Procurement & RFPs
Doing Business with Stagecoach
Stagecoach Transportation Services (Stagecoach) is a non-profit organization, which operates the public transportation system providing deviated-fixed-route and demand-responsive transit services in Central Vermont and the Upper Valley. To provide our services, we rely on a small range of contractors and suppliers who work with us through the entire procurement process. ThDescription:
Addison County Transit Resources, Inc. (ACTR), located in Middlebury, Vermont and Stagecoach Transportation Services, Inc. (STSI), located in Randolph, Vermont, are non-profit corporations providing public transit services in Chittenden, Rutland, Orange, Windsor and Addison Counties in Vermont. The company’s procurement office is located at the ACTR office in Middlebury, Vermont. Both agencies provide the full range of rural transit and paratransit services.
This Request for Proposal outlines specifications for 28-seat gasoline or diesel cutaway buses capable of seating 28 riders when the two wheelchair positions are not occupied and at least 26 riders.
ACTR and STSI are soliciting technical and price proposals in one package. Several forms in this RFP are required as part of the Proposal. A fixed price contract will be awarded.
Deadline for receipt of proposals is 4:00 pm December 16, 2016 at the ACTR Office. Telephone, e-mailed or faxed proposals will not be accepted. The successful proposal will be announced on or before 4:00 pm, December 28, 2016. The contract will expire on June 30, 2021. ACTR/STSI hereby grants permission, upon request, to other public transit operators in Vermont who are members of the Vermont Public Transportation Association, to purchase additional quantities off this contract.
All communication for this procurement is done via e-mail – no exceptions. Proposals will NOT be submitted via e-mail or fax. Contact information is below:
Angela McCluskey, Procurement Administrator
Addison County Transit Resources
e goods and services we purchase are of the utmost importance to providing safe, reliable, accessible and affordable transportation for our customers.
Goods and services purchased by Stagecoach range widely from paper clips to buses. We encourage small businesses owned by minorities and women to pursue contracts to compete for Stagecoach business. Learn more about specific DBE program information.
Who buys for Stagecoach?
The Senior Managers and/or Executive Director sign off on all purchases for Stagecoach. If anyone has any questions aboutStagecoach’s purchasing policies, please contact:
Jim Moulton, Executive Director
All forms, bid notices, specifications and other documents can be picked up at the above address during regular office hours, Monday – Friday 8:00 am to 5:00 pm.
What does Stagecoach buy?
Parts, supplies, equipment, professional, construction and other services required to maintain and operate its transit system as well as a small bus operations/maintenance facility.
How does Stagecoach buy?
All goods and services Stagecoach needs are obtained through either an informal purchasing process or a competitive bidding/request for proposals process.
Goods and/or services valued from $2,500 to $100,000 may be purchased from the lowest and best of two quotations in writing or request for proposal process.
Goods and/or services valued over $100,000 are purchased through a competitive sealed bid or request for proposals process. Vendors are notified of Stagecoach’s intent to obtain bids or proposals by direct mailings from current vendor lists and through newspaper advertisements.
Who receives Stagecoach’s bid notices/requests for proposals?
- Known vendors
- Think Vermont
- Vendors requesting to be on our bid list for specific categories of goods or services that Stagecoach requires
How does Stagecoach advertise for bids/proposals?
All bid and proposal related advertising appears in the legal notice sections of the Addison County Independent, the Burlington Free Press and/or the Rutland Herald (as appropriate) and Think Vermont.
How do I get on Stagecoach’s bidder’s list?
Getting on Stagecoach’s bidder’s list is as simple as forwarding a letter of interest to:
Angela McCluskey, DBE Officer
The following information must accompany your request to be placed on Stagecoach’s bidder’s list:
- Legal / recognized name of your business.
- Street and/or PO Box mailing address(es) of business.
- All business contact phone numbers: 1-800 or similar, fax, pager, cellular, mobile and local phone numbers: e-mail and/or Web site addresses (when available.)
- Business point of contact, names and positions held.
- Future solicitations you wish to be mailed. Please limit requests to services and/or parts that can be provided by your business.
- Identify if business has Vermont Agency of Transportation DBE, MBE, WBE status.
Disadvantaged Business Enterprises
If anyone feels that their firm qualifies as a Disadvantaged Business Enterprise (DBE) under 49 CFR Part 26, please contact:
Angela McCluskey, DBE Liaison Officer
c/o Addison County Transit Resources
297 Creek Road
Middlebury, VT 05753
Download a DBE application. On a triennial basis, Stagecoach establishes goals for the participation of disadvantaged businesses in its procurement process. For Federal Fiscal Years 2015-2017, Stagecoach’s DBE goal is 3.88%.
NOTE: There is no DBE set-aside in Stagecoach’s Disadvantaged Business Enterprise Program.
A Disadvantaged Business Enterprise is defined as a for-profit small business concern:
- That is at least 51% owned by one or more individuals who are both socially and economically disadvantaged or, in the case of a corporation, in which 51% of the stock is owned by one or more such individuals; and
- Whose management and daily business operations are controlled by one or more of the socially and economically disadvantaged individuals who own it.
Other criteria include, but are not limited to:
- Membership in a protected class;
- The owners’ personal net worth; and
- Firm meets SBA small business guidelines.
