REQUEST FOR PROPOSALS

for

Planning of Facility Locations for WAVE and PEX

Issued: March 25, 2024

Deadline of Submission: April 30, 2024

ISSUED BY: Western-Washtenaw Area Value Express (WAVE)

Email:  ride@wavebus.org

1. Introduction:

1.1 Background:

PEX is a low-cost public transportation service for select townships and cities in Southeast Michigan. Most of our buses and vans are lift-equipped and they all meet ADA requirements. We are the driving force that enables people to remain an independent, active part of their communities.

WAVE is a non-profit service organization that exists to provide affordable transportation to older adults, persons with disabilities, and other transit-dependent individuals in western Washtenaw County.

1.2 Objective:

The objective of this RFP is to seek qualified contractors who can assist PEX and WAVE in identifying suitable land or properties within Washtenaw County that meet the specifications and requirements for establishing an environmentally-friendly facility. The facility should have the capacity to accommodate our staff, support growth, and house agency and staff vehicles efficiently.

2. Scope of Work:

2.1 Contractor Responsibilities:

The selected contractor will be responsible for the following activities:

• Conducting a comprehensive search for available land or properties in Washtenaw County that meet the defined specifications and requirements.
• Evaluating potential facility locations based on factors such as proximity to major transportation routes, accessibility, zoning regulations, environmental considerations, and suitability for PEX and WAVE operations.
• Conducting due diligence, including site visits, assessments, and analysis of each potential location.
• Preparing detailed reports with findings, including site descriptions, maps, photographs, and any other relevant information.
• Recommending the most suitable facility locations that align with PEX and WAVE’s needs and objectives.

2.2 Deliverables:

• The contractor will be expected to deliver the following:
•  A comprehensive list of potential facility locations within Washtenaw County.
• Detailed reports for each potential location, including site descriptions, findings, and recommendation.
• Site photographs, maps, and any additional relevant documentation.

Needs in a Facility: 

• Width being longer to help with pulling in and pulling out of vehicles
  • Significant Depth to turn around without worry
• Shelter for vehicles
  • Pulled in parking for vehicles in either a building or awning type
  • Vehicles range from minivans to 40 ft buses
• Maintenance area for dedicated on-hand maintenance repairs
• Room types for both internal and external meeting use
  • Conference Style Boardroom
  • Staff lunch area
  • Computer room – for IT
  • Training Room
  • Empty rooms for growth down the road
• Car wash area with space for run off water

• Electrification space
• Parking space for personal vehicles
• Greeting area for businesses to walk in to
• Geography
  • Highway entry close by or artery
  • Central in the service area
• Area that can be fenced
• Security system

Issues faced with current facility:

• Team is spread across multiple locations 
• Parking for fleet vehicles is in a different location than admin offices
• Drivers are not parking on site
• Limited parking for office staff on site
• Limited storage
• Space for current team is limited
  • Lots of sound bouncing in dispatching rooms
  • Dispatching area too small 
  • Leadership does not have private office space
• Break Room or Kitchen – we don’t have one right now
• OSHA washing stations, drainage systems – we don’t have this right now
• Gravel parking lot causes potholes, extra cleaning required
• Running out of room for the growing fleet
• No fleet vehicle coverage to protect from the elements

Concept: three house facility with maintenance bays

• Office building
• Vehicle building
• Mobility management building

Questions: 

Questions must be submitted in writing to ride@wavebus.org

Questions must be submitted 10 days prior to the proposal due date. WAVE will respond within five (5) days .Questions and answers will be provided to all firms sent a RFP or who have submitted a proposal and will be posted on https://ridethewave.org. Verbal questions are not part of this solicitation.

