Trolley_Carbon_Inserts.pdf

Greater Dayton Regional

Transit Authority

Request for Quotation

TROLLEY CARBON INSERTS

CONTRACT BID NO. RFQ 25-56

RELEASE DATE

September 12, 2025

REQUEST FOR QUOTATION

TROLLEY CARBON INSERTS

RFQ No. RFQ 25-56

TABLE OF CONTENTS

Letter to Quoters Scope of Work Special Conditions Submission Requirements Quote Form

Attachments:

A - Federal Transit Administration Clauses - $2K - $100K

B - Goods and Services Insurance Requirements

LETTER TO QUOTERS

RELEASE DATE: Friday, September 12, 2025

DEAR PROSPECTIVE QUOTERS:

Re: Request for Quotation (RFQ)

Trolley Carbon Inserts

RFQ No. RFQ 25-56

Greater Dayton Regional Transit Authority (RTA) is soliciting quotes for Trolley Carbon

Inserts. Your firm is invited to submit a quote.

The following information described below must be received by the Dates and

Times indicated:

Release Date: September 12, 2025

Final Date for Request for Clarification: September 22, 2025, 5:00pm

Due Date: September 26, 2025, 10:00am

DBE Participation: The Department of Transportation (DOT) policy is that DBEs, as defined in 49 CFR, Part 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.

Addenda: To ensure you receive all addenda, please follow this project on OpenGov.

You will receive an email letting you know an addendum has been posted. Remember, any interpretation, correction, or change of the quote documents will be made by an addendum; any other manner will not be binding.

Questions/Clarifications: Please submit any questions or clarifications concerning the

RFQ through the project's Q&A Section on OpenGov before the specified date and time.

Quote Modification: A quote may be modified online before the due date and time by unsubmitting it, making changes, and resubmitting it.

Quote Withdrawal: A quote may be withdrawn through OpenGov by unsubmitting it before the scheduled opening date. However, no quote may be withdrawn for 60 days after the opening date.

Award: The successful quoter(s) will receive a purchase order in accordance with the terms of the RFQ. No written notification of the award will be sent.

Sincerely, Noah Greer

Senior Purchasing Agent

SCOPE OF WORK

Specifications

Trolley Carbon Insert:

Kiepe Part number 94047740002 (94047740007)

Schunk Carbon Technology LLC Part Number 10202025

Morgan Advanced Materials Part Number 0330539

Pantrac Drawing Number 07.42.0019.06.120 Part Number TS2179

Or Approved Equal

Carbon Inserts containing lead are not acceptable.

SPECIAL CONDITIONS

Basis of Award (Lowest Quote)

The award of this contract or Purchase Order is based on the lowest responsive and responsible quoter 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 quotes and to waive defects or irregularities in the quotes received. In awarding a contract(s), the

RTA reserves the right to consider all elements entering the determination of the responsibility of the quoter.

Special Conditions (Standard Order)

SUBMISSION AND MODIFICATION: Any submission received after Friday, September

26, 2025 at 10:00 am will not be considered. Submissions may be modified online through OpenGov prior to the due date and time by unsubmitting the quote and making modifications and then re-submitting. In addition, any costs incurred while preparing a quote submission, including site visits, will not be reimbursed by RTA.

DURATION OF CONTRACT: The duration of the contract shall be until receipt.

PRICE: The prices quoted shall be fixed for the term of the order/contract.

APPROVED EQUALS: Where brand names or specific items or processes are used in the specifications, consider the term "or equal" to follow. However, a request for approval for any proposed substitution as an approved equal must be submitted through OpenGov per the dates listed in the RFQ. Acceptance of any proposed substitution will be at RTA's discretion. The quoter shall supply the RTA with performance data, samples, and special guarantees as a condition of acceptance of any proposed substitution.

QUANTITIES: All quantities are estimated. No guarantee is made or implied as to the minimum or maximum quantities that may be ordered during the stipulated order period.

WARRANTY: A standard manufacturer's warranty shall be provided for the product(s) or service(s) outlined in RFQ when applicable.

DELIVERY: Vendor is to provide the delivery time of the trolley carbon inserts the quote form. RTA will be ordering all trolley carbon inserts at one (1) time.

If the successful quoter fails to meet the required delivery time and it becomes necessary for the RTA to order product(s) from another source, the delinquent vendor will be responsible for reimbursing the RTA for the difference in the cost of the product(s) and any shipping costs that may be incurred by the RTA.

