THE RHODE ISLAND PUBLIC TRANSIT AUTHORITY (“RIPTA”) …. proposal receipt: 1 ... the rhode island public transit authority (“ripta”) is requesting proposals for: bus shelter

I. OVERVIEW 1 II. CALENDAR 1

A. Date of Invitation: February 15, 2017 1 B. Request for Approved equals and Questions 1 C. Proposal Receipt: 1

III. PUBLIC COPY OF PROPOSAL 1 IV. RESPONSES 1 V. MINIMUM CONTRACTUAL REQUIREMENTS 2 VI. REQUIRED PROPOSAL SUBMITTALS 6 VII. CONTRACT DURATION 7 VIII. BEST AND FINAL OFFER 7 IX. INTERVIEWS 7 X. BASIS OF AWARD 7 XI. EVALUATION FACTORS 7 APPENDIX I – RIPTA SHELTER LOCATIONS 8 APPENDIX II - RIPTA COMMERCIAL ADVERTISING POLICY 9 APPENDIX III – REVENUE SHARING PROPOSAL 10

THE RHODE ISLAND PUBLIC TRANSIT AUTHORITY (“RIPTA”) IS REQUESTING PROPOSALS FOR:

BUS SHELTER ADVERTISING

RFP NO. 17-20

Rhode Island Public Transit Authority Request for Proposals 17-20

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I. OVERVIEW The Rhode Island Public Transit Authority (RIPTA) provides 18.5 million transit trips annually on a network of fixed route, zone and paratransit service throughout the state of Rhode Island. The agency directly operates approximately 235 fixed route vehicles and 130 paratransit vans. Over 50 bus routes serve RIPTA’s main passenger facilities, which are located in downtown Providence, Pawtucket, and Newport, RI. In addition, RIPTA’s system provides major connections throughout the Metropolitan Providence area, including East Providence, Warwick, as well as Narragansett and Woonsocket. There are approximately 4,000 bus stops throughout the state, with bus shelters at roughly 341 stop locations. With this RFP, RIPTA is soliciting proposals from qualified contractors to build/procure, install, and maintain bus shelters at RIPTA bus stops in exchange for certain rights to sell and place commercial advertising on those shelters, with a certain portion of the revenue derived from this advertising to be remitted to RIPTA. II. CALENDAR

A. Date of Invitation: February 15, 2017

B. Request for Approved equals and Questions must be submitted ELECTRONICALLY IN MICROSOFT WORD FORMAT to RIPTA Contracts Manager by:

1. Date: March 3, 2017 2. Time: 1:00 p.m. Eastern Time

3. Response to approved equals: 10 - 14 days prior to proposal opening.

C. Proposal Receipt: 1. Date: March 20, 2017 2. Time: 1:00 p.m. Eastern Time III. PUBLIC COPY OF PROPOSAL

Each Proposer must submit a copy of their Proposal submittal to be available for public inspection upon opening of the proposals. The burden to identify and withhold from the public copy that is released at the bid opening any trade secrets, commercial or financial information or other information the bidder deems not subject to public disclosure pursuant to Chapter 38-2 of the Rhode Island Access to Public Records Act shall rest with the proposer submitting the proposal. This submittal shall be an electronic version on CD or other electronic media.

IV. RESPONSES Responses to this RFP must be received by 1:00 pm, Eastern Standard Time, on March 20, 2017. Proposals must be submitted to:


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RIPTA Purchasing Department, Room 217

705 Elmwood Avenue Providence, Rhode Island 02907. **Please be advised that United Parcel Service does not deliver to this address** Responses must contain a cover letter indicating that the proposal is being submitted in response to RIPTA RFP No.17-20The letter must be signed by an authorized member of the firm submitting the proposal, and must include the address, telephone number, and email address of the firm’s primary contact for purposes of communications regarding this RFP. Along with the cover letter, proposers must submit 15 copies of the proposal in bound form (three-hole punch or spiral bound). The submitted proposal should be concise and shall not exceed 50 single-sided pages. The cover letter, tabs (if used), and front and back covers will not be counted toward the page limit. An electronic copy of this Request for Proposals (“RFP”) is available on the State of Rhode Island, Department of Administration, Division of Purchases Website. The website address is: www.purchasing.ri.gov/RIVIP/ExternalBidSearch.asp. RIPTA Requests for Proposals can be Public Bid Opportunities, Quasi Public Sector, listed under the Rhode Island Public Transit Authority. Proposers must download the proposal documents and complete the required forms. Please contact RIPTA's Contract Manager, Michael J. McGrane, at (401) 784-9500 extension 214 or [email protected], with any questions you may have regarding this RFP. V. MINIMUM CONTRACTUAL REQUIREMENTS

