Specifications for Operation Of

Specifications For Operation Of

[INSERT NAME OF TRANSIT AGENCY]

[INSERT CITY/COUNTY & STATE OF TRANSIT AGENCY]

Prepared By:

[INSERT NAME AND TITLE OF PREPARER]

[INSERT AGENCY PREPARER REPRESENTS]

DATE: [INSERT DATE PREPARED or APPROVED]

TABLE OF CONTENTS

SPECIFICATIONS FOR OPERATION OF

[INSERT NAME OF TRANSIT SYSTEM]

TITLE PAGE ...... 1

TABLE OF CONTENTS ...... 2-3

NOTICE TO PROPOSERS ...... 4

NON-COLLUSION DECLARATION ...... 7

1.0 INSTRUCTIONS TO PROPOSERS ...... 8-10

1.1 General ...... 8

1.2 DBE Language

1.3 Proposal Instructions ...... 8

1.4 Additional Required Submittals...... 9

1.5 Evaluation Process

1.6 Proposal Protest Procedure...... 10

2.0 DESCRIPTION OF TRANSIT SERVICE ...... 10-14

2.1 General ...... 10

2.2 Definition of a Deviated Route Service...... 11

2.3 Definition of a Demand Response Service ...... 11

2.4 Definition of a Special Route Guarantee ...... 12

2.5 Definition of a Subscription/Standing Order ...... 12

2.6 Definition of a Work Run Route ...... 12

2.7 Definition of a Volunteer Driver Service ...... 12-13

2.8 Fleet and Equipment Inventor ...... 13

2.9 Estimated Operating Hours ...... 13-14

3.0 GENERAL CONTRACT CONDITIONS ...... 14-15

3.1 Duration ...... 14

3.2 Non-Discrimination ...... 14

3.3 Termination ...... 14

3.4 Assignment ...... 14

3.5 Ownership ...... 14

3.6 Budgets, Routes, Schedules, Fares, Promotion ...... 15

3.7 Performance Bond ...... 15

4.0 SERVICES TO BE PROVIDED BY THE CONTRACTOR ...... 15-21

4.1 Management ...... 15

4.1.1 General ...... 15-16

4.1.2 Manager ...... 16

4.1.3 Personnel ...... 16

4.1.4 Office ...... 18

4.1.5 Garaging ...... 18

4.1.6 Collection of Revenue ...... 18

4.1.7 Records and Reports ...... 19

4.1.8 Accounting ...... 19

4.1.9 Billing ...... 19

4.1.10 Pre/Post Trip Vehicle Inspection

4.2 Dispatching and Communications ...... 19

4.3 Driving ...... 20

4.4 Maintenance ...... 20

4.5 Fuel ...... 20

4.6 Insurance ...... 20

4.7 Independent Contractor

4.8 Liability

4.9 Regulatory Assurances ...... 21

4.10 FTA Drug and Alcohol Policy

ATTACHMENTS

ATTACHMENT 1

Route Maps

Fare Rate Sheet

Fare Box Collection and Handling Procedures

ATTACHMENT 2

Drivers Daily Log

Drivers Handbook

Passenger Handbook

Volunteer Driver Service Policy and Procedure Manual

ATTACHMENT 3

Disadvantaged Business Enterprises (DBE) Special Provisions

ATTACHMENT 4

Mn/DOT Contract – Federal Contract Clauses

Mn/DOT Contract – Debarment and Suspension Certification

MnDOT Contract - Lobbying Certification

ATTACHMENT 5

Financial Plan Workbook

NOTICE OF PROPOSALS

PROPOSAL ACCEPTANCE CLOSES [INSERT MONTH, DAY, YEAR] [INSERT TIME]

[INSERT CITY, COUNTY], MINNESOTA

Proposals for the project listed below will be received at the [INSERT OFFICIAL AGENCY ACCEPTING PROPOSALS], [INSERT STREET ADDRESS, CITY, STATE, ZIP], until [INSERT TIME AND DATE], at which time they will be opened and documented as received, cataloged for all required submittals and prepared for review. Proposal evaluation will occur [INSERT TIMEFRAME FOR EVALUATION PROCESS] and may be considered by the [INSERT NAME OF GOVERNING BODY] at their regular meeting on [INSERT DATE OF MEETING]. The Board reserves the right to review the proposals at a later date if necessary to allow for further consideration and proposer presentations prior to taking action.

REQUEST FOR PROPOSALS (RFP) TO OPERATE TRANSIT SYSTEM

NOTICE IS HEREBY GIVEN that sealed proposals will be received by the [INSERT NAME OF TRANSIT AGENCY], at the office of the [INSERT NAME OF OFFICE TAKING PROPOSALS], [INSERT LOCATION OF SAID OFFICE], until [INSERT TIME INDICATED AT TOP OF PAGE], local time, [INSERT DAY OF WEEK, MONTH, DAY, YEAR] for the operation of a public transit services titled “[INSERT NAME OF TRANSIT SYSTEM].” , for the period from [INSERT START DATE AND LAST DATE CONTRACT IN EFFECT]. [IF RFP provides for proposals for OPTION YEARS include:] This Request For Proposals has provisions for proposers to provide for costs associated with [i.e.: One – 1 year Option Year for services, TWO- 1 year Option Years for services, One – 2 Year Option Years, etc]. All proposals must provide for costs associated with each option year indicated. Option Years will be part of the evaluation process in selecting the successful proposal, [INSERT NAME OF TRANSIT AGENCY] intends to exercise those options after the contract is awarded.

