Request for Proposal - News | Michigan Public Transit …mptaonline.org/sites/default/files/dispatch software rfp... · · 2015-10-27Request for Proposal ... Bill for more than

Request for Proposal

Dispatch Software/Mobile Data Terminal/Automated Vehicle Location Solutions

Charlevoix County Transit Boyne City, MI

CHARLEVOIX COUNTY TRANSIT RFP No. 2016-01

Request for Proposal Page 2

Charlevoix County Transit Request for Proposal (RFP)

RFP No. 2016-1

Direct Questions To: Mrs. Jill L. Drury, CCT Executive Director, at [email protected] by November 6, 2015. Questions and answers will be posted at http://charlevoixcounty.org/transit.asp by November 10, 2015

Date Issued: October 22, 2015 Date Due: November 30, 2015 @ 12:00 p.m. EST Proposer Name:

Total Purchase Amount of Proposal (complete cost plus first two years of maintenance): $ _________________________ Total Lease Amount of Proposal (complete cost for 36 month lease):

$ _________________________

All Options and additional costs should be referenced in the proposal with costs easily identified.

Submit To: Charlevoix County Transit

Attn: J. Drury, Executive Director 1050 Brockway Boyne City, MI 49712

PROPOSER READ AND COMPLETE

The undersigned certified that he/she offers to furnish materials in strict accordance with the requirements of this proposal including any specifications, Proposal Forms, and Terms and conditions that may be attached; that prices quoted are correct.

Signature Date Federal ID#: _________________________ (Precede with “S” if Social Security #)



SECTION TWO INTRODUCTION This is our first release of this RFP looking for dispatch software, mobile data terminals, and automated vehicle location solutions. The RFP also requires that the proposal show costs for optional modules/tasks identified that may be included at time of initial contract award or at a later date. When replying to this RFP, please make sure you make special note of the following:

1. You MUST include MDT hardware as an OPTION. We are aware that in most cases we can get better pricing with our current vendors, however hardware must be included as an option in order for your proposal to be accepted. At time of evaluation it will be determined if the agency will procure this hardware or if it will be included in the contract.

2. If you choose not to include data with the MDT hardware option, please make sure you specifically state this and state what data vendors are able to be used with your chosen hardware shown.

3. Your proposal should clearly indicate the entire cost of the proposed system along with the first two years of maintenance/support. We then need to have an idea of what the monthly/yearly cost of the proposed system after year two will be. Maintenance and support costs for years 3-5 should be clearly communicated in your purchase proposal.

4. Your proposal should clearly show the quoted package with a purchase price and an option for an all-inclusive 36 month lease.

BACKGROUND INFORMATION The Charlevoix County Transit (hereinafter referred to as the “CCT”) provides door-to-door demand-response public transportation services to the businesses and residents of Charlevoix County, Michigan. It should be noted that part of the Charlevoix County service area is on Beaver Island which is located 32 nautical miles from the mainland. The CCT also provides limited regional transportation to residents traveling to and from Petoskey, Gaylord and Traverse City, Michigan. Providing over 110,000 rides annually, the CCT services students, adults, seniors, and those with disabilities with twenty (20) lift equipped vans and buses. Around forty percent (40%) of these rides are scheduled, or pre-booked calls with the remaining sixty percent (60%) of calls being booked same day. With the increased demands placed on the system, the CCT is looking for



ways to decrease call volumes, and help dispatchers efficiently route and schedule calls all the while increasing business and services. While our dispatchers are skilled and knowledgeable, do an excellent job of determining which vehicle will do each trip, and make constant adjustments based on the weather and traffic, this job becomes more difficult as customer demand increases and the CCT is looking to leverage new technologies to help put together effective schedules and increase communication effectiveness all while reducing human error. SCOPE OF WORK Project Objectives The CCT currently uses PCTrans software and is seeking to upgrade and/or replace its dispatch and operations software and add mobile software and hardware in our 20 buses/vans to collect data. This would include scheduling, dispatch, GPS, AVL, mobile data terminals (MDT’S) for door-to-door transit services. The project may be conducted in phases to include, at a later date, web portal technology for customer scheduling, pre/post-trip and vehicle maintenance data collection and reporting, as well as incident/accident report data collection and management; these should be shown as options. This project will be managed by the Charlevoix County Transit. Technical Requirements Refer to the evaluation section; these are the criteria we will use in evaluating proposals. CCT reserves the right to award to the responsive, responsible vendor whose proposal represents the Best Value to the CCT. The contract will be a firm, fixed price contract. Your proposal should include the network requirements needed for the proposed dispatch program to run efficiently and effectively. You should note the complete server, workstation, network and ISP requirements in your response.

