the prior written approval by NEORide of the subcontractor, which approval shall not be unreasonably withheld. NEORide may assign its rights and obligations under the Contract to any successor to the rights and functions of

NEORide or to any governmental agency to the extent required by applicable laws and governmental regulations or to the extent NEORide deems necessary or advisable under the circumstances.

7.2. Indemnifications

The Contractor shall indemnify and save harmless NEORide, its trustees, officers and employees from and against all loss, costs, liability, damage and expense whether direct, consequential or incidental, for personal injury and for property damage, such loss, costs, liability, damage and expense arising out of, or resulting in whole or in part, directly or indirectly, from work or operations under the contract but not limited to the acts, errors, omissions and negligence of Contractor's employees and agents, except to the extent of liability imposed due to RTA's own negligence.

7.3. Laws of Indiana

The rights and duties of the parties hereto shall be determined by the laws of the State of Indiana, and to that end the contract shall be construed and considered as a contract made and to be performed in the

County of Tippecanoe, Indiana.

7.4. Defective Work, Materials or Services

When and as often as CityBus determines that the work, materials, or services furnished under the

Contract are not fully and completely in accordance with any requirement of the Contract, it may give notice and description of such non-compliance to Contractor. Within seven (7) calendar days of receiving such written notification, Contractor must supply CityBus with a written detailed plan which indicates the time and methods needed to bring the work, materials, or services within acceptable limits of the

Contract. CityBus may reject or accept this plan at its discretion. In the event this plan is rejected, the work, materials, or services will be deemed not accepted and returned to Contractor at Contractor’s expense. This procedure to remedy defects is not intended to limit or preclude any other remedies available to CityBus by law, including those available under the Uniform Commercial Code.

7.5. Contract Term

The term of any Contract arising from this RFP shall be for the duration of contract which shall be One

(1) year, commencing in 2026, with the option to renew for four (4) additional one-year terms.. The contract will be awarded to one (1) Bidder with an effective date upon execution of the contract.

7.6. Option to Extend the Term of the Contract

CityBus 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.