[INSERT NAME OF TRANSIT SYSTEM] is a citywide/countywide/multi-county, subsidized with state and federal public transit dollars, which utilizes small chassis cut-away buses and volunteer drivers to transport passengers.

The RFP documents and forms may be obtained, at no cost, at the office of [NAME and ADDRESS OF AGENCY WHERE COPIES WILL BE LOCATED]. The contact person for all communication involving the RFP is:

Name and Title

Street Address

City, State ZIP

Contact Phone Number

Other City/County/Agency personnel are not allowed to discuss the RFP with anyone, including potential responders, before the RFP submission deadline.

All proposals shall be sealed with the proposers name and address clearly identified on the outside of packet. Packet shall include a cash deposit, cashier’s check, proposal bond, or certified check in the amount of five percent (5%) of the proposal amount, payable to [INSERT NAME OF AGENCY TO MAKE CHECK OUT TO]. Such amount shall be forfeited to the [INSERT NAME LISTED ABOVE] as liquidated damages, if the offeror, upon letting the agreement, shall fail to enter into the agreement so let. OR [INSERT NAME OF AGENCY] does not require a proposal guaranty, cash deposit, and/or proposal bond.

The FTA is or will be providing federal assistance for this project in an estimated expected amount of $110,000; the Catalog of Federal Domestic Assistance (CFDA) number is 20.509.

[ONLY INCLUDE THIS PARAGRAPH IF THE SYSTEM HAS BEEN ASSIGNED A DBE GOAL]

Pursuant to Federal and State requirements, a Disadvantaged Business Enterprises (DBE) goal has been assigned for work under this RFP. The contract awarded under this RFP will include the following language, which the contractor must agree to:

“DISADVANTAGED BUSINESS ENTERPRISES CERTIFICATION: Our firm will meet a minimum goal of __ % of this contract to Disadvantaged Business Enterprises”.

A offeror who fails to indicate a specific goal above must fulfill the goals indicated in this proposal.

[ONLY INCLUDE THIS PARAGRAPH IF THE SYSTEM HAS BEEN ASSIGNED A RACE/GENDER NEUTRAL DBE GOAL]

Disadvantaged Business Enterprises (DBE) Special Provisions: The MnDOT Office of EEO/Contract Management has assigned a Race/Gender Neutral DBE goal to this project. Offerors are directed to read the Disadvantage Business Enterprise (DBE) Special Provision race/gender neutral goal in Attachment 3. The Disadvantage Business Enterprise Special Provisions explains how to comply with the DBE requirements. In particular see page 1 and 2 regarding documents that a bidder must submit with its proposal. The form required in the proposal can be found on page 3 of the Special Provisions.

The [INSERT NAME OF TRANSIT AGENCY BOARD] reserves the right to select the most advantageous offer by evaluation and comparing factors in addition to cost or price such that a recipient may acquire technical superiority even if it must pay a premium price. A ‘premium” is the difference between the price of the lowest priced proposal and the one that the recipient believes offers the best value.

By Order of the [INSERT NAME OF TRANSIT AGENCY BOARD]

[INSERT DATE OF THIS PROPOSAL SUBMITTAL]

______

[INSERT FULL NAME AND TITLE OF OFFICIAL REP]

Publish [INSERT MONTH, DATE(S) AND YEAR and MEDIA published within]

[make sure to request Affidavit of Publication from Media outlet]

[THIS SPACE LEFT BLANK INTENTIONALLY]

NON-COLLUSION DECLARATION

The following Non-Collusion Declaration shall be executed by the offeror:

Operation Of

State Of Minnesota

County Of

I, ______, do state under penalty

(name of person signing this declaration)

of perjury under 28 U.S.C. 1746 of the laws of the United States:

(1) that I am the authorized representative of ______

______

(name of person, partnership, or corporation submitting this proposal)

and that I have the authority to make this declaration for and on behalf of said proposer;

(2) that, in connection with this proposal, the said offeror has not either directly or indirectly

entered into any agreement, participated in any collusion, or otherwise taken any action in

restraint of free competitive bidding;

(3) that, to the best of my knowledge and belief, the contents of this proposal have not been

communicated by the offeror or by any of his/her employees or agents to any person who is not

an employee or agent of the offeror or of the surety on any bond furnished with the proposal and

will not be communicated to any person who is not an employee or agent of the offeror or of said

surety prior to the official opening of the proposal, and

(4) that I have fully informed myself regarding the accuracy of the statements made in this

declaration.

