1-1. RFP 26-01 - Digital Content Management System.pdf

Request for Proposals

#26-01

Digital Content Management System

For The

Monterey-Salinas Transit District

RFP #26-01 SCHEDULE

Issue Date: Friday, September 19, 2025

Question Submission Deadline: Friday, October 3, 2025 by 12:00 PM

Deadline to Submit Proposals: Friday, October 31, 2025 by 2:00 PM

Demos: Week of December 15, 2025

Monterey-Salinas Transit

19 Upper Ragsdale Drive, Suite 200

Monterey, CA 93940

Request for Proposals For

Digital Content Management System for the

Monterey-Salinas Transit District

The Monterey-Salinas Transit District (MST) is requesting proposals for a Digital Content

Management System (CMS). This system is intended to be the foundation for a full Traveler

Information Systems solution for the agency that will feed physical display systems, such as transportation station and community kiosks, key bus stop locations, as well as in the vehicles we provide services to; using open standards for display communications as well as open, documented, and secure APIs to share information with other Traveler Information Systems, as well as Community Information as MST expands this service.

Organizations that have experience offering Content Management Systems for the

Transportation Sector, preferably using solutions that do not require on-site servers and systems

(solutions that would generally be considered to be “Cloud” or “SAAS” based systems).

Responses from consultants will not be considered.

The selected contractor will enter into a contract with MST effective upon contract execution and receipt by the contractor of a Notice to Proceed from MST. In addition to providing the deliverables as described herein, the contract will enter into a maintenance agreement with MST valid for a period of three (3) years, with the option to extend for two (2) additional one (1) year terms.

Proposals must be received by MST NO LATER THAN 2:00 PM, Pacific Time on Friday, October 31, 2025. Any submissions received past this deadline will be considered non-responsive and will not be accepted. Proposals must be submitted through Monterey-Salinas

Transit District’s Bonfire eProcurement portal. If you are not already registered, please do so at www.mst.org/procurement and select “Become a Vendor.”

If you have any questions regarding this solicitation, please submit them via MST’s Bonfire Portal no later than 12:00 PM on Friday, October 3, 2025. An addendum to this RFP will be issued answering any questions received by the deadline.

If you have any questions related to the procurement process, please contact:

Monterey-Salinas Transit

19 Upper Ragsdale Drive, Suite 200

Monterey, CA 93940

Attention: Steven Bruno

Purchasing Agent http://www.mst.org/procurement

Phone: 831-264-5884

Email: sbruno@mst.org

History and Overview of MST

The Monterey-Salinas Transit District (MST) was created by state law AB644 and formed on July 1, 2010. MST succeeds the Monterey-Salinas Transit Joint Powers

Agency formed in 1981 when the City of Salinas joined the Monterey Peninsula Transit

Joint Powers Agency which was formed in 1972.

Current members of the district are the Cities of Carmel, Del Rey Oaks, Gonzales, Greenfield, King City, Marina, Monterey, Pacific Grove, Salinas, Sand City, Seaside, Soledad, and the County of Monterey. A board of directors with a representative from each member jurisdiction governs the agency and appoints the general manager.

MST public transit service area includes population centers of Monterey County and extends south along the Highway 101 corridor to Paso Robles and north to Gilroy and

Watsonville. MST’s 37 routes operate from 4:40 am until 10:30 pm daily.

To ensure the safe and efficient operation of its services, Monterey-Salinas Transit

(MST) maintains several facilities across Monterey County for employees, buses, and other equipment. These facilities include multiple transit centers that serve as key transfer points for riders traveling between various destinations.

Through this procurement, MST seeks to secure professional security services for two critical transit centers: the Salinas Transit Center (STC), located at 110 Salinas Street in

Salinas, and the Marina Transit Exchange (MTX), located at 280 Reservation Road in

Marina. Both transit centers experience significant foot traffic and function as vital hubs, connecting riders across the County.

For more information about MST, visit http://www.mst.org/.

SCOPE OF WORK

Monterey-Salinas Transit currently operates a collection of digital content display systems, predominately located at our transportation systems hubs, key bus stops, as well as digital destination displays on the exterior of our vehicles, providing direct transportation services to our community. These systems operate as closed-and-loosely-connected solutions using proprietary technologies, and/or of various ages approaching (and in some cases surpassing) obsolescence.

In keeping with MST’s long term strategy to utilize technology systems and platforms that are fully open and interoperable in nature, our agency has committed to retiring these disparate and aging systems and build a new, “clean sheet”, solution that allows for the greatest flexibility in display hardware choices, provides for the future ability to share data and content with other mailto:sbruno@mst.org http://www.mst.org/

CMS solutions being used by the cities, campuses, and businesses in our service area, and is capable of feeding that content to these systems security over open networks, such as commercially-based wired and wireless data networks.

