GREEN BAY METRO

REQUEST FOR PROPOSAL

RFP #: 2022-27

Title: Computer Aided Dispatch and Automatic Vehicle Location

System

City Agency: Green Bay Metro

Due Date: June 29, 2022

CC:

2:00 PM CT

05535,20800,20900,92000

Table of Contents

1 NOTICE TO PROPOSERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Proposals

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Multiple Proposals

1.9 City of Green Bay Contact Information

1.10 Inquiries, Clarifications, and Exceptions

1.11 Addenda

1.12 Bid Distribution Networks

1.13 Oral Presentations/Site Visits/Meetings

1.14 Acceptance/Rejection of Proposals

1.15 Withdrawal or Revision of Proposals

1.16 Subcontracting or Third Party Payments

1.17 Non-Restrictive Specifications and Vendor Alternates

1.18 Non-Material and Material Variances

1.19 Public Records

1.20 Contract Quantities

1.21 Usage Reports

1.22 Proposal Evaluation

1.23 Proposal Scoring

1.24 Award and Final Offers

1.25 Partial Award

1.26 Award Notice

1.27 Financial Commitments

1.28 Negotiate Contract Terms

1.29 Cost Proposal

1.30 Tax Exempt

1.31 Proposers Responsibility

DESCRIPTION OF SERVICES/COMMODITIES

1.32 General Information

1.33 Introduction

1.34 Core Requirements

1.35 Scope of Work

1.36 Scoring Criteria

1.37 Vendor Requirements

1.38 Insurance Requirements

1.39 Delivery

1.40 Bid Bonds, Performance Bonds, Progress Payments

1.41 Protest Process

2 REQUIRED INFORMATION AND CONTENT FOR SUBMITTAL OF PROPOSALS

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Designation of Confidential and Proprietary Information

Form F: Cost Proposal

Form E: References

Appendix A: Standard Terms & Conditions

Appendix B: Contract for Purchase of Services

1 NOTICE TO PROPOSERS

1.1 Summary

The City of Green Bay Metro Transit (“City”) is soliciting Proposals from qualified vendors for Computer Aided Dispatch and Automatic Vehicle Location System. Vendors submitting Proposals (“Proposers”) are required to read this Request for Proposals (“RFP”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver Proposals no later than the due date and time indicated below. The City will reject all late Proposals:

RFP Issued Date: 6/3/2022 Questions Due Date: 6/9//2022

Addendum Posted Date: 6/10/2022 Due Date: 6/29/2022, 2:00 PM CT

Evaluation of Proposals 7/5/2022 – 8/3/2022 Intent to Award 8/10/2022

Implementation to be Completed by 4/1/2023

1.3 Format

The City will not consider illegible Proposals.

Elaborate Proposals (i.e., expensive artwork) beyond that sufficient to present a complete and effective Proposal, are not necessary or desired.

Please include One (1) original and six (6) copies of your proposal. Please also include an electronic version of your proposal on USB drive. If you are submitting an electronic version of your proposal via demandstar hard copies or USB are not required.

Complete and return Forms A through F and all other required documents per the proposal to City of Green Bay Purchasing Department with your submitted proposal.

1.4 Labeling

All Proposals must be clearly labeled:

Proposer’s Name and Address

RFP #: 2022-27

Title: Computer Aided Dispatch and Automatic Vehicle Location System Due: 6/29/2022 2:00 PM CT

All email correspondence must include RFP 2022-27 in the subject line. Emailed proposals will not be accepted.

1.5 Delivery of Proposals

Delivery of hard copies to: City of Green Bay Purchasing Department

100 North Jefferson St. Room 101 Green Bay, WI 54301

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification. E-mailed submittals are not acceptable.

ELECTRONIC VERSIONS of your proposals are acceptable via demandstar. If you are submitting an electronic version of your proposal, you do not need to submit any hard copies or a USB drive.

Note: When mailing your response via a third party delivery service, the outside of the packaging MUST be clearly marked with the RFP name and number. This ensures that the proposal can be delivered to the correct purchasing agent without having to open the proposal.

1.6 Appendix A: Standard Terms & Conditions

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. City of Green Bay Standard Terms and Conditions are the minimum requirements for the submission of Proposals.

1.7 Appendix B: Sample Contract for Purchase of Services

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFP.

The terms of this template contract shall become contractual obligations following award of the RFP. By submitting a Bid, Proposers affirm their willingness to enter into a contract containing these terms.