Additional Communications Equipment Requirements Any equipment needed to maintain optimal communication between MDT’s and

cellular/data connection should be included SPECIFICATIONS The selected dispatch system must be capable of the following minimum requirements:

New program must convert all existing data (MS SQL Server) with little or no loss of information:

1. Passenger information, including at least: 2. Name, address, phone #, Township, City 3. Passenger type (Youth, Student, Adult, Senior, Disabled, Senior Disabled)



4. Passenger that needs a lift, or are in a wheelchair or scooter 5. Fares 6. Emergency Contact 7. Misc. column for notes

The software must offer easy modification of trips, especially indicating which vehicle

will do each trip Driver checkout must include a printout of the checkout/fare/rider activity Cancel groups of rides fast and easy and be able to undo if necessary Reassign rides in reoccurring, including driver, bus number Be able to copy rides and automatically switch pick up & drop off for return trip Dispatcher chooses the bus and the driver for pickup, with optional input from the

software for scheduling rides Bill for more than one program/contract types including per person rate, per hour,

hourly within a certain part of the schedule, etc. Printed reports must include at least the following: cash over/short, reports for billings,

tracking reports for mileage and fuel, MDOT data reports, system wide monthly totals, number of trips based on passenger type, billing reports, monthly calendars, reports by rides per hour, pre-trip/post-trip, bus maintenance reports and incident/accident report when those modules are added

Drivers logs/reports when printed, must show the following: passenger’s name, pick up and drop off address, date, time, time of pick up and approximate time of drop off, passenger type, payment type, misc. column for notes, start and end mileage, driver’s name, place for driver’s signature, vehicle number, date, empty space for write in of actual pick up and drop off times, place for fares, fuel added, oil added

Destinations, date/time rides was taken, phone number, place for directions/notes The dispatch software needs the ability to send all ridership information (pickup, time,

drop-off, time, pickup address, and drop off address, messages) to a mobile data terminal mounted inside the bus. Drivers will collect data per ride to be sent to the dispatch system. The terminal is required to be mounted to ensure stability for the equipment and in an appropriate location making the information easy to read from the driver’s seat. The equipment must be easy to remove and install

Bus running late notification (i.e. 10 minutes), this puts dispatch on notice that service needs adjustment and adjust if needed

The scheduling software must fully integrate with the AVL and mobile data terminal (MDT) interface

The dispatchers must be able to move easily between all major components of the system without having to exit, turn off, or minimize other major components

MDT’s must be able to be purchased in a retail outlet for replacement if needed The system must be able to track or time stamp changes from different dispatchers

from any ride and be able to be viewed or printed by appropriate persons to track changes (auditing)



Different colors on the dispatch screen for cancels, no shows, open rides, if a passenger is on the bus or dropped off the bus, that can be hidden if not needed and reinstated if needed

Access to Google or equivalent maps to let the dispatcher know of the exact mileage and provide navigation assistance

We need to be able to track every other week scheduling or every third Wednesday, for example

Will call list: this is for passengers who need a ride home but are not sure on a time, the information would be put in a filter for use when they need a return ride, also a filter for unassigned rides

MDT must support text messaging between dispatch and the vehicle operator Alert for dispatchers of suspensions of passengers etc., and be able to override if

needed Geo coded addresses and be able to search by address, common names, etc. GIS capabilities to allow the user to have access to map views of the service area,

individual routes or runs, stops street addresses or other user defined zoom levels, and the ability to add and monitor geo-fences

