2026.01.16_Mobility Eco System-CADVAL.pdf

REQUEST FOR PROPOSALS

RFP #2026-001

Mobility Eco-System

CAD-AVL

Planning and Passenger Information System

City of Wilsonville

South Metro Area Regional Transit

KEY RFP DATES:

Pre-Proposal Conference – January 26, 2026

Proposal Submittal Deadline – March 12, 2026

TABLE OF CONTENT

SECTION 1 - AGENCY OVERVIEW 3

SECTION 2 - PROPOSAL SUBMISSION INSTRUCTIONS 5

SECTION 3 - GENERAL INSTRUCTIONS FOR PROPOSERS 8

SECTION 4 – SCOPE OF WORK 15

SECTION 5 - EVALUATION AND SELECTION 34

ATTACHMENTS 42

CITY OF WILSONVILLE - SMART

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SECTION 1 - AGENCY OVERVIEW

The City of Wilsonville (City) transportation system South Metro Area Rapid Transit (SMART) is driven by a mission to provide dependable transportation system by delivering reliable and efficient transportation solutions within Wilsonville, surrounding areas of Canby, Salem, and Tualatin.

Operated by the City of Wilsonville, SMART maintains a fleet of over thirty-four (34) vehicles ranging from 40-foot buses to Compressed Natural Gas (CNG) cut-away buses to an electric trolleybus.

SMART also operates Dial-a-Ride services, to provide door-to-door on-demand services within Wilsonville and nearby cities. SMART services are mostly fare-free. (Attachment 1 – SMART Transit System Map).

SMART’s commitment to customers consists of providing the highest level of integrity, exceptional customer service, a can-do spirit that fosters innovation, clear and transparent communication, with an innate desire to serve. Our vision is to provide an accessible and inclusive public transportation system that supports the diverse needs of the local community, while reflecting the character and values of our constituency.

SMART passengers seek seamless connectivity and require easy access to transit options and transit-related information. In Spring 2026, Wilsonville’s first Transit Oriented Development (TOD) will open adjacent to Wilsonville Transit Center, with SMART’s in-person customer service assistance. The new customer service center will provide a convenient and safe connection point for Wilsonville residents, other transit riders, and neighboring systems. To facilitate provision of real-time passenger information to the traveling public, SMART plans to install and operate informational monitors at the Transit Center to provide accurate and up to-the-minute transit information.

To build regional cooperation and transit accessibility, SMART works with a consortium of small local transit operators. Known as Ride Clackamas, this voluntary consortium represents a collective group of Clackamas County transit agencies united to simplifying passenger experience between multiple organizations https://rideclackamas.org/about-ride-clackamas/. It is the desire of SMART and Ride Clackamas to work in partnership to improve transit connectivity, passenger experience and to extend the use of the proposed technologies to all Ride Clackamas organizations. Through this procurement process, SMART desires to allow for procurement/subscription options to Ride Clackamas participating agencies.

In addition to the Ride Clackamas initiative, SMART has a cooperative agreement with Cherriots service to/from the city of Salem. SMART also connects to the transit services provided by TriMet, both bus and rail connections, and accommodates in sharing GTFS and other pertinent information tools with TriMet to allow for regional transit planning coordination.

Request for Proposal (RFP) Overview SMART is seeking a qualified vendor with expertise in Computer Aided Dispatch Automatic Vehicle Location (CAD-AVL) platform to support operation, reporting, dispatching, and information sharing through, both, Transit Center informational monitors, web-based application, third-party Mobile Application (App) solutions, all in an effort to cater to the diverse needs of our existing and future ridership. The desired solution should offer a seamless integration of applications that connect fixed-route and dial-a-ride demand responsive travel options and trip planning activities.

https://rideclackamas.org/about-ride-clackamas/

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RFP # 2026-001_MOBILITY ECO SYSTEM

SMART’s expectation is that the successful proposer will provide comprehensive transportation information platform with capability to manage, plan, and integrate purchase services for operational staff, customer service representatives, management analytic tools, including National Transit Database (NTD) reporting features, customer-centric planning and informational functions for both fixed route and demand responsive demand delivery options. SMART desires to have one and open software platform solution to accommodate and deliver fixed- and on-demand CAD-AVL solutions.

