SLED Opportunity · OHIO · SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
AI Summary
SORTA seeks a certified HVAC contractor for a 3-year preventive maintenance and repair service program.
The Southwest Ohio Regional Transit Authority (SORTA) is seeking a certified HVAC Contractor to establish and maintain a continuous, comprehensive preventive maintenance program as well as repair service program for a period of three (3) years.
The Southwest Ohio Regional Transit Authority (“SORTA”), commonly known as Cincinnati Metro, is a regional transit authority established pursuant to Section 306.30 et seq. of the Ohio Revised Code. As such, SORTA is a political subdivision of the State of Ohio.
SORTA delivers a range of public transportation services, including fixed-route mass transit, paratransit, and micro-transit. Its service area encompasses the City of Cincinnati, Hamilton County, and portions of Butler, Clermont, and Warren Counties.
SORTA operates 48 fixed bus routes, utilizing a fleet of approximately 300 transit buses. In addition, it provides paratransit services with a fleet of 60 vehicles and micro-transit services with 30 vehicles, ensuring accessible and flexible transportation options across the region.
Attachment D Filters and Belts List has been uploaded.
Updated Project timeline:
Please use the See What Changed link to view all the changes made by this addendum.
Update Attachments:
Attachment E - Facility List
Attachment F - Equipment List
Attachment G - Radio Tower and Queensgate Training Center Photos
Please use the See What Changed link to view all the changes made by this addendum.
Scope updated to include Waste Oil Centrifuge Language:
Waste Oil Centrifuge
Requires weekly maintenance to ensure all controls are operating properly, along with regular filter replacement. The frequency of filter replacement will depend on the type of material being processed and how quickly the filter accumulates grime and debris.
Please use the See What Changed link to view all the changes made by this addendum.
Fan Motors and compressors removed from Preventive Maintenance
Please use the See What Changed link to view all the changes made by this addendum.
Organizational Chart with assigned staff is requested as part of the proposal.
Please use the See What Changed link to view all the changes made by this addendum.
Please use the See What Changed link to view all the changes made by this addendum.
Please use the See What Changed link to view all the changes made by this addendum.
Q&A Report
Cost Proposal - Total cost for Preventive Maintenance Services
Percentage of Material and Parts Markup - Reward Low Percentage
Demonstrated Understanding of SORTA/Metro’s Needs for this Project – Evaluate, assess, and understand the requirements put forth by SORTA to determine all areas of need in regard to this project.
All required fields must be completed, including all documents. Please read the instructions on the documents for instructions on filling out required forms. Failure to submit required forms may result in being deemed non-responsive.
Enter full name of the authorized company representative certifying and submitting this bid
Any electronic confirmations herein shall be as binding as a signature from the authorized representative.
Please enter your company's Legal Name and/or dba Name:
Please enter a CAGE Code if applicable.
CAGE stands for Commercial and Government Entity, and a unique CAGE code is assigned to all businesses and individuals that complete their System for Award Management (SAM) registration. This “system” is a database that contains information about all active government contractors.
Enter your Legal Entity Name for Verification in the Ohio Auditor of State Website.
Please type in the following format: Name, Address, City, State, Zip code, Phone Number, Email.
Please enter your NAICS Codes
You agree to NET 30 Terms as stated in our Terms and Conditions.
Is the Prime contractor a DBE firm?
Upload DBE certificate from certifying agency
Is the Prime contractor a certified small business?
Upload XBE certificate from certifying agency
I have read and reviewed the evaluation criteria and understand what is required within the proposal.
Please upload copies of the following certificates below:
This Acknowledgment is required to be submitted to SORTA on behalf of the principal bidder/proposer and all Subcontractors whose subcontracts are reasonably anticipated to exceed $25,000 in value.
"Principals", for the purposes of this acknowedgment, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of a subsidiary, division, or business segment, and similar positions).
This acknowledgment concerns a matter which may be within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under Section 1001, Title 18, United States Code.
If the Attester is unable to acknowledge to any of the statements in this certification, it shall attach an explanation to this acknowledgment.
Please download the below document, complete, and upload. This document needs to be notarized.
Please download the below documents, complete, and upload.
Acknowledging the Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned Contractor certifies, to the best of his, her or its knowledge and belief, that:
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
[Note: Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.]
The Contractor, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.
The Standard Form--LLL can be found at the following:
The Bidder guarantees that the Bid submitted is not a product of collusion with any other Bidder, and no effort has been made to fix the Bid price of any Bidder or to fix any overhead, profit, or cost element of any Bid price.
If SORTA determines that collusion has occurred among Bidders, none of the Bids from the participants in such collusion shall be considered. SORTA’s determination shall be final.
Offeror can meet the required delivery/completion date as specified in this solicitation.
