RFP 051226-GJ INVENTORY VERIFICATION & ASSET RECONCILIATION

REQUEST FOR PROPOSALS
SUBJECT: RFP #051226GJ - Inventory Verification & Asset Reconciliation
Audit
DATE: April 14, 2026
PROPOSAL NO.: #051226GJ
PROPOSAL DUE: May 12, 2026 TIME: 11:00 a.m. C.S.T.
The Memphis Area Transit Authority invites proposals for supplies and/or services set forth above in
accordance with the specifications enclosed herewith.
Proposals MUST be received at MATA by the date and time set forth above.
QUESTIONS AND INQUIRIES: No interpretation of the meaning of the specifications or other documents
will be made to any Proposer orally. Questions shall be submitted in writing to the Point of Contact (listed
below). To be given consideration, the questions must be received NO LATER THAN April 24, 2026 @
10:00 AM CST. Questions that are deemed to be substantive in nature will be responded to in the form of
an addendum and posted on MATA's website by EOD CST on April 27, 2026, website:
https://www.matatransit.com/doing-business/. Please do not submit questions in PDF format.
RFP TIMELINE:
RFP Posted: April 14, 2026
Pre-Proposal Conference and Site Visits: April 20, 2026 @ 9:00 AM CST (See site visit times.)
Questions Due: April 24, 2026 @ 10:00 AM CST
Q&A Posted: April 27, 2026 EOD
Proposal Due By: May 12, 2026 @ 11:00 AM CST
POINT OF CONTACT:
Gwendolyn Johnson, Procurement & Inventory Controls Sr. Manager
Gjohnson@matatransit.com
Sincerely,
Gwendolyn Johnson
Procurement & Inventory Controls Sr. Manager

TABLE OF CONTENTS
ADVERTISEMENT
SECTION A INSTRUCTION TO PROPOSERS
1.0 GENERAL ...................................................................................................................... 1
2.0 PROPOSAL REQUIREMENTS ...................................................................................... 2
3.0 PROPOSAL FORMAT ....................................................... Error! Bookmark not defined.
4.0 CHANGES TO THE SPECIFICATIONS ........................................................................ 4
5.0 PROPOSAL EVALUATION ........................................................................................... 4
6.0 AWARD OF CONTRACT ............................................................................................... 5
7.0 PROTESTS .................................................................................................................... 5
SECTION B SCOPE OF SERVICES
SECTION C REQUIRED FORMS AND CERTIFICATIONS
ADDENDA ACKNOWLEDGEMENT FORM
CONTACT AND REFERENCES
AFFIDAVIT OF NON-COLLUSION
BUY AMERICA CERTIFICATE
FEDERAL TAX LIABILITY AND RECENT FELONY CONVICTION
CERTIFICATION OF PRIMARY PARTICIPANT (prime contractor) REGARDING
DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS
CERTIFICATION OF LOWER-TIER PARTICIPANTS (subcontractors) DEBARMENT,
SUSPENSION, INELIGIBILTY AND VOLUNTARY EXCLUSION
CERTIFICATION OF RESTRICTIONS ON LOBBYING
NO RESPONSE
NATIONAL DEFENSE AUTHORIZATION ACT TELECOMMUNICATIONS
PROPOSAL PRICING FORM
ATTACHMENT 1 GENERAL CONTRACT PROVISIONS
APPENDIX:
BUSINESS QUESTIONNAIRE
SAMPLE SUPPLY AND SERVICE CONTRACT
SAMPLE CONTRACT CHANGE ORDER

COMMON PROBLEMS WITH RFP SUBMITTAL
Missing or unsigned copies of certain forms and certifications. The following must be
included in the RFP:
* Contact and References
* Addenda Acknowledgement Form
* Affidavit of Non-Collusion
* Buy America
* Federal Tax Liability and Recent Felony Conviction
* Certification of Primary Participation Regarding Debarment, Suspension,
and Other Responsibility Matters
* Certification of Lower-Tier Participants (Subcontractors), Debarment,
Suspension, Ineligibility and Voluntary Exclusion
* Certification of Restrictions on Lobbying
* Proposal Price Form
* Business Questionnaire
* Explanation of "No Response"
Incomplete or outdated information on client references and/or sufficient number of
references provided.
Failure to include adequate documentation about the role of subcontractors in the
project.
Submittal of too few copies. The RFP specifies the number of originals and number of
copies of the RFP to be provided, as well as a USB drive (flash drive) with all documents
included.
Failure to properly label the RFP package with RFP label.
RFP received late. All RFPs must be in MATA's possession in the Office of Purchasing
by the deadline shown in the RFP. All RFPs received after the deadline will be returned
unopened.