(applicable only to services)

1.8 Multiple Proposals

Multiple Proposals from Proposers are permitted; however, each must fully conform to the requirements for submission. Proposers must sequentially label (e.g., Proposal #1, Proposal #2) and separately package each Proposal. Proposers may submit alternate pricing schemes without having to submit multiple Proposals.

1.9 City of Green Bay Contact Information

The City of Green Bay Purchasing Department administers the procurement function:

Diane Kruse CPM; C.P.I.M.

Purchasing Department 100 North Jefferson St. Room 101 Green Bay, WI 54301

PH: (920) 448-3048

FAX: (920) 448-3050

purchasingag@greenbaywi.gov

Contacting City staff outside of the Purchasing Department regarding this RFP without written consent from the Purchasing Department may result in your proposal being rejected.

1.10 Inquiries, Clarifications, and Exceptions

Proposers are to raise any questions they have about the RFP document without delay. Direct all questions, in writing, to the Purchasing Department Buyer listed in Section 1.9.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda – see 11.1 below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to proposal terms, conditions, specifications and dates stated within the proposal package. However, the City of Green Bay reserves the right to disqualify any and all Proposals submitted which include exceptions, if deemed not in the City’s best interests.

mailto:purchasingag@greenbaywi.gov

1.11 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda to its Proposals distribution websites – see 1.12 below. It is the Proposers responsibility to regularly monitor the websites for any such postings. Proposers must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.12 Bid Distribution Networks

The City of Green Bay posts all Request for Proposals, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Proposers responsibility to regularly monitor the proposal distribution network for any such postings. Proposers’ failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Proposers.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies proposal network. Registration is free. http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National proposal network – Free subscription is available to access

Proposals from the City of Green Bay and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

Electronic version of proposal is acceptable via DemandStar Home Page: www.demandstar.com

1.13 Oral Presentations/Site Visits/Meetings

Proposers may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFP process. Such presentations, meetings or site visits will be at the Proposers expense.

1.14 Acceptance/Rejection of Proposals

The City reserves the right to accept or reject any or all Proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any Proposer responding to this request. The City expressly reserves the right to reject any and all Proposals responding to this invitation without indicating any reasons for such rejection(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.15 Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to opening of Proposals.

http://vendornet.state.wi.us/vendornet http://www.demandstar.com/

1.16 Subcontracting or Third Party Payments

All subcontracting shall be pre-approved upon award by the City before any work begins. Subcontractors must abide by all terms and conditions of the proposal. The prime contractor shall be responsible for all subcontractor(s) work and payment.

1.17 Non-Restrictive Specifications and Vendor Alternates

Specifications are intended to define the general level of quality and performance of this purchase and not to restrict competition. Vendors may offer one or more alternates with lesser or greater features;

however the City reserves the right to make its selection based on the best interest of the City. Vendors offering alternates shall submit, with their proposal, an itemized comparison with this specification, documenting equivalence for quality, performance, etc. Failure to identify exceptions or deviations in this manner may be a basis to declare the proposal as non-responsive. If in your opinion, any of the specifications, terms and conditions of this RFP prevents you from offering a proposal, consideration will be given to a Vendor’s request for change.

1.18 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”⎯defined in State of Wisconsin

Statutes⎯may be held confidential.

Proposers shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a proposal in its entirety, price proposal information, or the entire contents of any resulting contract. The City will not provide advance notice to Proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Proposals from public view⎯until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Proposals will be available for review in accordance with such laws.

1.20 Contract Quantities

The estimated annual quantities identified within this RFP are for bid purposes only and are based on historical data. The City does not guarantee to purchase any specific quantity or dollar amount.

Proposals that state the City must guarantee a specific quantity or dollar amount may be disqualified.

1.21 Usage Reports

Annually, the successful Proposers shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.22 Proposal Evaluation

The City’s evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the request of the Purchasing Department.

The proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in the proposal being rejected. In the event that all proposers do not meet one or more of the mandatory requirements, the City reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP.

1.23 Proposal Scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria.

The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received.

Financial terms will not be the sole determining factor in this award. Other criteria described in this RFP will be considered, as well as any other factors the evaluation team determines may affect the suitability of the proposal for the City’s requirements. A supplier’s submission of a proposal constitutes their acceptance of the evaluation technique and their recognition and acceptance the evaluators will use their judgment in making a determination. One or more responsive and responsible vendor proposals may be selected and further negotiations and/or interviews and/or product demonstrations may occur. Once the successful Vendor has been selected, an award notice will be issued.