The proposer may identify any potential deviations from SORTA's Terms and Conditions as outlined in this Request for Proposal (RFP) or suggest any supplementary terms deemed pertinent. Any such proposed deviations or additional terms should be stated clearly and accompanied by a comprehensive and clear reason for the exception or inclusion. It is imperative to acknowledge that certain terms herein are mandated by legal statutes or regulations, rendering them non-negotiable.
In the absence of any proposed exceptions or deviations from SORTA's Terms and Conditions, kindly submit a document explicitly confirming acceptance of the stipulated Terms and Conditions.
As an authorized representative of the company, hereinafter called the "Company", I agree to all Federal Terms & Conditions (T&C's), which are included in the attached solicitation package.
Please upload a detailed break down of all fees and costs associated with this project.
The price proposal submitted is all inclusive of any fees, including but not limited to labor, materials, programs, transportation, presentations etc. required to perform the appropriate portion of the Scope of services.
It is the proposer’s responsibility to complete and verify this Price Proposal Form, and shall be responsible for any errors or omissions therein. The pricing is being requested in this format for evaluation purposes. Failure to comply may result in the proposal being deemed non-responsive.
Please upload the current Prevailing Wage Rate Sheet. Please specify each labor category used for the project.
Please use link below:
Please download the below documents, complete, and upload. This form must be completed and include prime firm and all subcontractors regardless of Small and Disadvantaged Business status.
MetroMAX Goal for this Project:
TBD% Percent
The Southwest Ohio Regional Transit Authority (SORTA) has established MetroMAX, a small business program designed to encourage participation by small businesses in all contracts. The mission of MetroMAX is to uplift small businesses and strengthen our region by expanding access to meaningful opportunities at Metro and beyond. Through this program, SORTA is committed to fueling local economic growth by providing procurement opportunities, training, and resources that empower small, emerging, and disadvantaged businesses to grow, compete, and thrive.
SORTA has identified subcontracting opportunities that may be suitable for small businesses under this solicitation. SORTA has established a participation goal of TBD% percent to help promote meaningful opportunities on this project. Accordingly, each bidder/proposer is expected to make meaningful efforts to engage small and disadvantaged businesses in the performance of this contract.
Only firms certified as small businesses by a recognized third-party certifier will count toward the participation goal. Proof of certification must be submitted with the bid or proposal; self-certification will not be accepted.
It is the policy of SORTA to promote equal opportunity and fairness in all its procurement matters, in accordance with state and federal laws, so that small businesses have an equal opportunity to receive and participate in all contracts. SORTA will never exclude any person from participation in, deny any person the benefits of, or otherwise discriminate against anyone in connection with the award and performance of any contract on the basis of race, color, sex, or national origin.
It is also our policy to:
Good Faith Efforts
Bidders/proposers are strongly encouraged to make good faith efforts to include small businesses in the performance of this contract. Where required, Bidders/Offerors must document sufficient small business participation to meet the above goal or, alternatively, document adequate good faith efforts made to do so.
Good faith efforts are those that could reasonably be expected to result in small and disadvantaged business participation attainment by a bidder or proposer who aggressively and actively seeks to obtain certified small and disadvantaged business participation.
It should be noted that only firms certified as small and/or disadvantaged businesses by a third party certifying entity will count toward small and diverse vendor participation. Proof of certification must be provided at the time of bid/proposal submittal. Self-certification will not be accepted.
BID REQUIREMENTS, TERMS AND CONDITIONS
Please download the below documents, complete, and upload. This form must be completed and include prime firm and all subcontractors regardless of Small and Disadvantaged Business status.
The Southwest Ohio Regional Transit Authority (SORTA) has established MetroMAX, a small business program designed to encourage participation by small businesses in all contracts. The mission of MetroMAX is to uplift small businesses and strengthen our region by expanding access to meaningful opportunities at Metro and beyond. Through this program, SORTA is committed to fueling local economic growth by providing procurement opportunities, training, and resources that empower small, emerging, and disadvantaged businesses to grow, compete, and thrive.
SORTA has determined that subcontracting opportunities for small businesses are not available under this solicitation. Therefore, a formal small business participation goal is not recommended. While not mandatory, bidders/proposers are strongly encouraged to make efforts to include small and disadvantaged businesses in the performance of contracts when feasible to maximize participation of certified small businesses as subcontractors, subconsultants, and suppliers where subcontracting opportunities are available.
It is the policy of SORTA to promote equal opportunity and fairness in all its procurement matters, in accordance with state and federal laws, so that small businesses have an equal opportunity to receive and participate in all contracts. SORTA will never exclude any person from participation in, deny any person the benefits of, or otherwise discriminate against anyone in connection with the award and performance of any contract on the basis of race, color, sex, or national origin.