The successful proposer (hereinafter “Contractor”) will be required to enter into a contract with RIPTA, which contract shall include, at a minimum, the following elements (although the contractual language used may differ from the language provided herein). A. Replacement of Shelters. There are currently 341 bus shelters throughout

Rhode Island that are owned by a third party. The Contractor will, within two years of its commencement of its contract with RIPTA, be required to replace these existing shelters with replacement shelters, to be placed at the same or approximate locations of the existing shelters. The locations of the current shelters are listed on Appendix I to this RFP.

B. New Shelters. In addition to replacing existing shelters, the Contractor will be required install a minimum of twenty (20) new shelters per year over the term of the contract. RIPTA will consult with the Contractor regarding the locations for the shelters, but RIPTA shall have the ultimate authority to determine where the shelters will be installed.


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C. Shelter Features: The Contractor shall make available two shelter types, one type in a four-post configuration to be used when sidewalk depth allows, and a second “low-profile” type shelter that can be used when right of way is otherwise restricted. All shelters must have the following features: 1. Shelters must comply with the requirements of the Americans with

Disabilities Act, as well as all state and local building codes and regulations;

2. The Shelters must be made of steel, aluminum or other similarly-sound and durable material; all clear materials on the shelters must be shatterproof;

3. Shelters must be designed, constructed and installed so they provide shelter from heavy snow, heavy rain, heavy winds, and sun;

4. Shelters must be a minimum of 5 feet deep by 10 feet wide, with larger shelters required at higher volume bus stops;

5. The design of the shelters must allow a minimum 48" on sidewalk for wheelchairs and pedestrians to pass in front of the shelter’

6. Shelters must incorporate benches with seating for a minimum of three passengers and one wheelchair user, and must incorporate anti-vagrancy bars (or their equivalent). Benches must be fabricated from a material and in such a manner that does not allow for pooling of liquids, and which can be easily maintained. Benches may not be constructed from wire or any material that can be damaged or modified in a way that may cause harm to a user;

7. Shelters must contain solar panels capable of providing LED light wattage equivalent to 5W for lighting purposes, which light must become operable upon the commencement of dusk;

8. Shelters must be equipped with affixed trash cans; 9. Shelters must provide a space for the placement/storage for RIPTA

materials, such as notices and schedules; 10. Shelters must contain RIPTA logo.

Before the installation of any shelter, the Contractor shall provide to RIPTA schematic drawings and a rendering of the shelter, which RIPTA shall have the right to approve. No shelter type may be installed without RIPTA’s approval.

D. Compliance. The Contractor will be required, at its sole cost and expense, to obtain all necessary permits and approvals to install the shelters, and the Contractor will be required to comply, at its sole cost and expense, with all federal, state, and local laws regarding the installation and maintenance of the shelters, including but not limited to the Americans with Disabilities Act.

E. Advertising Rights. The Contractor will have exclusive rights to market, lease and place commercial advertisement on the shelters. All advertising, except where noted below, will be obtained for the sole purpose of generating revenue. The Contractor shall provide RIPTA with


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monthly statements of the revenue generated by each shelter individually, and all shelters cumulatively.

F. Sales. The Contractor will use its best effort s to sell advertising space on the shelters, and w i l l operate a fully staffed business office to manage this effort.

G. Advertising Standards. The Contractor will be required to comply with generally accepted industry principles with respect to good taste and all applicable laws and regulations, including but not limited to truth in advertising, copyrights, trademarks, as well as RIPTA’s Advertising Policy, which is attached as Appendix II to this RFP. The Contractor will be required to remove any advertising that the RIPTA deems inappropriate within 24 hours of written or verba l notice from RIPTA.

