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AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLANGeneral Contract Conditions (Pages 34-35) and Sample Contract(Pages 36 through 47).4. acknowledge receipt of any addenda, as applicable.10.B.Responsibility Determination. Contract awards may be made only to firmsdetermined to be suitably “responsible”. The term “responsible” refers toa candidate’s likely ability to perform successfully in light of therequirements of this RFP and the terms of the proposed contract.Evidence of this responsibility includes financial stability, technicalresourcefulness, judgment, skill, integrity, experience and pastperformance.C.Suitable Experience. At a minimum, the proposer and its managementteam must demonstrate at least five (2) years of experience advisingtransit agencies on how to comply with FTA regulations and guidelinespertaining to asset management.NON-REVENUE (“TECHNICAL”) REQUIREMENTSYour Technical Proposal must contain the following elements:A. Proposal Transmittal Letter, including your e-mail address.B. RFP Signature Page (Cover Page) signed by an approved representative ofyour firm. As a condition of participating in this solicitation, you acknowledgeyour willingness to be bound by the terms and conditions stated in this RFP(subject to any exceptions stated in connection with Section 8G above).C. Introduction and Executive Summary. Please provide a letter of introductionand executive summary of your proposal.D. Experience. Please also provide a concise description of your current andrelevant prior experience in assisting transit agencies with FTA compliance.E. Staff and Organization. A detailed description of the work force, includingmanagement and sales staff, responsible for the work required in the Scopeof Services (Attachment 2, beginning on Page 28). The proposal must also8

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLANinclude resumes of key managers and administrators and an organizationchart showing responsibilities and reporting assignments. If you propose touse subcontractors, please describe any such subcontracted services aswell.F. Prior Litigation. Identify whether your firm (or any predecessor in interest)has been involved in any litigation involving any contract. Description thenature of the litigation, the parties, and the status or outcome (i.e. judgmentor settlement).G. Prior Termination. Identify whether a transit agency or municipality has everterminated any contract with your firm (or any predecessor in interest). Ifapplicable, please identify the terminating agency, the inception andtermination dates of the contract, and describe the nature of such termination(i.e. whether for cause or for convenience).H. Professional References. Provide a list of at least five (5) professionalreferences, including names and phone numbers, from five (5) or morecompanies with whom your firm is currently under contract to sell transitadvertising.I. Trade Secrets. It is each proposer’s responsibility to identify any informationsubmitted with the proposal which is deemed to be a business/trade secretunder applicable federal and/or state law and mark that information asconfidential. In the event of any challenge from third parties as to any suchmaterials so marked, it shall be the responsibility of the proposer toindemnify AC Transit and undertake the defense of any challenge to saiddesignation at the proposer’s sole cost and expense.11.COST PROPOSAL (TO BE SUBMITTED IN A SEPARATE, SEALEDENVELOPE).This portion of the proposal will be evaluated according to a formula wherebythe lowest priced proposal is awarded the entire forty percent (40%) of pointsavailable in connection with Proposed Cost, and each successively higherpriced proposal is awarded a pro-rata share of the 40% of points available forthat evaluation factor.9

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLAN12.PROPOSAL EVALUATION AND SELECTION CRITERIAProposals will be assessed according to the following procedure and criteria:A.Evaluation ProcedureAn Evaluation Team will review and score the proposals received againstthe weighted criteria set forth in Section 12B immediately below.Each member of the team will first read, evaluate, and score allresponsive proposals according to the qualitative factors set forth inSection 12B.For each of these qualitative factors, scores will be tabulated for eachreviewer according to the following 5 point scale:5 Exceptional4 Above Average3 Good2 Minimal1 Deficient0 Unacceptable / Unresponsive(As noted above, the proposed fees will be evaluated separately andpoints will be allocated on a pro-rata basis relative to lowest proposedcost, with the lowest priced responsive proposal receiving all of the 40%of points allocated for cost, and proportionately higher cost proposalsreceiving proportionately less points in this category.)The team will then discuss these evaluations, ultimately combining theindividual cost and technical scores to arrive at a composite score foreach responsive firm. Firms that receive the highest composite scores willbe found to be in the “competitive range” and may be invited to meet withthe District for further discussions and/or negotiations. However, theDistrict reserves the right to award a contract solely on the competitivemerits of a responsive firm’s proposal.10

