20-RFP2009 - Part A - General Information - Final.pdf

City of Alexandria, VA 100 N. Pitt Street, Suite No. 301

Alexandria, VA 22314

The Seal of the City of Alexandria may not be used on any materials in response to this Solicitation without written permission from the Purchasing Agent, or unless the requirements of this Solicitation specifically call for the Seal to be incorporated in the response.

Solicitation General Information Solicitation Type: Request for Proposals Number: 2009

Title: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL) System Replacement

Point of Contact: Peter Tomaselli, NIGP-CPP, CPPO, CPPB, VCO, VCA

Contact Email: Peter.Tomaselli@alexandriava.gov

Procurement Schedule Advertisement July 9, 2026

Pre-Proposal Conference [Yes] Type: [Optional]

11 a.m., prevailing local time, on July 21, 2026

Final Date for Vendor Questions (Questions must be sent via Email to the Contact Email Listed Above)

4 p.m., prevailing local time, on July 23, 2026

City Issues Responses to Vendor Questions via Amendment July 30, 2026

Solicitation Responses Due 4 p.m., prevailing local time, on

August 18, 2026

Award See Part F for Award Information

The timeframes listed above apply to events related to the Solicitation and the City’s due diligence process.

The activities with specific dates must be completed as indicated unless otherwise changed by the City by issuance of a written Amendment.

The Pre-Proposal Conference is a virtual meeting.

Please navigate to the following webpage to register for the virtual solicitation event:

https://teams.microsoft.com/meet/217897649028717?p=7ZkcvWGZCjzxatrWwV.

mailto:Peter.Tomaselli@alexandriava.gov https://teams.microsoft.com/meet/217897649028717?p=7ZkcvWGZCjzxatrWwV

City of Alexandria Request for Proposals

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement RFP No.: 2009

Part A - General Information

1. Introduction

City:

The City of Alexandria, Virginia (the “City”) is an urban community of 15.75 square miles with a population of approximately 159,647. With its stable residential neighborhoods, its historic districts, and its proximity to Washington, D.C., the City continues to attract new residents, tourists, and businesses.

City Partner Agency:

The Alexandria Transit Company (ATC), or “DASH”, as it is more familiarly referred to, provides fixed-route public transportation service for the City. ATC is a non-profit corporation that is wholly owned by the City and receives the majority of its operating funding from an annual City subsidy. As part of this relationship, major ATC procurements are managed by the City’s Purchasing Division, a division within the Department of Finance.

2. General Overview

The City issues this Request for Proposals (“RFP”), on behalf of a City Partner Agency, DASH (the “Customer”), to obtain sealed Proposals from qualified and responsible Offerors to provide an open architecture and scalable, turnkey Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL) system, as more fully identified in this Solicitation.

DASH needs a CAD/AVL system that will allow staff to effectively manage its operations, track bus locations, provide real time bus arrival information, and communicate with customers. DASH requires the capability to track their buses in real time, but also support real-time wayside displays, monitoring of headway and schedule adherence, and be able to review the following: map and grid views, performance indicators, customizable reporting modules, incident management, historical playback, event-based alerts, and broadcast messaging.

This RFP is issued pursuant to the Virginia Public Procurement Act (“VPPA”), Code of Virginia § 2.2-4302.2, using the Competitive Negotiation method of source selection.

Proposals will be evaluated based on the criteria set forth herein to determine which is most advantageous to the City, taking into consideration the stated evaluation factors.

The successful Offeror shall furnish all labor, supervision, expertise, materials, equipment, and other resources necessary to perform the required services in accordance with the Solicitation Documents and any resulting Contract. Insurance and other contractual requirements are identified elsewhere in this Solicitation.

3. Pre-Proposal Conference

The Pre-Proposal Conference will be virtual. Anyone wishing to attend this solicitation event must go to the following link to register for the event:

https://teams.microsoft.com/meet/217897649028717?p=7ZkcvWGZCjzxatrWwV.

https://teams.microsoft.com/meet/217897649028717?p=7ZkcvWGZCjzxatrWwV

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement RFP No.: 2009

Part A - General Information

4. Contracting Officer’s Representative and Contracting Officer’s Technical Representative

The Contracting Officer’s Representative (COR) and the Contracting Officer’s Technical Representative (COTR) are responsible for administration and technical coordination, as applicable. Neither the COR nor the COTR has authority to modify the Contract, issue Change Orders, or waive Contract requirements. All contractual changes must be authorized in writing by the Purchasing Agent.

The following individual is appointed as the authorized COR:

Edward Ryder, Chief Financial Officer Alexandria Transit Company (DASH) 3000 Business Center Drive Alexandria, VA 22314

The following individual is appointed as the authorized COTR:

Stevie Matthews, Director of Planning and Technology Alexandria Transit Company (DASH) 3000 Business Center Drive Alexandria, VA 22314

The Contractor must contact the COTR to coordinate the schedule and placement of contracted Work.

5. Faith–Based Organizations Nondiscrimination

Pursuant to Virginia Code § 2.2-4343.1, the City of Alexandria does not discriminate against faith-based organizations in the solicitation, evaluation, award, or administration of contracts. A faith-based organization contracting with the City shall not discriminate against any recipient of goods, services, or disbursements on the basis of religion, religious belief, or refusal to actively participate in any religious practice, or on the basis of race, age, color, gender, sexual orientation, gender identity, national origin, or any other status protected by applicable law. If an individual objects to the religious character of a contracted provider, the City shall offer access to equivalent goods or services from an alternative provider.

6. Use of Task Orders

When the City establishes an on-call, indefinite delivery, or requirements-based contract, services will be authorized through the issuance of Task Orders during the contract term.

Each Task Order will define the specific scope of work, deliverables, performance period, and compensation for the assigned services and will be governed by the terms and conditions of the underlying contract.

Task Orders will be issued only for work within the scope of the executed contract. No work shall commence, and the City shall have no obligation to pay, unless a Task Order is issued in writing by the City in accordance with the contract.

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement RFP No.: 2009

7. Special Terms and Conditions are set forth in Part C, and General Terms and

Conditions are set forth in Part D, which are incorporated by reference.