20250624 RFP.pdf

REQUEST FOR PROPOSAL COVER SHEET

Electronic Fareboxes

SOLICITATION NUMBER: 20250624

THIS SOLICITATION CLOSES ON: 8/22/2025 by 2:00PM CT. Proposals must be submitted by this date and time. Late PROPOSALS or offers will not be accepted.

SUBMIT PROPOSALS/OFFERS TO: One hard copy and one digital copy on a flash drive must be provided at time of submission.

Submissions must be delivered to the address list below by 2:00PM CT on 8/22/2025. Submissions may be delelivered via USPS or other shipping providers. All proposals will be time stamped at the time they’re received at BART:

Bay Area Rural Transit

P.O. Box 612

Ashland, WI 54806

FOR INFORMATION ON THIS PROCUREMENT, CONTACT:

Nick Esberner

Bay Area Rural Transit

_n.esberner@bartbus.com

ITEMS OR SERVICES TO BE PURCHASED:

Electronic Farebox

Data System/Software

Service Agreement

SIGNIFICANT EVENTS/DATES:

ISSUE DATE 7/21/2025

LAST DAY TO SUBMIT QUESTIONS 8/4/2025 by 2PM CT

PROPOSAL CLOSING DATE 8/22/2025 by 2PM CT

EVALUATIONS BEGIN - Estimated 8/25/2025

EVALUATIONS COMPLETED ESTIMATED 9/19/2025

ESTIMATED CONTRACT AWARD DATE 9/19/2025

ESTIMATED CONTRACT START DATE 10/6/2025

There will not be a public opening for this RFP mailto:_n.esberner@bartbus.com

Table of Contents

DEFINITIONS

1.0 INTRODUCTION AND PURPOSE

1.1 PURPOSE AND SCOPE OF THE INVITATION FOR PROPOSALS

1.2 CONTRACT TERM

1.3 FAREBOX ESTIMATED QUANITITY

1.4 NUMBER OF CONTRACTS

1.5 CONTRACTOR SELECTION

1.6 PROCUREMENT MANAGER

1.7 FEDERAL PARTICIPATION

1.8 CONTRACT MODIFICATIONS

1.9 COMPLETENESS AND VALIDITY OF OFFERS

1.10 CORRESPONDENCE RELATED TO THE SOLICITATION

1.11 REASONABLE ACCOMMODATIONS

1.12 WISCONSIN PUBLIC RECORDS LAW

1.13 FEDERAL PUBLIC RECORDS LAW

1.14 ORDER OF PRECEDENE

2.0 PRE-PROPOSAL CONFERENCE

3.0 PROPOSAL SCHEDULE

4.0 GENERAL PROPOSAL SUBMISSION REQUIREMENTS

5.0 PROPOSAL FORMAT

5.1 PROPOSAL FORMAT

5.2 COVER LETTER

6.0 MANDITORY REQUIREMENTS

6.1 VENDOR EXPERIENCE

7.0 CONTRACT DELIVERABLES

7.1 ELECTRONIC FAREBOX PHYSICAL REQUIREMENTS

7.2 ELECTRONIC FAREBOX USER REQUIREMENTS

7.3 DATA COLLECTION SYSTEM

7.4 DEDICATED CUSTOMER INTERFACE

7.5 IN-PERSON TRAINING

7.6 PUBLIC HOW-TO-VIDEOS

7.7 CONTRACT DELIVERIES – FOR GOODS

7.8 CONDITION OF CONTRACT DELIVERIES

8.0 PROPOSAL CONTENT

8.1 OFFEROR IDENTIFICATION

8.2 OFFEROR’S LEGAL STATUS

8.3 CHIEF EXECUTIVE OR ADMINISTRATOR OF THE ORGANIZATION

8.4 OFFEROR’S AUTHORIZED REPRESENTATIVE

8.5 OFFEROR’S BUSINESS FUNCTION

8.6 MINIMUM QUALIFICATIONS

8.7 DELIVERABLES QUALIFICATIONS

8.8 REFERENCES

8.9 FINANCIAL STABILITY DOCUMENTATION

8.10 MINIMUM INSURANCE REQUIREMENTS

8.11 RECORD-KEEPING

8.12 PRICING PROPOSAL

8.13 BIDDERS LIST – ATTACHMENT H

8.14 FEDERAL CLAUSES FOR FEDERAL CONTRACTS – ATTACHMENT G

9.0 CONTRACT ADMINISTRATION INFORMATION

9.1 CONTRACT ADMINISTRATOR

9.2 TECHNICAL ADMINISTRATOR

9.3 INSPECTION ADMINISTRATOR

9.4 CONTRACT PAYMENT ADMINISTRATOR

10.0 CONTRACT CLAUSES (SEE ATTACHMENT G FOR FEDERAL CLAUSES)

10.1 FORCE MAJEURE

10.2 HOLD HARMLESS/IMDEMNIFACTION

10.3 PAYMENT TERMS

10.4 CONTRACT FUNDING

10.5 REFERENCE TO CONTRACT

10.6 SHIPPING

10.7 ASSIGNMENT, TRANSFER AND SUBCONTRACTING

10.8 CONFORMANCE WITH CONTRACT

10.9 WARRANTY

11.0 PROPOSAL PROCEDURE AND INSTRUCTIONS

11.1 SOLICITATION EXAMINATION

11.2 ALTERATION OF SOLICITATION DOCUMENT

11.3 INTERPRETATIONS OR REPRESENTATIONS

11.4 EQUIVALENT PRODUCTS

11.5 U.S. FUNDS

11.6 PROPOSAL PRICES

11.7 RFP CONSIDERATION OF ALL INHERENT COSTS

11.8 RFP FIXED PRICING

11.9 VENDOR QUESTIONS AND CLARIFICATIONS

11.10 RFP CLARIFICATIONS

11.11 SOLICITATION AMENDMENTS

11.12 LATE PROPOSALS AND PROPOSALS

11.13 ACCEPTANCE/REJECTION OF PROPOSALS OR PROPOSALS

11.14 METHOD OF PROPOSAL

11.15 MULTIPLE PROPOSALS

11.16 INCURRING COSTS

11.17 WITHDRAWAL OF PROPOSALS

12.0 REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

PROPOSERS/OFFERORS

12.1 DEBARMENT

12.2 REGISTRATION AND LICENSES

12.3 WARRANTIES

12.4 DISADVANTAGE BUSINESS ENTERPRISE (DBE)

13.0 PROPOSAL SUBMISSION

13.1 RFP GENERAL INSTRUCTIONS

13.2 RFP PROPOSAL SUBMITTAL

13.3 RFP PRICING PROPOSAL SUBMISSION

13.4 RFP PROPOSAL ORGANIZATION AND FORMAT

13.5 RFP PRESENTATIONS AND DEMONSTRATIONS

13.6 LATE PROPOSALS, PROPOSAL MODIFICATIONS, OR PROPOSAL WITHDRAWALS