The proposed solution should be able to integrate and push SMART (and if elected Ride Clackamas), information and CAL-AVL functions. It is the desire of SMART, and Ride Clackamas, to acquire a unified comprehensive transit information solution for neighboring jurisdictions.

The response to this RFP should encompass a comprehensive approach to integration of CAD-AVL, General Transit Feed Specifications (GTFS) Fixed, Flex, and/or Real-Time feeds, internal and third-party mobile application, real-time signage systems functions at Transit Center and bus stops, and facilitate current and future service planning functions.

Request for Proposal (RFP) documents may be obtained on or after January 16, 2026 at Wilsonville City Hall, located at 29799 SW Town Center Loop East, Wilsonville, Oregon 97070, or may be obtained electronically on the City website (www.wilsonvilleoregon.gov) under “Business” by clicking on “Bids and RFPs. The City of Wilsonville shall not be held responsible for delivery of the documents.

Proposals will be evaluated in accordance with the qualifications based selection procedures of OAR 137-047-0260. This Project does involve federal funds. If federal funds are involved, special federal requirements are contained within the attached draft Goods and Services Contract and must be carefully reviewed and complied with.

SMART reserves the right to obtain clarification of any portion of a Proposal or to obtain additional information necessary to properly evaluate a particular Proposal. Failure of a Proposer to timely respond to such a request for additional information or clarification may result in a finding that the Proposer is non-responsive and consequent rejection of the Proposal.

SMART may obtain information from any legal source for clarification of any Proposal. SMART need not inform the Proposer of any intent to perform additional research in this respect or of any information thereby received. SMART may perform, at its sole option, investigations of any Proposer.

Information may include, but shall not necessarily be limited to, current litigation and contracting references. All such documents, if requested by SMART, become part of the public record and may be disclosed accordingly.

SMART reserves the right to request revisions of any Proposal after the date and time due and before award for the purpose of obtaining best and final offers.

END OF SECTION

http://www.wilsonvilleoregon.gov/

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SECTION 2 - PROPOSAL SUBMISSION INSTRUCTIONS

2.01 PROPOSAL SUBMISSION

Notice is hereby given that the deadline for proposal submission to the City of Wilsonville SMART is on Thursday, March 12, 2026, by 3:00PM.

2.02 PRE-PROPOSAL CONFERENCE (NON-MANDATORY)

A non-mandatory pre-proposal conference is scheduled for January 26, 2026, at 1:30 p.m. PST.

Prospective proposers have the option to attend either in person or virtually.

In-person Attendance:

Address: 29799 SW Town Center Loop E, Wilsonville, OR, 97070 Venue: Willamette River Conference Room Transit Conference Room

Virtual Attendance via TEAMs:

Join the meeting now Meeting ID: 278 418 906 970 91 Passcode: Mu9c7Jp6

The Pre-Proposal Conference presentation will be made available on January 26, 2026.

2.03 COMMUNICATIONS

All communications related to this RFP up to the question-and-answer deadline must be submitted in writing to Diana Kotler at dkotler@ridesmart.com. Responses to queries or requests for clarification will be shared via electronic mail.

Proposers are required to submit questions no later than January 30, 2026, by 5:00 p.m. PST, as per the specified guidelines.

Any modifications to the RFP, technical specifications, or requirements will be communicated through the issuance of an Addendum, which will be provided to all participating proposers via the electronic mail.

Proposers are cautioned that oral communications, including opinions, comments, explanations, or responses to questions, etc. are not considered binding by SMART. Additionally, proposers are advised not to initiate contact with SMART staff, except those identified in this RFP, regarding any aspect of this solicitation.