MEMPHIS AREA TRANSIT AUTHORITY
LEGAL NOTICE TO PROPOSERS
Proposals will be received by the Memphis Area Transit Authority (MATA) at its Purchasing offices,
1330 Levee Road, Memphis, TN, 38108, until 11:00 a.m. local time, on _May 12___________, 2026
for furnishing the following:
Inventory Verification & Asset Reconciliation Audit
Proposers must submit their proposal with the enclosed label attached to the envelope.
MATA hereby notifies all proposers that in regard to any contract entered into pursuant to this
advertisement, minority business enterprises will be afforded full opportunity to submit proposals in
response to this advertisement and will not be discriminated against on the grounds of race, color, sex,
religion, political affiliation or national origin in consideration of an award.
Any name appearing on the Comptroller General's list of ineligible contractors is not an eligible
proposer. The contractor will be required to comply with all applicable Equal Employment Laws and
Regulations.
Further information and proposal requirements may be obtained by contacting Gwendolyn
Johnson, Procurement & Inventory Controls Sr. Manager via email:
Gjohnson@matatransit.com.
Award of the contract will be made on the basis of the most Responsive and Responsible proposer as
selected by the Authority, provided it is in its best interest to do so.
MATA reserves the right to reject any and all proposals and to waive any informality in proposing.
Term of Contract After Award:
Phase 1 - Operations: up to 90 days
Phase 2 - IT: up to 21 days
Rodrick Holmes
Trustee

SECTION A
INSTRUCTIONS TO PROPOSERS

SECTION A
INSTRUCTIONS TO PROPOSERS
1.0 GENERAL
1.1 The Memphis Area Transit Authority (hereinafter referred to as MATA) seeks Proposals for
professional services from qualified vendors capable of providing the scope of services described
in Section B. These instructions provide detailed legal and technical requirements for the
acquisition of this product. This Request for Proposals (RFP) will become part of the contract.
MATA will enter into a contract with the successful proposer for professional services relative to the
Project. This Project is more particularly described in Section B - Scope of Services. General
Contract Provisions are included in Attachment 1. Where there are conflicts between the General
Contract Provisions and Section A, the provisions of Section A shall apply.
MATA is a public agency responsible for providing public transportation services within the city of
Memphis and surrounding communities.
1.2 Purchaser" or "Grantee" or "Authority" means MATA. The words "request for proposal", "RFP", and
"solicitation" are synonymous. The words "proposal", "bid" and "offer" are also synonymous, and it
is understood that once MATA accepts same, the document will constitute a portion of the contract
contemplated by these instructions. The words "proposer", "bidder" and "offerer" are also
synonymous.
1.3 This Request for Proposals (RFP) does not commit MATA to award a contract or pay any costs
incurred in preparation of Proposals in response to the RFP or to procure our contract for services.
Proposers shall be responsible for all costs incurred as part of their participation in the pre-award
process.
1.4 Proposals will be received by MATA at its Purchasing offices located at 1330 Levee Road,
Memphis, TN 38108, until 11:00 AM, local time on May 12, 2026 , 2026.
All Proposals shall be deemed received at the above address. Proposers are solely responsible
for ensuring that his/her Proposal is timely delivered. Proposers who rely on overnight delivery
services, the United States mail, private mail services, local couriers or delivery services remain
solely responsible for timely delivery of the RFP and assume all risk of late delivery, miss-delivery
and non-delivery.
All Proposals will be date/time stamped, logged and deposited by MATA Staff.
Proposers are reminded that all RFPs must be securely sealed, have the enclosed label attached
and be clearly marked "The Title of the Proposal and RFP number".
MATA's normal business hours are 8:00 a.m. to 4:30 p.m. Monday through Friday at 1330 Levee
Road, Memphis, TN 38108. (Hand delivery instructions: Turn right into the second open drive on
Levee Rd., park in the loop close to the fence, and walk to the dock door and ring bell.) A mail
delivery must be addressed to: 1370 Levee Road, Memphis, TN 38108; however, Proposers are
reminded of their sole responsibility for ensuring that the Bid or Proposal is deposited in the
Purchasing Department.
Proposer may verify receipt of Proposal by contacting Gwendolyn Johnson at (901) 333-3716 or
email: Gjohnson@matatransit.com.
Proposer must submit an up-to-date W-9 form with proposal.
SECTION A - 1