H. Removal of Advertising Materials. The Contractor will be required to remove damaged, stolen or defaced advertisements within 24 hours of written or verbal notice by RIPTA. The Contractor will also remove all dated material within five days from their expiration date. (Dated materials are those that refer to advertising materials that are relevant to a specific time period or to an event that has been completed.)

I. Shelter Space Reserved for RIPTA. RIPTA shall at all times have the right to use the advertising space on 10% of all shelters to place information regarding RIPTA’s operations, with the locations of those shelters to be jointly agreed upon the RIPTA and the Contractor. In the event that the Contractor wishes to sell advertising space on a shelter being used by RIPTA, the Contractor and RIPTA shall agree on another shelter for RIPTA’s use.

J. Compensation. In exchange for the advertising rights provided to the Contractor, the Contractor will remit compensation to RIPTA in 12 monthly payments for each year of the Contract term in the amount that is proposed by the successful proposer to this RFP (originally or through a best and final offer). The offer of compensation shall be submitted in accordance with Appendix III to this RFP

K. Maintenance Requirements. The Contractor will be required, at its sole cost and expense, to maintain, clean and repair all bus shelters, including damage caused by vandalism (e.g., graffiti) as follows: 1. Cleaning. Maintenance will include cleaning of all

shelters on a monthly basis (except garbage removal, which shall take place weekly). The Contractor may also be required to perform cleanings on particular shelters on a more frequent basis, as requested by RIPTA. Any unscheduled cleaning requested by RIPTA must take place no more than two (2) calendar days after notification is provided by RIPTA to the Contractor. Cleaning will consist of cleaning the glass (or equivalent material) of the shelters, taking care not to damage the panels so as to extend their useful lives; cleaning other


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structural elements of the shelters according to the manufacturer’s recommendations; cleaning the concrete pad on which the shelter sits; and removing graffiti without damaging the bus shelter’s glass or steel finish. All cleanings shall take place at the Contractor’s sole cost and expense.

The Contractor will be required to provide a weekly report to RIPTA, in electronic form, of all shelters cleaned in the previous week.

2. Snow Removal. The Contractor will be required to remove snow and ice from the shelters so that both pedestrians and individuals using mobility devices may access and use the shelters for their intended purpose. Such access will require a three-foot access pathway around and leading up to the shelter. Snow removal shall take place within 24 hours of a snow event that leaves snow in excess of three (3) inches or that leaves accumulated ice. All snow and ice removal and any salt or non-corrosive de-icing product shall be provided by the Contractor, at its sole cost and expense.

3. Non-Emergency Repairs. The Contractor will be

required to fully repair the shelters for the life of its contract and for any renewal term. The contractor shall make non-emergency repairs (as designated by RIPTA) within one week of verbal or written notification provided by RIPTA that a repair is necessary.

4. Emergency Repairs. The contractor shall make

emergency repairs (as designated by RIPTA) within 24 hours of verbal or written notification provided by RIPTA that a repair is necessary. The Contractor will be required to provide an emergency contact number that can be contacted after hours for emergency purposes.

5. Failure to Maintain or Repair. In the event that the

contractor fails to comply with any maintenance or repair provision stated above, RIPTA may perform the maintenance or repair, or may have such maintenance or repair performed by a third party, and the Contractor shall be required to reimburse RIPTA for the cost of such maintenance or repair with seven (7) days of RIPTA submitting a request for reimbursement.


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6. In-State Forces. The Contractor shall maintain

supervision and staff in Rhode Island sufficient to perform the maintenance and repair services above.

7. Performance Bond. Contractor shall secure, and keep

in force during the term of its contract, a performance bond to guarantee the performance of its maintenance and repair obligations. The bond will name RITPA as the principal. Whenever RIPTA declares the Contractor to be in “Default” of its maintenance and or repair obligations, the surety shall pay the sum of the bond to RIPTA. “Default” for purposes of this section shall be when 20% of the shelters are in need of the maintenance or repair required.

L. Insurance. The Contractor will be required to insure each shelter with

commercial general liability insurance in an amount no less than $2,000,000 per occurrence and $5,000,000 in the annual aggregate, with RIPTA listed a named insured on such insurance policies. The Contractor will also be required to carry workers’ compensation insurance in accordance with the requirements of Rhode Island law.

