1-PCMC Transit V2X RFP.docx

Park City Municipal Corporation (“PCMC” or “City”)

REQUEST FOR PROPOSALS (“RFP”) (NON-BID) FOR

Transit Bus V2X On-Board Units Equipment and Install

Respondents or their agents are instructed not to contact or seek references from City employees, agents or contractors of the City, selection committee members, the Mayor’s office or staff, members of the City Council and Planning Commission, or attempt to externally manipulate or influence the procurement process in any way, other than through the instructions contained herein, from the date of release of this RFP to the date of execution of the agreement resulting from this solicitation. City, in its sole discretion, may disqualify a Respondent for violation of this provision.

REQUEST FOR PROPOSALS (NON-BID)

PCMC is inviting proposals from qualified persons or firms (“Respondent”) to provide Vehicle-to-Everything (V2X) Infrastructure Installation and Hardware.

PROPOSALS DUE: By September 24th at 3PM MST.

Submit proposals electronically via Utah Public Procurement Place (“U3P”). The proposals will be opened after the submission deadline.

RFP AVAILABLE: The RFP will be available on September 9th on the U3P website. Any modifications to the RFP or responses to questions submitted will be added as an addendum to the RFP posted on U3P. It is the responsibility of Respondents to regularly check for addenda.

QUESTIONS: All questions regarding this RFP must be submitted in writing to the U3P website by September 18th at 4:00 PM MST. Please do not submit the same question multiple times.

PROJECT LOCATION: Park City Transit - 1053 Ironhorse Drive, Park City, UT 84060

PROJECT DESCRIPTION (brief): V2X Bus Installation and Hardware

PROJECT DEADLINE (if applicable): December 17th, 2026

Proposals will remain valid for 90 days after submission. PCMC reserves the right to reject any or all proposals received for any reason. Furthermore, PCMC reserves the right to change dates or deadlines related to this RFP. PCMC also reserves the right to waive any informality or technicality in proposals received when in the best interest of PCMC.

I. Introduction.

PCMC is seeking a qualified contractor ("Contractor") to furnish, install, configure, integrate, test, and warrant Vehicle-to-Everything (V2X) communication equipment on the Agency's fixed-route and paratransit bus fleet. The purpose of this initiative is to improve transit safety, and support traffic signal priority operations. Vehicle data exchange between Agency buses, roadway infrastructure, other equipped vehicles, and vulnerable road users.

PCMC Transit currently operates a fleet of approximately 42 buses across 12 routes serving greater park city area. This project is intended to outfit an initial deployment of minimum of 39 vehicles, with the potential for future expansion to the remainder of the fleet at PCMCs sole discretion.

The selected Contractor will be responsible for providing and configuring onboard units (OBUs), antennas, mounting hardware, integration with existing onboard systems, cybersecurity credentialing, and connectivity with existing UDOT V2X infrastructure and traffic signals within the Park City Transit service area, through coordination with any existing or planned roadside unit (RSU) infrastructure deployed by UDOT, PCMC, or High Valley Transit.

II. Scope of Project.

The Contractor shall provide all labor, materials, tools, equipment, transportation, supervision, and services necessary to complete the following:

Equipment Supply

Furnish V2X onboard units (OBUs) supporting the Agency-specified C‑V2X communications protocol or a dual-mode solution supporting both C‑V2X and DSRC/WAVE. The OBUs shall support the applicable SAE J2735 messages required for transit signal priority, including SRM transmission and SSM reception, and shall comply with applicable requirements of SAE J2945/B.

Provide GNSS/GPS receivers with lane-level positioning accuracy sufficient to support Signal Phase and Timing (SPaT) and Transit Signal Priority (TSP) applications.

Supply all antennas (V2X, GNSS, cellular backhaul as applicable), cabling, mounting brackets and any other necessary hardware.

Installation Services

Install OBUs and associated hardware on Agency-owned buses at the PCMC transit barn at 1053 Ironhorse Drive, Park City, UT 84060.

Perform installation in a manner that does not void existing OEM vehicle warranties. Contractor shall coordinate with PCMC Transit ITS as necessary to confirm non-interference with existing vehicle electronics, multiplexing systems, and safety systems.

Integrate V2X equipment with existing onboard systems, including but not limited to: Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL), Automatic Passenger Counters (APC), Mobile Data Terminals (MDTs), and video surveillance systems, where such integration is required for full functionality.

Ensure all wiring, connectors, and mounting comply with electrical standards and applicable FMVSS (Federal Motor Vehicle Safety Standards) requirements, and do not obstruct driver visibility, emergency egress, or existing safety equipment.