PRE-PROPOSAL CONFERENCE: April 20, 2026 @ 9:00 AM CST (See Location and Site Visits
Below.) Note to Vendor: When entering the campus for the meeting, please use the guard
shack entrance on Levee.
Pre-proposal Conference: 1330 Levee Rd., Memphis, TN 38108 (Maintenance Training Room)
(next to the breakroom)
Site Visits:
* Maintenance and Operations Headquarter @ 9:25 AM: 1330 and 1370 Levee Road,
Memphis, TN 38108
* William Hudson Transit Center @ approx. 10:25 AM: 444 N. Main St, Memphis, TN 38105
* Trolley Station/Warehouse @ approx. 11:20 AM: 547 N. Main Street, Memphis, TN 38105
* Administrative Headquarter @ approx. 12:20 PM: 40 S. Main St., Suite 1200, Memphis, TN
38103 (NOTE TO VENDOR: Vendors are responsible for their own parking fees when
visiting this site.)
1.5 All Proposals and related documents shall be based on the conditions of a financial assistance
contract between MATA, the State of Tennessee and the United States Department of
Transportation, under the Federal Transit Act, as amended. Terms and conditions established
under the Act and the regulations implementing the Act will apply.
1.6 This will be an operation funded procurement, as determined by the Agency. The funding
source for this procurement shall be determined solely by the Agency. Contractors shall comply
only with those funding-specific clauses applicable to the funding source identified by the Agency.
TDOT and FTA-specific clauses shall apply only if the procurement is funded by TDOT or FTA
and shall otherwise be inapplicable.
1.7 Neither a Performance Bond nor a Proposal/Bid Bond is required for this project.
2.0 PROPOSAL REQUIREMENTS
2.1 Proposals must concisely set forth full, accurate, and complete information required by this proposal
including any attachments.
2.2 The Proposer shall provide all the work described in Section B - Scope of Work.
2.3 The Proposer shall provide signed copies of required forms and certifications. Required forms and
certifications are included in Section C.
2.4 One original, one (1) copy and one (1) electronic copy (i.e., flash drive/USB) of the Proposals and
all related documents shall be submitted on forms furnished, or copies thereof, and shall be
manually signed. Proposal Cost Form should be submitted in a separate package, one
(1) original plus one (1) copy and one (1) flash drive.
If erasures or other changes appear on the forms, the person signing the Proposals shall initial such
erasures and changes. Facsimile Proposals will not be considered.
2.5 Modifications of Proposals already submitted will be considered if received at the office designated
in the RFP by the time set for receipt of Proposals.
2.6 Proposals shall be valid for a minimum period of ninety (90) days subsequent to the closing date.
Proposals offering less than ninety (90) days for acceptance by MATA from the closing date will be
SECTION A - 2

considered non-responsive.
3.0 PROPOSAL FORMAT
3.1 All Proposals must include all information requested in the RFP. The following submittals must be
part of your proposal; if any are not included, your proposal may be judged as non-responsive. A
committee will evaluate the submitted proposals. During the evaluation process, MATA reserves
the right to request additional information or clarification from respondents responding to the RFP.
Proposers must provide the following information:
1. Personal Qualifications and Related Experience
Resumes must be provided for personnel who are expected to be utilized, based on the technical
requirements described in Section B. A brief summary of the relevant experience and proposed role
should be provided for key personnel.
2. Firm Qualifications and Experience
Summarize your firm's qualifications, experience and industry expertise in providing the types
of services identified in the scope of work. Identify the individual you propose to assign as lead
and list other pertinent team members/partners and their expertise that will be assigned to
meet the timeline completion of the project. (Please attach resumes, business partner's
overview, etc.)
Specialized and technical experience and competence of the firm/team must be presented.
Provide a list of recent projects completed by the firm. For at least three projects, include a
description of the services provided, client contact name, telephone number and fax number.
A description of the resources of the firm/team must be included in the Proposal. At a minimum,
this information will consist of number of personnel, by discipline, for (1) the firm/team as a whole
and (2) the principal office from which this work will be conducted. Specialized equipment,
facilities, or other assets that would be useful in completing the requested services should also
be described. A Standard Form (SF) 254 can be submitted to fulfil the requirements regarding
personnel strength.
3. Methodology - Explain your overall approach to assisting MATA in advancing its goals and
priorities. Discuss your plan and strategy for completing the work in the timeline outlined in the
RFP.
4. Required Forms and Certifications
The following signed forms and certifications shall be provided:
* Proposal Pricing Form
* Contact and References
* Addenda Acknowledgement
* Affidavit of Non-Collusion
* Buy America Certificate
* Certification of Primary Participation Regarding Debarment, Suspension, and other
Responsibility Matters
* Certification of Lower-Tier Participants Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion
* Certification of Restrictions on Lobbying
* Federal Tax Liability and Recent Felony Conviction
* Explanation of "No Response"
SECTION A - 3

