REQUEST FOR PROPOSALS (RFP) #408.19
THIRD PARTY OPERATION OF TRANSIT SERVICE
FOR THREE RIVERS REGIONAL COMMISSION TRANSIT
1. NOTICE TO PROPOSERS
Three Rivers Regional Commission, hereinafter referred to as the “Commission” or ”TRRC”, invites proposals
for a service provider, hereinafter referred to as the “TPO”, for the operation of the TRRC 7-County Section
5311 public transit service and the Coweta County 5311 public transit service including services ordered by
the Georgia Department of Human Services (DHS).
In this Request for Proposals (RFP) and subsequent contract references to “Three Rivers Regional
Commission,” “Commission,” or “TRRC” shall also include “Coweta County.
The initial contract term shall be nine months with an option at the discretion of the Commission to extend for
four (4) additional years. This public transit service is a federal and state subsidized service through 49 USC
Section 5311, Federal Transit Administration Other than Urbanized Areas Transit Fund Program. Funding
may also be provided through other FTA programs including 5307 Urbanized Area Formula Grants and 5310
Enhanced Mobility of Seniors and Individuals with Disabilities and other federal and state programs which
may be available. Copies of the Request for Proposal (RFP) document may be obtained from:
Three Rivers Regional Commission Transit
Contact Person: Pavielle Ludlow
Telephone Number: (678) 692-0510
Email Address: firstname.lastname@example.org
The Commission seeks proposals from qualified firms or organizations (public, private, non-profit) with
experience in all aspects of public transportation administration, planning, management, operations and
vehicle maintenance, and coordination with Commission, regional, state, and federal agencies.
The RFP includes the Terms and Conditions and Technical Specification defining the requirements of the
Commission and identifies all significant evaluation factors, listed in descending order of importance.
An evaluation committee will consist of representatives with sufficient technical expertise to adequately address
and evaluate proposals received.
The RFP is publicly advertised and issued to all requesters.
There will be a non-mandatory Preproposal Conference on October 22, 2019 at 11:00 AM at the offices of
the Three Rivers Regional Commission Office, 120 N. Hill St., Griffin, Georgia. A conference line will be
available as an option to appearing in person. Prospective bidders who will be utilizing the conference line
must submit the name of attendee, company, and contact information to Pavielle Ludlow, Transit Program
Manager, email@example.com before 11:00 AM EST on October 21, 2019.
Proposers must submit proposals in two (2) parts. The first part includes, but is not limited to, a technical and
contractual proposal, including all required submittals. The second part includes, but is not limited to,
proposed price and cost data, including all required submittals. All information including the number and
names of Proposers is kept confidential, within legal constraints. Each proposal part must be submitted in
separate sealed envelopes and be clearly labeled as: Response to Transit RFP – Technical Proposal and
Response to Transit RFP – Cost Proposal.
Technical proposals should identify any proposed substitution or additional features with an explanation of the
benefits they offer the Commission. It is expected that the cost impact of these benefits will also be reflected
in the cost proposal. Price quoted will be for a firm-fixed per service hour cost rate to cover the administrative
cost and for the service hours that are generated by the service demand.
This procurement shall conform to the procurement requirements of the Georgia State Purchasing Code, with
emphasis on Sections 50-5-67 and 50-5-83.
This procurement process shall also conform to the procurement requirements of the Federal Transit
Administration’s Third Party Contracting Requirements Circular Number C.4220.1f. Per C.4220.1f, this is
procurement by competitive proposal/request for proposal.
Public receipt of proposals will be held. Proposals must be received by 12:00 PM on November 19, 2019
Eastern Standard Time at the Three Rivers Regional Commission Administration Office. After such
time on the same day, proposals will be publicly acknowledged in the Three Rivers Regional Commission
Office, 120 N. Hill St., Griffin, Georgia. Proposals shall be clearly marked and sealed. The Commission
will then distribute the proposals to the evaluation committee for review. The proposals will be kept
confidential until the evaluation is complete.
The evaluation committee will evaluate the formal proposals received and rank them in order of preference.
The evaluation committee may conduct interviews with those firms determined to be within the competitive
The Commission reserves the right to award a contract on the basis of proposals submitted without
negotiation, to reject any and/or all proposals, to re-advertise for proposals and to waive any informality in any
proposal and to determine the most responsive proposal by its own criteria, as described within the
Discussions will not disclose information contained in competing proposals.
A final ranking of candidates will be made and interview and negotiations held with those proposers
determined to be within the competitive range.
PROSPECTIVE PROPOSERS MAY SUBMIT QUESTIONS CONCERNING THE
PROPOSAL. QUESTIONS MUST BE SUBMITTED BY October 25, 4:00 PM EASTERN
STANDARD TIME. QUESTIONS MUST BE SUBMITTED IN WRITING. EMAIL
SUBMISSION OF QUESTIONS IS PREFERRED. QUESTIONS SHOULD BE DIRECTED
Three Rivers Regional Commission
Transit Contact Person: Pavielle Ludlow
Telephone Number: (678) 692-0510
Email Address: firstname.lastname@example.org
Response to Questions:
A response to questions received in writing will be sent to all parties as an addendum to the RFP and posted
to the Three Rivers Regional Commission website. Only a written addendum to the RFP shall change the
RFP language. The Commission shall not be responsible for oral interpretations.