It is also our policy to:
SORTA has determined that small and disadvantaged business opportunities are available for this solicitation. SORTA has set a goal of 100 percent (100%) for small and disadvantaged business participation for this project. As such, only certified small and disadvantaged businesses may participate in this solicitation. This goal is formally referred to as a small and disadvantaged business opportunity, or “set-aside”.
Please download the below documents, complete, and upload. This form must be completed and include prime firm and all subcontractors regardless of Small and Disadvantaged Business status.
Bidders/offerors are expected to make good faith efforts to maximize socially and economically disadvantaged businesses as subcontractors, subconsultants and suppliers in the performance of this contract. Bidders/Offerors must document sufficient small and disadvantaged business participation to meet the above goal or, alternatively, document adequate good faith efforts made to do so.
Only firms certified as small and/or disadvantaged businesses will count toward small and diverse vendor participation. Proof of certification must be provided at the time of bid/proposal submittal. Self-certification will not be accepted.
The Southwest Ohio Regional Transit Authority (SORTA) has established a Small and Disadvantaged Business Enterprise program that encourages diversity and inclusion on all contracts. It is the policy of SORTA to promote equal opportunity and fairness in all its procurement matters, in accordance with state and federal laws, so that small and disadvantaged businesses have an equal opportunity to receive and participate in all contracts. It is also our policy to:
SORTA is committed to fostering small and disadvantaged business participation in contracting opportunities. As such, bidders/proposers are expected to make reasonable efforts to support inclusivity in staffing and subcontracting, to support SORTA’s mission.
Only firms certified as small and/or disadvantaged businesses will count toward small and diverse vendor participation.
Proof of certification must be provided at the time of bid/proposal submittal. Self-certification will not be accepted.
If a Prime or Subcontractor is a Certified Small Business Enterprise, upload a copy of the certificate(s) from the certifying agency for prime contractor and all subcontractors. You may not be self-certified.
Please download the below documents, complete, and upload. This form must be completed and include prime firm and all subcontractors regardless of DBE status.
DBE Goal for this project: TBD% percent
It is the policy of the U.S. Department of Transportation that socially and economically disadvantaged businesses (DBEs), as defined in Title 49, Code of Federal Regulations, Part 26, shall be afforded an opportunity to participate, to an extent reflective of their availability in the performance of contracts financed in whole or part with Federal funds under this agreement.
This contract is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. SORTA has specified a DBE goal as stated above for the work to be performed under this contract.
Bidders/offerors are required to make diligent efforts to maximize participation of DBE firms and other small and disadvantaged businesses, as subcontractors and suppliers, and shall report its participation so obtained throughout the period of performance. Bidders/Offerors must document sufficient DBE participation to meet the above goal or, alternatively, document adequate good faith efforts to do so, as provided for in 49 CFR 26.53.
The contractor shall not discriminate on the basis of race, color, religion, national origin or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of this contract. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the municipal corporation deems appropriate. Each subcontract the contractor signs with a subcontractor must include the assurance in this paragraph (see 49 CFR 26.13(b)).
Please download the below documents, complete, and upload. This form must be completed and include prime firm and all subcontractors regardless of DBE status.
It is the policy of the U.S. Department of Transportation that socially and economically disadvantaged businesses (DBEs), as defined in Title 49, Code of Federal Regulations, Part 26, shall be afforded an opportunity to participate, to an extent reflective of their availability in the performance of contracts financed in whole or part with Federal funds under this agreement.
This contract is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. SORTA has NOT specified a goal for the work to be performed under this contract.
Contractor shall make diligent efforts to maximize the participation of DBE firms and other small and disadvantaged businesses, as subcontractors and suppliers, and shall report its participation so obtained through race-neutral means and participation by other small and disadvantaged businesses throughout the period of performance, utilizing the Disadvantaged Business Enterprise Plan attachment, as contained in the solicitation.
The contractor shall not discriminate on the basis of race, color, religion, national origin or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of this contract. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the municipal corporation deems appropriate. Each subcontract the contractor signs with a subcontractor (if applicable) must include the assurance in this paragraph (see 49 CFR 26.13(b)).
Please upload a copy of the certificate from the certifying agency for participating DBE prime and/or subcontractors.
Please download the below documents, complete, and upload. This form must be filled out by each subcontractor.
Enter length of contract term
120 days is standard. Confirm with PM
Formatting example: "fifteen (15)"
Formatting example: "fifteen (15)"
Select Yes if this is a 100% Set Aside
NOTE: LOCALLY FUNDED PROJECTS ONLY
Q (Belt replacement):
A: How often do belts need to be replaced? Per the SOW Section 2.2 under Standard PM frequency: Belts: Belt replacement on all equipment covered under this contract to occur at least annually; document and log all replacements for Project Manager review. Any "as needed" belt replacement is to be determined with the vendor and Project Manager.