Blank Forms are provided in Sections C of this procurement.
4.0 CHANGES TO THE SPECIFICATIONS/SCOPE OF SERVICES
4.1 Any changes to the Proposals will be made in written addendum by MATA and will be forwarded to
all persons and firms to who documents have been transmitted, as well as posted on MATA's
Purchasing website.
4.2 Requests for Clarification or approved equal must be submitted in writing to Gwendolyn
Johnson, MATA, 1330 Levee Road, Memphis, TN 38108 and must be received no later than
10:00 a.m. local time, April 24, 2026, in accordance with the Approved Equals procedures
described in the General Contract Provisions. Any unapproved deviations, exceptions, substitutes,
alternates or conditional qualifications contained in PROPOSAL may be cause for its rejection.
VERBAL QUESTIONS WILL NOT BE ANSWERED, THUS PREVENTING AN UNFAIR
ADVANTAGE TO ANY PROPOSER. Questions may be emailed to:
Gjohnson@matatransit.com.
5.0 PROPOSAL EVALUATION
5.1 MATA will appoint an evaluation committee to evaluate Proposals and recommend the top ranked
proposer. The committee will apply those evaluation criteria set forth in the Proposals or in addenda
that maybe be issued. An evaluation criterion is deemed to include any unstated "sub criterion"
that logically might be included within the scope of the stated criterion.
5.2 The evaluation committee may likely request interviews with the short-listed firms.
5.3 MATA reserves the right to enter into negotiations with the top ranked proposer without requesting
interviews.
5.4 Proposals will be evaluated on the basis of the following factors:
Qualifications and Experience - 30 points
Methodology to Provide Services - 35 points
Timeline - 10 points
References - 5 points
Cost - 20 points
(A total of 100 Allowable Points)
5.5 Proposal price will be included in the evaluation.
5.6 Evaluation Process
a. The committee will evaluate each proposal using the evaluation criteria set forth above. As part
of this evaluation, the Committee may hold discussions with all qualified Vendors. Discussions
may be conducted via teleconference or may take the form of questions to be answered by the
Vendors and conducted by mail, E-mail, or facsimile transmission at the discretion of MATA.
During the evaluation process, the committee may request technical assistance from any source.
b. The Evaluation Committee may reject in whole or in part any and all proposals, waive minor
irregularities, and conduct discussions with all responsible Vendors in any manner deemed
necessary to serve the best interests of MATA.
c. Vendors may be asked to make an oral presentation to the Evaluation Committee. The purpose of
the oral presentation is to provide an opportunity for the Vendor to clarify its proposal submission
and substantiate proposal representation. If an oral presentation is requested, the oral presentation
is a part of the evaluation.
SECTION A - 4

d. If it is determined to be in the best interest of MATA, MATA may invite Vendors to make final
revisions to their technical and/or financial proposals through submission of a Best and Final Offer.
e. The Committee will recommend the vendor whose overall proposal provides the most
advantageous offer to MATA considering all RFP requirements, based on evaluation factors set
forth in this RFP.
6.0 AWARD OF CONTRACT
6.1 The contract will be awarded to the responsible proposer whose Proposals is most advantageous
to MATA as determined by ranking on the evaluation criteria.
6.2 MATA reserves the right to reject any and all Proposals or waive informalities and irregularities in
offers received. MATA reserves the right to award multiple contracts.
6.3 A written notice of award or Acceptance of Offer, mailed or otherwise furnished the Successful
Proposer within the time specified in the PROPOSAL, shall be deemed to result in a binding
contract.
7.0 PROTESTS
7.1 MATA will consider all protests filed in a timely manner regarding the award of a contract, whether
submitted before or after award. All protests are to be submitted in writing, in accordance with the
protest procedures described in the General Contract Provisions.
SECTION A - 5