Radio, CAD/AVL, & APC Maintenance and Repair

The Southwest Ohio Regional Transit Authority (SORTA) is requesting proposals for preventive maintenance and repair services to its Radio, Computer-Aided Dispatch (CAD)/Automatic Vehicle Location (AVL), and Automatic Passenger Counter (APC) systems under RFP #041-2026, with proposals due June 26, 2026 at 12:00 p.m. and a non-mandatory pre-proposal meeting on June 2, 2026 at 10:00 a.m. via Microsoft Teams. SORTA has established a MetroMAX Small Business Participation goal of five percent, requiring bidders to document meaningful engagement with certified small and disadvantaged businesses or demonstrate good faith efforts to achieve this threshold.

The contractor must provide 24-hour on-call emergency services, preventive maintenance (software/firmware updates, troubleshooting, equipment cleaning, testing, calibration, and annual radio infrastructure checks), repair scheduling, warranty processing, asset tracking, and monthly invoicing with detailed work records. The equipment list encompasses approximately 330 buses, 60 paratransit vehicles, 46 micro-transit vehicles, and 44 non-revenue vehicles equipped with Mobile Data Terminals, Intelligent Voice and Line Units, voice and data radios, ADA signage, Motorola handheld radios (approximately 65 units), IRMA MATRIX APC systems, and fixed-site infrastructure including Motorola MTR 3000 repeaters and Tait TB8100 data radios at Valley View Tower and Taylor Mill Tower. Contractors must document at least five years of similar experience.

The five-year contract requires firm fixed-price pricing for preventive maintenance with separate line items for hourly repair rates, trip charges, equipment installation and removal, software updates, and warranty processing. Evaluation is weighted 40% for project approach and understanding of SORTA's needs, 35% for firm and staffing qualifications, and 25% for price. Proposals must include evidence of worker's compensation, general liability, automobile, crime, and professional liability insurance (minimum $1,000,000 per occurrence); a notarized personal property tax affidavit; and certifications regarding debarment status, non-collusion, lobbying restrictions, and organizational conflicts of interest. Pricing must be valid for at least 120 days. Questions are due June 12, 2026 at 12:00 p.m., with responses provided by June 17, 2026. A cone of silence restricts communications between respondents and SORTA staff, board members, or evaluation committee members from the advertisement date through board approval.