ALL PROPOSALS MUST BE RECEIVED BY 12:00 PM, EASTERN STANDARD TIME
ON NOVEMBER 19, 2019. NO PROPOSALS SHALL BE ACCEPTED AFTER THIS
TIME AND DATE.
All correspondence and sealed proposals shall be directed to: Three Rivers Regional Commission Transit;
Attn: Pavielle Ludlow; 120 N. Hill St., PO Box 818, Griffin, GA 30224; email@example.com. One (1)
original and five (5) copies of the proposal should be submitted to the Commission for review. The
Commission will not be responsible for any costs incurred by Proposers in response to this Request for
REQUESTS FOR EXCEPTIONS, DEVIATIONS OR APPROVED EQUALS TO THE
REQUEST FOR PROPOSALS AND/OR SPECIFICATIONS MUST BE SUBMITTED TO
THE THREE RIVERS REGIONAL COMMISSION NO LATER THAN 4:00 PM, EASTERN
STANDARD TIME, ON NOVEMBER 5, 2019.
Proposing firms must not be on the System of Award Management (SAM) list of ineligible firms. The
successful Proposer will be required to comply with all applicable Equal Employment Opportunity (EEO) laws
and regulations. Disadvantaged Business Enterprises (DBEs) shall be afforded full opportunity to submit
The Commission has chosen to initiate an RFP for the operation of rural public transit service, tentatively to
begin operation on January 2, 2020. The purpose of this Request for Proposals (RFP) is to secure the
services of a transportation service provider to provide all operations of this service as generally described in
this RFP (known as transit service), including service enhancement planning, in accordance with all
Commission policies, standards, and procedures.
Three Rivers Regional Commission Transit maintains both a Section 5311 program and a Department of
Human Services (DHS) program. The Services provide door-to-door transit services to business, commercial,
and activity centers in Three Rivers Regional Commission areas and is funded with federal, state, and local
dollars. Trips are scheduled by calling (855) 407-7433 at least 24 hours in advance for next day service,
dependent upon availability.
Trips must be within Three Rivers Regional Commission area and are generally scheduled between the hours
of 8am – 5pm. The Three Rivers Regional Commission Transit shuttle vans will come to any address to pick
up or drop off. The regional public transportation program provides public transportation for residents of Butts,
Carroll, Lamar, Meriwether, Pike, Spalding, Upson and Coweta counties. The regional public transportation
program is administered by the Three Rivers Regional Commission on behalf of its participating governments.
The Counties of Butts, Lamar, Pike, Spalding, and Upson allow vehicles to cross county line within the five
counties. Carroll County and Coweta County currently do not cross county lines. Meriwether crosses county
lines under specific guidelines.
The program uses a “demand response” model, meaning that there are no fixed routes, stops, or pick-up
times. Reservations for next day service must be scheduled in advance by 12 noon or earlier. Daily routes are
generated based on destinations requested. Rides are “first come-first served” dependent upon availability.
Peak times are expected to be between 8-10 am and 2-5 pm and, conversely, more capacity is available
during off-peak times, 10am – 2pm. Service is provided Monday through Friday, excluding Commission-
observed holidays. The program is designed and available for anyone who needs transportation within Three
Rivers Regional Commission Transit area.
This solicitation is expected to result in three contracts. The TRRC 5311 program operating 22 buses in
seven counties with 16,900 public trips and 65,800 DHS trips; the Coweta County service operating 6 buses
with 8,100 public trips and 28,200 DHS trips; and, the TRRC DHS contract which includes the terms and
conditions related to the DHS program.
3. SCOPE OF WORK
General. The Commission is seeking an outside TPO or firm to provide the operation of its public
transportation and Department of Human Service services. It is the intent of this RFP to select one or more
Contractors who will be paid on a Service Hour basis with all revenues including passenger fares and
human service agency contracts retained by the TRRC. Contractors will be required to execute thee
contracts including TRRC 5311 contract, Coweta 5311 contract, and TRRC DHS contract.
The initial contract term will be for the period beginning January 1, 2020 through September 30, 2020. The
contract will have options to renew for four (4) additional one (1) year contract periods with a contract period
of October 1 to September 30 of each year at the sole discretion of the Commission and Coweta County.
The annual renewal of the contract shall be based on the availability of funds and successful contract
performance in the preceding year. Contract award will be acknowledged by the issuance of a Notice of
Award. Renewals will be accomplished through the issuance of Notice of Award Amendments. Renewals
are contingent upon the completion of renewal criteria, including but not limited to: updated proposal
information, cost analysis information, favorable evaluations from passengers, and approval for renewal by
the Three Rivers Regional Commission Council and Coweta County Commission. The contracts resulting
from this RFP are contingent upon the Commission and Coweta County receiving funds from GDOT for the
Section 5311 Public Transportation Program as well as funds from the Department of Human Services.