SHIPPING: All products ordered will be shipped FOB Destination. All shipping costs incurred will be at the successful offeror’s expense and included in the firm-fixed price.

LABORATORY TESTS: The RTA reserves the right to test all products delivered under the proposed order, at an independent laboratory to be designated by the RTA. This laboratory test shall include each item of the specifications to determine whether the products delivered are in conformity therewith. Tests shall be made on products selected at random from deliveries under the proposed order. Where the results of such tests show that the products delivered are not equal to the specifications, the Contractor shall pay the expense of making such tests. If the results of any test show that the products delivered and tested conform to the specifications, then the RTA shall pay the expense of making such test.

TAX EXEMPT: RTA is exempt from payment of all taxes, and taxes must not be included in the quoted price. Necessary exemption certificates shall be furnished to the successful quoter(s) upon request.

PAYMENT TERMS: Payment will be made within 30 days after delivery with proper invoices. Payment for services shall not exceed the quoted price.

NON-WAIVER BY ACCEPTANCE OF PAYMENT: Neither the acceptance by the RTA of any services, the payment by the RTA for any services, nor both acceptance and payment, shall be deemed to waive, compromise, or affect in any manner the liability of the Contractor for any breach of contract, of warranty or of both contract and warranty.

TERMINATION OF CONTRACT FOR DEFAULT

If, through any cause, the Contractor shall fail to perform fully, timely and in proper manner its obligations under this contract, or if the Contractor shall breach any of the covenants, conditions or agreements contained in the contract, the RTA shall thereafter have the right to terminate this contract by giving notice in writing which shall specify the effective date thereof, to the Contractor of such termination. In such event, any goods delivered and/or installed by the Contractor under this contract shall, at the option of the RTA, become the RTA's property and the Contractor shall be entitled to receive just and equitable compensation therefor, not to exceed the maximum aggregate compensation payable by RTA to contractor as stated in Blanket Purchase Order. In the event of a termination pursuant to this Blanket Purchase Order, the RTA may elect instead to remove any goods delivered and/or installed and redeliver the same to the Contractor, all at the Contractor's sole expense, including reasonable charges for any time and/or labor expended by the RTA's employees.

Notwithstanding the above, the Contractor shall not be relieved of any liability to the RTA for damages sustained by the RTA by virtue of any breach of contract or warrants, or of both, by the Contractor for the purpose of setoff and/or recoupment until such time as the exact amount of damages due the RTA from the Contractor is determined.

TERMINATION FOR CONVENIENCE OF THE RTA

The RTA may terminate this contract any time by a notice in writing that shall specify the effective date thereof, from the RTA to the Contractor of such termination. In that event, any goods accepted by the RTA prior to the effective date of the termination shall become the RTA's property and the Contractor shall be entitled to receive just and equitable compensation therefor and for any services accepted by the RTA prior to the effective date; provided, nevertheless, that the amount of such compensation shall not, in any event, exceed the maximum aggregate compensation payable by RTA to contractor as stated in Blanket Purchase Order, properly attributable to the goods and/or services so accepted.

Neither the acceptance, by the RTA, of any goods and/or services; the payment, by the

RTA, for any goods and/or services; nor both acceptance and payment, shall be deemed to waive, to compromise, or to affect in any manner the liability of the Contractor for any breach of contract, of warranty, or both of contract and of warranty.

INDEMNIFICATIONS: The successful contractor shall indemnify and save harmless

RTA, 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.

ACCESS/SAFETY: The Contractor should be aware that RTA is a constantly operating organization, with activity 24 hours a day, seven days a week. The RTA intends to protect

RTA employees, customers, and property from harm due to Contractor activity and to reduce RTA’s liability exposure limits regarding safety and environmental infractions. In addition, the RTA expects all contractors and subcontractors to comply with and abide by all applicable regulatory standards.

Some special and unique safety and environmental concerns found at RTA and incumbent upon the contractor and sub-contractor include:

1. RTA operates 24 hours a day, seven (7) days a week.

2. Multiple-sized vehicles move about the interior and exterior of most buildings 24 hours a day. Please be advised that set traffic patterns have been established and must be followed.

3. Operators of all equipment are expected to be certified to operate appropriate equipment.

4. Restrictive rules apply to the running of engines inside all buildings.

5. Restrictive stormwater pollution rules apply.

6. Material Safety Data Sheets must be provided for all materials used. Specific notification is required if a product to be used on the job has been classified as an “Extremely Hazardous Material.”