Proposals will be scored using the following criteria:

Description Points

Company Experience & Qualifications 15

Compliance with Scope of Work and Implementation Plan

Customer Service & Support Including Comprehensive Training Plan

Vendor Interviews & Demonstrations 20

Pricing 20

TOTAL 100

1.24 Award and Final Offers

Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer after the original evaluation process is complete, and selected vendors are brought in for presentations. Alternatively, the highest proposer or proposers may be requested to submit best and final offers. If the City requests best and final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring proposer following that process. However, a proposer should not expect that the City will request a best and final offer.

1.25 Partial Award

Unless otherwise noted, it will be assumed that Proposers will accept an order for all or part of the items/services priced.

1.26 Award Notice

After an award is made, a proposal tabulation summary will be available through Onvia/DemandStar and Vendornet. Proposal results will not be given over the telephone. Award will be based on overall best value to the City and not based only on lowest price.

1.27 Financial Commitments

All financial commitments regarding this solicitation are subject to the availability of funds approved by the Green Bay Transit Commission.

1.28 Negotiate Contract Terms

The City reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the City may negotiate a contract with the next highest scoring proposer.

1.29 Cost Proposal

Purchasing will score the cost proposals by prorating with the lowest cost proposal given the highest score. The formula is as follows: Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score.

Lowest Cost Proposed Constant _ X Maximum Points Assigned to Cost = Score Other Proposed Cost

Cost Proposals shall be in a separate sealed envelope and submitted within the proposal package. The outside of the envelope should clearly state “Cost Proposal” and the name of the proposer.

1.30 Tax Exempt

The City of Green Bay as a municipality is exempt from payment of federal excise taxes and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005458. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be requested through the Purchasing Department. Our tax-exempt number is 008-0000428893-07.

1.31 Proposers Responsibility

Proposers shall examine this RFP and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the requirements of the resulting contract.

DESCRIPTION OF SERVICES/COMMODITIES

1.32 General Information

The City of Green Bay (the City) is now accepting proposals on behalf of Green Bay Metro Transit (Metro) for a Computer Aided Dispatch and Automatic Vehicle Location system (CAD/AVL) The purpose of this document is to provide the vendors with information to enable them to prepare and submit a proposal(s) for this project. The City reserves the right to award to the highest scoring proposer for this project.

The purpose of this RFP is to promote competitive proposals for the purchase and installation of a complete CAD/AVL system including but not limited to; mobile data terminals (MDT), automatic voice annunciation system (AVA), automatic passenger counters (APC), integration with existing Genfare farebox system with single point login capability, integration with existing Twin Vision, Luminator and Hanover signs, implantation of new digital signage, integration with other contracted services, and both static and real time GTFS that is available and accessible to any vendor of Metro’s choosing. This solution should be a well-proven, turn-key, industry-standard system. The hardware and software must assist in capturing data and providing feedback to better manage and operate a more efficient Green Bay Metro Transit system.

The City of Green Bay as represented by its City Attorneys and the Green Bay Transit Commission intend to use the results of this process to award a contract for the Green Bay Metro CAD/AVL.

The City reserves the right to select, negotiate and subsequently award the proposed service which best meets our required needs, quality levels, and budget constraints. To learn more about the City of Green Bay, please visit our website at http://www.greenbaywi.gov/

1.33 Introduction

Green Bay Metro Transit (Metro) is seeking a Vehicle Tracking System utilizing GPS technology in conjunction with a vehicle location and mapping software to track vehicle locations en route and in real-time and provide a visual mapping display. The primary purpose of the system is to improve the quality of Metro’s fixed-route service and emergency response capabilities to the public. This system must provide route and vehicle information in real-time via web interface to passengers, the dispatcher, and managerial personnel. The system must be equipped with reporting capabilities to accurately data stream operation service information (e.g., route timing, passenger wait time, trip counts, operator performance, vehicle speed and movement). This is essential for the completion of performance metrics, the analysis of daily operation, and long term project planning and analysis. The Vehicle Tracking System must include the functionality for hardware/software components to be installed on at least thirty (30) buses.