3. Proposal Submission:

3.1 Proposal Requirements:

Proposers are requested to include the following information in their proposals:

• Company Profile: Provide an overview of your company, including its experience in conducting similar projects, relevant certifications, and any specialized expertise.
  • Full name, address of your organization, and the parent or subsidiary entity that will perform or assist in the project.
  • Entity type (individual, LLC, Corporation, etc)
  • Federal ID or Social Security Number
  • Dun and Bradstreet Number
• Team Composition: Specify the key team members who will be assigned to this project and their relevant experience and qualifications.
• Project Approach: Outline your proposed methodology for identifying and evaluating potential facility locations. Describe the tools, resources, and techniques you will employ to complete the project successfully.
• Project Timeline: Provide a detailed timeline outlining the key milestones and deliverables, starting from the contract award date.
• Prior Experience: Include descriptions of prior or present projects which would tend to substantiate your qualifications to perform this project. Include name, address, and telephone number of the responsible person of former client’s organization who may be contacted.
• References: Provide a list of references from previous clients for similar projects.
• Authorized Negotiators: Provide the names and telephone numbers of personnel of your organization authorized to negotiate with the transit agency.
• Proposal Price: Include a detailed breakdown of the proposal price and indicate any part of the proposal that will be performed by subcontractors.  The contractor shall provide all supervision, labor, materials, supplies, postage, parts, tools, transportation, lodging, meals, and any other miscellaneous expenses to complete project.  All travel costs billed will follow the State of Michigan’s vehicle and travel rates.  WAVE and PEX are tax exempt and will not be responsible for any taxes levied on respondent or this RFP.  This solicitation will result in a firm, fixed price contract.  It’s anticipated the contract award will not exceed $75,000.
• Federal Contract Clauses for Professional And A&E Less Than $250,000. (Attachment A) A signed copy of the clauses must be submitted with the proposal. 
• A signed copy of the Certification of Compliance with Federal Contract Clauses (Attachment B) must also be submitted.
• The RFP cover page (Page 1) must be signed in ink by an official of the proposing organization, providing authorization to bind the proposer to the provisions of the RFP and the proposed project price.

This project is funded by state and federal grants. Certification of Compliance with Federal Contract Clauses and the federal clauses for this project are Professional And A&E Less Than $250,000 are attached and available at: https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=3168.pdf

Signed copies of both documents MUST be submitted with the proposal.

3.2 Proposal Submission:

Please submit your proposal electronically in PDF format to ride@wavebus.org no later than 5pm on March 1st, 2024. Late proposals will not be accepted. Submitted proposals and prices will remain valid for 90 days after the proposal due date.

• PEX and WAVE reserves the right to reject any or all proposals received as a result of this RFP for sound, documentable, business reasons
• PEX and WAVE reserves the right to waive any minor informalities or irregularities.
• PEX and WAVE reserves the right to postpone the proposal due date, for sound, documentable, business reasons.

3.3 Submission Conditions

Incurring Costs

WAVE and/or PEX is not liable for any costs incurred by respondent’s incidentals to this RFP.

Rejection of Proposals

WAVE and/or PEX reserves the right to reject any or all proposals received as a result of this RFP for sound, documentable, business reasons.  WAVE and/or PEX also reserves the right to negotiate separately with any source whatsoever in any manner necessary.  WAVE and/or PEX is not obligated to award any contracts solely based on any responses made or obtained.  WAVE and/or PEX reserves the right to waive any minor informalities or irregularities.  

Proposal Due Date

WAVE and/or PEX reserves the right to postpone the proposal due date, for sound, documentable, business reasons. 

Late Submissions

Late submissions will not be accepted.  The entire proposal must be received, not merely a portion, on or before the due date.  

Disclosure of Proposal Content

After evaluation, all information contained in submitted proposals is subject to release to the public under Michigan’s Freedom of Information Act (1976 PA 422)

Modifications and Withdrawal of Proposals

Proposals may be withdrawn in writing at any time prior to the due date and time.  A proposal may also be withdrawn in person by a proposing firm, provided the withdrawal is made prior to the due date and time.  The proposing firm must sign a receipt of withdrawal.  No proposal may be withdrawn after the due date unless there is a material error in the proposal.  Withdrawn proposals may be resubmitted, with or without modifications, up to the due date and time.  WAVE and/or PEX shall require proof of agency from person withdrawing proposal.  