REQUEST FOR PROPOSALS
Bids invited for: Digital Two-Way Radio System
Stagecoach Transportation Services Inc. (STSI) was established in 1976 to create a network of community transportation alternatives that connect the people and places in Orange and Northern Windsor Counties. Our goal is to provide services that are safe, reliable, accessible and affordable for everyone. To further this goal, STSI merged with Addison County Transit Resources in July 2017 to become Tri-Valley Transit, Inc.
STSI operates two parallel and complementary transportation systems. The Dial-a-Ride (DAR) System takes elders and persons with disabilities, Medicaid-eligible residents and many other vulnerable populations to medical services, work, grocery stores and meal sites. The Bus Route System connects passengers to employment and shopping centers.
SCOPE OF WORK
Tri-Valley Transit, Inc. d.b.a. Stagecoach is seeking bids for a new Two-Way Radio System. It is our intent to purchase a new digital trunked radio system that meets the current FCC 12.5 KHz Narrowband Mandate and any Future 6.25 KHz Very-Narrowband Mandate.
Provide and install a turn-key Digital Trunked Radio System that provides seamless radio coverage throughout our entire service area and interchangeability with Addison County. We understand that 100 percent radio coverage may not be achievable therefore we require that your bid provide detailed Radio Coverage maps that indicate your level of compliance.
Our service area is defined as all of Orange and Northern Windsor County Vermont with the additional extended routes as defined below;
North into Montpelier, Vermont along the I-89 corridor.
East into North Haverhill, New Hampshire and surrounding areas.
Please include any information on additional licensure for operating out of state (NH).
The system must support the following three talk-groups:
Wide Area Transit Buses
Radio Caller ID
Dispatch Console Base Stations:
5 Desksets and 1 base station connected to a dispatch console, located at the 1 L Street administrative offices, for dispatch and operations.
Mountain Top Repeaters and associated antenna and combining systems.
Fleet installation of two-way radio systems on 22 Cutaway buses can be done on site at our tempered bus storage facility located at 13 Hedding Dr and 176 Waits River Road, Vermont. Our fleet includes the following brands of cutaway buses Ford E-450, Ford F-550, Chevy and International.
Provide a hand held radio with adequate antenna to function with bus radio system.
Bidders should list all recurring Monthly Fees associated with Repeater use or Site Leases. Also list any site development, FCC Licensing, or permitting fees if applicable.
Provide a Turn-Key proposal to provide and install a new single position Dispatch Console to interface with the new Base Station.
Bidders should list all the console features that will be available to the Dispatcher. Caller ID, Alias names, Emergency features, and any other features that will enhance our operations.
CONDITIONS AND ASSURANCES
• Must meet minimum of 1 year for Parts and Labor (Provided by Installer).
• Must provide a copy of liability insurance for all work performed.
• Please provide a list of references for work completed. Disadvantaged Business Enterprise (DBE) Policy: It is the policy of the U.S. Department of Transportation that minority-and women-owned business enterprises (hereby referred to as DBEs) as defined in 49 CFR Part 23 shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds.
DBE Obligation: The recipient or its subcontractor agrees to ensure that DBEs have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds provided under this agreement. In this regard, all recipients or subcontractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 23 to ensure that DBEs have the maximum opportunity to compete for and perform contracts. Recipients and their subcontractors shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of DOT-assisted contracts.
A complete proposal will include:
• Equipment costs plus total labor costs, including a break-out of fees.
• Technical Specifications
• Project Total
• Identification of equipment manufacturer(s) and warranty information.
• Cost of installation and any other operating fees must be included in the bid document.
All proposals are the property of STSI upon submission. Any expenses incurred to prepare or submit this RFP are the responsibility of the applicant. STSI reserves the right to reject any and all proposals or to cancel this RFP in part or in its entirety if it is in the best interests of STSI. The RFP does not obligate STSI to award a contract.
Any solicitation, award, procurement, and activity involved with the project shall be done in conformance with Title VI of the 1964 Civil Rights Act, such that no person shall, on the grounds of race, color, or national origin, be excluded from participation in, denied the benefits of, or subjected to discrimination under any program or activity receiving federal financial assistance.
STSI staff will review and evaluate all proposals and select a company based on the following criteria:
1. Adherence to minimum specs 30%
2. On-going operating costs 25%
3. Service dependability/warranty/references 20%
4. Comparison of specs to other bids/ability to meet timeline 10%
5. Total performance value in comparison to cost 15%
The contract award decision by STSI is final.
Electronic copies of the proposal should be sent to email@example.com , no later than November 17, 2017. If you would like to include hard copies, envelopes should be addressed to:
Tri Valley Transit, Inc.
Attention: Angela McCluskey
297 Creek Road
Middlebury VT 05753
It is the applicant’s responsibility to ensure that proposals are complete and delivered by the deadline time and date as indicated above. Incomplete or late proposals received after the stated deadline will not be accepted or returned.
Questions regarding the project scope of work are to be emailed to Angela McCluskey at firstname.lastname@example.org should be submitted by November 10, 2017. All potential bidders submitting questions will receive all questions and corresponding answers no later than November 13, 2017.