2025-25 Addendum (1).pdf

ADDENDUM #1

RFP #2025-25 Fare Collection System

RFB Due Date: January 15, 2026 @ 2:00 PM (CST)

This Addendum must be acknowledged on Form C – Submittal Checklist with your response.

The purpose of this addendum is to clarify questions received from vendors and notify vendors of changes made to the specifications on this bid. Vendors must acknowledge receipt of any and all addenda in the space provided in the bid documents. Failure to do so may result in rejection of the bid. All requirements of the proposal documents remain unchanged except as cited herein.

Information contained in this addendum will be included in any subsequent contractual agreement between the City and the successful bidder(s).

Questions & Answers, Clarifications, or Modifications Below.

QUESTION 1

Item 16.2 of the Technical Requirements matrix indicates a desire to have the cashboxes emptied to a vault in a secure manner… Does Green Bay currently have a vault for the Odyssey fareboxes?

Response:

Yes.

QUESTION 1.A

If yes, is it a through-the-wall (TTW) unit as described or a standalone unit?

Response:

TTW.

QUESTION 1.B

If the current vault is to be maintained, it will require the receiver to be replaced, since receivers are unique to the cashbox. Please provide as much detail as possible about the existing installation, including photos if possible.

Response:

Green Bay is open to solutions. Replacement of the TTW may be necessary based on the proposed solution. Green Bay Metro has very little cash fares anymore. Most fares are passes, smart card or e-fare currently.

QUESTION 2

Item 16.3 of the Technical Requirements matrix asks, "Is there a pass solution available to customers who pay cash? " Please elaborate on your requirements. We are not clear about which type of pass your cash customers would use.

Response:

Provide any options that current cash riders may use in place of cash. Cashless fares will be considered.

QUESTION 3

Does Green Bay Metro have an estimated project budget or budget range for the Fare Collection System, including capital and recurring costs, that proposers should assume when preparing their proposals to ensure alignment with GBM expectations? (Sections 1.21 & 1.22)

Response:

Green Bay Metro is looking for the best proposal to meet our needs. We expect capital costs may be a range of $150,000 to $400,000. Reoccurring costs are more challenging in our industry based on how we are funded. Our desire would be to keep reoccurring costs to a minimum.

QUESTION 4

To ensure proposals are fully responsive and evaluated consistently, can GBM confirm that the baseline Fare Collection System is expected to include onboard cash- and coin-accepting fareboxes, off-board ticket vending machines, and a GBM-branded mobile ticketing application? (Sections 2.1, 12, 25.4, 9)

Response:

The desire is to still accept cash. However, current cash sales are minimal and something like a simple drop box may be considered. Ticket vending machine is not required in this RFP. The overall goal is to select the best solution that meets the seamless need of our fixed route and microtransit service while servicing our riders. GBM branded app is desired.

QUESTION 5

Given the multi-component nature of the Fare Collection System, does GBM anticipate that product demonstrations will include fareboxes, ticket vending machines, and the branded mobile application as part of the evaluation? Will all responsive bidders be invited to participate to ensure consistent scoring?

(Section 1.22)

Response:

It will be up to the proposer to bring whatever they feel is needed to demonstrate their product. It will be important to demonstrate how the proposer’s system works and accurately reports data. All responsive bidders may not be invited. Invitations will be sent based on scoring.

QUESTION 6

To prevent materially different system scopes from impacting cost comparisons, can GBM provide standardized required system components for form D—such as fareboxes, ticket vending machines, quantities (including spares) and the mobile application. (Section 1.26 – Form D)

Response:

GBM is open to solutions that will meet our needs. Fareboxes and ticket vending machines are not a requirement. Proposer should recommend spare inventory based on their product, example 10%.

QUESTION 7

Section 12 requires cash and coin acceptance onboard all vehicles. To meet this requirement, can GBM confirm that an onboard farebox or equivalent secure cash-handling device is required on each vehicle, even if change-making is not required? (Sections 12, 16.1–16.5)

Response:

Cash handling device of some sort is desired.

QUESTION 8

Should bidders assume that ticket vending machines are part of the base Fare Collection System to support off-board cash access for unbanked riders, rather than an optional enhancement?

(Sections 2.3.3, 25.4)

Response:

Ticket vending machines are not required. Various options to purchase fares are required.

QUESTION 9

Can bidders assume that a white-labeled, GBM-branded mobile application – published in both the Apple App Store and Google Play Store – is required as part of the base system? (Sections 9, 10)

Response:

Mobile applications must be published in the Apple Store and Google Play. GBM Branded app is desired but not required. The whole package will be evaluated.