The following is a description of the key service policies and practices relative to the transit service to be
A. Service Description.
a. Provide public transit services to citizens within Three Rivers Regional Commission area;
b. Coordinate with human service transportation programs within Three Rivers Regional
c. Receive and monitor telephone calls from potential passengers, dispatch trips, and offer
referral services to outside transportation providers when necessary;
d. Provide day to day oversight for the overall transportation system;
e. Meet all reporting requirements in both the 5311 and DHS programs; and
f. Deliver a provision of services in a manner to guarantee a high level of quality assurance.
B. Service Area. Service area is to include all of Three Rivers Regional Commission with no public
trips to be conducted outside of the Commission area. The Counties of Butts, Lamar, Pike,
Spalding, and Upson can cross county lines into one another. Carroll County, and Coweta
County currently do not cross county lines and Meriwether can cross county lines under specific
guidelines. Three Rivers provides a demand response service modal and has no fixed routes.
C. Service Days and Hours. Service hours for the Demand Response public transit are currently
Monday through Friday, 8 am to 5pm with reservations made at least 24hrs in advance. Future
service hours may be extended and fixed routes or route deviation services may be added at the
Contractor’s service hour rate for that contract period. The Department of Humans Service trips
are performed Sunday to Saturday through a 24hrs time period as requested by Human Service
Centers. Observed holidays are listed below.
New Year's Day
Martin Luther King, Jr.'s Birthday
Day after Holiday
Day before Holiday
D. Department of Human Service Programs.Transportation services are provided statewide in all
159 Georgia counties. Under the Coordinated Transportation Program, transportation services are
designed, coordinated, and monitored through the Regional Transportation Office staff assigned to
each DHS region. Coordinated Transportation allows for greater access to human services for the
elderly, the disabled, and those with limited transportation options, while encouraging a more
efficient method of mobility for our consumers. It eliminates duplicated transportation efforts and
more effectively utilizes the vehicle fleet.
The Coordinated Transportation Program is administered through the DHS Office of Facilities and
Support Services, Transportation Services Section (TSS). Responsibilities of the TSS include, but
are not limited to: the development of policies that ensure quality services; technical assistance;
establishment of a data system for program monitoring; an evaluation program for determining
effectiveness; and development of statewide public relations plans.
The coordinated system operates through a series of purchase of service contracts within each
region. Providers are a mix of governmental entities, for-profits, and private non-profits. The TSS
manages the transportation provider contracts and provides region and Department level leadership
in this effort.
TSS operates 12 regions throughout the state. Three District Operations Managers oversee three
districts (four regions each) and provide oversight for each Regional Transportation Office (RTO) and
the counties within their service areas.
It is the policy of the Georgia Department of Human Services (DHS) to provide quality and cost-
effective transportation to eligible DHS consumers for those vital services designed to enhance health,
independence and self-sufficiency. This effort will be provided statewide through Coordinated
Transportation systems that deliver quality service.
The Georgia Department of Human Services (DHS) includes the Division of Aging Services (DAS),
Division of Family and Children Services (DFCS), and Division of Child Support Services. The
Georgia Department of Behavioral Health and Developmental Disabilities (DBHDD) and the Georgia
Vocational Rehabilitation Agency (GVRA) provide funding for transportation services for consumers.
Recognizing the importance of transportation in linking people with services and opportunities, DHS
developed a statewide transportation system to meet the specialized transportation needs of its
clients who are elderly, mentally and physically disabled and/or low-income. DHS provides quality
and cost-effective transportation to eligible DHS consumers for those vital services designed to
enhance health, independence and self-sufficiency. The services in the Commission area will
expand to other identified public entities in the future. This effort is provided statewide through
Coordinated Transportation systems that deliver quality service through coordination with:
a) Division of Aging Services (DAS); administers a statewide system of services for older
Georgians and adults with disabilities. The division provides in-home services to maintain
independence; public education and outreach services; health promotion services; and
senior employment services.
b) Division of Family and Children Services (DFCS); investigates child abuse; finds foster
homes for abused and neglected children; helps low income, out-of-work parents get back
on their feet; assists with childcare costs for low income parents who are working or in job
training; and provides numerous support services and innovative programs to help troubled
c) Department of Behavioral Health and Developmental Disabilities (DBHDD); is
responsible for mental health, developmental disability and addictive disease programs
d) Georgia Vocational Rehabilitation Agency (GVRA); is responsible of helping people
with disabilities to become fully productive members of society by achieving independence
and meaningful employment.
For the purposes of this solicitation, the Commission seeks to serve consumers of services under:
the Division of Aging Services (DAS), the Department of Behavioral Health and Developmental
Disabilities (DBHDD), the Division of Families and Children Services (DFCS), and Georgia
Vocational Rehabilitation Agency (GVRA).
E. Vehicles. The seven TRRC counties currently have a fleet of 22 shuttlebus vehicles listed in
Table 1. Additional vehicles may be added during the contract term.
Table 1: TRRC Vehicles