VVTA RFP 2026-06 Vanpool Providers

VICTOR VALLEY TRANSIT AUTHORITY
Representing the communities of Adelanto, Apple Valley, Barstow, Hesperia,
Victorville, and San Bernardino County.
RFP 2026-06
VANPOOL PROVIDERS
April 01, 2026

NOTICE INVITING PROPOSALS
1. Purpose of the Procurement and Period of Performance
Victor Valley Transit Authority (VVTA) is seeking proposals from qualified firms to operate and market a
region-wide commuter vanpool program ("Program.") Proposers shall lease Vanpool vehicles to
Program Participants (Vanpool drivers). The resulting contract shall include maintenance, insurance,
marketing, customer service, and all other administrative services. The resulting contract will be for
three (3) years with two (2) one-year options for extension.
2. Obtaining the Proposal Document
Proposal documents may be obtained from Victor Valley Transit Authority electronically at
cplasting@vvta.org, www.publicpurchase.com, or www.vvta.org/procurement Proposals requested by
courier or via USPS mail shall be packaged and sent only at the Proposers' expense.
3. Proposal Due Date and Submittal Requirements
Proposals must be received by 3:00 PM on (Pacific Time) (PDT) Thursday, April 30, 2026.
3.1 Sealed Proposals shall be delivered to the following address:
Victor Valley Transit Authority
Attn: Sandye Martinez
Procurement Supervisor
17150 Smoke Tree Street
Hesperia, CA 92345
3.2 Envelopes or boxes containing proposals shall be sealed and clearly labeled with VVTA's RFP
number and the solicitation title: ""VVTA RFP 2026-06 VANPOOL PROVIDERS." The Pricing
Form shall be in a separate sealed envelope clearly marked "Pricing Form"
3.3 Proposers are requested to submit to VVTA one (1) original and one (1) electronic copy via
DVD/CD or thumb/flash drive of the proposals. As an alternative, Proposers may submit
their proposals electronically via www.publicpurchase.com. The Technical Proposal and
Pricing Proposal must be separately uploaded files on publicpurchase.com. A Proposal is
deemed to be late if it is received by VVTA after the deadline stated above. Proposals received
after the submission deadline shall be returned, unopened to the Proposer. It is the Proposer's
sole responsibility to ensure that the Proposals are received by the Procurement Manager by the
date and time stated above.
4. Validity of Proposals
Proposals and subsequent offers shall be valid for a period of ninety (90) days. An award may be made
without further discussion. VVTA reserves the right to withdraw or cancel this RFP at any time without
prior notice and VVTA makes no representation that any contract will be awarded to a proposer
responding to this RFP.
5. Pre-proposal Meeting and Questions
There will not be a pre-proposal meeting, however, the deadline for question is at 5:00 PM (PDT), Friday,
April 17, 2026. Prospective proposers are requested to submit written questions to the Procurement
Specialist Sandye Martinez. Responses shall be shared with all known prospective proposers by written
addenda only.
The successful Proposer will be required to comply with all applicable Equal Opportunity Laws and
Regulations.

