RFP for Turnkey Vanpool Services

The Oregon Department of Transportation (ODOT) is seeking a qualified vendor to provide comprehensive turnkey vanpool services statewide through a Request for Proposal (RFP) released on October 30, 2025, with proposals due by November 20, 2025. The procurement aims to establish a statewide vanpool program serving both urban and rural commuters, with a focus on the Portland metropolitan area and regions supporting agricultural, manufacturing, healthcare, and hospitality sectors. The selected vendor must have a minimum of five years of experience operating vanpool services, possess all required permits and licenses, and manage a fleet of seven to fifteen passenger vans. Key deliverables include recruiting and training volunteer drivers, establishing marketing programs, providing 24-hour emergency assistance, maintaining a public website with electronic payment capabilities, and ensuring compliance with ADA and Federal Transit Administration requirements. The evaluation will be conducted across eight categories totaling 100 points, with emphasis on understanding service requirements, supporting lower-wage and off-peak workers, rural and urban vanpool support, general qualifications, customer service commitment, safety compliance, and National Transit Database reporting capability.

The procurement does not explicitly indicate specific set-aside designations for disadvantaged enterprises, though federal funding sources suggest potential opportunities for Disadvantaged Business Enterprises (DBEs). The contract will be federally funded through multiple programs including ODOT's Transportation Options Program, Innovative Mobility Program, and Carbon Reduction Program, with anticipated funding from Congestion Mitigation and Air Quality Improvement Program and Surface Transportation Block Grant funds. The contract anticipates a three-year term with options for two additional one-year renewals, not to exceed five total years. Maximum monthly subsidies will cover up to 50 percent of vanpool subscription costs, with limits of $550 per month for vehicles up to eight passengers and $750 per month for vehicles with nine or more passengers. The total contract value is not to exceed $3,785,000, with the vendor responsible for all van acquisition, maintenance, repairs, licensing, and insurance costs. Proposals are limited to 30 pages and must be submitted electronically through the OregonBuys electronic procurement system in PDF or Word format.