To achieve these goals, MST is initially targeting the selection of the platform that will drive the information to these devices and shared data sources, with the goal of piloting that system in early 2026. This will be followed by separate RFPs, to be issued after the selection process for a

CMS is completed, seeking display solutions that are appropriate to the various locations and needs we have.

Desired CMS Solution

MST considers this to be a Results-Driven RFP. In keeping with that philosophy, the goal of this

RFP is not to deeply specify the internal designs of the systems, or the methodology used for the development and maintenance of any CMS offered for consideration. Instead, we are choosing to focus on a product that best meets the desired needs of our agency at a cost that provides the greatest return on our investment (ROI).

With that in mind, the required elements of the desired solution include:

• A broad-level of support for display hardware from a variety of vendors/manufacturers, using agnostic and open communications standards. MST is seeking a solution that is highly future-proofed, as well as allows for RFPs for display hardware, pylons, and kiosks from a broad variety of solutions providers, whenever deployments, expansions, or future updates to our Traveler Information System is necessary.

• Well-documented APIs that use common and secure methods for the exchange of information between other systems that use similar common and secure methods of communication. An example (but not limited to) would be the use of REST APIs, along with clear documentation on their functionality.

• Provisions for supporting two-way communication. An example (but not limited to) would be the ability for a customer to interact with a display system to gain additional information or perhaps directly interact with a customer service agent (whether that agent be a “live” staff member or possibly a request/response driven “AI” algorithm), portions of this this can be provided by the CMS solution provider or can be documented as an available solution by suggested partner/providers.

• Provisions for supporting the segmentation and permissions of content management. An example (but not limited to) would the delegation of advertising on designated displays to a 3rd party agency, or allowing for a local community/municipality to contribute specific events or occurrences to designated displays. Another example would be setting internal access permissions for designated MST staff, allowing for a structured review and publication process by members of the agency that are subject matter experts (SMEs) in areas of information to be shared with our customers.

• Support for the data platforms MST currently uses to disperse scheduling and locational information. Examples would be TransitMaster (Vontas), HASTUS (Giro), and GTFS

(with the intent to upgrade to GTFS2). Direct connectivity methods using a proprietary

API would be considered acceptable for this RFP, however the previously mentioned

“common and secure” API approach would be encouraged. While support for the data platforms (named) MST currently uses are a required element of the desired solution, support for any currently-in-use obsolete digital display technology is not.

• A high-level of Cybersecurity compliance. Examples would be clearly documented practices and procedures indicating a compliance with one or more Cybersecurity standards bodies, such as NIST or ISO/IEC, support for Multifactor Authentication and integration with MFA-compliant LDAP systems, such as Microsoft Entra, as well as disclosure policies regarding a system breach or dissemination of PII or other types of confidential information.

• A pricing/licensing structure that supports a staged roll-out and system scalability over time. MST plans to pursue a gradual roll-out of Traveler Information System Displays over time as project needs and funding becomes available. Examples of likely initial deployments would the replacement of currently existing displays for our JAZZ BRT

Line, and the deployment of new pylons and displays for our upcoming SURF! BRT

Line. With that in mind, the initial number of devices and content creators will be modest, with a goal over several years to deploy more informative and advanced displays, pylons, and kiosks through the MST service area. As such MST will be seeking a flexible pricing/licensing structure that supports that modest initial deployment, but allows for scalability on demand, as well as potential future “right-sizing” of our system should that become necessary.

• Clearly stated terms regarding MST’s ability to access and familiarize themselves with the CMS after a contract has been awarded; as well as projections of any costs and training the solution provider recommends to familiarize ourselves with the system. MST will be seeking a relatively quick award-to-access for the system, with the intent to RFP for an initial deployment of compatible hardware immediately after issuing the CMS award.

ATTACHMENTS

The following attachments are hereby made part of this Request for Proposals (RFP) #26-01:

Appendix A – Sample Contract

Appendix A(1) – Required Federal Clauses

Appendix B – Required Forms

SUBMITTAL REQUIREMENTS

Each proposal must include all completed forms from Appendix B as well as the following information. This information should be confined to no more than 20 Pages, excluding resumes of staff members and required forms. Please submit One (1) electronic version of your proposal.

1. Firm name, business address, telephone and fax numbers, e-mail address.

2. Date of establishment of business.

3. Type of organization (individual, partnership, or corporation).

4. Description of firm’s experience with local government agencies, especially transit agencies, if any.

5. Description of firm’s experience with other clients.

6. List of current clients and contact information.

7. Names of individuals who would be directly engaged in the performance of work under this solicitation. For each of the individuals please submit:

a. Number of years related experience.

b. List of references and contact information.

c. Brief description of work performed for these references or relationship to these references.