TABLE OF CONTENTS
INSTRUCTIONS TO PROPOSERS..................................................................... 4
A. TIMELINE ................................................................................................. 4
B. PURPOSE................................................................................................. 4
C. BACKGROUND ......................................................................................... 4
D. PERIOD OF PERFORMANCE...................................................................... 5
E. EXAMINATION OF DOCUMENTS.................................................................. 5
F. VENDOR CONTACT.................................................................................. 5
G. ADDENDA TO RFP..................................................................................... 5
H EXCEPTIONS / DEVIATIONS .................................................................... 6
I. FORMAT OF PROPOSALS ......................................................................... 6
J. PROPOSAL PACKAGING REQUIRMENTS.................................................... 8
K. PRE-CONTRACTUAL EXPENSES.................................................................. 9
L. JOINT PROPOSALS .................................................................................. 9
M. TAXES .................................................................................................... 9
N. MODIFICATION OR WITHDRAWAL OF PROPOSALS....................................... 9
O. SUBCONTRACTORS AND ASSIGNMENTS..................................................... 10
P. RESERVED............................................. ................................................. 11
Q. CONFIDENTIALITY AND PUBLIC RECORDS ACT......................................... 11
R ACCEPTANCE / REJECTION OF PROPOSALS................................................ 13
S. SINGLE RESPONSE................................................................................. 13
T. CANCELLATION OF PROCUREMENT............................................................. 13
U. AVAILABILITY OF FUNDS............................................................................. 13
V. VVTA'S RIGHTS........................................................................................ 14
W. CONFLICT OF INTEREST AND CODE OF CONDUCT .................................... 14
X. EVALUATION, NEGOTIATION, AND SELECTION........................................... 15
ATTACHMENT A - SCOPE OF WORK
ATTACHMENT B - RESERVED
ATTACHMENT C - SAMPLE CONTRACT
ATTACHMENT D - PROTEST POLICY
ATTACHMENT E - REQUIRED FORMS
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INSTRUCTIONS TO PROPOSERS
A. PROPOSAL TIMELINE
Date of RFP: April 01, 2026
Agency: VICTOR VALLEY TRANSIT AUTHORITY
Address of Agency: 17150 SMOKE TREE ST., HESPERIA, CA 92345-8305
Contracting Officer: Sandye Martinez, Procurement Supervisor
Telephone No: (760) 995-3563
FAX No: (760) 948-1380
Email Address: smartinez@vvta.org
Pre-proposal Conference (Non-Mandatory) Not for this solicitation
Last Day for Questions 5:00 p.m. (PDT), Friday, April 17, 2026
Addenda and Answers to questions 2:00 p.m. (PDT), Thursday, April 23, 2026
Proposals Due Date 3:00 p.m. (PDT), Thursday, April 30, 2026
Anticipated Award Date May 2026
B. PURPOSE
The Victor Valley Transit Authority (VVTA) is seeking proposals from qualified firms to
operate and market a region-wide commuter vanpool program ("Program.") The resulting
contract will result in the reduction of the cost of vanpooling by providing monetary incentives,
which will encourage drive-alone commuters to rideshare, reduce traffic congestion, and
improve air quality.
One of VVTA's key objectives is to provide a cost-effective travel choice for commuters by
promoting marketplace competition among vanpool contractors. VVTA reserves the right to
award the resulting contract to more than one Vanpool service provider.
C. BACKGROUND
1. VVTA is a Joint Powers Authority (JPA) created in 1992 to provide comprehensive public
transit services to six incorporated towns and a number of unincorporated communities
(represented by the San Bernardino County Board of Supervisors) - all member
jurisdictions are located in San Bernardino County, a region that covers an area of
approximately 950 square miles.
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2. VVTA serves the Victor Valley, a sub-region of Southern California north of the Cajon
Pass, east of the Los Angeles County line, incorporating much of the Northern portion of
the Mojave Desert in San Bernardino County. Victor Valley is part of the Inland Empire, a
sub-region of the Greater Los Angeles Area.
3. In addition to fixed route, rural routes, and complementary paratransit service, VVTA
operates its BV Link - which provides intercity service from Barstow to Victorville and
down into the San Bernardino Valley; its NTC Commuter service which operates from
Victorville and Barstow to the National Training Center at Fort Irwin, a new Pilot Micro
Transit program; and a turnkey vanpool operation.
4. VVTA was recently designated as a Consolidated Transportation Services Agency
(CTSA) for the North Desert Region of San Bernardino County - a very large geographic
area including responsibility for volunteer driver transportation services in Tron and Big
River.
D. PERIOD OF PERFORMANCE
VVTA intends to award a Fixed Price based contract for a period of three (3) years with two 1-year
options to extend. VVTA may award the contract at a time other than stated in the proposed
schedule.