Required elements must include but not be limited to; mobile data terminals (MDT), automatic voice annunciation system (AVA), automatic passenger counters (APC), integration with existing Genfare farebox system with single point login capability, integration with existing Twin Vision, Luminator and Hanover signs, implantation of new digital signage, integration with other contracted services, and both static and real time GTFS that is available and accessible to any vendor of Metro’s choosing. This solution must be a well-proven, turn-key, industry-standard, cloud-hosted system. The hardware and software must assist in capturing data and providing feedback to better manage and operate a more efficient Green Bay Metro Transit system. The proposal must demonstrate how the features will provide a significant operational upgrade for Green Bay Metro Transit.

1.34 Core Requirements

1. Vehicle Tracking Software The Vehicle Tracking Software (VTS) must utilize GPS in conjunction with vehicle location and mapping software to accurately track bus locations en route in real-time and provide a visual mapping display. The GPS readings of the bus location must occur in real-time with vehicle location information posted on a Graphic User Interface map display available on a public website and viewable through various devices (Smartphone, Kiosk, Bus Stop, PC, etc.). The system must be equipped with a notification service, http://www.greenbaywi.gov/ whereupon users can subscribe and be able to select one route or multiple routes and be notified when the next bus is coming.

Real time tracking means that a vehicle’s location is reported via an automatic vehicle location (AVL) device installed on each vehicle and transmitted to an internet server with a delay of not more than 2 seconds. This is done through the use of GPS for pinpointing the location and a wireless communication system for transmitting the information to an internet server. The SOFTWARE PROVIDER must recommend a solution and/or partner for data transmission and indicate their recommended rate of transmission for a system such as this.

2. Vehicle Location Data The Vehicle Tracking Software must provide a graphical user interface Graphic User Interface real-time automatic vehicle location data display. Vehicle icon on the map display shall clearly indicate Vehicle ID, Route Direction, and Location. Further layered information on the vehicle must include Run Trip, Date/Time and Speed. The SOFTWARE PROVIDER must provide detailed explanation of existing maps and software mapping components and how they work with other components of the system. Screen shots of display windows utilized by dispatch and/or the passenger must be provided describing key features, attributes, and the information available within the mapping component. The SOFTWARE PROVIDER must describe in detail all traveler supported components that it provides, to include the features within each component as well as software and hardware required for implementation.

3. Maps The Vehicle Tracking software must include one integrated map with detailed maps of the service area region, preferred Google Maps. The map views must include standard map display features (zoom in/out, panning, etc.). The maps must have an automatic refresh feature with the option of refreshing the map view ‘upon-demand’ by the dispatcher. The geo-spatial object management portion of the system must provide capabilities to trace routes, place stops and landmarks on the map for dispatchers and the general public to see. The mapping component shall also include a navigational request.

4. Route Management The Vehicle Tracking System must include a Route Management module which can be utilized by the dispatcher to effectively manage the route and determine the location of any vehicle in service. The system must provide the dispatcher the necessary real-time information to manage vehicle fleets whether they are on fixed routes, in the yard, or on special on-demand detours on route. The system must display the time each bus arrives at each stop per route and the “wait times” (e.g., how long the bus is at the stop). The software must include a GUI real-time dispatch display that clearly indicate status (i.e., color-coding), with emphasis on bus arrival times at designated stops based on the average speed of the bus and traffic impacts. The vehicle icon on the dispatch display must clearly indicate Vehicle ID, Route, Directional Status, Arrival Time, Departure Time, and Date & Time of last GPS update.

5. Customer Interface The Vehicle Tracking System must include a public interface that provides customers with bus location information. At a minimum, the bus locations are to be displayed on a map available on the web. Desired functionality includes details available for each bus (showing route, time at last stop or last time point, minutes late/early, etc.). The SOFTWARE PROVIDER must also describe other information distribution interfaces that are available with their product such as stop-based electronic displays, text/SMS messaging , etc. Green Bay Metro may not choose to implement these additional features if their ongoing cost is too high, but the availability of multiple interfaces will be an important benefit.

6. Access to Location Data Access to all real-time, static, and archived vehicle location data must also be available to any third party applications or vendors as determined by Metro for any purpose. The SOFTWARE PROVIDER must indicate which method would be used (XML, RSS, JSON, SQL, etc.) within their RFP response.

1.35 Scope of Work

The purpose of this RFP is to provide an AVL/GPS Based Real-Time Passenger Information System for approximately 30 buses, which shall be implemented by April 1, 2023.