Assignment

Neither party may assign, directly or indirectly, all or part of its rights or obligations under this agreement without prior written consent of the other party. 

4. Evaluation

4.1 Proposal Criteria:

The proposals will be evaluated based on the following criteria:

• Team Composition – 40 Points: Qualifications and relevant experience of the proposed project team members.
• Cost – 35 Points : Proposals will be evaluated using the following formula: lowest proposal cost divided by the proposal cost being evaluated multiplied by the available points. 
• Methodology – 30 Points : Clarity and effectiveness of the proposed methodology.
• Experience and Expertise – 20 Points: Demonstrated experience in conducting similar facility location projects. 
• Project Timeline – 5 Points: Feasibility and appropriateness of the proposed project timeline.

All proposals will be evaluated by a Selection Committee consisting of the PEX and/or WAVE Executive Director and two (2) board members.

Evaluation Criteria	Points	Evaluation Description
Team Composition	40	0 Points: Proposed team lacks requisite qualifications and relevant experience. In 10 Points: Team composition is partially relevant but lacks essential qualifications. In 20 Points: Team possesses relevant qualifications and some experience. In 30 Points: Team demonstrates strong qualifications and extensive relevant experience. In 40 Points: Exceptional team with outstanding qualifications and a wealth of relevant experience.
Cost	35	Cost will be evaluated based on the following formula: Points = 35 x (Lowest Proposal Cost / Proposal Cost Being Evaluated)
Methodology	30	0 Points: Methodology is unclear or ineffective. In 5 Points: Poorly explained methodology. In 10 Points: Moderately clear and somewhat effective methodology. In 20 Points: Clear and effective methodology, aligned with project goals. In 30 Points: Highly effective and meticulously documented methodology.
Experience and Expertise	20	0 Points: No demonstrated relevant experience or expertise. In 5 Points: Limited experience in similar projects. In 10 Points: Moderate experience in conducting similar projects. In 15 Points: Demonstrated significant experience in conducting similar projects. \n 20 Points: Extensive experience and expertise in similar projects.
Project Timeline	5	0 Points: Project timeline is unfeasible and inappropriate. In 1 Point: Highly unrealistic timeline. In 3 Points: Timeline is somewhat feasible but raises concerns. In 4 Points: Realistic and reasonably appropriate timeline. In 5 Points: Highly realistic and well-structured timeline.

Representatives from the firm(s) in a competitive range may be contacted for an interview.  Original scoring of the non-price criteria may be modified based on the results of the interview. Award may be to other than the lowest price proposal and will only be to a responsive and responsible firm.  

4.2 Timeline:

• RFP Release Date: March 25, 2024
• Deadline for Questions to ride@wavebus.org: April 8, 2024 by 5pm
• Answers to Questions Provided to Proposer no later than: April 12, 2024 by 5pm
• Proposal Submission Deadline to ride@wavebus.org: April 30, 2024 by 5pm
• Evaluation Period: May 1, 2024 – May 10, 2024
• Contract Award: May 13, 2024 by 5pm

5. Budget

5.1 The budget allocated for this project is as follows:

Total: $75,000

Transit Facility co-planning budget is $75,000 with the understanding that some of the dollars will be used to help determine location and feasibility of a co-facility for the two agencies as well as investigation of a People’s Express (PEX) stand alone facility and a Western-Washtenaw Area Value Express (WAVE) stand alone facility. This solicitation will result in a firm, fixed price contract.

The above budget figures represent the maximum amount available for the facility location contractor’s services, including research, evaluation, reporting, and recommendations. Bidders are expected to propose a cost-effective solution within this budget while ensuring high-quality deliverables.