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLANB.Evaluation Criteria; Weighted FactorsThe following table shows the criteria for selection and the maximumpotential score for each area. The compiled rankings will be used toidentify the preferred firm.WEIGHTED CRITERIAWeight1Proposed Cost; Reasonableness of the total cost proposedand competitiveness of this amount with other offersreceived.40%2Qualificationsof theProposing Firm(40%);Qualifications to be considered include, but are not limitedto: recent experience of the Proposer in the development ofa Transit Asset Management Plan for similarly situatedtransit agencies, extensive knowledge, understanding, andexperience concerning the FTA’s Transit AssetManagement Final Rule (Federal Register, Vol. 81, No. 143,Tuesday July 26, 2016) and the FTA Facility ConditionAssessment Guidebook.40%3Staffing and Project Organization (10%); Qualifications ofproject staff will be considered, particularly any keypersonnel and the project manager. The Proposer must listthe key individuals who will be assigned to the project, theirqualifications and disciplines and the total person hours ofeach person’s degree of commitment. Other factors to beconsidered include, but are not limited to key personnel’slevel of involvement in performing related work, logic ofproject organization; adequacy of labor commitment, andconcurrence in the restrictions on changes in key personnel.10%4Work Plan/Project Understanding (5%); Proposer’sdemonstrated understanding of the project requirements;specifically the assessment of the District’ current assetmanagement activities, reviewing systems use in support ofthe Asset Management Plan, and developing an updatedAsset Management Plan that complies with the FTA’s TAM5%11

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLANFinal Rule.Small Local Business Preference (5%); Responsive firmsthat are geographically headquartered in one of the fiveWards comprising the District’s geographical boundaries willreceive 5% of all available points.5.TOTAL WEIGHT13.5%100%BEST AND FINAL OFFERS (“BAFO”)Any proposer determined to be in the competitive range may be requested tomodify its initial proposal and submit a Best and Final Offer (“BAFO”). In suchevent, the request will include:A.A uniform date and time for submission of all requested BAFOs, allowinga reasonable opportunity for finalists to prepare them.B.Notice that, in the event of a failure to timely submit a BAFO, the finalist’sprevious proposal will be considered to be its best and final offer.Any modifications to an initial proposal made by a Proposer in its BAFO must beidentified in the BAFO. The Evaluation Panel will evaluate the BAFO using thesame criteria used to evaluate the original proposals as to those itemsaddressed in the request for a BAFO. Final weighted scores will then bedetermined.The proposal which offers the best value to the District will then berecommended to the District’s General Manager. The results of the evaluationsand the selection of a proposal for a recommended contract award will bedocumented. Nevertheless, it bears repeating that the District reserves the rightto reject any and all proposals.The District’s General Manager retains the option of accepting such arecommendation or of making an award to another firm if it determines that sucha selection is in the best interest of the District and public transit in thegeographic region the District serves.14.AWARDThe District reserves the right to:12

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLANA.Reject any and all proposals.B.Withdraw, cancel, all, or part, of the RFP, at any time, without prior notice.C.Reissue a subsequent RFP, as considered necessary by the District.D.Waive any minor irregularities, technical errors, or information, in theprocurement process.E.Verify all information submitted in a proposal submission.F.Approve or disapprove the use of any proposed subcontractor.H.Award a contract, without negotiation, to a responsive and responsibleproposer in the competitive range, based on the evaluation criteria statedin Section 12 and the Cost Proposal called for in Attachment No. 1 (onPage 27).If a contract award is approved, unsuccessful proposers will be notified of theaward in a timely manner.15.PROTEST PROCEDURESCopies of the District’s Procurement Protest Procedures can be obtainedonline ctors/board-policies/FAILURE TO COMPLY WITH ANY OF THE REQUIREMENTS SET FORTHIN THE DISTRICT’S PROTEST PROCEDURES MAY RESULT INREJECTION OF THE PROTEST.16.INSURANCE REQUIREMENTSIt is strongly recommended that respondents to this solicitation confer with theirinsurance carriers and/or brokers to determine in advance of submitting aproposal whether the insurance requirements set forth below can be met. Anypotential contractor must procure and maintain, for the duration of the proposedcontract, insurance against claims for injuries to persons or damages forproperty which may arise from or in connection with the performance of the13

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLANwork by such contractor, its agents, representatives, employees and/orsubcontractors. The District reserves the right to alter, amend, increase orotherwise modify the insurance requirements stated below.A.Minimum Limits of InsuranceA contractor to the District must maintain limits no less than:B.1.General Liability: 2,000,000 combined single limit peroccurrence for bodily injury, personal injury and propertydamage.If an aggregate limit is used, either separateaggregate limit shall apply to this project/location or theaggregate limit shall be twice the required occurrence limit.2.Automobile Liability: 2,000,000 combined single limit peraccident for bodily injury and property damage.3.Workers’ Compensation: Workers’ Compensation limits asrequired by State of California and Employer’s Liability limits of 1,000,000 per accident for bodily injury or disease.4.Professional Errors and/or Omissions Liability: 2,000,000.00.Deductible and/or Self-Insured RetentionsAny deductibles and/or self-insured retentions must be declared to andapproved by the District. The District reserves the option to:C.1.Require insurer to reduce or eliminate such deductible or selfinsured retention as to District, and/or:2.Require a contractor to procure a bond guaranteeing paymentof any deductible or self-insured retention of losses, relatedinvestigations, claims administration and defense expenses.Other Insurance ProvisionsThe policies are to contain, or are to be endorsed to contain, thefollowing provisions:1.General Liability and Automotive Liabilitya.The District, its directors, officers, officials, employees,and volunteers are to be covered as additional insureds14