Label and document all installed components with asset tags/serial numbers consistent with Agency fleet asset management protocols.

Systems Integration and Configuration

Configure each OBU with UDOT and PCMC Transit-specific parameters including vehicle ID, route assignment logic (if applicable), networking and integration with Certificate Service.

Coordinate with PCMC designated staff, UDOT, or regional Intelligent Transportation Systems (ITS) authority to ensure interoperability with existing or planned roadside infrastructure and traffic signal controllers.

Provide a network architecture diagram showing data flow between OBUs, backhaul communications (cellular, Wi-Fi, or other), and any third-party or regional ITS data clearinghouse.

Ensure all data transmission complies with applicable cybersecurity standards, including NIST SP 800-53 or equivalent, and State/PCMC IT security policy.

Testing and Acceptance

Develop and submit a Test Plan for PCMC review and approval prior to installation, including bench testing, static in-vehicle testing, and dynamic road testing.

Conduct functional testing of each installed unit to verify accurate message broadcast/receipt (Basic Safety Messages, SPaT, MAP messages, etc.), GPS accuracy, and safety application alerts.

Provide a written acceptance test report for each vehicle documenting pass/fail results, signed off by both Contractor and Agency representative.

Remedy, at no additional cost, any equipment or installation failing acceptance testing.

Training

Provide training for Agency maintenance staff on troubleshooting, basic maintenance, and firmware updates for installed equipment.

Provide training for Agency IT/technology staff on backend system administration, data management, and reporting tools.

Provide all training materials, user manuals, and quick-reference guides in both digital (PDF/editable) and printed format.

Warranty and Maintenance Support

Provide a warranty covering parts and labor for all installed equipment, inclusive of firmware/software updates necessary to maintain compliance with evolving SAE/USDOT V2X standards.

Provide optional pricing for extended maintenance/support agreements, including help desk support, remote diagnostics, and on-site repair.

Provide a clear escalation and defect-resolution process, including designated points of contact and response time commitments.

Documentation and Deliverables

As-built installation drawings/photos for each vehicle.

Equipment inventory list with serial numbers, firmware versions, and warranty terms.

Final network/systems integration documentation.

Cybersecurity compliance documentation and SCMS enrollment certificates.

Monthly progress reports during the installation period detailing vehicles completed, tested, and accepted.

Project Management

Assign a single point of contact/Project Manager for the duration of the contract.

Attend a kickoff meeting within 10 business days of contract execution.

Provide a detailed project schedule identifying key milestones, and update PCMC weekly on progress.

Coordinate all site access, vehicle downtime, and installation scheduling with Agency fleet/maintenance supervisors to minimize service disruption.

Technical and Compliance Standards All equipment and services provided should comply with:

· USDOT/FHWA V2X deployment guidance and any applicable state DOT ITS architecture requirements

· FCC licensing/spectrum requirements applicable to (5.9 GHz band) or C-V2X, as applicable

· FMVSS requirements for vehicle equipment installation

· NIST cybersecurity framework or equivalent

Equipment should be compatible with all UDOT and Connect the West equipment.

AGENCY-FURNISHED ITEMS

Access to vehicles and facility space for installation during agreed-upon windows

Existing network/IT infrastructure documentation as needed for integration

Points of contact for fleet maintenance and IT coordination

A point of contact from PCMC to address all questions

III. Contents of Proposal and Evaluation Criteria.

Contents of Proposal Proposals will be evaluated on the criteria listed below. Proposals are limited to 30 pages. Not including cover sheets or transition pages. If a proposal is longer the proposal will be edited to fit based on the Procurement Managers discretion.

Proposal should contain

1. Description of how the vendor plans to approach the work and what equipment vendor plans to install.

2. List of relevant V2X deployments that vendor has worked on

3. Vendor approach with details about the ability to minimize fleet disruptions

4. Vendors cybersecurity approach

5. Include warranty information on install and equipment

6. Vendor will include a cost sheet as a separate document

Evaluation Criteria A. Mandatory Minimum

1. Submission must include a Proposal

2. Submission must include a Cost sheet B. Subjective Criteria

1. Technical approach and V2X equipment proposed – 30 Points

2. Vendor experience with V2X deployments – 50 Points

3. Project management Approach and ability to minimize fleet disruptions – 15 Points

4. Cybersecurity – 10 Points

5. Warranty of products and installation – 10 Points

C. Cost – 20 Points Total cost should be submitted separately. Please include a cost for

1. Services

2. V2X equipment

3. Total Cost Total Cost will be used to evaluate cost and points will be assigned to each offerors cost proposal. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. The formula to compute the points is: Cost Points x (Lowest Proposed Price/Proposed Price).