Access to maps should only be one mouse click for the user Vendor is responsible for supplying up to date maps at least every two years, or other

reasonable interval of time through the mapping provider The AVL system must fully integrate with the GIS system and provide navigational

support to the transit vehicles and have the latest GPS technology with a maximum location error of 100 feet

The system shall support a passenger default address along with other pick up addresses

System shall be able to turn off a standing ride when needed System shall be able to take and route rides for the same day (manually or computer

assisted) System shall automatically update the trips in the dispatch screen Scheduling for customer trips to the correct vehicle should be sent no longer than 30

seconds after the data is entered System shall allow for modifying, adding or canceling rides to any run/route and

updating immediately When a change of address has been made, remind driver when picking up or dropping

off passenger than a change was made to their manifest Software must be able to generate a variety of reports and add new reports as needed

by transit staff without added cost AVL must be fully integrated with the GIS based dispatch system and must provide real

time information using graphical mapping of vehicles, routes, stop address, etc. Data must be transmitted to and from the vehicle and the channels must be adequate

to allow transmission of data in real time MDT’s must be portable and easily removed from the vehicle for replacement or

overnight storage, and have a built in camera on the front and back for possible accident/incident reporting documentation uses



Once the MDT is turned on, it must display: current odometer, drivers log/manifest, driver ID, and be able to transmit/receive messages

MDT’s must be able to record a pick-up, boarding, and departure of passenger The driver log/manifest on the MDT must be able to scroll through as many trips as

necessary for the driver MDT’s must be able to record a pick-up, boarding and departure of passengers, flag a

no-show, input fare data, record drop off time, pick up time MDT’s must have integrated mapping and turn-by-turn navigation using free available

navigation software The mounting for the MDT must not pose a safety hazard to the driver and passengers,

and must be installed to minimize the exposure to the elements. Must be mounted to ensure the bumps and vibration of the vehicle on rough streets and roads and those caused by driver entering and exiting the bus, must be easily removed for a non-technical person

Notify dispatchers/schedulers of fare collected and method of payment (cash, check, ticket, etc)

Reports must be easily exportable into an Excel spreadsheet 24/7/365 technical support Core dispatch software must be easily upgradable when the agency upgrades PCs

and/or when other software modules are added Passenger call to notify the day before and or the bus is about to arrive (i.e. 10 minutes)

time when pickup takes place. This also notifies the passenger if bus is running late due to weather or other reason.

OPTIONS - Additional Modules to be added at time of contract or at a later date – cost for additional modules must be clearly defined in proposal. Additional modules should provide the following:

Software that has the capability to help maintain pre-trip/post-trip records Software that has the ability to manage incident/accident reports Web portal technology available that integrates with the dispatch software and allows

for individuals (customers) and groups (facilities/businesses) to request rides for approval by dispatch. Web portal, at a minimum, must have the following features:

1. Individual user login, 2. Allows users to schedule trip reservations by date and time, 3. Allows users to schedule initial and return trips, 4. Accept passenger information (e.g. uses wheelchair or walker, carries portable

oxygen, or is visually impaired) and if a personal attendant is going on the trip, 5. Allows users to search for addresses, 6. Allows users to confirm trip details before submission, 7. Immediately notify dispatchers/schedulers of a pending request, 8. Allow users to be notified of approvals, denials, or modifications, 9. Notify dispatchers/schedulers of fare collected and method of payment (cash,

check, ticket, etc),



10. Be able to easily run reports showing all dates submitted with reservations, 11. Module Reports must be easily exportable into an Excel spreadsheet, 12. 24/7/365 technical support, 13. Must be easily upgradable when the agency upgrades PCs and/or dispatch