Overall

1. General

a. System will have capability to capture and transmit vehicle location information on a real-time basis.

b. System must have an update frequency rate as close to real-time as possible, no more than

2 seconds per update.

c. IPhone, Android & mobile website apps must be included in the system offering for better access and convenience.

d. System shall offer administrators the ability to change/update route paths and bus stop locations via a cloud-based interface in real-time, allowing these updates/changes to be available immediately.

e. System must offer option of integrating eight (8) existing Hella brand automated passenger counting machines and the option to supply an additional eighteen (18) automated passenger counting machines.

f. System must offer one-click, Google ready GTFS exporting of static and real time feeds for any purpose that Metro determines.

g. System must be turn-key and cloud hosted.

h. Vendor must describe their go-live strategy, which shall include their implementation plan.

i. Project required to be completed by April 1, 2023.

j. System must provide optional capability and integration of Real-time Transit Data API, including developer documentation that allows for querying data from AVL services, with a JSON document as output. The API must provide real-time vehicle location data and estimated arrival times for vehicles as they approach stops.

k. System must have the capability of providing Automated Voice Annunciation with customizable pronunciation.

l. System must have the ability for Sign Integration with Twin Vision, Hanover and/or Luminator signs.

m. System must have the ability for Farebox Integration with the current GFI system.

n. System must have the ability to expand to offer add-on’s (APC, Interior Sign Integration, Head sign/Destination Sign Integration,) in the future with no additional hardware needed.

o. Single point login is required to integrate existing farebox systems, head signs, automatic voice announcements and any additional programs/hardware as defined by Metro.

p. System must have more than one form of Passenger Counting available. System must be capable of providing multiple methods for Passenger Counting. In particular, the system must be capable of providing an Automatic Passenger Counting (APC) module, which is capable of providing at a minimum 50 categories for the numbers and types of passenger boarding and alighting the vehicles. The Automatic Passenger Counting (APC) module must be capable of generating passenger counting reports, those of which can be used to cross-reference numbers provided by alternative methods of Passenger Counting. All passenger counting methods must be capable of NTD certification of 95% confidence and 10% precision levels.

q. System must be in HTML5 on the web for access.

r. System must offer the ability to have AVA to the client which will make the system ADA compliant.

s. Vendor must provide in person Training for the startup and rollout and provide a training plan that includes a detailed list of all trainings offered.

t. Vendor must provide detailed explanation on the training process as future updates or changes occur.

u. System must offer a Mobile App (iPhone and Android) for customer use free of charge for end user. Preference would be given for a “White-label” app, but other options will be considered.

2. Integrations

a. Vendor must have the capability to integrate the current existing bus stop numbers.

b. Vendor must offer capability to integrate with existing and concurrent systems such as GFI, Twin Vision, Luminator, Hanover without compromising efficacy of overall system.

c. Vendor must offer capability to share metadata with the camera system of Green Bay Metro’s choice.

d. Vendor must offer complete system integration. Both proposed system and concurrent system must be integrated into one overall system without additional hardware.

e. Vendor is required to integrate the proposed system and concurrent systems into one, overarching system - there must be no separation between each module.

f. Vendor must provide visual route creator as additional management tool for all systems.

Visual route creator must offer point and click mapping. All changes made through the creator must be made in real-time - each created route, stop, and change must be effective immediately. Mapping must also have a time delay option to preplan route changes to deploy at a specific date and time.

g. Proposed system must have the capability of integrating with the following items: automatic voice annunciation, onboard head signs, onboard LED signs and fare boxes.

3. Automated Voice Announcements (AVA)

a. System shall have an integrated Automated Voice Annunciating system that uses Vehicle Locations and GPS geo fences to announce stops both internally and externally.

b. System shall give the ability to create and choose which stops and routes are announced via web portal.

c. System shall give the ability to enter in how route or stop announcements must be pronounced phonetically via web portal.

d. System shall have the ability to edit current stop or route announcements by turning “off” or “on” via web portal.

e. System shall have the ability to announce stops or routes using a live map showing the vehicles location in real time via web portal.

f. When a new route or stop is created the system shall always give the ability to choose whether the route or stop is announced via a web portal.

4. Automatic Passenger Counting (APC)

a. System shall have an integrated Automatic Passenger Counter system that works in concert with the overall CAD/AVL system in a minimum of eight (8) existing buses.

➢ Response must include an option for additional eighteen (18) APCs to be added

b. System shall give the ability to create passenger counts without administrator or driver input.