QUESTION 10

To ensure long-term branding control and system continuity, does GBM require that the mobile application be agency-branded and maintained for the full contract term rather than a shared multi-agency app?

(Sections 6, 9.5, 22)

Response:

Desired, but not required. The entire proposed package will be considered.

QUESTION 11

Please define the scope of work for the retail network and the requirements for bidders. Is POS hardware provided by GBM?

Response:

POS hardware is not provided by GBM. Bidders should propose a solution that meets all of GBM needs as outlined in RFP.

QUESTION 12

Considering the upcoming holiday period, would GBM be open to a two-week extension to the proposal submission deadline?

Response:

GBM will maintain the published timeline.

QUESTION 13

Is there a required format for the pricing submission, and if so, will a standardized pricing template be provided to bidders?

Response:

GBM is looking for the best solution to meet system needs. Solutions will be evaluated as a package.

Scoring criteria is included in the RFP.

QUESTION 14

Could the agency please provide GBM’s complete vehicle inventory, including fleet ID, vehicle model, model year, and details of any existing in-vehicle equipment?

Response:

Fleet information was provided in the RFP. Current fleet is equipment with GFI Odyssey Fareboxes and GFI e-readers.

QUESTION 15

We interpret this requirement as a request for a non-Validating drop box type Farebox. Would GBM be interested in a Validating Farebox solution (that provides no change but offers validation of bills/coins?).

(Page 38 – Form E: Technical Requirements_No.16.1)

Response:

Yes.

QUESTION 16

What are the primary challenges or pain points experienced by staff, operators, and riders with the current Genfare fare collection and mobile ticketing system?

Response:

Ongoing challenges with microtransit validators, multiple reporting platforms, smartcards not working properly.

QUESTION 17

What was the total annual fare revenue for calendar year or fiscal year 2024, broken out by fixed-route, microtransit, and paratransit (if applicable).

Revenue: Fixed Route $471,772 / Microtransit $21,483 / Paratransit $190,887.

QUESTION 18

Please provide a breakdown of annual transaction volume by payment type (cash, credit/debit, mobile ticketing, passes (physical or virtual), or other)…

Response:

20% Credit Card - not on bus, all within app, TVM and Dispatch sales.

25% Cash Sales on bus.

Remainder of sales consist of agency bulk purchases, sales in Dispatch, Pass outlets.

QUESTION 19

What is the average fare transaction value for fixed-route trips and microtransit.

Response:

$4.00

QUESTION 20

What percentage of fare payments are currently completed onboard vs. offboard and in-person vs.

mobile/online?

Response:

Onboard is 27% in person.

QUESTION 21

What is GBM’s current payment processing setup (processor, acquirer, gateway) supporting the existing fare system?

Response:

Chase Bank – through GFI.

QUESTION 22

Please provide the current effective payment processing rates, including percentage per transaction, per-transaction fees, card brand or network fees, and any monthly or ancillary fees paid by GBM…

Response:

6% plus 5 cents per fare transaction.

QUESTION 23

Does GBM currently absorb payment processing fees, or are any fees passed through to riders?

GBM passes the fee on.

QUESTION 24

Would GBM consider allowing platform or transaction fees to be passed to end users?

Response:

Yes.

QUESTION 25

If available, can GBM provide a recent sample merchant processing statement to support accurate pricing assumptions?

Response:

Yes.

QUESTION 26

How many on-vehicle devices (validators, fareboxes, or readers) are required at go-live by vehicle type?

Response:

26 – Gillig (2011-2025 buses).

12 – Microtransit (cut-a-way, Ford Transit, Chrysler Pacifica).

5 – New Fyler (2018).

QUESTION 27

Are retail sales locations, kiosks, or POS devices required as part of this project, and if so, how many?

Response:

Provide best solution to meet agency needs.

QUESTION 28

What is the anticipated budget range for this project?

Response:

$150K – 400K.

QUESTION 29

What is the annual contract value of the existing fare collection system, inclusive of software, support, and processing costs?

Response:

$51K.

QUESTION 30

When does the current Genfare contract expire, and are there any renewal or termination constraints vendors should be aware of?

Response:

Not under contract. Annual renewal only.

QUESTION 31

Does GBM have a preferred pricing structure for proposals (e.g. transaction-based fees, fixed SaaS / subscription fees, blended or all-inclusive pricing, etc.)?

Response:

Provide best solution and options.

QUESTION 32

What is GBM’s target go-live date for the new fare collection system?

Response:

As soon as possible Fall 2026.

QUESTION 33

Would GBM please consider a 1–2 week extension of the proposal submission deadline to allow vendors to incorporate Q&A responses into pricing and technical design?

Response:

GBM will maintain schedule as stated in RFP.