software OFFER PREPARATION AND SUBMITTAL Questions on the RFP must be submitted to [email protected] by November 6, 2015 and will be answered in writing. Questions, answers, and any addendums to the RFP will be posted on the CCT’s website at http://charlevoixcounty.org/transit.asp and distributed to every firm sent an RFP, and to every firm who has submitted a proposal or question. Verbal comments are not part of this solicitation. Please note that this project will be on a very tight timeline, and the proposer must indicate that it can accomplish the project by the delivery date in order to be considered. Proposal Content The following needs to be included with your proposal: Statement of Proposal Provide a narrative statement of your proposal indicating, through the use of drawings, diagrams or other material the way in which you propose to satisfy the requirements outlined in the background statements. Organization Structure Indicate through the use of organization diagrams and/or narrative statements, the proposed staffing, functioning, and interrelationships with the CCT during the production of the design package. Prior Experience Include descriptions of prior or present projects which would tend to substantiate your qualifications to perform this project. Include name, address, and telephone number of the responsible person of former client’s organization who may be contacted. Staff Description Identify principal staff personnel by name and qualification as well as any key staff personnel from work that is to be performed by subcontract. Authorized Negotiators Provide the names, telephone numbers, and email address of personnel of your organization authorized to negotiate with the CCT.



Cost and Price Analysis of Proposal A complete list of itemized costs related to the project/solution is required. Itemized costs should include the sum of the first two years of fees, and then the monthly/yearly fees of the subsequent five years that can be expected to maintain the system as proposed. Information requested in this section is required in order to evaluate the reasonableness and quality of the proposal and will be used for evaluation purposes within the transit agency only. The optional 36 month lease should be 100% inclusive of all software/hardware/maintenance fees. A full cost analysis may be required from the selected vendor prior to approval of the award. This information will be required upon submitting the selected vendor’s proposal for award approval. Marketing Materials – optional Additional information, such as marketing materials, may be included in an appendix if desired, but should not be considered a replacement for answering any of the questions asked in this proposal. Business Organization State the full name and address of your organization and, if applicable, the parent or subsidiary entity that will perform or assist in performance of the work contained in your proposal or will provide any assistance. Indicate whether you operate as an individual, partnership or corporation; if as a corporation, include the state in which you are incorporated. All respondents must indicate their organization’s federal identification number. Also include a certified copy of your latest annual report, including balance sheet and income statement, OR a letter certifying you are in good financial standings. Minority owned and female owned firms are encouraged to respond to the solicitation for proposals. Proposal Submittal All organizations submitting proposals must e-mail one (1) copy of your proposal to [email protected] and mail five (5) copies to Charlevoix County Transit, ATTN: Jill Drury, 1050 Brockway, Boyne City, MI 49712. THE RFP COVER PAGE SENT WITH THIS RFP MUST BE SIGNED IN INK BY AN OFFICIAL OF THE SUBMITTING ORGANIZATION authorized to bind the proposer to the provision of the RFP and the quotation. THE COMPLETED RFP COVER PAGE MUST BE RETURNED WITH THE PROPOSAL. Emailed and mailed proposals must be received by 12:00 p.m. EST on November 30, 2015 at the Charlevoix County Transit located at 1050 Brockway, Boyne City, MI.



LATE SUBMISSIONS Offerors are responsible for submitting offers so as to reach the CCT designated in the solicitation on time. The entire proposal must be received, not merely a portion of it. Moreover, no acts of God or similar factors will excuse lateness. MODIFICATIONS AND WITHDRAWLS OF OFFERS Proposals may be withdrawn in writing at any time prior to the due date and time. A proposal may also be withdrawn in person by a proposing firm, provided the withdrawal is made prior to the due date and time. The proposing firm must sign a receipt of withdrawal. No proposal may be withdrawn after the due date unless there is a material error in the proposal. Withdrawn proposals may be resubmitted, with or without modifications, up to the due date and time. The CCT shall require proof of agency authority from the person withdrawing proposal. PROPOSAL EVALUATION FOR AWARD The proposals will be evaluated using the selection criteria below. All proposals shall be subject to an evaluation by the Selection Committee, assisted by other technical personnel as deemed appropriate for the purpose of selecting the proposer with whom a contract will be executed. The Selection Committee will consist of the agency director, assistant director, operations assistant, one dispatcher, and one driver. Representatives from the firm(s) in a competitive range may be invited to meet in person or by video conference with the Selection Committee before final selection is made. The CCT reserves the right to reject any and all proposals in whole or part for sound documentable business reasons. The CCT also reserves the right to award to other than the lowest price proposal. The selection criteria are listed in order of importance. Price is less important than the other evaluation criteria as a whole. The criteria is as follows:

Method of Approach: This refers to the technical soundness of the proposer’s stated approach

to the project, the comprehensiveness of the proposed approach, and the techniques to be used. The proposal should describe the approach and techniques used to achieve each item in the scope of work and technical requirements listed throughout the RFP.