Proposed solution must need zero manual input from any source for start-up.

c. System shall be intuitive and easy to use.

d. System shall have a minimum fifty (50) separate and unique rider types.

e. System shall have at minimum one separate counting trigger: overhead or door entry.

f. System shall cover all entrance and exit points of the vehicle.

g. System must accurately count passengers as they board and alight, recording data as a function of individual stops, routes, and runs.

h. System must be designed and tested to distinguish valid passengers from non-passenger objects, and to detect double-backs and re-crossings.

i. Vendor shall ensure APC or DPC information is available in an acceptable format for NTD and FTA Certified reporting of 95% confidence and 10% precision levels.

Passenger Components

5. Public Website

a. Users shall have ability to view only routes that are of interest to them or all.

b. System must have the ability for route remembrance for users.

c. System must provide arrival estimates to give riders more detail about anticipated vehicle arrival times.

d. Users shall have the System remember chosen routes from past times they have loaded the website.

e. Vendor shall design a banner that uses customer-supplied logos/graphics that clearly identifies the Green Bay Metro and a web address that is easy to market to riders.

f. System shall provide a module that allows Trip planner and other content to be provided on Customer’s own website.

g. System shall differentiate estimated time of arrival for inbound and outbound stops along a particular fixed route.

h. System shall continuously update the web page (whenever a new estimated time of arrival (ETA) is determined, bus is added/removed, etc.), without the user being required to refresh the webpage.

6. Mobile Phone Access

a. System must provide interface that shows steady vehicle movement without reloading on internet-enabled mobile phones. System must provide access to announcements on internet-enabled mobile phones.

b. For phones with GPS capability, System must provide geolocation features to allow riders to identify location on map.

c. System must have the ability to integrate fixed route and on-demand service area maps and arrivals allowing users to view both services in one app.

d. System must provide a free-to-download native iPhone and Android application.

e. System shall provide an optional notification platform for smartphones where riders can enter in a recurring schedule for impending bus arrival notifications. This must work without the rider opening the app.

7. Public Vehicle Location Displays

a. System shall provide the ability for Customer to use new or existing flat screen monitors to display a version of the System that requires no user interaction (for example, an LCD/LED screen in a building lobby).

b. Response shall include a proposal for optional thirty (30) next stop screens for on the bus.

c. Vendor shall provide the option for a minimum of five (5) outdoor signs that would display real time bus information for the system or specific routes or other information as deemed appropriate by Metro that are suitable for Green Bay’s outdoor environment. Vendor shall define the power usage or solar capabilities of all signage proposed.

d. Vendor shall be responsible for ensuring that all maps, routes, and information properly displays and automatically refreshes on screens at all times.

e. The display shall include route name and the ability to differentiate routes by design and color.

f. The display shall include the ability to identify a specific vehicle and its associated route.

g. The display shall have an automatic shut off and turn on time that can be adjusted by Metro remotely as needed.

Management Components

8. Management Software Requirements

a. System shall provide a dashboard for dispatchers to monitor:

➢ current vehicle locations

➢ ability to receive and send canned messages

➢ track and monitor alerts

➢ view vehicle ID number

➢ view vehicle speed

➢ view operator name/ID

➢ view route, block, and run

➢ Equipment ID (eg. Modem IP, MAC, tablet number)

b. System shall provide real-time graphical displays of vehicle location using map interface.

c. System shall provide a management interface to allow assignment of buses to routes and/or blocks by dispatchers.

d. Interface must be intuitive and simple to use.

e. System shall allow announcements to be posted immediately or in advance for posting at pre-defined time. System shall also allow announcements to be removed automatically at a pre-defined time in the future.

f. System shall have ability to enter/change route data ad-hoc without contacting the vendor

g. System shall have ability to enter/change stop data ad-hoc without contacting the vendor

h. System shall provide historical playback of vehicle locations for a minimum of 60 days.

i. All back end administrative tools and functions shall be available on cloud-based web portal.

Solution must be 100% cloud based so that login is able to take place via a web portal at any time of the day.

j. New accounts for login to the system must be able to be created almost instantaneously upon request. There must be at least three options for account privileges (dispatcher, viewer, admin, etc...)

k. Certain management functions (e.g. assigning buses, activating routes) shall be allowed from internet-enabled smartphones.