13.7 AUTHORIZED SIGNATURE

13.8 DESCRIPTIVE LITERATURE

13.9 RFP COMPLETE RESPONSES

14.0 SELECTION AND AWARD PROCESS

14.1 PRELIMINARY REVIEW AND ACCEPTANCE OF PROPOSAL

14.2 RFP EVALUATION COMMITTEE

14.3 RFP ACCEPTED PROPOSALS

14.4 RFP AWARD AND FINAL OFFERS

14.5 CONTRACT AWARD

14.6 PROPOSAL ACCEPTANCE PERIOD

14.7 EVALUATION SUMMARY

14.8 GENERAL INSTRUCTIONS FOR THE PRICING PROPOSAL AND HOW IT WILL BE SCORED

15.0 CANCELLATION AND TERMINATION

15.1 TERMINATION OF CONTRACT

15.2 TERMINATION FOR CONVENIENCE

15.3 TERMINATION FOR CAUSE

15.4 CONTRACT CANCELLATION

Attachments:

Attachment A-Pricing Proposal

Attachment G - FEDERAL CLAUSES FOR FEDERAL CONTRACTS

Attachment H – BIDDERS LIST

Appendixes:

APPENDIX B - AFFIDAVIT OF NON-COLLUSION

APPENDIX C – PROPOSER INFORMATION

APPENDIX D – REFERENCES

APPENDIX E – DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

APPENDIX I – PROPOSAL SIGNATURE PAGE

APPENDIX J – Record Keeping

Submitting the proposal

Offerors must submit proposals via both of the following methods:

One original (identified as such) paper copy and one copy on USB must be submitted by mail to:

Bay Area Rural Transit

P.O. Box 612

Ashland, WI 54806

Identify the outside of the proposal as

“RFP Electronic Fareboxes.” Include the pricing proposal in a separate sealed envelope identified as “Pricing

Proposal.” Include the pricing proposals

DEFINITIONS

For the purposes of this Request for Proposal and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

Acceptance Period

The number of calendar days available to the Issuing Agency for awarding a contract from the date specified in this solicitation for receipt of

PROPOSALS.

Agency Bay Area Rural Transit

Proposers The entity submitting a Proposal in response to this RFP.

Contract Administrator The Agency employee responsible for oversight of the implementation, administration, and completion of the Contract.

Contract Manager

The employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and 2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals and termination.

Contract

The final version of any contractually binding agreement between the State and the Contractor relating to the subject matter of this RFP; references to the Contract include all exhibits, attachments and other documents attached thereto or incorporated therein by reference.

Contractor

The person or entity that has been awarded the Contract as a result of this

RFP, and who is required to provide equipment, materials, supplies, contractual services, or leasing real property to, the Procuring Agency.

Disadvantage Business

Enterprise (DBE)

DBEs are for-profit small business concerns where socially and economically disadvantaged individuals own at least a 51% interest and also control management and daily business operations.

Fare collection Vault

Dump system for secure transfer of cash from vehicle farebox to vault. Cash shall not be accessible by staff from time of insertion into farebox to time of emptying into vault.

Hardware Bill Validator A validator capable of accepting U.S. Currency

Mandatory

A requirement labeled as such must be present in the proposed solution, exactly as stated, or the solution will not be considered by the Procuring

Agency. The terms “must,” “shall,” and “will” are considered mandatory.

May Indicates something that is not mandatory but permissible.

Procurement Manager The person responsible for managing this procurement process.

Responsible

A Proposer who has furnished information and data to prove that the financial resources, service, facilities, personnel, service reputation, and experience are adequate to make satisfactory delivery of such Services and

Deliverables set forth in the RFP.

Responsive A proposal that conforms in all material respects to the requirements set forth in the RFP.

RFP This Request for Proposal.

State Holidays January 1, Martin Luther King Jr. birthday, Memorial Day, July 4, Labor

Day, Thanksgiving Day, December 24, December 25, and December 31

Supplier:

A person or entity that has been awarded the Contract as a result of this

Proposal, and who is required to provide the agreed upon good and/or services. The term Supplier is used throughout this document in lieu of

Contractor.