Please note that any proposed costs should be inclusive of all expenses, such as personnel, travel (all travel costs billed must follow the State of Michigan’s vehicle and travel rates), materials, and any other direct or indirect costs related to completing the scope of work outlined in this RFP. Bidders should provide a breakdown of their proposed costs, indicating a clear understanding of the project requirements and a reasonable estimation of expenses.

It is essential for bidders to provide a comprehensive and detailed budget proposal that demonstrates value for money without compromising the quality of the services to be delivered.

We encourage bidders to submit cost-effective proposals while maintaining the necessary expertise and resources to fulfill the project requirements effectively. Proposals exceeding the specified budget may be subject to closer scrutiny during the evaluation process.

Please ensure that your proposed budget is well-justified, clearly itemized, and includes any assumptions made in developing the cost estimate.

5.2 Terms of Payment

The contractor will submit invoices to WAVE and/or PEX.  Upon acceptance of invoice, WAVE and/or PEX will submit a request for reimbursement to the State of Michigan. Reimbursement will take a minimum of 45 days processing.  All invoices will be itemized.  Once WAVE and/or PEX receives reimbursement, a check will be issued within 10 days to the firm.  Final payment will not be made until WAVE and/or PEX verifies project is complete and scope of work has been completed.  

6. PROTESTS

All protests relating to this RFP, the selections and/or award, must be submitted in writing to WAVE and/or PEX.  Protests about specifications must be received 10 (10) days before the proposal due date.  Post award protests may be received by WAVE and/or PEX at any time after proposal opening, but not later than five (5) working days after notification to all proposers of the contract award decision.  Failure to timely submit a written protest will result in forfeiture of any protest right.  WAVE and/or PEX will respond within 10 (10) days of receiving the protest.  WAVE and/or PEX is the final arbitrator on any question or dispute pertaining to proposals, proposal forms, and awards.  This ‘disputes’ clause does not preclude consideration of questions of law in connection with decisions provided for above; provided that nothing in this contract shall be construed as making final the decision of any administrative official, representative, or board on a question of law.  

Proposal protests shall contain:

1. The name and address of the protester
2. Identification of the project
3. A statement of the grounds for the protest and any supporting documentation.  The grounds for protest shall be fully supported to the extent feasible.  Additional materials in support of an initial protest may be permitted only at the sole discretion of WAVE and/or PEX.
4. The relief desired of WAVE and/or PEX.

7. INDEMNIFICATION

The selected proposer shall indemnify, defend, and hold harmless WAVE and/or PEX, its officers, agents, and employees, the State of Michigan, the Michigan State Transportation Commission, MDOT, and all officers, agents, employees thereof:

• From any and all claims by persons, firms, or corporations for labor, materials, supplies, or services provided in connection with any contract awarded, which the offeror shall perform under the terms of this contract; and
• From any and all claims for injuries to, or death of, any and all persons, for loss of or damage to property, environmental damage, degradation response, and cleaning costs, and attorney fees or other related costs arising out of, under, or by reasons of this Agreement, including the design of the project, except claims resulting from the sole negligence or willful acts or omissions of said indemnities, its agents or employees.  

8. OTHER TERMS AND CONDITIONS

The selected proposer is not entitled to time extensions or compensation for delays or inconvenience.

The agency reserves the right to cancel the contract with thirty (30) days written notice.

The parties shall attempt to resolve any disputes arising out of or relating to this contract through negotiations with approved representatives.  If the matter is not resolved by negotiation with 30 days of a written receipt for an invitation to negotiate, the parties will attempt to resolve the dispute in good faith through an agreed alternative Dispute Resolution.

All proposals become the property of WAVE and/or PEX unless withdrawn before submittal date.

The proposer who is awarded the contract agrees that the auditor of WAVE and/or PEX and authorized representatives from the State of Michigan shall have access to, and the right to examine, audit, excerpt any records pertinent to his contract.  All records relating to this contract shall be retained for a minimum of three (3) years.