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLANwith respect to liability arising out of activities performedon behalf of the contractor; products and completedoperation of the contractor; premises owned, occupied orhired by the contractor; automobiles owned, leased;hired, or borrowed by the contractor. The coverage shallcontain no special limitation on the scope of protectionafforded to the District, its directors, officers, officials,employees, or volunteers.2.b.For any claims related to any contract awarded inconnection with this solicitation, the contractor’sinsurance coverage shall be primary insurance withrespect to the District, its directors, officers, employees,and volunteers. Any insurance or self-insurancemaintained by the District, its directors, officers,employees, or volunteers shall be in excess of thecontractor’s insurance and shall not contribute with it.c.Any failure with reporting provisions of the policiesincluding breaches of warranties must not affectcoverage provided to the District, its directors, officers, oremployees.d.The contractor's insurance shall apply separately to eachinsured against whom claim is made or suit is brought,except with respect to the limits of insurer’s liability.Workers’ Compensation and Employers LiabilityThe insurer shall agree to waive all subrogation rights againstthe District, its directors, officers, officials and employees forlosses arising from work performed by the contractor for theDistrict.3.All Coveragesa.Each policy required shall be endorsed to state thatcoverage shall not be suspended, voided or canceled byeither party or reduced in coverages or limits except after15

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLAN30 days prior written notice by certified mail, returnreceipt requested, has been given to the District.b.Each policy is to be on an “Occurrence” form. A “ClaimsMade” form requires prior approval by the District, and acontractor will be required to provide acceptableevidence of the policy’s retroactive date, and will also berequired to maintain the coverage with same retroactivedate for a period of not less than five (5) years followingtermination of services.c.If Contractor maintains broader coverage and or higherlimits than the minimums shown above, The Districtrequires and shall be entitled to the broader coverageand/or higher limits maintained by the Contractor. Anyavailable insurance proceeds in excess of the specifiedminimum limits of insurance and coverage shall beavailable to the District4.Acceptability of Insurers – Insurance is to be placed withinsurers having a current A.M. Best & Co. Rating of no less than“A-VII”.5.Verification of Coverages – A contractor to the District mustfurnish the District with appropriate Certificates of Insurance andwith original Endorsements effecting coverages required. TheCertificates and Endorsements are to be signed by a personauthorized by the insurer to bind coverage. The Certificatesand Endorsements are to be on forms approved by the District.All required Certificates and Endorsements are to be receivedand approved by the District prior to the commencement of anywork under the Contract. The District reserves the right torequire complete, certified copies of all required Insurancepolicies at any time.6.Other Requirementsa.Should any work under this contract be subcontracted,the contractor must require each sub-contractor of any16

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLANtier to comply with each of these insurance provisionsand provide the proof of such compliance to the District.17.b.These insurance requirements are not intended to andshall not in any manner be construed to limit or otherwisequalify the liabilities and obligations otherwise assumedby the contractor under any contract awarded inconnection with this RFP, including but not limited to theprovisions concerning indemnification.c.Compliance with these insurance requirements shall beconsidered a material part of any contract awarded, andbreach of any such provision will be considered amaterial breach of any such contract. This may result inaction by the District to withhold payment and/orterminate such contract for cause.CONFLICT OF INTERESTBy submitting a proposal and entering into any contract awarded in connectionwith this RFP, the contractor represents that it presently has no interest, director indirect, which would conflict in any manner or degree with the performanceof the services called for under the proposed agreement. The contractor furtherrepresents that in the performance of such agreement, no person having anysuch interest shall be employed by the contractor, and that the contractor shallreceive no commissions or other payments from parties other than the Districtas a result of any work thus performed.A failure to comply with this provision will serve as a basis for termination fordefault and the collection of any resulting damages.18.TERMINATION / RESOLUTION OF DISPUTESA.Termination for Convenience of the District.The performance of work or delivery of work product under any contractawarded in connection with this RFP may be terminated in whole or in part bythe District upon written notice to the contractor in accordance with this clausewhenever the District determines that such termination is in its best interest.17

AC TRANSITPURCHASING DEPARTMENTREQUEST FOR PROPOSALSNO. 2017-10354CONSULTING SERVICESTRANSIT ASSET MANAGEMENT PLANAfter receipt of said notice, contractor shall stop work on such contract on thedate and to the extent specified in said notice, terminate all applicable ordersand subcontracts, and complete performance of all work as shall not havebeen terminated by said notice. After receipt of such notice, the contractorshall submit to the District a statement setting forth the contractor’s act

TRANSIT ASSET MANAGEMENT PLAN 6 C. Interested firms should submit written proposals responding to the requirements of this Request for Proposal (RFP). There shall be one (1) original set and three (3) copies of the proposal. Each proposal must be submitted in two (2) separate sealed envelopes within the proposal package.