Prior Experience: Evaluation will be based on references, samples of work, and explanations of similar services offered to clients that yielded results and demonstrations of measurable impact of the proposer’s work.

Understanding the Context and Purpose: A determination will be made of the consultant’s understanding of the project purpose, the regional context, and aspirations for the CCT. Evaluation will be based on the response provided in the proposal.



Capability and qualifications: The ability of a prospective proposer will be evaluated under the

terms of the RFP, relative to the qualifications of personnel assigned to the project needed to successfully complete the project. The proposer’s professional and project staff that work on the project must be the same staff that is identified in the proposal.

This project will be on a tight timeline and the entire project must be completed no later than March 30, 2016, therefore the proposer must also show capability by attesting it can complete the job on schedule.

Ongoing Annual Costs: A determination will be made from the proposal as to whether the CCT is able to afford and maintain any ongoing annual costs including annual software license fees and other service fees that are required in order to maintain and support the complete system

as proposed, as well as the monthly or yearly fee schedule that is required of the Agency. Evaluation will be on the sum of the first two years of fees.

Prices for ongoing annual costs will be evaluated based on the following formula:

(lowest price/price of bid being evaluated)(assigned points) = number of points received

Price: The evaluated price will include the options listed in section three. Prices will be evaluated based on the following formula:

(lowest price/price of bid being evaluated)(assigned points) = number of points received

The presentation or video conference allows the Selection Committee to discuss any aspects of the proposal needing clarification. Presentations will be evaluated on best fit, clarity, quality, and completeness. Evaluation scores may be adjusted based on the results of the presentations. The agency reserves the right to waive any informalities or minor defects. NOTICE TO PROCEED The selected vendor will contract with the agency and will receive a Notice to Proceed. DURATION OF CONTRACT CCT is anticipating award of contract by January 15, 2016 with a completion date no later than March 30, 2016.



TERMS OF PAYMENT The prime contractor will complete the project AND submit an invoice to the Charlevoix County Transit, 1050 Brockway, Boyne City, MI 49712 no later than March 30, 2016 in order to guarantee payment. No payment request will be submitted until the CCT verifies that the project meets the bid specifications. Upon acceptance the CCT will submit a request to the Charlevoix County Clerk’s Office which may take a minimum of twenty (20) days to be processed. All invoices shall be itemized. PROPOSAL PROTESTS All questions or protests pertaining to the proposal award shall be addressed in writing to the CCT within five (5) days following the deadline for proposal submittals. The CCT will review questions and respond within ten (10) days of receiving the proposal question or protest. The CCT is the final arbitrator on any question or dispute pertaining to proposals, proposal forms, and awards. This “disputes” clause does not preclude consideration of questions of law in connection with decisions provided for above; provided that nothing in this contract shall be construed as making final the decision of any administrative official, representative, or board on a question of law. Proposal protests shall contain:

a) The name and address of the protester b) Identification of the project c) A statement of the grounds for the protest and any supporting documentation. The

grounds for protest shall be fully supported to the extent feasible. Additional materials in support of an initial protest may be permitted only at the sole discretion of the CCT

d) The relief desired of the CCT CANCEL SOLICITATION The CCT reserves the right to waive any informality in the request for proposals; to reject any or all proposals for sound, documentable, business reasons. The CCT reserves the right to use whatever reasonable and prudent evaluation techniques it deems appropriate.