Wireless Data Transfer

Process

This device enables the wireless transmission of farebox data to BART’s backend system on a stationary computer.

Vendor

A person or firm submitting a response to a solicitation and a set of specifications. The term Vendor is used throughout this document in lieu of

Proposers or Proposer.

1.0 INTRODUCTION AND PURPOSE

1.1 Purpose and Scope of the Invitation for PROPOSALS

The Bay Area Rural Transit is seeking Proposals from qualified contractors to provide the following:

o Electronic Farbox:A physical device for processing transit fare payments o A Data Collection System: A system collecting and organizing BART’s service-related data.

o A Dedicated Customer Interface: Digital platform where customers can pay for rides in advance.

The PROCURING AGENCY makes no express or implied warranties whatsoever that any particular quantity or dollar amount of Services will be procured. The PROCURING AGENCY reserves the right to cancel this RFP for any reason prior to the issuance of a notice of intent to award.

1.2 Contract Term

One (1) contract will be awarded. The Contract shall be effective on the execution date of the accompanying Contract and shall run for five (5) years from that date. The contract will contain zero (0) options.

Supplier must not invoice agency for any costs accrued prior to this contract start date.

Any Contract resulting from this solicitation shall not be, in whole or in part, subcontracted, assigned or otherwise transferred to any other Supplier without prior written approval from the Agency.

1.3 Farebox Estimated Quanitity

BART’s projected farebox needs are detailed below. These numbers are estimates only and do not guarantee a minimum or maximum number of fareboxes that could be ordered from the contract, as programs and funding are ongoing and subject to change.

The Agency does not guarantee to purchase any specific quantity, or pay any minimum Contract price during the term of the Contract. Proposals that require a minimum number of commodities or services

Contract Year 1

Contract Year 2

Contract year 3

Contract year 4

Contract Year 5

Contract

TOTAL

Fairboxes 6 0 5 5 5 21 be ordered will be disqualified. The submitted price must apply to any number of units purchased, up to the contract’s maximum.

1.4 Number of Contracts

It is the intention of the agency to award one contract for the goods and services required in this solicitation.

1.5 Contractor Selection

The Municipality reserves the right to award a contract to a Vendor without clarifications, discussions, or negotiations following an evaluation of which Vendor is determined to be the highest scoring

(technical factors and price considered) based on the factors discussed below. As such, Vendors should always submit their best technical and price proposal from the onset.

1. Professional Competence - The extent to which the firm's proposal is complete and demonstrates a thorough understanding of the solicitation/contract requirements. This includes elements such as its personnel program (hiring/firing/retention), drug and alcohol program, handling of complaints, operations plan, and maintenance program.

2. Capacity - The extent to which the firm’s proposal demonstrates that it has the financial resources, skilled personnel, equipment, software, and facilities to perform the scope of work.

This includes elements such as its financial capability, any leasing or financing agreements, personnel (key personnel, dispatchers, drivers, etc.), fleet size and description, and record-keeping ability.

3. Experience - The extent to which the firm’s proposal demonstrates successful current and past experience in performing similar work, including the level of achieved client satisfaction.

4. Price - The competitiveness of the Vendor’s prices.

1.6 Procurement Manager

All communication and/or questions on all matters regarding this Proposal must be made in writing and refer to Request for Proposal number 20250624 and be directed to the agency Procurement Manager:

Nick Esberner.

Any contact or communication with any employee or officer concerning this RFP except the

Procurement Manager is strictly prohibited from the date this RFP is released until the date the notice of intent to award is issued. The Procurement Manager may authorize in writing contact or communication with another State employee or officer as circumstances dictate. Vendors who hold a current Contract may continue to communicate with the appropriate Contract Administrator regarding the performance of that current Contract.

1.7 Federal Participation

This procurement is subsidized with state and federal transit operating funds. Federal grant monies

$210,000.00 fund this contract, in whole or in part (Section 5311).

1.8 Contract Modifications

The resulting Contract must only be used to purchase services within the scope and intent of the original

Request for Proposal. Any modifications made to the resulting Contract must fall within the scope of the

Proposal.

All modifications must be made in writing and signed by both parties.

1.9 Completeness and Validity of Offers

Vendors must complete and submit all required forms with their Proposals. This includes the “Affidavit of Non-Collusion” which Vendors must submit with their pricing proposal.

Vendors must acknowledge receipt of any solicitation amendments. Offers must remain valid for a minimum of 90 days after Proposals are submitted.

1.10 Correspondence Related to the Solicitation

Questions, noted errors, discrepancies, ambiguities, exceptions, additions, or deficiencies noted in this solicitation must be submitted by e-mail to the identified Procurement Administrator prior to the specified solicitation closing date.

Any changes in the solicitation (including specification) will be made by amendment issued to all

Vendors.

1.11 Reasonable Accommodations

Bay Area Rural Transit can provide reasonable accommodations, including the provision of informational material in an alternative format for qualified individuals with disabilities upon request. If a Vendor needs accommodations at the outset of this solicitation process, please contact the

Procurement Manager.

1.12 Wisconsin Public Records Law

WisDOT and all records it retains are subject to Wisconsin Public Records law, sec. 19.31, et seq, Wis.

Stats. WisDOT will advise proposer request for records it has designated as proprietary or confidential.

All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year.

1.13 Federal Public Records Law

The Supplier must maintain the following records which will be available to the Wisconsin Department of Transportation for inspection upon demand. All records, whether handwritten or electronic, must be accurate, organized, and legible. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year and the grant has been closed.

1.14 Order of Precedene

In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, the bid response from the successful bidder, and additional terms agreed to, in writing, by

WisDOT and Contractor shall become part of the contract.

The following priority for contract documents will be used if there are conflicts or disputes:

1. The Contract Document

2. Official Purchase Order

3. Proposal response as accepted by The Agency

4. The Agency’s Published Request for Proposals

2.0 PRE-PROPOSAL CONFERENCE

The Agency will not be hosting a pre-proposal conference.

3.0 PROPOSAL SCHEDULE

The agency intends to adhere to a schedule in procuring these services. The schedule below is provided for informational purposes, may be affected by unforeseen circumstances, and is subject to change.

Listed below are dates and times of actions related to this solicitation. The events with specific dates must be completed as indicated unless otherwise amended. In the event that the Agency finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an amendment to this solicitation. There may or may not be a formal notification issued for changes in the estimated dates and times.

At the time of issuance, the procurement schedule shall be as follows:

Date Event

7/21/2025 Issue Request for Proposals (RFP)

8/4/2025 2 PM CT Due date for submitting questions

8/8/2025 Issue written response to questions - Estimated

Date Event

8/22/2025 2 PM CT Due date for submitting Proposals - Late submissions will not be accepted

8/25/2025 Proposal Evaluation Starts - Estimated

9/8/2025 Call for Best and Final Offers (if needed) - Estimated

9/10/2025 Due date for submitting Best and Final Offers- Estimated

9/19/2025 Final approvals for award - Estimated

9/19/2025 Notification of Inent to Award - Estimated

10/6/2025 Issue “Notice to Proceed”- Estimated

10/6/2025 Contract Start Date – Estimated

4.0 GENERAL PROPOSAL SUBMISSION REQUIREMENTS

Proposals which do not comply with the format set forth below may be rejected without further consideration. These restrictions are not intended to hamper proposal preparation but to provide uniformity in evaluating responses to this RFP.

A. Corporations, individuals, or other organizations interested in providing service should so indicate by answering all questions included throughout this RFP. Vendors must respond to any questions and forms included throughout this RFP.

B. The completeness and responsiveness to the RFP’s stated requirements (Scope of Work), questions, tables, and forms will be used in evaluating Proposals in accordance with solicitation’s evaluation factors and the assigned weights for such factors. For Proposals to remain eligible, all information provided must be true and accurate and reasonably verifiable.

C. Proposals received after the due date and time will be considered late Proposals and will not be accepted. Reliance upon public carriers for delivery of Proposals is at the Offeror’s risk.

Proposals submitted via fax will not be accepted.

D. The pricing proposal must be submitted on the form shown in Appendix A, and must be signed by an individual authorized to contractually obligate the Offeror. The provided pricing sheet should not be modified or altered to present different or additional information than what the form is asking for.

E. The pricing proposal (Attachment A) shall be placed in a separately sealed envelope and its contents not disclosed or revealed elsewhere within the submitted RFP package. The pricing proposal (Attachment A) shall depict the fixed costs to be used for the duration of the contract.

5.0 PROPOSAL FORMAT

5.1 Proposal Format

Each proposal shall include complete and detailed written responses to the items below. Each Offeror’s response to these items will be evaluated in accordance with the criteria stated in this RFP

A. Proposal will be typewritten, using a 12-point font (which is the size used in this

RFP) on a standard 8 1/2" x 11" page format. Vendors must organize their

Proposals so that they address each of the elements stated below in this RFP.

B. In addition, one (1) electronic copy of the Offeror’s proposal must be submitted on

CD or USB media in a readily accepted format such as Word or Adobe Acrobat.

5.2 Cover Letter

The Cover Letter must specifically state that the information contained in the Offeror’s proposal is accurate and complete as of the date of submission; that the information is true and reasonably verifiable as of the date of submission; and that the Offeror is willing to comply with all stated contractual requirements.

6.0 MANDITORY REQUIREMENTS

All Vendor Requirements in this section are mandatory. These mandatory requirements will be deemed either pass or fail. This will be determined by a designated Subject Matter Expert. Failure to meet a qualification will disqualify your Proposal. However, the agency reserves the right to waive any qualification if no Vendor is able to satisfy that qualification.

All specifications in this section are mandatory and indicate the minimum specifications for the services and commodities required. The following specifications must be met at no additional cost above the pricing provided in the Proposal. All specifications are defined as minimum mandatory requirements unless otherwise stated. Failure to meet any mandatory specifications will result in the disqualification of the Proposal. In the event no Vendor is able to meet individual mandatory specifications, the State reserves the right to continue the review of PROPOSALS and to select the Proposal that most closely meets the specifications detailed in this RFP.

Before the award of any Contract, the Department shall be satisfied that the Vendor has sufficient qualified resources available for performing the work described in this Proposal. It is the Vendor’s responsibility to acquaint the Department with these qualifications by submitting appropriate or supporting documentation.

These mandatory requirements will be deemed either pass or fail. This will be determined by a designated Subject Matter Expert.

6.1 Vendor Experience

Vendor must have a minimum of three (3) years of experience with fare collection equipment and services.

7.0 CONTRACT DELIVERABLES

All deliverables in this section are considered the minimum deliverable for the services required. The following deliverables must be met at no additional cost above the pricing provided in the Proposal.

Failure to meet any minimal deliverables may result in the disqualification of the Proposal. In the event no Vendor is able to meet individual specifications, the State reserves the right to continue the review of

PROPOSALS and to select the Proposal that most closely meets the specifications detailed in this RFP.

The following contract deliverables must be met at no additional cost above the pricing provided in the

Proposal.

Before the award of any Contract, the Department shall be satisfied that the Vendor has sufficient qualified resources available for performing the work described in this Proposal. It is the Vendor’s responsibility to acquaint the Department with these qualifications by submitting appropriate or supporting documentation.

7.1 Electronic Farebox Physical Requirements

7.1.1 Farebox maximum size is 11” D x 10” W x 36” H.

7.1.2 Farebox must run on a 12-Volt.

7.1.3 Farebox must include a hardware bill validator that accepts U.S Currency.

7.1.4 Farebox must include a wireless data transfer transmitter.

7.1.5 Farebox must have a wireless data probe (transfer of data using wi-fi).

7.1.6 Farebox must allow for portable data probe (transfer of data using a physical cord with no wi-fi needed).

7.1.7 Farebox must have a fare collection vault dump system for secure transfer of cash from vehicle farebox to vault. Cash must not be accessible by staff from time of insertion into farebox to time of emptying into vault.

7.1.8 Farebox must have a transfer printer.

7.1.9 Farebox must allow for BART to replace parts.

7.1.10 Farebox must allow for BART to fix software components.

7.2 Electronic Farebox User Requirements

The agency requires the farebox to include the following:

7.2.1 Zero physical contact between driver and riders for purposes of fare sales or fare acceptance.

7.2.2 Wireless data transfer process must transfer key information such as: passenger counts, fare totals, and real-time timestamps related to fare collection.

o The wireless data transfer probing process that maximizes convenience and reliability while minimizing labor and time required for accomplishing this essential task.

o The data transfer process that provides maximum security and involve as minimal intervention by BART personnel as possible.

7.2.3 Bus operator override process that allows use of cash transactions.

7.2.4 The average time to download/upload ridership and fare collection data must occur within a reasonable and acceptable timframe.

7.2.5 Hardware must allow for wireless updates to component parts firmware and farebox functionality.

7.2.6 Provide for wireless data transfer.

7.2.7 The system shall support a portable data transfer method via the use of a portable data probe.

o The portable method will provide the same functionality and data as the wireless data transfer process. Data shall be stored in solid state, RAM memory.

o The portable data transfer method shall be capable of storing all information from every farebox with full transactional records.

7.2.8 The software provided must be the latest available version and must be continuously updated and maintained throughout the duration of the contract.

7.2.9 Accept all types of U.S. only currency; verifying coins, validating $1, $2, $5, $10, and $20 bills, and processing convenience passes, transfers, fare adjustments and smart cards.

7.2.10 Provide a collection vault dump system for secure transfer of cash from vehicle farebox to vault. Cash shall not be accessible by staff from time of insertion into farebox to time of emptying into vault.

7.3 Data collection system

• The Software must allow for continuous updates throughout the entire life of the product.

o The software must be compatible with the farebox being provided.

• The software must include premade reports capable of tracking ridership information including but not limited to ridership demographics, fare collection assigned to each demographic, and separated by each route.

• The software premade reports must be customizable based on BART’s reporting needs.

• Accurately and securely compile all transactional records to permit a complete audit and analysis of passenger boarding statistics.

• Record each associated transaction with the time and location of the accepted fare.

7.4 Dedicated customer interface

• Easy to use online portal with the ability to add money to an individuals smart card for bus fares.

• Customer interface must allow for payment option for purchase of fare materials outside of the bus, via online an portal.

• Customer interface must allow for ability for riders to use an online portal to register their payment and add fares to their account, then presenting either a smart card or phone app to the driver.

• Record each associated transaction with the time and location of the accepted fare.

• Accurately and securely compile all transactional records to permit a complete audit and analysis of passenger boarding statistics.

7.5 In-Person Training

At time of delivery/implemnation, vendor must host an in person training for BART employees teaching them how to use the following:

• Electronic Fareboxes o This includes teaching BART staff on how to install fareboxes.

• Data collection system or

• Dedicated customer interface

During this in-person training, vendor must provide instruction manuals.

7.6 Public How-To-Videos

At time of delivery/implemnation vendor must provide how-to videos for training the public on use of the online portal.

7.7 Contract Deliveries – For Goods

The Fareboxes must be delivered using the following delivery address. Weekends and holidays excepted, deliveries shall be F.O.B. Destination, to the location shown below. The term "F.O.B. Destination," as used in this clause, means free of expense to the Issuing Agency and delivered to the location specified.

Delivery shall be made between 7:30 a.m. and 3:00 p.m. CT, Monday through Friday, except holidays observed by the State of Wisconsin.

Delivery Address – 2216 6th St. E Ashland, WI 54806

7.8 Condition of Contract Deliveries

The contractor shall deliver any contract shipments in good order and condition to the point of delivery specified in the solicitation and units delivered must meet or exceed all specifications. If applicable, manufacturer's statement of origin (MSO) must accompany each unit at the time of delivery. The contractor shall be responsible for any loss of and/or damage to the goods occurring before receipt of the shipment by the Issuing Agency at the delivery point specified in the solicitation.

8.0 PROPOSAL CONTENT

Proposals must include the information listed below in the same order as listed below. The Offeror's response to these items will be evaluated in accordance with the criteria stated in this RFP. Additional data, exhibits, and explanations may be included should the Offeror deem them important to the evaluation of its proposal.

Information Pertinent to the Offeror and Offeror’s Proposal. The proposal must include the following information:

8.1 Offeror Identification

Provide the Offeror’s name, business address, telephone number, facsimile number, e-mail address.

8.2 Offeror’s Legal Status

Identify the Offeror’s business type (e.g., whether the organization is a sole proprietor; for-profit corporation or joint venture corporation; for-profit partnership; non-profit; public agency; or other type

(identify), etc.).

8.3 Chief Executive or Administrator of the Organization

Provide the name and contact information for this individual.

8.4 Offeror’s Authorized Representative

Provide the name and contact information for the individual authorized to represent the Offeror in discussions or negotiations, acknowledge amendments, and/or otherwise commit the Offeror.

8.5 Offeror’s Business Function

Describe the major business function(s) or activities of the organization.

8.6 Minimum Qualifications

The Minimum Qualifications located in Section 6.1 will be used to determine eligibility to continue to the evaluation phase of this procurement. Restate each minimum qualification and provide a synopsis of how the Offeror meets those minimum qualifications.

8.7 Deliverables Qualifications

The Contract Deliverables located in Section 7.1 – 7.6 will be scored. Please restate each deliverable and provide a synopsis of how the Offeror meets those requirements.

8.8 References

Using Appendix D - REFERENCES, provide the names of any agencies for which the Offeror has provided contract services over the past three (3) years. These agencies will be queried for references in order to ascertain the Offeror’s past performance history.

8.9 Financial Stability Documentation

A. Financial Statement. In order to determine the Offeror’s financial capability, the Offeror must attach a copy of its most recent annual audited financial statement. The Statement must be dated no later than one year from proposal due date.

B. Liens and Judgments. Provide any documentatio and explain any past, current, or pending liens, judgments, or lawsuits against property owned by or otherwise concerning the Offeror and any existing legal suits (pending) against the Offeror which may potentially impact the

Offeror’s capability to provide the required contract services solicited by this RFP.

8.10 Minimum Insurance Requirements

Every contractor and all parties furnishing services or products to the Agency or any of its subsidiary companies must provide the Agency with evidence of the following minimum insurance requirements. In no way do these minimum requirements limit the liability assumed elsewhere in the contract. All parties shall, at their sole expense, maintain the following insurance:

A. Commercial General Liability Insurance including contractual coverage:

The limits of this insurance for bodily injury and property damage.

Combined shall be at least:

Each Occurrence Limit $1,000,000

General Aggregate Limit $2,000,000

Products-Completed Operations Limit $2,000,000

Personal and Advertising injury Limit $1,000,000

B. Business Automobile Liability Insurance:

Should the performance of this Agreement involve the use of automobiles, Contractor shall provide comprehensive automobile insurance covering the ownership, operation and maintenance of all owned, non-owned and hired motor vehicles. Contractor shall maintain limits of at least $1,000,000 per accident for bodily injury and property damage combined.

C. Workers’ Compensation Insurance:

Such insurance shall provide coverage in amounts not less than the statutory requirements in the state where the work is performed, even if such coverages are elective in that state.

D. Employers Liability Insurance:

Such insurance shall provide limits of not less than $500,000 policy limit.

E. Excess/Umbrella Liability Insurance:

Such insurance shall provide additional limits of not less than $5,000,000 per occurrence in excess of the limits stated in (A.), (B.), and (D.) above.

Additional Requirements:

F. Contractor shall require the same minimum insurance requirements, as listed above, of all its contractors, and subcontractors, and these contractors, and subcontractors shall also comply with the additional requirements listed below.

H. The above insurance coverages may be obtained through any combination of primary and excess or umbrella liability insurance. The Agency may require higher limits or other types of insurance coverage(s) as necessary and appropriate under the applicable purchase order.

I. Except where prohibited by law, all insurance policies shall contain provisions that the insurance companies waive the rights of recovery or subrogation, by endorsement to the insurance policies, against WisDOT, its subsidiaries, its agents, servants, invitees, employees, co-lessees, co-venturers, affiliated companies, contractors, subcontractors and their insurers.

J. Contractor shall provide certificates and endorsements evidencing the coverages, limits and provisions specified above upon request or at the execution of the contract and thereafter upon the renewal of any of the policies. Contractor shall require all insurers to provide WisDOT with a thirty (30) day advanced written notice of any cancellation, nonrenewal or material change in any of the policies maintained in accordance with this Agreement. Coverage must be placed with carriers with an A. M. Best rating of A-

10 or better.

Submit to: n.esberner@bartbus.com

8.11 Record-Keeping

Briefly describe the Offeror’s record-keeping capabilities as they relate to the provision in Appendix J –

Record Keeping

8.12 Pricing Proposal

Provide your best pricing on Pricing Proposal Excel Document. Vendors must submit costs for each deliverable. The total cost provided must be all inclusive to carry out the services included in this RFP, in accordance with the terms and conditions of this RFP. Please sign and date Pricing proposal.

The Agency does not guarantee to purchase any specific quantity, or pay any minimum Contract price during the term of the Contract. Proposals that require a minimum number of commodities or services be ordered will be disqualified.

This is a firm-fixed price contract for a base period of five (5) years with no option periods. Proposers are required to submit a firm-fixed price for the contract base period (first five contract years) that covers all operating and administrative costs of performing the service.

8.13 Bidders List – Attachment H

Each proposal must include a completed Bidders List (see Attachment H – Bidders List) which consists of all firms that are participating or attempting to participate, on DOT-assisted projects.

For every firm, the following information must be included: (1) Firm name, (2) Firm address, (3) Firm’s status as a DBE or non-DBE, (4) The age of the firm, (5) The annual gross receipts of the firm. The list must include all sub-consultants contacting the proposer/offeror expressing an interest in participating in the proposal.

8.14 Federal Clauses for Federal Contracts – Attachment G

Vendor must review and sign the federal clauses. At time of submission, vendor must submit a signed copy of the federal clauses. PROPOSALS received without signed federal clauses will not be accepted and will automatically be disqualified from further consideration

9.0 CONTRACT ADMINISTRATION INFORMATION

9.1 Contract Administrator

The authorized individual responsible for administering this contract after award is Nick Esberner, Operations Manager at Bay Area Rural Transit, n.esberner@bartbus.com

9.2 Technical Administrator

The individual authorized to address any technical or specification issue, or other work or performance requirements under this contract is Nick Esberner, Operations Manager at Bay Area Rural Transit, n.esberner@bartbus.com

(Note: This person is NOT authorized to make any changes to the contract but may request any necessary contract modifications from the person identified in above).

9.3 Inspection Administrator

The individual and office designated to inspect and accept all contract deliveries and to certify that invoices are proper for payment is Nick Esberner, Operations Manager at Bay Area Rural Transit, n.esberner@bartbus.com

9.4 Contract Payment Administrator

The individual and office responsible for making contract payments is Nick Esberner, Operations

Manager at Bay Area Rural Transit, n.esberner@bartbus.com

10.0 CONTRACT CLAUSES (SEE ATTACHMENT G FOR FEDERAL CLAUSES)

The Agency reserves the right to negotiate the following terms and conditions when it is in the best interest of the State to do so. Vendors may not submit their own Contract document as a substitute for the Agency’s Terms and Conditions.

Vendors must accept all terms and conditions or submit point-by-point exceptions along with proposed alternative or additional language for each point. The State may or may not consider any of the Vendor’s suggested revisions. Any changes or amendments to any of the terms and conditions will occur only if the change is in the best interest of the State. Pricing submitted should assume that no changes to these terms and conditions will be accepted.

If a Contract document is executed as a result of this procurement, additional terms and conditions may be contained in that document and negotiated at that time.

10.1 Force Majeure

Neither party is responsible for failure to fulfill its obligations due to causes beyond its reasonable control, including without limitation, acts or omissions of government or military authority, acts of God, materials shortages, transportation delays, fires, floods, labor disturbances, riots, wars, terrorist acts, or any other causes, directly or indirectly beyond the reasonable control of the nonperforming party, so long as such party is using its best efforts to remedy such failure or delays.

10.2 Hold Harmless/Imdemnifaction

The contractor agrees to protect, defend, and save the Issuing Agency, its elected and appointed officials, agents, and employees, while acting within the scope of their duties as such, harmless from and against all claims, demands, causes of action of any kind or character, including the cost of defense thereof, arising in favor of the contractor’s employees or third parties on account of bodily or personal injuries, death, or damage to property arising out of services performed or omissions of services or in any way resulting from the acts or omissions of the contractor and/or its agents, employees, representatives, assigns, subcontractors, except the sole negligence of the Issuing Agency, under this agreement.

10.3 Payment Terms

Payment terms will be computed from the date of delivery of supplies or services OR receipt of a properly executed invoice, whichever is later. Unless otherwise noted in the solicitation document, the

Issuing Agency is allowed 30 days to pay such invoices. Contractors will be required to provide banking information at the time of contract execution in order to facilitate electronic funds transfer

(EFT) payments.

10.4 Contract Funding

To ensure the delivery of improved services and competitive pricing, to address potential performance issues, changes in technology or industry consolidation, the Agency reserves the right to negotiate the pricing and terms at the time of contract renewal.

As required by Wisconsin Statutes, continuance of a Contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds, and the termination of the Contract by lack of appropriations shall be without penalty.

10.5 Reference to Contract

The contract or purchase order number MUST appear on all invoices in order for the invoice to be considered a properly executed invoice. The contract number must also be identified on all packing lists, packages, and correspondence pertaining to the contract.

10.6 Shipping

Supplies shipped prepaid, F.O.B. Destination, unless the contract specifies otherwise.

10.7 Assignment, Transfer and Subcontracting

The contractor shall not assign, transfer or subcontract any portion of the contract without the express written consent of the Issuing Agency.

10.8 Conformance with Contract

No alteration of the terms, conditions, delivery, price, quality, quantities, or specifications of the contract will be granted without prior written consent of the authorized individual in the Issuing Agency.

Supplies delivered which do not conform to the contract terms, conditions, and specifications may be rejected and returned at the contractor’s expense.

10.9 Warranty

The contractor shall provide a warranty on any unit(s) purchased which is current to the industry. All franchised dealers of the units must honor the warranty. Warranty adjustments will be made promptly within the agreed warranty period. Any malfunction of parts, or failure discovered beyond the stated warranty period, which is reasonably attributed to a manufacturer's fault, will be subject to corrective action on a cost-sharing basis at an agreed percent of sharing. The contractor will not be held liable for delivery delays caused by strikes, Acts of God, illegal acts by public disturbances, or demands placed by the U.S. Government in national emergencies. In an emergency, if the contractor or an authorized dealer is unable to furnish a serviceman and parts and make necessary warranty repairs within a three business days, the Agency may elect to have emergency repairs made elsewhere and hold the damaged parts for the contractor’s or dealers' inspection, together with sufficient documentation, to justify or verify the repairs. The dealer, or factory, shall reimburse the Agency for all costs related thereto (including travel time).

11.0 PROPOSAL PROCEDURE AND INSTRUCTIONS

11.1 Solicitation Examination

Vendors are responsible for examining all solicitation documents and any addenda issued to become informed as to all conditions that might in any way affect the cost or performance of any work. Failure to do so will be at the sole risk of the Proposer/offeror.

Should the vendor find discrepancies in or omissions from the solicitation documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the solicitation documents, the vendor shall promptly notify the procurement officer in writing.

The Proposer/offeror making such request will be solely responsible for its timely receipt by the authorized procurement officer. Replies to such notices may be made in the form of an addendum to the solicitation that must be acknowledged by all Proposers/offerors when submitting their Proposals/offers.

11.2 Alteration of Solicitation Document

In the event of inconsistencies or contradictions between language contained in the solicitation document and a vendor’s response, the language contained in the original solicitation document will prevail. Intentional manipulation and/or alteration of solicitation document language will result in the vendor’s disqualification and possible debarment.

11.3 Interpretations or Representations

The Issuing Agency assumes no responsibility for any interpretation or representations made by any of its officers or agents unless such interpretations or representations are incorporated into a formal written addendum to the solicitation.

11.4 Equivalent Products

Requirements identified in this solicitation must be satisfied, or a functional equivalent Proposal submitted, which is acceptable to the Issuing Agency. Proposers who do not meet this criterion may be disqualified from further consideration. A Proposers must state if they are unable or unwilling to meet any requirement. Inability or unwillingness to meet any requirement, in part or in whole, may be cause for disqualification of the entire Proposal response. Any exceptions taken by the Proposers must be clearly identified on the Proposal forms. Where specific brands are specified, Proposers may submit an equivalent product and the Issuing Agency reserves the right to further examine whether the product meets its stated needs.

11.5 U.S. Funds

All prices Proposal must be in U.S. dollars. All contract payments will be made in U.S. dollars.

11.6 Proposal Prices

The prices herein specified, unless otherwise expressly stated, shall exclude all taxes and duties of any kind which either party is required to pay with respect to the sale of products covered by this solicitation, but shall include all charges and expenses in connection with the packing of the products and their carriage to the designated place of delivery unless specifically excluded. Proposal prices shall include any and all transportation costs. The Contractor will be paid upon submission of a proper invoice at the prices stipulated herein for products, and/or services delivered to and accepted by the

Agency.

11.7 RFP Consideration of All Inherent Costs

Proposal prices shall take into consideration all inherent costs of providing the goods and services described in the RFP. Proposer is responsible for paying all travel costs including, but not limited to, round-trip travel, meals and parking.

11.8 RFP Fixed Pricing

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for ninety (90) days starting on the due date for proposals. The awarded contractor must hold the accepted prices and/or costs for the entire contract period. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between the Agency and the Contractor. Contractor must provide supporting documentation when requesting price changes.

11.9 Vendor Questions and Clarifications

Any questions, exceptions, or additions concerning this RFP must be submitted in writing on or before

8/4/2025 by 2 PM CT to: __Nick Esberner, n.esberner@bartbus.com____________________

Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP document by the Question Due Date specified in this RFP. Questions must be submitted to the

Procurement Manager in writing via email.

If at any time prior to the due date, a Vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Vendor must immediately notify the

Procurement Manager of the issue in writing and request modification or clarification of the RFP document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or addendums will be posted on Vendor Net.

11.10 RFP Clarifications

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Proposer should immediately notify (Procurement Manager Name) at (Email address) via e-mail (no phone calls).

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, addendums or amendments will be provided via Vendor Net.

Proposers are encouraged to log into Vendor Net periodically during the RFP process. The person who is registered for the Proposer on Vendor Net should get an email any time a change is made to the RFP.

No phone calls, emails or other correspondence to other Agency staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal. All oral communications are unofficial. Proposers shall rely only on written statements issued by the Procurement Manager.

11.11 SOLICITATION AMENDMENTS

If the solicitation is amended, then all terms and conditions that are not modified remain unchanged. It is the Proposers's/offeror’s responsibility to keep informed of any changes to the solicitation.

Proposers/offerors must sign and return with their Proposal/offer an Acknowledgment of

Addendum for any addendum issued. In sealed Proposal procurements, PROPOSALS that fail to include an Acknowledgment of Addendum may be considered nonresponsive.

11.12 LATE PROPOSALS AND PROPOSALS

Regardless of cause, late PROPOSALS and Proposals will not be accepted and will automatically be disqualified from further consideration. It is solely the vendor’s risk to ensure delivery of

PROPOSALS/offers at the designated office by the designated date and time. Late PROPOSALS and

Proposals will not be opened and may be returned to the vendor at the expense of the vendor or destroyed, if so requested.

11.13 ACCEPTANCE/REJECTION OF PROPOSALS OR PROPOSALS

The Issuing Agency reserves the right to accept or reject any or all PROPOSALS or Proposals, wholly or in part, and to make awards in any manner deemed in the best interest of the Issuing Agency.

11.14 Method of Proposal

Attachment A contains the Pricing Proposal for this solicitation, and must be completed in full and returned at the time of Proposal. Vendors may not alter the Pricing Proposal in any manner. Alternate pricing formats will not be accepted and may result in disqualification of the Proposal.

Pricing submitted must include all costs to furnish the services included in the Proposal, in accordance with the terms and conditions of this RFP, including labor, travel, and insurance. The following additional costs or fees are not allowed in any Proposal:

• Delivery location fees

• Small Order/Minimum Order fees

• Special Order fees

• Purchasing Card (P-Card) related charges

•…