Q (Storage Space):
A: Is there storage space on site for filters, etc.? There is limited storage, on a short-term basis. SORTA is not responsible for any materials stored by the vendor on site.
Q (Previous Maintenance Pricing): Is the maintenance pricing from last year public record? If so, what was that price?
A: SORTA does not share pricing for current contracts during an active solicitation.
Q (Alternate Options): Is there an option to bid this PM not including parts and materials other than what would be used for the PM?
A: The PM must include parts and materials.
Q (Previous RFP vs. Current RFP): The previous RFP required the Contractor to establish and maintain closed-loop water treatment programs. This requirement does not appear in the current RFP scope. Can SORTA confirm whether water treatment services should be included or excluded from the Preventative Maintenance (PM) Program pricing?
A: Please refer to the Scope of Work for this RFP for what should be included in the pricing. Closed-loop water treatment is not part of the scope of work.
Q (Previous RFP vs. Current RFP): Can SORTA confirm whether backflow preventer testing and certification should be included or excluded from the Preventative Maintenance (PM) Program scope?
A: Please refer to the Scope of Work for this RFP for what should be included in the pricing. Backflow testing is not part of the scope of work
Q (Previous RFP vs. Current RFP): Can SORTA confirm whether the Contractor is responsible for testing, calibration, and certification of NO₂ and CO₂ monitoring systems as part of the PM Program?
A: Yes, the contractor is responsible for testing calibration and certification of NO₂ and CO₂ that are listed on the equipment lists.
Q (Facilities List / Equipment List / PM Pricing Proposal): The Queensgate Training Facility was included in the facilities list in the previous RFP. This facility does not appear in the current RFP Attachment B – “Facilities List”; however, it is included in the Pricing Proposal for annual PM pricing. If bidders are required to provide annual PM pricing for the Queensgate Training Facility, can SORTA provide an equipment inventory list associated with this facility?
A: The Queensgate Training Facility shall be included in the PM. The updated facility list and equipment list has been attached as an addendum.
Q (PM Program – Included Parts & Consumables): The RFP states that fan motors and compressors up to 20 tons are to be included in the PM Program as “PM Parts & Consumables.” Due to the significant labor and material costs associated with motor and compressor replacements, clarification is requested. Can SORTA confirm whether bidders are required to include the replacement of fan motors and compressors (up to 20 tons) within the fixed PM Program pricing, or if these replacements should be addressed under the Repair/Replacement (R/R) Service?
A: We have removed the fan motors and compressors from the PM scope of work.
Q (PM Program – Included Parts & Consumables): The RFP states that up to 10 pounds of refrigerant per service event is to be included in the PM Program as “PM Parts & Consumables.” Given the cost of refrigerant and potential variability in refrigerant usage, clarification is requested. Can SORTA confirm whether bidders are required to include refrigerant (up to 10 lbs. per service event) within the fixed PM Program pricing, or if refrigerant should be handled under the Repair/Replacement (R/R) Service?
A: Up to 10 pounds of refrigerant per service event is to be included in preventive maintenance.
Q (Queensgate Special Requirements): Can SORTA provide a scope of work outlining the required service tasks and expectations for the weekly centrifuge maintenance?
A: We have updated the scope of work to include the weekly requirements for centrifuge maintenance.
Q (Queensgate Special Requirements): Are replacement in-line filters for the waste oil collection system to be included in PM pricing?
A: yes, filters should be included.
Q (Queensgate Special Requirements): Can SORTA clarify the reason for requiring (3) cleanings per year of the Waste Oil Boiler?
A: Waste oil burner requires someone to monitor it because of stack temperatures. It plugs up and requires cleaning. We run the unit until it needs cleaned and repeat until the third time when we clean it and wait for fall Boiler Inspection.
Q (Equipment List): To bid the PM properly can you please provide a detailed equipment list with units’ location, filters, and belt sizes?
A: The updated filter and belts list has been uploaded. Attachment D is available for view.
Q (Facilities List / Equipment List / PM Pricing Proposal): Can SORTA indicate where bidders will be required to enter pricing for the Radio Tower sites? Currently, there are no line items for those sites on the pricing proposal.
A: The price sheet has been updated with all sites.
Q (Facilities List / Equipment List / PM Pricing Proposal): Riverfront Transit is the only site with NO₂ and CO₂ monitoring systems listed in the equipment list. If other sites have NO₂ and CO₂ monitoring systems that require annual testing, calibrating & certification, can SORTA provide updated equipment lists indicating total quantity of NO₂ and CO₂ sensors at those sites?
A: NO2 and CO2 have been removed from the scope of work and are only listed on the Riverfront Transit Center's equipment list.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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