Transportation Services for the DOT Paratransit Program and City Programs

The City of Alexandria, Virginia is requesting proposals for transportation services across five service lines under RFP 2037, with proposals due October 15, 2026 at 4:00 p.m., per Amendment 001 issued October 1. The procurement covers Paratransit (ADA-compliant ambulatory and non-ambulatory service), Adult Day Services Center transportation, Youth Program transportation, Departmental and Senior Center trips, and Emergency Transportation for City Personnel. Offerors may bid on one or more service lines; the City reserves the right to award multiple contracts and will select via competitive negotiation.

Service Line 1 (Paratransit) operates Monday–Friday 4:30 a.m.–2:00 a.m., Saturday 5:00 a.m.–2:00 a.m., and Sunday 5:45 a.m.–2:00 a.m., with approximately 39,500 annual trips (80% ambulatory, 20% non-ambulatory) across Alexandria, Falls Church, Fairfax City, Arlington, Fairfax County, and Washington, D.C., with potential expansion to Prince William, Prince George's, and Montgomery Counties. Contractors must maintain dedicated fleets of 13–15 vehicles meeting strict age and mileage standards (five model years maximum at inception; seven model years and 150,000 miles during term). Service Line 1 requires minimum 93% on-time performance within a 20-minute pickup window, with liquidated damages ranging from $50–$250 per trip failure and up to 7.5% of monthly invoices for sustained underperformance. The contractor must supply hardware (tablets, mounts, computers) to operate the City's Spare Labs Inc. scheduling platform; the City provides software access at no cost.

Contract term is one year with four renewal options. Estimated commencement is December 15, 2026. The incumbent for Service Lines 1, 2, and 3 is WeDriveU with subcontractors. Service Lines 4 and 5 are new.

Key personnel must include a General Manager (Bachelor's degree, 5+ years supervisory experience), Operations Manager (Bachelor's degree, 3+ years supervisory experience), and Safety Manager (3+ years safety experience), each dedicating minimum 40% full-time equivalent effort. All personnel must wear prescribed uniforms. All service lines except Service Line 5 require FTA-compliant drug testing and background checks.

Proposals are evaluated on Firm Background and Experience (10 points), Technical Proposal/Approach (35 points), Key Personnel and Staffing Plan (10 points), Fleet and Equipment Plan (15 points), References/Past Performance (5 points), and Cost Competitiveness (25 points). Offerors must submit minimum three references demonstrating similar experience, and pricing may be structured per-trip, hourly, or mileage-based with volume tiering. The City requires cyber liability insurance of $5 million aggregate and $2 million per occurrence, plus standard commercial general liability ($2 million aggregate/$1 million per occurrence), automobile liability ($1 million), and workers' compensation coverage.

Questions were due September 17; responses issued via Amendment 001. A pre-proposal conference was held September 15 with 24 attendees.