Signed: ______

(proposer or his authorized representative)

Dated: ______

SPECIFICATIONS FOR OPERATION OF

[INSERT NAME OF TRANSIT SYSTEM]

1.0 INSTRUCTIONS FOR PROPOSALS

1.1 General

The [Governing/Agency Board] is inviting PROPOSAL’S for the operation of [Name of Transit System] on behalf of [Name of Governing Body/Agency having contract with Mn/DOT], hereinafter referred to as [“County”/ “City”/ “---- Agency”]. The Contract shall be in effect for a [enter number of years and/or months] period from [enter contract start date and date contract expires]. IF RFP provides for proposals for OPTION YEARS include: This Request For Proposals has provisions for proposers to provide for costs associated with [i.e.: One – 1 year Option Year for services, TWO- 1 year Option Years for services, One – 2 Year Option Years, etc]. All proposals must provide for costs associated with each option year indicated. Option Years will be part of the evaluation process in selecting the successful proposal, [INSERT NAME OF TRANSIT AGENCY] intends to exercise those options after the contract is awarded.

Proposers shall acquaint themselves with, and shall comply with all applicable federal, state, and local statutes, rules, and ordinances. The [County/City/Agency] may also require the Proposer to modify their operations under the Contract if such modifications do not impose any additional costs to the Contractor.

The successful Proposer shall be required to enter into a Contract with the [County/City/Agency] on a form provided by the [County/City/Agency]. The contract shall consist of the Specifications and Attachments and the Contract Form.

The FTA is or will be providing federal assistance for this project in an estimated expected amount of $110,000; the Catalog of Federal Domestic Assistance (CFDA) number is 20.509.

Any questions that the Proposer may have in regard to the interpretation of the Specifications shall be submitted in writing (via regular mail or as an email) to [Name and Title of County/City/Agency Contact Person and email address] at the address listed in the Notice To Proposer, prior to [Enter 5 full business days prior to proposal submittal deadline]. Facsimiles to [enter fax number, including area code] will also be accepted until the foregoing date.

1.2 DBE Language

[ONLY INCLUDE THIS PARAGRAPH IF THE SYSTEM HAS BEEN ASSIGNED A DBE GOAL]

“DISADVANTAGED BUSINESS ENTERPRISES CERTIFICATION: Our firm will meet a minimum goal of __ % of this contract to Disadvantaged Business Enterprises”.

A bidder who fails to indicate a specific goal above must fulfill the goals indicated in this proposal.

[ONLY INCLUDE THIS PARAGRAPH IF THE SYSTEM HAS BEEN ASSIGNED A RACE/GENDER NEUTRAL DBE GOAL]

Disadvantaged Business Enterprises (DBE) Special Provisions: The MnDOT Office of EEO/Contract Management has assigned a Race/Gender Neutral DBE goal to this project. Proposers are directed to read the Disadvantage Business Enterprise (DBE) Special Provision race/gender neutral goal in Attachment 3. The Disadvantage Business Enterprise Special Provisions explains how to comply with the DBE requirements. In particular see page 1 and 2 regarding documents that a offeror must submit with its proposal. The form required in the proposal can be found on page 3 of the Special Provisions.

1.3 Proposal Instructions

The Proposer shall use the Proposal Form and the Financial Plan Workbook Form included herein.

The Base Proposal includes all identified components within the RFP to preform work necessary to operate [NAME OF TRANSIT SYSTEM] for the Contract Period from [enter dates of contract term]. Routes will be paid for by the hour. The contractor will only be paid for those actual hours in which the buses are operated in accordance with these Specifications.

Payment at the unit prices per hour listed in the Proposal shall be considered payment in full for all costs incidental to the operation of [name of Transit System] for the Contract Period, including but not limited to management, operation and maintenance expenses, safety inspections, insurance, training, office and storage facilities, and all necessary labor, equipment, and materials required and agreed upon. Proposals must outline break and lunch policies. This RFP does not take into consideration lunch periods as actual reimbursable service hours.

The PROPOSER shall submit an Alternative PROPOSAL for the operation of the Volunteer Driver Program in the space listed in the Proposal. This work shall be done in accordance with the requirements listed in the Volunteer Driver Service Policy and Procedure Manual (See Attachment # ). The PROPOSAL shall take note that the [COUNTY/CITY/AGENCY] will bear no responsibility for the Volunteer Driver Program. The successful PROPOSER shall prepare and submit monthly reports and payment requests to the [COUNTY/CITY/AGENCY] in a format to be agreed upon by both parties.

Payment at the unit price per mile listed in the Proposal shall be considered payment in full for all costs incidental to the operation of the Volunteer Driver Program for the Contract Period. The unit price shall include but not be limited to recruitment of drivers and vehicles, coordination and administration of the program, payments for mileage reimbursement to drivers (drivers are to maintain personal insurance and indemnification, provide own fuel and vehicle maintenance) and all other labor, equipment, and materials required for operation of services.