Management, Operation, and Marketing Services of the Vanpool Program

• Proposals must not exceed 20 single-sided pages, excluding attachments and forms.
• Submit an original and three copies (four total) in 8 1/2" x 11" format, typewritten.
• Include signed copies of all corrections, amendments, and clarifications to the RFP.
• Provide a minimum of three references for the prime consultant and two for all subcontractors.
• Proposals must be arranged in the specified order.
• Submit a one-page cover letter from a principal in the firm, including business organization details and legal structure.
• The cover letter must disclose any outstanding lawsuits against RPCGB, Birmingham MPO, Birmingham-Jefferson Transit Authority, or Alabama Department of Transportation.
• The cover letter must agree to all RFP terms and conditions and include specific certifications regarding conflicts of interest.
• The cover letter must be signed by a person authorized to bind the company.
• Identify any copyrighted material, trade secrets, or proprietary information claimed exempt from disclosure under the Public Records Act of Alabama.
• Provide a sample copy of the Vanpool Driver Operations Manual.
• The contractor must supply and finance all vanpool vehicles.
• The contractor must assume full risk and liability for vehicle deficiencies and residual values.
• Vehicles must meet all applicable Federal Motor Vehicle Safety Standards (FMVSS) and EPA standards.
• Provide documented verification that the vehicle modifier/converter is approved by the auto manufacturer.
• Demonstrate prior vehicle conversions in conformance with ISO9001 and QS9000 requirements or equivalent.
• Submit "in-vehicle pull test" certification for seats and hardware (FMVSS 207, 208, 210, 225).
• Show certification of conformance to FMVSS 105, 201, 201U, and 209.
• Provide certification that all materials utilized conform to FMVSS 302 for flammability.
• If additional equipment is added, provide certification that OEM certification has not been altered.
• Maintain commercial general liability insurance with a limit of not less than $1,000,000 per occurrence.
• Maintain business auto liability and property damage insurance with a limit of not less than $1,000,000 per accident, including $1,000,000 bodily injury per occurrence and $100,000 property damage per occurrence.
• Maintain Worker's Compensation Insurance in compliance with Alabama laws.
• Insurance company must have an AM Best rating of A or higher.
• Offer lift-equipped and other ADA-compliant vehicles as needed.
• Provide both preventive maintenance and vehicle repair services.
• Develop a preventative maintenance schedule based on the manufacturer's program.
• Develop and implement vehicle repair procedures, including a list of service establishments.
• Provide a backup van when a regularly assigned van is undergoing maintenance or repair.
• Provide a dedicated full-time project manager with appropriate education and experience.
• Conduct thorough screening of potential volunteer drivers, including valid driver's licenses and driving record reviews.
• Ensure all vanpool vehicles are inspected, licensed, and registered according to Alabama and local laws.
• Maintain appropriate accounting and auditing records in accordance with generally accepted accounting principles.
• Be responsible for billing participating parties monthly and ensuring timely collection of payments.
• Administer the CommuteSmart Vanpool Subsidy Program.
• Market the vanpool program and actively promote it to commuters, employers, and organizations.
• Maintain an employer database and refer interested commuters to the CommuteSmart Ridematch database.
• Actively encourage employers to offer tax-free commute-to-work transportation benefits.
• Furnish a toll-free telephone line for customer access to program information.
• Furnish and install identifying decals on all commuter vans with RPCGB approval.
• Submit monthly contract invoices for allowable costs.
• Submit a customer/route report with comprehensive information for each active vanpool group.
• Submit a monthly report detailing program marketing, outreach activities, meetings, events, and customer service concerns.
• Submit a monthly DBE/MBE Participation Report.
• Collect financial and operating information for National Transit Database (NTD) reporting and provide timely reports to RPCGB.
• Submit monthly progress reports to RPCGB in the specified format.
• Hold briefing meetings with RPCGB, Birmingham MPO, Alabama Department of Transportation, and partners upon request.
• Maintain records in a format specified by RPCGB.
• Complete and submit Attachment A: Certification of Non-Collusion.
• Complete and submit Attachment B: Certification of Fair Employment Practices.
• Complete and submit Attachment C: Certification of Contingent Fees.
• Complete and submit Attachment D: Conflict of Interest Disclosure.
• Complete and submit Attachment E: Disadvantaged Business Enterprise (DBE) Utilization Form.
• Provide a copy of DBE ownership certification if claiming DBE status.
• Meet the DBE participation goal of 15% for the overall project.

Issue Date: March 13th, 2026

Questions due: March 30th, 2026

Answers posted: April 3rd, 2026

Proposals due: April 22nd, 2026

Short Listing (if necessary): April 29th, 2026

Oral interviews (if necessary): May 27th, 2026

Notice of Award: June 10th, 2026

Beginning of Contract: October 1st, 2026