8. Describe any areas of specialty that your firm has (such as type of client and/or subject matter and/or other).

9. Include your general approach on how to best serve MST and how you propose to meet

MST’s needs.

10. Please outline your cost for the described services using the Cost Proposal Form in

Appendix B. Do not include your cost proposal in the same document as your technical proposal. This must be uploaded separately to the Cost Proposal section of the procurement submittals in Bonfire.

This contract will be paid for in part or in whole using Federal and State Grant Funds. The contractor must agree to abide by all Federally Required Contract Clauses provided in Appendix

A(1). These clauses are not negotiable. In addition, proposers must not be Federally debarred or suspended from entering into Federally funded contracts in order to be considered for contract award. This will be verified using a search of the System for Award Management (SAM.gov).

Any proposer that is Federally debarred or suspended will be disqualified.

EVALUATION AND SELECTION PROCEDURE

The Evaluation Committee will review all proposals. Those firms determined to meet MST objectives may be invited to perform a product demonstration. These demonstrations are expected to take place during the week of December 15, 2025, and may involve stakeholders suggested by the MST board or the communities we support, as well as the possibly of selected members of the evaluation team touring other successful deployments that the finalists have accomplished in partnership with other agencies.

Staff will recommend a firm for contract award and a contract will be awarded pending approval of the Monterey-Salinas Transit District Board of Directors.

The selection will be made of the firm or person whose proposal is most responsive to the

Request for Proposals (RFP) and offers the best advantage to MST.

As part of the selection process, contractors may be requested to provide information concerning client representation for evaluation by MST. If, at the discretion of MST, a conflict of interest, real or apparent, exists or may exist, then MST reserves the right not to select a consultant to perform the services herein, regardless of the qualifications of that consultant or the ranking of the consultant as provided below.

The following criteria will be used to evaluate proposals:

1. Ability of the solution to provide an “out-of-the-box” match for the desired features and capabilities documented in the RFP. (ex. Greater product match, with less customization needs, will be scored higher). (25 points)

2. Documented compatibility with a broad range of display and hardware systems (solutions that support more display hardware providers and standards will be scored higher). (25 points)

3. Qualifications of the Firm: Technical experience in performing work of a closely similar nature; experience working with transportation organizations or other public agencies;

record of completing work on schedule; strength and stability of the firm; technical experience and strength and stability of proposed sub-consultants, if any; and assessments by client references. (15 points)

4. Support for the data platforms used by MST and documented in the RFP. (10 points)

5. Adherence to Cybersecurity standards and practices. If proposal is a cloud based, or

SAAS based solution, documented adherence to data preservation and business continuity practices will be evaluated as well. (10 points)

6. Cost and Price: Reasonableness of the total price and competitiveness of this amount with other offers received. Consultants are asked to submit a cost proposal separate from their technical proposal that accurately reflects their costs in performing the services discussed in the scope of work. (15 points)

RIGHTS OF MST

This RFP does not commit MST to enter into a Contract, nor does it obligate MST to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract.

MST may investigate the qualifications of any Proposer under consideration, require confirmation of information furnished by the Proposer, and require additional evidence or qualifications to perform the Services described in this RFP.

MST reserves the right to:

1. Cancel this solicitation at any time for any reason.

2. Reject any or all proposals.

3. Issue subsequent Requests for Proposal.

4. Postpone opening for its own convenience.

5. Remedy technical errors in the Request for Proposal process.

6. Approve or disapprove the use of particular sub-consultants.

7. Negotiate with any, all, or none of the Proposers.

8. Solicit best and final offers from all or some of the Proposers.

9. Award a contract to one or more Proposers.

10. Accept other than the lowest offer.

11. Waive informalities and irregularities in proposals.

The proposals received become the exclusive property of MONTEREY-SALINAS TRANSIT

DISTRICT. At such time as a contract award is made by MST, all proposals submitted in response to this RFP shall become a matter of public record and shall be regarded as public records, with the exception of those elements of each proposal which are trade secrets as the term is defined in California Government Code 6254.7 and which are so marked as “TRADE

SECRET,” “CONFIDENTIAL,” OR “PROPRIETARY.” MONTEREY-SALINAS TRANSIT

DISTRICT shall not in any way be liable or responsible for the disclosure of any such records or portions thereof, including, without limitation, those so marked if disclosure is deemed required by law or by an order of a court. Proposals that indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be found technically unacceptable.