E. EXAMINATION OF DOCUMENTS
By submitting a proposal, the Proposer represents that it has thoroughly examined and become
familiar with the work required and documents included under the RFP.
F. VENDOR CONTACT
1. All correspondence, communication, and/or contact with regard to any aspect of this
solicitation is authorized only with the designated Contracting Officer identified in "A.
Proposal Schedule" above, or their designated representative. Proposers and their
representatives shall not make any contact with or communicate with any employees of
VVTA, or its directors and consultants, other than the Contracting Officer with regard to
any aspect of this solicitation or offers. Ex-parte communications with members of VVTA's
Board of Directors or any person responsible for awarding a contract, including the
Contracting Officer, are prohibited under California Public Contract Code Section 20216.
All communications shall be in writing and will be made public.
2. If it should appear to a prospective Proposer that the performance of the Work under the
contract, or any of the matters relating thereto, is not sufficiently described or explained
in the RFP or Contract Documents, or that any conflict or discrepancy exists between
different parts thereof or with any federal, state, local or Agency law, ordinance, rule,
regulation, or other standard or requirement, then the Proposer shall submit a written
request for clarification to VVTA within the time period specified above.
G. ADDENDA TO RFP
VVTA reserves the right to amend the RFP at any time. Any amendments to or interpretations
of the RFP shall be described in written addendum. VVTA shall provide copies of Addenda to
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all prospective Proposers officially known to have received the RFP, as well as post to the
VVTA website: www.vvta.org/bids. Prospective Proposers, or their agents, shall be
responsible to collect the addendum at the address provided in "Contracting Officer" (Section
A. above) or receive the same otherwise. Notification of the addendum will also be
electronically delivered to all such prospective Proposers officially known to have received the
RFP and to the address provided by each prospective Proposer. Failure of any prospective
Proposer to receive the notification or addendum shall not relieve the Proposer from any
obligation under its proposal as submitted or under the RFP, as clarified, interpreted, or
modified. All addenda issued shall become part of the RFP. Prospective Proposers shall
acknowledge the receipt of each individual addendum and all prior addenda in their proposals.
Failure to acknowledge in their proposals receipt of addendum may, at VVTA's sole option,
disqualify the proposal.
If VVTA determines that the addendum may require significant changes in the preparation of
proposals, the deadline for submitting the proposals may be postponed by the number of days
that VVTA determines will allow Proposer sufficient time to revise their proposals. Any new Due
Date shall be included in the addendum.
H. EXCEPTIONS / DEVIATIONS
Using the Form for Proposal Deviation - Attachment E - State any exceptions to or deviations
from the requirements of this RFP, segregating "technical" exceptions from "contractual"
exceptions. Where proposer wishes to propose alternative approaches to meet VVTA's
technical or contractual requirements, these should be thoroughly explained. If no contractual
exceptions are noted, proposer will be deemed to have accepted the contract requirements as
set form in the Scope of Work.
I. FORMAT OF PROPOSALS
1. Proposals must be submitted and organized in the order listed below. The proposal shall
include, at a minimum, the following:
a. Cover letter - Proposer must include a letter of introduction.
b. Title Page
c. Table of Contents
d. Profile of Firm (History, Experience, Changes) - This section should include details
regarding the proposer's ability and experience to operate the project as specified
in the RFP. The following information should be included:
I. Corporate hierarchy - i.e., President, Vice President, Corporate Officers, etc....
II. Corporate overview of services or activities performed.
* History of firm - Include a brief history of the firm
* Founding Date (month and year)
* Firm size - staff and client base
* Firm's vision and mission statement
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III. Employment practices - policies and procedures, training, including safety training
and affiliation/accreditation.
IV. Location of the office from which the work will be provided and the staff allocation
at that office.
e. Identify Project team including, but not limited to:
I. Size of Project Team
II. Education, qualifications, and specific experience in performing the work that is
being solicited in this RFP.
III. Project Organization Chart.
f. Resumes of Key Personnel
g. Commitment that key personnel will be available throughout contract and will not be
removed without prior approval of VVTA
h. Proposer's approach to accomplish the Scope of Work Requirements.
