RFP: Shuttle Bus Service

REQUEST FOR PROPOSALSShuttle Bus Transportation Services for the City of Sumner Senior CenterI. Purpose

The City of Sumner Senior Center is seeking proposals from qualified and fully licensed and insured transportation providers to deliver shuttle bus services for visitors to the Sumner senior center. The anticipated need is once per week for 6–8 hours per day, over 48 weeks, annually. Each weekly round-trip will begin at the Sumner Senior Center and provide transportation to a variety of entertainment destinations such as casinos, parks, and shopping centers, and not regularly exceed 200 miles roundtrip. This City of Sumner welcomes multi-year proposals.

II.  Background

The City of Sumner (the City) has a current population of 11,080 and operates a daily Senior Center that serves the city residents and visitors from areas outside the city limits. The Senior Center has approximately 50-100 patrons per day and offers a weekly excursion involving one daytrip via a shuttle bus to a variety of different destinations. The Senior Center is located at:  15506 62nd St Ct E, Sumner, WA 98390.

The lead contact for this proposal is Ryan Windish, Community & Economic Development Director.

III. Scope of Work

The City is seeking a qualified vendor for operating a shuttle bus service. The selected vendor will be responsible for:

1. Providing safe and reliable transportation and a licensed and fully insured driver to operate a shuttle bus service once weekly (day to be determined) for 6–8 hours per day.
2. Providing service for no less than 48 weeks per year.
3. A typical round-trip does not exceed 200 miles.
4. Proposal should include minimum 14 passenger bus up to 20 passenger bus.
5. Transporting seniors to recreational destinations including, but not limited to, casinos, parks, and shopping areas.
6. Providing a vehicle that is ADA-compliant, clean, and well-maintained and ensuring a back-up option if the primary vehicle(s) are unavailable.
7. Employing courteous, trained, licensed and background-checked drivers with preferred experience serving senior populations.
8. Maintaining appropriate insurance coverage and vehicle safety standards in accordance with local, state, and federal regulations.

IV. Required Proposal Elements

Interested vendors must submit a proposal that includes:

1. Company Profile
   • Legal name, address, and contact information
   • Years in business and relevant experience
2. Service Plan
   • Description of vehicle(s) to be used (number of seats)
   • Driver qualifications and training
   • Proposed scheduling and routing flexibility
3. Pricing Structure
   • Detailed cost breakdown (hourly rate, mileage, fuel surcharges, etc.)
   • Any additional fees or optional services
4. Insurance and Licensing
   • Proof of liability and vehicle insurance
   • Copies of relevant licenses and certifications
5. References
   • At least two references from similar contracts or clients for work done within the last 2 years.

V. RFP Instructions

All respondents must submit a written proposal that includes the above-required proposal elements organized in a fashion that addresses each of the Selection Criteria outlined below.  The proposal shall contain all information as requested herein, and any additional information necessary to summarize the vendor’s qualifications. Failure to submit all information requested may result in the City giving a lower evaluation of the proposal or rejecting the proposal. Proposals must be signed by an authorized representative of the company.

By submitting a proposal, respondents certify that all information provided in response to this RFP is true and accurate.

VI. Submission Instructions

Please submit your proposal electronically in PDF format via email to:

Contact: Ryan Windish, Community & Economic Development Director

Email: ryanw@sumnerwa.gov

Subject Line: “Proposal – Sumner Senior Center Shuttle Service”

Or mail a hard copy to:
Attn: Ryan Windish
City of Sumner
1104 Maple Street
Sumner, WA 98390

All proposals must be received by: January 9, 2026 by 5:00 pm, even if mailed so please prepare in advance.

Proposers are responsible for assuring delivery. Proposals received after the response time and date will not be opened or considered.

VII. Selection Criteria

The proposals will be evaluated and ranked based on the Selection Criteria below.

Selection Criteria:	Point Value:
Experience and qualifications	25
Cost-effectiveness and transparency	15
Vehicle safety, accessibility, and comfort	25
Responsiveness and flexibility	15
References and past performance	10
Completeness of submittal, and clarity and content of proposal.	5
Status of vendor as MWDBE.	5
TOTAL:                               100

VIII. Selection Process

Subject to the reservations below, after the deadline for acceptance of proposals, the City selection team will evaluate and rank the proposals based upon materials submitted using the Selection Criteria.  If a contract cannot be negotiated with the top ranked vendor, the City will contact the next ranked vendor and attempt to negotiate with that company.  The process will be repeated until an agreement is reached.

IX. Award of contract

Prior to contract execution, the selected vendor will be required to submit copies of minimum required insurance coverage, E-verification forms, and any required Title VI documents, required in City purchasing policies.

For more information regarding this RFP, contact Ryan Windish at ryanw@sumnerwa.gov or by phone at 253-299-5524.

The City reserves the right to change any aspect of, terminate, or delay this RFP, the RFP process and/or the program which is outlined within this RFP at any time, and notice shall be given in a timely manner thereafter. The City bears no liability or responsibility for any costs incurred by any vendor in the course of preparing a proposal.