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Stagecoach Tranportation

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
angela@actr-vt.org

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
Telephone: 802-388-2287
Fax: 802-388-1888
Email: jim@actr-vt.org

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

Telephone: 802-388-2287
Fax: 802-388-1888
angela@actr-vt.org

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.

Certification eligibility

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:

Stagecoach DBE Program Policy


REQUEST FOR PROPOSALS

 

Graphic Design Services

BACKGROUND

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.

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.

STSI seeks design of a creative and unique annual report. The annual report will cultivate awareness about the economic, social, and environmental impact that STSI has on the community using stories and data developed by staff. The selected designer will work closely with staff to create a design concept, apply it to provided content and produce digital and print material.

SCOPE OF WORK

STSI will award a professional services agreement for design and layout of our first ever annual report.

STSI’s FY16 Annual Report will be from 12 to 16 pages long, including stories, photos, and charts and graphs, to tell the story of our organization. The theme this year is “40 Years of Remarkable Journeys.” The final product will be a four-color professional publication that is easy to use, eye catching, and accentuates the mission of STSI.

The project will require the following involvement and deliverables:

  • Review the existing design guidelines;
  • Meet with communications staff to gather information and to brainstorm the design and creative process;
  • Create and present a design concept to the communications staff;
  • Provide revisions to the design concept as needed;
  • Produce a print ready Annual Report ready to be printed by January 17, 2017;
  • Work with the printer to produce final report;
  • Deliver final design files to STSI for future use.

Required Quote– Design and layout of a production-ready, 4- color publication which will include stories, photos, and charts and graphs.  See appendix A for more detailed information.

Additional Information:

  • Indicate number of permissible client reviews allowed under your proposal. STSI prefers a minimum of three drafts and editing opportunities.

ANTICIPATED TIMELINE/ SCHEDULE

Initial Meeting (meeting #1): Upon contract award, STSI staff will meet with the Consultant to discuss visionary concepts and key components of the project.  STSI will transition files of photos, narrative, and information for the development of maps and timetables to the Consultant.

Planning Meeting #2(in person):  Within two weeks of initial meeting, Consultant will provide first draft of project with narrative, photos, graphs and charts within the document for review.

Planning Meeting #3(in person or via Skype):  Within three weeks of initial meeting, the Consultant will provide second draft of project for review.

Planning Meeting #4(in person or via Skype):  Within four weeks of initial meeting, Consultant will provide final draft of project for review.

Final Completion: Within seven weeks of initial meeting, the Consultant will “pre-flight” the project for final print production in the format requested by the identified vendor. It is expected that the Consultant will be available throughout the course of printing to coordinate any outstanding issues in design with the print vendor.

See appendix B for more detailed information.

PROPOSAL REQUIREMENTS

A complete RFP will include:

  1. A fee schedule including hourly rates, total hours expected for project completion, miscellaneous fees and other anticipated expenses to complete the proj
  2. An estimated timeline for completion of the proje
  3. A minimum of four examples of similar work.
  4. Four references of clients contracting for similar services.

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.

SELECTION CRITERIA

STSI staff will review and evaluate all proposals and select a consultant or firm based on the following criteria:

 

CRITERIA                                                                               WEIGHT

 

Addressing the Scope of Work 15%
Understanding of the Project 25%
Schedule for completion of draft and final draft 35%
Fee Proposal 25%

 

The contract award decision by STSI is final.  Typical payment terms are net 30.

SUBMISSION REQUIREMENTS

Electronic copies of the proposal should be sent to lperez@stagecoach-rides.org no later than 12pm (noon) on Wednesday, November 23, 2016. If you would like to include hard copies, envelopes should be addressed to:

Stagecoach Transportation Services, Inc.

Attention: Laura Perez

PO Box 356

Randolph, VT 05060

 

Physical address:

Stagecoach Transportation Services, Inc.

1 L Street

Randolph, VT 05060

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

Questions regarding the project scope of work are to be emailed to Laura Perez at lperez@stagecoach-rides.org  and should be submitted by November 10, 2016. All potential bidders submitting questions will receive all questions and corresponding answers no later than November 11, 2016.