SECTION THREE CONTRACTOR FURNISHINGS The contractor shall provide all supervision, labor, materials, supplies, parts, tools, transportation and equipment necessary to perform the scope of this project. INDEMNITY PROVISIONS The contractor shall indemnify, defend and hold harmless the CCT, officers, employees and agents, from and against all losses, liabilities, penalties, fines, damages and claims (including taxes), and all related costs and expenses (including reasonable attorney’s fees and disbursements and costs of investigation, litigation, settlement, judgments, interest and penalties), arising from or in connection with any of the following:

a) the product provided, performance of the work, duties, responsibilities, actions or omissions of the contractor

b) breach by the contractor or any representation of warranty made by the contractor in the contract

c) occurrences that the contractor is required to insure against as provided for in this contract

d) death or bodily injury of any person, or the damage, loss or destruction of any real or tangible personal property, in connection with the performance of services by the contractor, by any of its subcontractors, by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable; provided, however, that this indemnification obligation shall not apply to the extent, if any, that such death, bodily injury or property damage

e) any claim, demand, action, citation or legal proceeding against the Agency, its employees and agents which results from an act or omission of the contractor or any of its subcontractors in its or their capacity as an employer or person

OTHER OPTIONS • Option For Increased Quantities

The CCT may increase the quantity of supplies called for in the contract by up to 5 units at a unit price quoted on in the proposal. The CCT may exercise the option by giving written notice to the Contractor within twelve (12) months of contract award. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree.

• Option to Extend Services



The CCT may require continued performance of any services within the limits and at the rates specified in the contract. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six (6) months. The CCT may exercise the option by giving written notice to the Contractor by March 30, 2016.

SECTION FOUR TERMINATION FOR DEFAULT AND CONVENIENCE The CCT may at any time and for any reason terminate Contractor’s services and work at the CCT’s convenience. Upon receipt of such notice, Contractor shall, unless the notice directs otherwise, immediately discontinue the work and placing of orders for materials, facilities and supplies in connection with the performance of this Agreement. Upon such termination, Contractor shall be entitled to payment only as follows: (1) the actual cost of the work completed in conformity with this Agreement; plus, (2) such other costs actually incurred by Contractor as are permitted by the prime contract and approved by the CCT; (3) plus ten percent (10%) of the cost of the work for overhead and profit. There shall be deducted from such sums as provided in this subparagraph the amount of any payments made to Contractor prior to the date of the termination of this Agreement. Contractor shall not be entitled to any claim or claim of lien against the CCT for any additional compensation or damages in the event of such termination and payment. INSPECTION Final inspection and acceptance of all work, reports, performance, and other deliverables required under this contract shall be performed at the place of delivery by the Contracting Officer.

The agency reserves the right to waive any informalities or minor defects.

ASSIGNMENT Neither party may assign, directly or indirectly, all or part of its rights or obligations under this Agreement without the prior written consent of the other party, which consent shall not be unreasonably withheld or delayed.



IMPACT OF FEDERAL, STATE, AND LOCAL TAXES The CCT is exempt from Federal, State, and local taxes. The CCT will not be responsible for any taxes levied on the respondent as a result of the contract resulting from this RFP. DISPUTES The parties shall attempt to resolve any dispute arising out of or relating to this contract through negotiations between senior executives of the parties, who have authority to settle the same. If the matter is not resolved by negotiation within 30 days of receipt of a written 'invitation to negotiate', the parties will attempt to resolve the dispute in good faith through an agreed Alternative Dispute Resolution (ADR) procedure. GOVERNING LAW This Agreement shall be governed by and construed in accordance with the laws of the State of Michigan, except for matters arising from or concerning indemnification which shall be governed by and construed in accordance with the laws of the State of Michigan. EXAMINATION OF RECORDS The bidder who is awarded the contract agrees that the auditor of the CCT or an authorized representative from the State of Michigan shall have access to, and the right to examine, audit, excerpt, and transcribe any directly pertinent books, documents, papers, and records of the contractor relating to orders, invoices, or payments of this contract. All records relating to the awarded contract shall be retained for three (3) years after the date of final payment or completion of any required audit. Compliance with this clause does not relieve a contractor from retaining any records required by other laws or regulations of federal, state, or local government units. FEDERAL CLAUSES This project is funded by local funds. The Federal Materials And Supplies More Than $100,000 requirements and signed clauses may be required from the vendor is awarded this project.

Documents

Request for Proposal - News | Michigan Public Transit …mptaonline.org/sites/default/files/dispatch software rfp... · · 2015-10-27Request for Proposal ... Bill for more than