I. Description of proposer's approach to performing services. Proposals must
include a description of the services to be rendered via the scope of work
including a detailed proposal.
II. Provide a work plan or description of how the work will be performed by the
contractor. (e.g. - outline a proposed work plan and methodologies that will be
employed to accomplish the work)
III. The name of the Project Manager / Liaison and a list of personnel to be assigned to
the project and the roles and qualifications.
IV. Indicate whether your firm will be subcontracting portion(s) of the work.
If so, indicate the name of the subcontractor, the portion of the work to be
subcontracted, and their State of CA Contractor's License Number (if
applicable).
V. Describe your firm's approach to resolving problems that may be encountered in
the field.
i. Summary of Contracted Services
I. Proposer must identify all areas that will be subcontracted and name of the firms
performing such work. List their key personnel and their qualifications.
II. Proposer must list all services, equipment, and facilities that the proposer has
provided and/or operated under contract during the past five (5) years. Include
company name, address, phone number, and contact.
III. VVTA reserves the right to interview any organization and visit any of the
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facilities as listed as subcontractors.
j. Required Forms (See Attachment E)
k. Any other information required by this RFP or its addenda which may not be
listed above.
l. Cost/Price Proposal - Proposers shall submit proposed pricing to provide the
products/services for the work described in Attachment A - Scope of Work.
2. Firms may include additional information, however, do NOT attach terms and
conditions that conflict with the RFP, as your firm's proposal may be deemed non-
responsive.
J. PROPOSAL PACKAGING REQUIREMENTS
1. Please note that all addenda must be acknowledged. Proposer is instructed to use
Attachment E - Acknowledgement of Addenda - to acknowledge all addenda
released during this solicitation.
2. Sealed original proposal plus one (1) electronic copy, OR via
www.publicpurchase.com, must be received at the address shown in "Proposal
Schedule" (Section A) not later than 3:00 PM (PDT) on Thursday, April 30, 2026.
All labor; equipment, materials, and training shall be furnished in strict accordance
with the delivery schedule and the Contract terms and conditions. All Proposals
shall be valid for a period of ninety (90) days.
3. Proposals received after the time and date due will be rejected without consideration
or evaluation and returned, unopened, to the return address on the package received.
Under no circumstances will any proposal be accepted after the due date and time in
accordance with PCC 10168.
4. Proposer shall submit the Cost/Price Proposal (Attachment E) in a separate sealed
envelope marked "Pricing Proposal". Prices are to be quoted excluding California
State and Local Sales Tax. Proposer shall pay all taxes which are legally enacted at
the time bid is submitted and shall secure and pay for all permits and government fees,
licenses, and inspections necessary for the proper execution and completion of the
Contract.
6. Proposals including all submittal documents and including price elements shall be
submitted by the due date specified, in two sealed packages identified as "VVTA RFP
2026-06 VANPOOL PROVIDERS" and "VVTA RFP 2026-06 - COST/PRICE
PROPOSAL" On Publicpurchase.com, please upload the technical proposal and
the Cost/Price proposal as two SEPARATE documents in the portal.
7. NO COST, PRICE, OR FINANCIAL INFORMATION OF ANY KIND SHALL BE
INCLUDED IN PACKAGE NO. 1, NOR IN ANY OF THE PROPOSAL DOCUMENTS
THAT WILL BE INCLUDED IN THIS PACKAGE.
8. If a Proposer is submitting their proposal electronically through publicpurchase.com,
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a copy of any required originals (notarized document, bonds, etc....) must be included
with their proposal. The original of any required documents (notarized document,
bonds, etc....) must be received by VVTA not later than 5 business days after the
Proposal Due Date.
K. PRE-CONTRACTUAL EXPENSES
1. VVTA shall not be liable for any pre-contractual expenses incurred by any Proposer in
preparation of its proposal. Proposer shall not include any such expenses as part of their
proposal.