9. GTFS Requirements

a. System shall provide a clean GTFS feed to upload to Google.

b. GTFS feed must be exportable in both a static and real time format to any program or vendor of Metro’s choosing

10. Reports

a. System shall provide web-based reports that allow customer to run transit system more efficiently. Desired reports include:

i. On-Time Performance (available by driver, stop number, and vehicle)

a. System shall provide a report that tabulates the percentage of on-time performance that is defined by Metro (eg. one (1) minute early, over five (5) minutes late)

ii. Headway Report

iii. Travel time Report

iv. Hours in service Report

v. Mileage Report to include total mileage, scheduled, and actual by day, route, driver and vehicle

vi. Raw passenger data

b. Ability to see all of a particular vehicle’s arrivals and departures for the day

i. Off-Route Report

ii. Speeding Report

c. Reports shall allow for time based comparison (e.g. last week vs. this week) and historical reporting.

d. Reporting data must be captured and remain accessible for at least three (3) years.

e. Reports shall be exportable to standard Microsoft document format (Excel, Word) and/or PDF format and must be available to client instantly.

f. History tool that allows administrators the option to select viewing the entire system at once, by route, or by bus.

g. System shall include a report for number of bikes or mobility devices boarded, and the option to add additional custom reports as defined by Metro at any point in the length of the contract.

11. Support

a. Vendor will provide 24/7 support when needed in case of severe emergencies.

b. Vendor must be accessible via phone, web and e-mail, at a bare minimum.

c. Turnaround response time of vendor for any mission critical component of the system must not exceed three (3) hours.

d. Vendor shall provide training to all dispatchers, supervisors, administrators, and maintenance technicians prior to deployment of System.

e. Vendor shall also provide optional web-based training to all dispatchers, supervisors, administrators, and maintenance technicians prior to deployment of System and on an as-needed basis for future trainees.

f. Vendor shall provide help manuals to allow resolution of straightforward items as expeditiously as possible.

g. Support shall be available during normal business hours. Standby support shall be available at all other times, including nights, weekends, and holidays.

h. Vendor shall protect and backup, for a minimum of 60-days, any software configuration settings, any Customer provided data that has been modified for use by the software, and any new data produced by the software itself.

i. Vendor shall identify a single individual who will serve as the main point of contact for all support needs after initial installation process.

12. Hardware

a. Green Bay Metro is seeking the most user friendly system while requiring the least maintenance. Preference would be to have no onboard servers and the ability to push all information out to tablet or comparable device.

b. At the time of installation, the hardware must be the current technology available and compatible with the vendor’s software.

c. Hardware shall remain under warranty for a minimum of one year and shall offer options for extending the warranty for up to five (5) years.

d. Vendor shall install a power conditioner in each vehicle to ensure proper voltage to the tracking unit to increase device stability and performance.

e. Vendor shall install an inline power fuse to tracking units to prevent possible power short conditions and device failure.

f. Should a malfunction occur which requires hardware to be replaced-- during the initial contract; the replacement equipment must be new with the latest technology at the time of replacement and/or installation.

g. Hardware shall offer the capability for dynamic interface additions/changes over time.

Examples must include driver login, route selector, and passenger counting input, on-time performance indicators, etc.

h. Hardware shall provide the ability to integrate additional components directly into existing hardware. Examples must include Automatic Voice Announcement (AVA) systems for American Disabilities Act (ADA) compliance and Automatic Passenger Counters (APC’s).

i. Hardware shall receive software updates over the air.

j. Vendor shall provide future support options for hardware over the life of the contract.

k. The MDT shall have a scratch free display with damage-resistant glass to allow easy readability.

l. The MDT shall be able to withstand shock and vibrations generated by transit vehicles.

m. The MDT shall be drop resistant, vibration resistant, atmosphere certified, and MIL-STD-

810G and IP67 certified.

n. The MDT shall operate in ambient temperatures from -6F to 140F (-21C to 60C), and ambient humidity up to 95% RH non-condensing.

13. Software

a. At the time of implementation, the software must be the current version and compatible with the vendor’s hardware.

b. Vendor must always ensure that Green Bay Metro is utilizing the latest approved software version available and provide a detailed plan for any upgrades that may occur are to be handled (eg. Cost, frequency of anticipated upgrades, implementation plan for upgrades).

14. Maintenance

a. Vendor to include maintenance/hosting agreement for the first five (5) years in the base cost.

b. Vendor to provide an annual breakdown of cost for the maintenance/hosting agreement for an optional additional five (5) year renewal after the original agreement has expired..

15. Delivery and Installation

a. The City prefers a vendor who can deliver and install a fully functional, tested and operational system by April 1, 2023.

b. All proposals must include a Gantt chart or similar detailed, step by step project management time line, outlining specific tasks, responsibilities, and dates from start to finish for this project.

c. The chart must include specific dates when Green Bay Metro personnel must be available to work with the Contractor.

d. Vendor shall identify key staff and their roles in the installation process.