M. Indemnification. The Contractor will be required to indemnify (and at

RIPTA’s election, defend) RIPTA for any claims, fees, and costs (including but not limited to attorneys’ fees) asserted against RIPTA arising out of the construction, installation, maintenance or use of the shelters.

VI. REQUIRED PROPOSAL SUBMITTALS

Proposals shall be organized in the following order: A. A cover letter signed by an authorized official stating that the proposal

presents an offer valid for a 120-day period. The Proposer must affirm that it is willing to be bound by the Minimum Contractual Requirements set forth above;

B. An overview and statement of qualifications of the Proposer and its proposed subcontractors, if any;

C. An organizational chart for the Proposer’s Project Team, identifying the Project Manager and key staff;

D. Resumes for the Project Manager and key staff, including education, relevant past project experience and a description of their assignment for their project;

E. A list of similar contracts that the Proposer is currently servicing or has completed in the last five years, as well as contact information for a reference for each contract; and for each such contract provide the annual average revenue received for each shelter provided. If a subcontractor is proposed, the same information must be provided for each subcontractor;


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F. A proposal for providing technology amenities at shelters, such as wi-fi, digital panels capable of displaying dynamic data, and other amenities that the Proposal may be able to offer;

G. A detailed Transition Plan containing what criteria may be used to prioritize replacements of existing shelters; a schedule and timetable for replacing existing shelters; a description of who will install shelters, how they will be installed, and the approximate time for each installation; and the processes and standards that will be used to ensure that all shelters are installed in accordance with local state, and federal requirements;

H. A statement of the Proposer’s annual revenues, as well as its net assets and liabilities;

I. At least two proposed shelters, along with rendering and schematic drawings

J. A revenue sharing proposal in the form required by Appendix III to this RFP;

VII. CONTRACT DURATION This contract is for a ten-year period with up to a one five-year renewal option to

be exercised at the sole discretion of the Authority. VIII. BEST AND FINAL OFFER The Authority reserves the right to request Best and Final Offers. IX. INTERVIEWS The Authority reserves the right to request interviews from Proposers at its sole

discretion. X. BASIS OF AWARD The contact will be awarded to the vendor whose proposal is rated the overall

best value to the Authority. XI. EVALUATION FACTORS

In no particular order: Revenue proposal; Experience of the proposer in providing services to other public transit

agencies; design and amenities of the proposed shelters; contents of the Transition Plan proposed; financial capacity of the proposer; and others as may be deemed appropriate by RIPTA in the course of

reviewing the proposals.


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APPENDIX I – RIPTA SHELTER LOCATIONS


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APPENDIX II - RIPTA COMMERCIAL ADVERTISING POLICY


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APPENDIX III – REVENUE SHARING PROPOSAL

Proposers must offer a revenue-sharing proposal for each of the ten years of the base contract, as well as for each year of a possible five-year extension to the base contract. The proposal shall offer (1) an annual percentage of the Proposer’s gross advertising revenue that the Proposer will remit to RIPTA; and, as an alternate, (2) a minimum annual guaranteed payment in dollars to RIPTA. RIPTA will be entitled to the greater of the annual guaranteed payment or the percentage of annual revenue, with payments due at the end of each month of the contract. The foregoing information must be provided in the table below, which must be completed in its entirety. TABLE 1 - BASE YEARS:

Base Years

Proposer’s Estimated

Yearly Gross

Advertising Revenues

(in $)

Percentage of Gross Advertising

Revenue to Be Remitted to

RIPTA

Annual Guaranteed Payment to RIPTA

(in dollars)

Year 1 $ Year 2 $ Year 3 $ Year 4 $ Year 5 $ Year 6 $ Year 7 $ Year 8 $ Year 9 $ Year 10 $


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TABLE 2 - OPTION YEARS

Base Years

Proposer’s Estimated

Yearly Gross

Advertising Revenues

(in $)

Percentage of Gross Advertising

Revenue to Be Remitted to

RIPTA

Annual Guaranteed Payment to RIPTA

(in dollars)

Year 1 $ Year 2 $ Year 3 $ Year 4 $ Year 5 $

APPENDIX II

Documents

THE RHODE ISLAND PUBLIC TRANSIT AUTHORITY (“RIPTA”) …. proposal receipt: 1 ... the rhode island public transit authority (“ripta”) is requesting proposals for: bus shelter