If Respondent proposes to use a third party (subcontractor, subconsultant, etc.) for completing all or a portion of the scope of work requirements, state the name and identify the portion of the scope of work to be completed by a third party.

The selection committee will not know or have access to the cost of a Proposal until after the committee submits its recommendation based on scores of all criteria other than cost. For this reason, Respondents MUST submit pricing and fee schedules in a separate submission

The selection committee will consider all documents, the presentation/interview if applicable, the response to the RFP, information gained while evaluating responses, and any other relevant information to make its determination. The committee will select the Respondent which, in the committee's sole judgment, is best able to provide V2X hardware and install.

NOTE: Price may not be the sole deciding factor.

PCMC reserves the right to reject any and all proposals for any reason. Proposals lacking required information will not be considered. The award of a contract may be subject to approval by City Council.

IV. Government Records Access and Management Act.

PCMC will maintain a nonpublic process for the duration of this solicitation in accordance with Government Records Access and Management Act, Title 63G, Chapter 2 of the Utah Code (“GRAMA”). Pursuant to Utah Code § 63G-2-305(6), all records related to this RFP, including but not limited to proposals, evaluation, and selection procedures, and any records created during the evaluation and selection process will remain nonpublic records. After execution of a contract, all submittals will be treated as public records in accordance with the requirements of GRAMA unless otherwise claimed by the Respondent as exempt from disclosure pursuant to Utah Code § 63G-2-309, as amended. The burden of claiming an exemption shall rest solely with each Respondent. Respondent shall submit any materials for which Respondent claims an exemption from disclosure marked as “Confidential” and accompanied by a statement from Respondent supporting the exemption claim. PCMC shall make reasonable efforts to notify Respondent of any GRAMA requests for documents submitted under an exemption claim. Respondent waives any claims against PCMC related to disclosure of any materials pursuant to GRAMA. Please note the following:

a. Respondent must not stamp all materials confidential. Only those materials for which a claim of confidentiality can be made under GRAMA, such as trade secrets, pricing, non-public financial information, etc., should be stamped.

b. Respondent must submit a letter stating the reasons for the claim of confidentiality for every type of information that is stamped “Confidential.” Generally, GRAMA only protects against the disclosure of trade secrets or commercial information that could reasonably be expected to result in unfair competitive injury. Failure to timely submit a written basis for a claim of “Confidential” may result in a waiver of an exemption from disclosure under GRAMA.

c. For convenience, a Business Confidentiality Request Form (“BCR Form”) is attached to this RFP as Attachment 1. Respondent must submit a completed BCR Form at the time of submission of any proposal.

V. Ethics.

By submission of a proposal, Respondent represents and agrees to the following ethical standards:

REPRESENTATION REGARDING ETHICAL STANDARDS: Respondent represents that it has not: (1) provided an illegal gift or payoff to a city officer or employee or former city officer or employee, or his or her relative or business entity; (2) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, or brokerage or contingent fee, other than bona fide employees of bona fide commercial selling agencies for the purpose of securing business; (3) knowingly breached any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 3.1 of the Park City Code; or (4) knowingly influenced, and hereby promises that it will not knowingly influence, a city officer or employee or former city officer or employee to breach any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 3.1 of the Park City Code.

VI. Selection Process.

Proposals will be evaluated on the criteria listed in Section IV, Contents of Proposal and Evaluation Criteria, above.

The selection process will proceed on the following anticipated schedule:

a. A selection committee comprised of qualified persons, which may include City staff or representatives from other public and private stakeholders, will open, review and evaluate all proposals.

b. The selection committee may conduct interviews with the highest ranked Respondents. If applicable, interview requirements will be provided to those Respondents selected for further consideration. If no interview selection criteria are listed above PCMC will use a competitive range to determine which vendors will be asked to interview.

c. Final selection of the top-ranked proposal and preparation of contract.

d. All contracts with an aggregate cost over the term that exceeds $100,000 require approval of the City Council.

e. Contract execution.

Following completion of the evaluation and establishment of the ranking, negotiations for contract purposes may be initiated with the top ranked Respondent. In the event that an agreement is not reached, PCMC may enter into negotiations with the next highest-ranked Respondent.