16. Vendor Compliance

a. It is the Proposers responsibility to notate any exception taken to the City’s requirements (SCOPE OF WORK) specified in this RFP. Proposers taking exceptions shall submit, with their proposal, an itemized comparison with the specification, documenting the nature of their exception. ALL SUCH ITEMIZED LISTS SHALL BE PRESENTED IN THE

EXACT SAME ORDER AS THE CITY SPECIFICATIONS AND SHALL REFERENCE

THE CITY PAGE & ITEM NUMBER. For example, if your company does not offer 24/7 technical support as required on Page 14, Item 12.a, you must reference that page and item number on your exception list and provide information on the support you offer.

b. Failure to identify exceptions or deviations in this manner may be a basis to declare the proposal as non-responsive.

c. Vendor must include implementation plan if your business is bought or sold during the duration of the existing contract with Metro Transit.

17. Pricing Format

a. Proposer must complete and return the included pricing document. Form E: Cost Proposal

b. Proposer must provide an additional, separate completed pricing sheet with all hardware and software options distinctly listed, with both unit and extended pricing.

c. Proposer must provide all operating costs for the solution.

d. Proposer must provide a yearly breakdown of all projected costs, both capital and operating.

e. Proposer must provide route deviations/changes free of charge; this must be listed as such on the pricing sheet.

f. Proposer must provide a cellular cost option.

1.36 Scoring Criteria

Description Possible Points

Company Experience & Qualifications Including but not limited to:

• Experience & Qualifications of Key Personnel Assigned to City

• Favorable References

Compliance with Scope of Work Including but not limited to:

• Number and significance of exceptions

• Alternatives and options proposed

• Implementation Plan including Gant chart

Customer Service and Support Including but not limited to:

• 24/7/365 support

• On-site and Online Training

Vendor Interviews & Demonstrations

• Proposals will be preliminarily scored by the Evaluation Team.

• Highest scoring vendor(s) will be invited for interview, demonstration, and negotiation.

Pricing Such as but not limited to the following:

• Initial cost + Total Cost of ownership for 10 years Cost of proposed options

TOTAL 100

1.37 Vendor Requirements

Vendor must be in this line of work for five (5) years. Including licensed and approved sales and service dealer from Manufacture.

1.38 Insurance Requirements

It is hereby agreed and understood that the insurance required by the City of Green Bay is primary coverage and that any insurance or self insurance maintained by the City of Green Bay, GHBA its officers, council members, agents, employees or authorized volunteers will not contribute to a loss. This insurance shall be written for not less than any limit of liability specified herein, or required by law, whichever is greater, notwithstanding that the policy may have lower limits applying elsewhere in the policy. All applicable insurance and endorsements shall be in full force and evidenced prior to commencing work and remain in force until the entire job is completed or the length of time that is specified in the contract.

1. GENERAL LIABILITY COVERAGE

A. Commercial General Liability

(a) $1,000,000 general aggregate

(b) $1,000,000 products - completed operations aggregate

(c) $1,000,000 personal injury and advertising injury

(d) $1,000,000 each occurrence limit

B. Claims made form of coverage is not acceptable.

C. Insurance must include:

(a) Premises and Operations Liability

(b) Blanket Contractual Liability including coverage for the joint negligence of the City of Green Bay, GBHA, its officers, council members, agents, employees, authorized volunteers and the named insured

(c) Personal Injury

(d) Explosion, collapse and underground coverage

(e) Products/Completed Operations

(f) Independent Contractors

2. BUSINESS AUTOMOBILE COVERAGE

A. Minimum Limits - $1,000,000 Combined Single Limit for Bodily Injury and Property Damage each accident

B. Must cover liability for "Any Auto" - including Owned, Non-Owned and Hired Automobile Liability

3. WORKERS COMPENSATION AND EMPLOYERS LIABILITY

A. Must carry coverage for Statutory Workers Compensation and Employers Liability minimum limit of:

$100,000 Each Accident $500,000 Disease Policy Limit $100,000 Disease - Each Employee

4. ADDITIONAL PROVISIONS

* Additional Insured – On the General Liability Coverage, the City of Green Bay, and its officers, council members, agents, employees, and authorized volunteers shall be “Additional Insureds.”

* Endorsement -The Additional Insured and Workers Compensation Subrogation Waiver policy endorsements must accompany the Certificate of Insurance.

* Waiver of Workers Compensation Subrogation - The…