7. Building evacuation procedures.

8. Fire safety and prevention procedures.

9. First aid procedures.

10. Hazardous material safety.

COMPLIANCE WITH RTA SECURITY MEASURES: All contractors are required to display an identification badge supplied by RTA while on RTA premises. Badges must be worn where they can be seen at all times. This requirement applies to every employee of all contractors and/or subcontractors. All contractors’ employees are also required to wear clothing that identifies the company for which they work (i.e., uniform, hard hat, jacket, etc.). Badges must be obtained from the Project Manager and must be returned upon completion of the project. A fee will be charged for any badges that are lost or not returned and will be deducted from the final project invoice.

SUBMISSION REQUIREMENTS

RFQ Summary of Requirements* Please download the below documents, complete, and upload.

• RFQ_Summary_of_Requirements...

*Response required

SAM.Gov* Please upload document here.

*Response required https://government-project.s3.us-west-2.amazonaws.com/96684/791a2f50-bb13-4333-bb08-19af54b06114_RFQ_Summary_of_Requirements_-_%2425K_-_%24100K.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AJTSSYMC%2F20250912%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250912T161729Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDXQl2tJdQDtjAntY%2BL3yXZvWacCM6%2BSt6M%2BGZNmg%2FVuwIhAIgYFs4GDgYhdQ2xXGLtGOx555vWuos3VqmklDhE0immKoMFCDAQAhoMODkyMzY0Njg3NjcyIgzbLyRZJzzuAJPWTTgq4AR4V4%2FlCNi1zxUQWgYr19LE6w14gQW6SEV1vHsjouq7y4Sa%2FhGR9pZc7hKKAgQ3cE9xcEaAZipSJMVRteJ6GRugGsIlYsSmU2NYGnPpcbCcR4JBt4LDnbp6pDINxpgtq4kNHSQrgvO9VinmGswp58CyCgT13goyobnXfAP4rtfIc75mzxkH9leJS3A7UHdFg2wxA06StN28mSRwnY7GRdnOs7a7ULVXzQePfbXfjW5UC8yVJPPnSUc%2FZ1bpzJVNv56m4rvapu6nzc%2F7eKkNmp4m3xx8UDSjgFjq9zET8nNqLwo%2B%2B0t7VhtFPBAYJcTrlVVM4EV%2BKZw7iqQ1700Za%2FVE8YshtuoWXYw1JXutyOYPyFVOQvYC4kFoBAanbGPAJ64BYzM8caC8ljTYwOrChsdqZi8u%2FQE5%2B91rcREqq2bSWyLEQN%2F%2Bg8oQSLuQgd7VlwajPe5cW0%2FS1h1cNCJkBISFODTmLg7jh%2Bf5uxFxpuZgP7Hb8PYdAud1N09RWZhpt3u07tHxLdKsBpgi%2FgELIzurkDt8nQyrb6HORtZc%2FxGjb23DEUbe2%2B84xUVgKj2x0y7mg%2FdHqtmwa1vVqwNiq4u1f3TwMx1OXvSFjE1W90TSAod2425bKk6Wl51ZJ%2BKWhB1NuCvOn9pdyvwNPOrNucCcLKrjNmDC8Eh5oE9%2Fh1O6dN6E02IzBvv2v3bMLtJigmo1XrXg0IpuIgBnu6nKq%2FVhzpNbzspgqN6jDVbaPfKy2AUNmJaAiwqDxaJvkViRJVhL2iXB4u9onZ2wWEqiEpLV7EGTASNFUQAyitG%2Fk6Wz5zCY8ZDGBjqaAQT45xRpCchWMsB2DVIwye6fw38l2qfQi%2B8zm2TEjy0zdaFK58CeO8KdioJcen0v31lFjY%2FFUWm7d18OBYEOhdSOiTtSuQmcSntMvfKFNA7IK%2B2CeX2KKcbIpcT%2BY5SOLNhPbfDes%2BGppDC%2BCII1OBK9wMEvF8RjWZn1%2FfNk8bYGgVgnNYrtdd0%2BWEQhcbHpi%2BlIrokpe%2Ffq890%3D&X-Amz-Signature=7eb2922a5934890a0f149237ecbb415a2508867365bdbcce944a1562944a55c4&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22RFQ_Summary_of_Requirements_-_%252425K_-_%2524100K.docx%22&x-id=GetObject

Certification of Contractor Regarding Debarment* Please download the documents below, complete those that apply, and upload them.