 

Appendix A – Detailed specifications

Basic information

  • English-language
  • production-ready
  • 4-color brochure

Approximate Table of Contents for Final Brochure (TOC)

  • Cover
  • Director’s Message
  • Three Remarkable Stories
  • Description of Service/ Our Purpose & Challenges
  • Stewardship
  • What’s new/what’s next
  • Thank you
  • Back Cover: Staff/volunteer/board

Appendix B – Detailed timeline

  •  November 23, Bids Due
  • November 29, Staff Decision
  • December 5, Initial Meeting (in person)
  • December 19, 1st Draft Due
  • January 9, 2nd Draft Due
  • January16, 3rd Draft Due
  • January 17, Print Ready

 

 

Brochure Printing and Mailing Services

BACKGROUND

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.

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.

STSI seeks services to print, process, and distribute a four-color professional publication of our annual report; the report will be easy to read, eye catching, and will cultivate awareness about the availability, accessibility and affordability of transportation choices that STSI offers.

SCOPE OF WORK

STSI will award a professional services agreement for printing, processing, and distribution based upon the following specifications:

General Description: Saddle-wired brochure with soft cover

Production Quantity: Prices for 500; 1,000; and 3,000

Page Quantity: Quote Minimum of 10 pages plus the cover

Page size:  Interior: 20” x 8” (flat), 10” x 8” (bound book)

Cover:   10” x 8” (flat). Final size of folded brochure is 10” x 8”

Stock: 80# Accent Opaque

Ink: 4 color process

Bleeds:  4 sides Traps: yes Reverses: yes Screens: yes

Coverage: medium to heavy

Crossovers: no Halftones: no Duotones: no

Color Seps: Approximately 150 -175 (All images are digital)

Proof: full composite proofs

Finishing: trim, score, fold

Binding: Saddlewire on the 8” side

 

Shipping: Stagecoach Transportation Services, Inc.

Attention: Laura Perez

1 L Street

PO Box 356

Randolph, VT 05060

ANTICIPATED TIMELINE

Files will be transferred from our graphic designer to printer on or before January 17, 2017. Final product should be delivered no later than January 31, 2017.  The final product includes inserting a remittance envelope and letter from the director into the report, stuffing into envelope, addressing, sealing, and mailing.

QUOTE REQUIREMENTS

A complete quote will include:

  1. Three quantity tiers
  2. Samples of all stock included in quote
  3. A minimum of four examples of similar work
  4. Four references of clients contracting for similar services

All quotes are the property of STSI upon submission. Any expenses incurred to prepare or submit this quote are the responsibility of the applicant. STSI reserves the right to reject any and all quotes or to cancel this RFQ in part or in its entirety if it is in the best interests of STSI.  The RFQ does not obligate STSI to award a contract.

SELECTION CRITERIA

STSI staff will review and evaluate all quotes and select a vendor based on the following criteria:

CRITERIA                                                                                                   WEIGHT

 

1. Addressing the Scope of Work 10%
2. Understanding of the Project 10%
3. Previous Experience 10%
4. Schedule for completion of draft and final draft 40%
5. Fee Proposal 30%

 

Once the proposal is discussed and ranked, STSI will notify the selected bidder.

 

SUBMISSION REQUIREMENTS

Electronic copies of the quote should be sent to lperez@stagecoach-rides.org no later than 12pm (noon) on Wednesday, November 23, 2016. If you would like to include hard copies, envelopes should be addressed to:

 

Stagecoach Transportation Services, Inc.

Attention: Laura Perez

PO Box 356

Randolph, VT 05060

Physical address (for in-person delivery):

Stagecoach Transportation Services, Inc.

Attention: Laura Perez

1 L Street

Randolph, VT 05060

It is the applicant’s responsibility to ensure that quotes are complete and delivered to STSI by deadline time and date as indicated above. Incomplete or late quotes received after the stated deadline will not be accepted.

QUESTIONS

Questions regarding the project scope of work are to be emailed to Laura Perez at

lperez@stagecoach-rides.org  and should be submitted by November 10, 2016. All potential bidders submitting questions will receive all questions and corresponding answers no later than November 11, 2016.

 

_____________________________________________________________________________________

2016 RFP for 28 Seat Cutaway Buses

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

angela@actr-vt.org

To access full RFP, click here: actr-stsi-request-for-proposal-large-bus.