VII. PCMC Standard Agreement Required.

a. The successful Respondent will be required to enter into PCMC’S standard Professional Services Agreement. A form of the standard agreement is attached to this RFP as Exhibit “A” and incorporated herein.

b. ANY REQUEST FOR CHANGES TO PCMC’S STANDARD AGREEMENT, INCLUDING ITS INDEMNIFICATION OR INSURANCE PROVISIONS, MUST BE SUBMITTED NO LATER THAN THE PROPOSAL/SUBMITTAL DEADLINE. ANY REQUESTED CHANGES MAY BE APPROVED IN THE SOLE DISCRETION OF PCMC.

A Respondent must be authorized to do business in Utah at the time of contract execution. If Respondent’s address is within the Park City limits, a valid PCMC business license is required.

VIII. General Provisions.

a. No Representations or Warranty. It is the responsibility of each Respondent to carefully examine this RFP and evaluate all of the instructions, circumstances and conditions which may affect any proposal. Failure to examine and review the RFP and other relevant documents or information will not relieve Respondent from complying fully with the requirements of this RFP. Respondent’s use of the information contained in the RFP is at Respondent's own risk and no representation or warranty is made by PCMC regarding the materials in the RFP.

b. Cost of Developing Proposals. All costs related to the preparation of the proposals and any related activities are the sole responsibility of the Respondent. PCMC assumes no liability for any costs incurred by Respondents throughout the entire selection process.

c. Equal Opportunity. PCMC is committed to ensuring equitable and uniform treatment of all Respondents throughout the advertisement, review, and selection process. The procedures established herein are designed to give all parties reasonable access to the same fundamental information.

d. Proposal Ownership. All proposals, including attachments, supplementary materials, addenda, etc., will be retained as property of PCMC and will not be returned to the Respondent.

e. Modification of RFP. PCMC reserves the right to cancel or modify the terms of this RFP and/or the project at any time and for any reason preceding the contract execution. PCMC will provide written notice to Respondents of any cancellation and/or modification.

f. Financial Responsibility. No proposal will be accepted from, or contract awarded to, any person, firm or corporation that is in arrears to PCMC, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the PCMC, or that may be deemed irresponsible or unreliable by PCMC. Respondents may be required to submit satisfactory evidence demonstrating the necessary financial resources to perform and complete the work outlined in this RFP.

g. Local Businesses. PCMC's policy is to make reasonable attempts to promote local businesses by procuring goods and services from local vendors and service providers, in compliance with Federal, State, and local procurement laws.

IX. Attachment 1: Business Confidentiality Request form Exhibits (if applicable)

RFP Non-Bid Template 6-26

ATTACHMENT 1

BUSINESS CONFIDENTIALITY REQUEST FORM

(Business Confidentiality Claims under Utah’s Government Records Access and Management Act (“GRAMA”), Utah Code § 63G-2-309)

A claimant MUST submit a redacted and non-redacted version of their proposal. The entire proposal may NOT be redacted. PCMC will not redact a proposal on behalf of a claimant if they fail to upload a redacted copy of their proposal.

I request that the described portion of the record provided to Park City Municipal Corporation be considered confidential and given protected status as defined in GRAMA.

Name:

Address:

Description of the portion of the record provided to Park City Municipal Corporation that you believe qualifies for protected status under GRAMA (identify these portions with as much specificity as possible) (attach additional sheets if necessary): ______________________ ________________________________________________________________________

The claim of business confidentiality is supported by (please check the box/boxes that apply):

( ) The described portion of the record is a trade secret as defined in Utah Code § 13-24-2.

( ) The described portion of the record is commercial or non-individual financial information the disclosure of which could reasonably be expected to result in unfair competitive injury to the provider of the information or would impair the ability of the governmental entity to obtain the necessary information in the future and the interest of the claimant in prohibiting access to the information is greater than the interest of the public in obtaining access.

( ) The described portion of the record would cause commercial injury to, or confer a competitive advantage upon a potential or actual competitor of, a commercial project entity as defined in Utah Code § 11-13-103(4).

REQUIRED: Written statement of reasons supporting a business confidentiality claim as required by Utah Code § 63G-2-305 (1) –(2) (attach additional sheets if necessary):

NOTE: Claimant shall be notified if the portion of the record claimed to be protected is classified as public or if the determination is made that the portion of the record should be disclosed because the interests favoring access outweigh the interests favoring restriction of access. Records claimed to be protected under this business confidentiality claim may not be disclosed until the period in which to bring the appeal expires or the end of the appeals process, including judicial appeal, unless the claimant, after notice, has waived the claim by not appealing the classification within thirty (30) calendar days. Utah Code § 63G-2-309(2).

Signature of Claimant:

Date: