Background:

LCTA is a public transportation provider for the Luzerne County, PA region. Currently, LCTA's bus service provides approximately 800,000 passenger rides yearly. In addition to traditional fixed-route service, LCTA provides American with Disabilities Act (ADA) paratransit service and shared ride services.

LCTA is a municipal authority and is governed by the Municipal Authorities Act of 1945. LCTA is governed by a nine-member Board of Directors. Members are appointed by the Board of Commissioners of Luzerne County. LCTA employs 155 employees in a variety of operating and administrative positions. LCTA operates a fleet of 94 revenue vehicles.

LCTA is funded through a variety of programs at the Federal, State and local level. LCTA follows all applicable third-party procurement policies in accordance with the Federal Transit Administration (FTA) Circular 4220.1F.

LCTA occupied a new facility starting on July 22, 2024. The building is located at 300 South Pennsylvania Avenue, Wilkes-Barre, PA 18702. This building consists of a combination of high bay bus maintenance/storage area in addition to a two-story administrative area and a CNG fueling station is on site.

The total building square footage of the facility is approximately 208,000 square feet and is approximately four times the size of our former facility.

Scope of Work:

After an in-person walkthrough of LCTA's new facility and intermodal transit center located in Wilkes-Barre, PA, the selected consultant in referencing LCTA's facility building plans, and current safety and security-oriented documents will be responsible for developing a comprehensive Safety, Security, and Emergency Preparedness Manual that includes, but is not limited to, the following components:

1. Risk Assessment: Conduct a thorough risk assessment to identify potential safety, security, and emergency risks associated with our transit agency's operations, including bus and paratransit van operations, facilities, and infrastructure.
2. Policy Development: Develop clear and concise policies and procedures for safety, security, and emergency preparedness, including but not limited to:
   • Emergency response and evacuation procedures for buses and Authority vehicles
   • Station and facility security protocols
   • Passenger safety and security procedures
   • Employee safety and security procedures
   • Crisis communication and management
   • Cybersecurity
   • Natural disaster response
   • Active shooter response
3. Procedures for Reporting and Incident Response: Review and advise clear procedures for reporting and responding to safety, security, and emergency incidents, including incident reporting, investigation, and documentation.
4. Training and Awareness: Develop a thorough training program to educate employees on the Safety, Security, and Emergency Preparedness Manual, including regular drills and exercises to ensure employee preparedness.
5. Compliance: Ensure that the manual complies with relevant laws, regulations, and industry standards, including FTA, TSA, and FEMA regulations.

Requirements:

After reviewing the scope of work, the selected consultant should have the following qualifications and experience:

1. Experience in developing safety, security, and emergency preparedness manuals for transit agencies or transportation related organizations is required.
2. Knowledge of relevant laws, regulations, and industry standards, including FTA, TSA, and FEMA regulations.
3. Experience in conducting risk assessments and review and advise updating documents, policies and procedures for transit agencies.
4. Strong writing and communication skills.
5. Ability to work independently and collaboratively with our transit agency's staff.

Proposal Requirements:

Proposals should include the following and proposals be a 10-15 pages in length, not to exceed 18 pages:

1. A cover letter introducing the consultant and their team. (1-2 page)
2. A detailed scope of work, including a timeline and milestones. (4-6 pages)
3. A description of the consultant's qualifications and experience. (3 pages)
4. A sample of a previous safety, security, and emergency preparedness manual developed for a transit or transportation related agency. (not included in page count)2
5. A detailed budget and pricing structure.(1 page)

Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

1. Qualifications and experience of the consultant and their team (35 points).
2. Relevance of the proposed scope of work to our transit agency's needs (35 points).
3. Budget and pricing structure (30 points).

Submission Requirements:

Six (6) copies of the proposal should be submitted in person or by mail to:

RFP #25-01-001
Kristene Kelly
Procurement Manager
300 South Pennsylvania Avenue
Wilkes Barre, PA 18701.

A USB drive must also be submitted electronically in PDF format. Late and incomplete submissions will not be accepted.

Contact Information:

If you have any questions or concerns, please contact Kristene Kelly at kkelly@lctabus.com.

Timeline:

The following is the required 12-month timeline for this project:

• RFP Issued: 01/06/2025
• Pre-Proposal Meeting: 01/24/2025
• Proposals due to LCTA: 02/07/2025 2 p.m. EST
• Intent To Award Issued: 03/10/2025
• Contract Award at LCTA Board Meeting: 03/25/2025

Additional Requirements:

The selected consultant will be required to:

• During plan development conduct virtual bi-weekly meetings with our transit agency's staff to ensure the manual meets our needs and expectations.
• Appear in-person or virtually to present final progress to LCTA's safety committee.
• Provide regular progress reports and updates throughout the project.3
• Ensure that the manual is accessible and usable by our employees, with applicable safety information and guidelines for all departments.
• Ensure the manual complements and informs LCTA's FTA Public Transportation Safety Plan (PTASP) using a safety management system (SMS) four pillar approach.
• Provide training and support to our staff on the implementation and use of the manual.
• At the request of LCTA, contractor may have to present to LCTA's Board of Directors.

Note: The transit agency reserves the right to modify or cancel this RFP at any time without notice.

Reference Documents:

LCTA's SSEP LCTA's PTASP