QUESTION 34

Will Green Bay Metro Transit explore the option of implementing a unified fare collection device that integrates both farebox and validator capabilities, instead of deploying separate units?

Response:

Yes.

QUESTION 35

Does Green Bay Metro Transit have a defined project completion timeline for this initiative? Based on industry’s best practices and streamlined implementation methodologies, an integrated solution can typically be deployed within approximately eight months while maintaining quality and operational efficiency. Would this accelerated timeline align with your expectations and planning objectives?

Response:

GBM would like the project to be completed in 2026.

QUESTION 36

Considering implementation timelines, when does the contract term expire with Genfare? (2.3 Operational Requirements_1.Overall System Requirements)

Response:

We are currently on a year-to-year basis.

QUESTION 37

Please include one (1) original and five (5) copies of your Proposal. Please also include an electronic version of your Proposal on a USB flash drive." Is there an option to submit proposals electronically via VendorNet or DemandStar? Is the submittal of printed hard copies along with a USB flash drive a mandatory requirement? (1.3_Format)

Response:

Yes.

QUESTION 38

Does GBM prefer a uniform cost proposal outline and be willing to share an outline/example? (Form D: Cost Proposal)

Response:

Proposal will be evaluated as a package.

QUESTION 39

With a single "TOTAL COST (USD)" line item, must this capture ALL CAPEX, OPEX, SaaS, Maintenance over the life of the five (5) year contract? (Form D: Cost Proposal)

Response:

Ongoing maintenance fees should be listed separately, but in the total.

QUESTION 40

How would you like the vendor(s) to omit the cost (or build into the total cost) for "Additional Capabilities

(pg. 13) and/or other optional fare collection methods? (Form D: Cost Proposal)

Optional items should be listed as optional.

QUESTION 41

How many LAN/WAN ports are available for connection into GBM's Cradlepoint R1900's, if any? (Form E:

Technical Requirements_5.3)

Response:

4.

QUESTION 42

Does the current fleet all come equipped with Cradlepoint R1900s with available LAN/WAN ports to connect into, or will the FCS vendor need to provide? If so, how many, and on what vehicles? (Form E:

Technical Requirements_5.3)

Response:

All buses are equipped with IBR 900. Microtransit does not have Cradlepoint.

QUESTION 43

Who is the Merchant Service Provider that the City/GBM is contracted with? (Merchant Service Provider and PSP)

Response:

Chase-GFI.

QUESTION 44

Do you currently have any retail networks established? (2.3 Op. Req. _3. Cash Loading and Fare Distribution Network)

Response:

No.

QUESTION 45

“IF" TVM's, how many did you have in mind and at what high trafficked locations did you have in mind?

(Form E: Technical Requirements_14.1)

Response:

Currently we have two at the main facility. TVM’s are optional.

QUESTION 46

What quantity of smart cards do you distribute monthly, quarterly, annually? (Form E: Technical Requirements_14.3)

Response:

Less than 150, due to them being unreliable.

QUESTION 47

Who is your current vendor that manufactures your physical fare media/smart cards? (Form E: Technical Requirements_14.3)

Response:

EDM and GFI.

QUESTION 48

Please share the specifications of the desired smart cards (i.e. MIFARE DESFIRE 2K EV3 or LIMITED USE ULTRALIGHT C's? (Form E: Technical Requirements_14.3)

Response:

No requirements, open.

QUESTION 49

What quantity of smart cards do you distribute monthly, quarterly, annually? (Form E: Technical Requirements_14.3)

Response:

Less then 150, due to them being unreliable.

QUESTION 50

What is the anticipated volume for the "initial order to cover the launch of the system and one year after that fact based on service needs? (Form E: Technical Requirements_14.3)

Response:

Will vary depending on proposed solutions.

QUESTION 51

How many TVMs & what definite functions are desired (i.e. ability to dispense agency smart cards, load account balance, dispense change, etc.)? (Form E: Technical Requirements_25.1)

Response:

Best option, no more than one.

QUESTION 52

When is the anticipated go-live for implementing the new system? (Go Live)

Response:

2026.

QUESTION 53

Are there any challenges or issues with the current system that GBM is looking to fix or address with the new system? (Existing Challenges or Issues)

Response:

Multiple platforms required for reporting, accurately counting passengers, HHV’s are unreliable.

QUESTION 54

When is the anticipated notice to proceed? (Tentative Notice to Proceed)

Response:

February.

QUESTION 55

The RFP specifies vending machines as an optional component. Should Green Bay Metro Transit elect to include these units, could you please confirm the anticipated quantity required?

Response:

Currently GBM has two ticket vending machines located at the main Transit hub.

***End of Addendum***