• Certification_of_Contractor...

*Response required

Specifications and Drawings* Submitting the Technical Specifications and Drawings for the trolley carbon insert being quoted is a requirement

*Response required

Request for Approved Equal Please upload your request for approved equal here, if applicable.

Other Required Documents Please upload other required documents such as Insurance Certificate, Warranty, etc.

QUOTE FORM

TROLLEY CARBON INSERT PRICING TABLE

QUOTE ONE LINE ITEM BELOW. For rows not bidding select "No Bid"

Line Item Description Delivery

Time Quantity Unit of

Measure Unit Cost Total No Bid

1 Kiepe - Part Number 94047740002

(94047740007) 10,000 each

2 Schunk Carbon Technology LLC - Part

Number 10202025 10,000 each

3 Morgan Advanced Materials - Part

Number 0330539 10,000 each

4 Pantrac Drawing Number

07.42.0019.06.120 Part Number

TS2179

10,000 each

5 Approved Equal 10,000 each

TOTAL

https://government-project.s3.us-west-2.amazonaws.com/96684/b774fab0-f82b-4239-8f2c-4676f078ee1b_Certification_of_Contractor_Regarding_Debarment_Forms.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AJTSSYMC%2F20250912%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250912T161729Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDXQl2tJdQDtjAntY%2BL3yXZvWacCM6%2BSt6M%2BGZNmg%2FVuwIhAIgYFs4GDgYhdQ2xXGLtGOx555vWuos3VqmklDhE0immKoMFCDAQAhoMODkyMzY0Njg3NjcyIgzbLyRZJzzuAJPWTTgq4AR4V4%2FlCNi1zxUQWgYr19LE6w14gQW6SEV1vHsjouq7y4Sa%2FhGR9pZc7hKKAgQ3cE9xcEaAZipSJMVRteJ6GRugGsIlYsSmU2NYGnPpcbCcR4JBt4LDnbp6pDINxpgtq4kNHSQrgvO9VinmGswp58CyCgT13goyobnXfAP4rtfIc75mzxkH9leJS3A7UHdFg2wxA06StN28mSRwnY7GRdnOs7a7ULVXzQePfbXfjW5UC8yVJPPnSUc%2FZ1bpzJVNv56m4rvapu6nzc%2F7eKkNmp4m3xx8UDSjgFjq9zET8nNqLwo%2B%2B0t7VhtFPBAYJcTrlVVM4EV%2BKZw7iqQ1700Za%2FVE8YshtuoWXYw1JXutyOYPyFVOQvYC4kFoBAanbGPAJ64BYzM8caC8ljTYwOrChsdqZi8u%2FQE5%2B91rcREqq2bSWyLEQN%2F%2Bg8oQSLuQgd7VlwajPe5cW0%2FS1h1cNCJkBISFODTmLg7jh%2Bf5uxFxpuZgP7Hb8PYdAud1N09RWZhpt3u07tHxLdKsBpgi%2FgELIzurkDt8nQyrb6HORtZc%2FxGjb23DEUbe2%2B84xUVgKj2x0y7mg%2FdHqtmwa1vVqwNiq4u1f3TwMx1OXvSFjE1W90TSAod2425bKk6Wl51ZJ%2BKWhB1NuCvOn9pdyvwNPOrNucCcLKrjNmDC8Eh5oE9%2Fh1O6dN6E02IzBvv2v3bMLtJigmo1XrXg0IpuIgBnu6nKq%2FVhzpNbzspgqN6jDVbaPfKy2AUNmJaAiwqDxaJvkViRJVhL2iXB4u9onZ2wWEqiEpLV7EGTASNFUQAyitG%2Fk6Wz5zCY8ZDGBjqaAQT45xRpCchWMsB2DVIwye6fw38l2qfQi%2B8zm2TEjy0zdaFK58CeO8KdioJcen0v31lFjY%2FFUWm7d18OBYEOhdSOiTtSuQmcSntMvfKFNA7IK%2B2CeX2KKcbIpcT%2BY5SOLNhPbfDes%2BGppDC%2BCII1OBK9wMEvF8RjWZn1%2FfNk8bYGgVgnNYrtdd0%2BWEQhcbHpi%2BlIrokpe%2Ffq890%3D&X-Amz-Signature=0598aedd30ee87aab3605c30cd7fb3c9d6b0fe076d639d2c1210e6bcd8b03691&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certification_of_Contractor_Regarding_Debarment_Forms.docx%22&x-id=GetObject