2. pre-contractual expenses are defined as expenses incurred by the proposer in:
a. Preparing a proposal in response to this RFP;
b. Submitting that proposal to VVTA.
c. Negotiating with VVTA any matter related to this proposal; and
d. Any other expenses incurred by proposer prior to date of award, if any, of the
Agreement.
L. JOINT PROPOSALS
Where two or more firms desire to submit a single proposal in response to this RFP, they should
do so on a prime subcontractor basis rather than as a joint venture.
M. TAXES
Proposals are subject to State and Local sales taxes. However, VVTA is exempt from the
payment of Federal Excise and Transportation Taxes. Proposer is responsible for payment of
all taxes for any goods, services, processes, and operations incidental to or involved in the
contract.
N. MODIFICATION OR WITHDRAWAL OR PROPOSALS
1. A modification of a proposal already received will be accepted by VVTA only if the
modification is received prior to the Proposal Due Date or is specifically requested by
VVTA. All modifications shall be made in writing and executed and submitted in the same
form and manner as the original proposal.
2. A Proposer may withdraw a proposal already received prior to the Proposal Due Date by
submitting, in the same manner as the original proposal, to VVTA a written request for
withdrawal executed by the Proposer's authorized representative, in accordance with
(California Public Contract Code) PCC 10169. After the proposal Due Date, a proposal
may be withdrawn only if VVTA fails to award the contract within the proposal validity
period prescribed in "Due Date" or any agreed upon extension thereof. The withdrawal
of a proposal does not prejudice the right of a Proposer to submit another proposal within
the time set for receipt of proposals. PCC Section 10169 does not authorize the
withdrawal of any bid after the time fixed in the Public Notice for the opening of bids.
3. This provision for modification and withdrawal of proposals may not be used by a Proposer
as a means to submit a late proposal and, as such, will not alter VVTA's right to reject a
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proposal.
O. SUBCONTRACTORS AND ASSIGNMENTS
1. Pursuant to the provisions of PCC 4104, every proposer shall in the proposal set forth:
a. The name and location of the place of business (address) of each subcontractor
who will perform work or labor or render service to the proposer in or about the
work in an amount in excess of one-half of one percent of the proposer's total
proposal; and
b. The portion of the work that will be done by each subcontractor. The proposer shall
list only one subcontractor for each portion of work as defined by the proposer in its
proposal.
c. The dollar amount of the work which will be done by each such subcontractor.
2. Proposer shall complete form entitled "List of Subcontractors (Attachment E)" with the
above requested information.
3. If the proposer fails to specify a subcontractor for any portion of the work to be performed
under the contract in excess of one-half of one percent of the proposer's total Proposal,
or if the proposer specified more than one subcontractor for the same portion of the work
to be performed under the contract in excess of one-half of one percent of the proposer's
total proposal, the proposer agrees to perform that portion.
4. The successful proposer shall not, without the express written consent of VVTA, either:
a. Substitute any person, firm, or corporation as subcontractor in place of the
subcontractor designated in the original Proposal; or
b. Permit any subcontract to be assigned or transferred; or
c. Allow it to be performed by anyone other than the original subcontractor listed in the
Proposal.
5. Reserved
6. Proposer shall not assign any interest it may have in any Agreement/Contract with VVTA,
nor shall proposer assign any portion of the work under any such Agreement with a value
in excess of one-half of one percent of Agreement price to be sub- contracted to anyone
other than these subcontractors listed in the "List of Subcontracts," except by prior written
consent of VVTA. VVTA's consent to any assignment shall not be deemed to relieve
proposer of its obligations to fully comply with its obligations under its Agreement with
VVTA. Proposer with its own forces shall perform a minimum of ten percent (10%)
(Calculated as a percentage of the total cost of the project) of the work under this
Agreement. Proposer shall also include in its subcontract agreements the provisions of
its Agreement with VVTA including the stipulation that each subcontractor shall maintain
adequate insurance coverage compatible to the insurance coverage required of the
proposer.
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