2.04 SINGLE POINT OF CONTACT (SPC)

The designated single point of contact for this RFP is as follows:

Diana Kotler Transit Operations Manager

SMART

28879 SW Boberg Road Wilsonville, OR 90707

Email: dkotler@ridesmart.com https://goo.gl/maps/EkvHFx1Wq4B2 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTYwMDA2NDMtYzJkZi00ZWU1LTlkMzUtOGJmNjIyYmYxODBk%40thread.v2/0?context=%7b%22Tid%22%3a%2285f84f3b-41aa-4a03-b3e1-b7b500f15ac5%22%2c%22Oid%22%3a%223db8b25e-b8fe-483c-8b43-e581aa3079c3%22%7d mailto:dkotler@ridesmart.com

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Please adhere to this contact information for all RFP-related queries and correspondence.

2.05 AGREEMENT

The Proposer will be required to enter into a negotiated Agreement with the City of Wilsonville.

Agreement shall provide for procurement options to accommodate needs of the Ride Clackamas transit agencies (Attachment 3 -Draft Agreement).

This RFP contains terms and conditions which will be incorporated into the final negotiated Agreement.

The initial term of the agreement will be three years, with the option to extend it for an additional two one-year terms.

2.06 SCHEDULE

(Subject to Change)

Proposers are responsible for ensuring the City receives relevant information by the dates and times set forth below.

ACTIVITY DATE

Request For Proposals RFP Release Date January 16, 2026

Pre-Proposal Conference (Non-mandatory) January 26, 2026, 1:30 p.m. PST

Deadline for Submission of Questions or Request for Clarification

January 30, 2026, by 5:00 p.m. PST

SMART Response to Submission of Questions or Request for Clarification February 6, 2026, by 5:00 p.m. PST

Proposal Deadline Thursday, March 12, 2026, by 3:00 p.m. PST

Interviews (at the option of SMART)

April 29, 2026, 9:00 a.m. to 5:00 p.m. PST

Notice of Intent to Award May 28, 2026

Award Protest Deadline June 4, 2026

SMART/City of Wilsonville City Council and Approval

Notice of Award

July 6, 2026, 7:00 p.m. PST

July 7, 2026

Planning and Transition July 8, 2026 – September 30, 2026 Estimated three months

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BETA Testing and Final Acceptance October 1, 2026 – October 31, 2026 Estimated one month

Go Live Date November 1, 2026

Please note that the dates for the Planning and Transition phase (June through August 2026) and the BETA Testing and Final Acceptance phase (September through October 2026) are estimated and subject to change based on project requirements and organizational timelines. These dates are provided as a general guide and are subject to project-specific assumptions and related activities.

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SECTION 3 - GENERAL INSTRUCTIONS FOR PROPOSERS

3.01 DEFINITIONS

When, in the RFP or Agreement documents, the following words are used, the intent and meaning shall be interpreted as follows:

1. Proposer/Proposers – persons, vendors, or corporations providing a submission of a proposal to SMART in response to the solicitation.

2. Successful Proposer – a person, vendor, corporation whose proposal was deemed to be in the overall best interest of SMART and has been recommended to SMART/City of Wilsonville City Council for award of an Agreement.

3. Agreement Documents – all of the contents of this RFP and associated Addenda, Contract Drawings, Technical Reports, Technical Specifications, Attachments, Reports, and Documented Agreements. Said documents shall be considered as part of any agreement made pursuant to this solicitation.

4. Days – calendar days unless otherwise specified.

5. Grand Total Proposal Price – the grand total price and shall include all direct and indirect labor and material costs, taxes, duties, fees, and any other charges applicable to complete the total requirements as specified in this RFP, including all addenda, contract drawings and technical specifications. In addition, the total price shall be identified, and amount should be clearly identified by task and justified in the cost proposal.

6. City of Wilsonville/SMART Representative – the authorized agents or representatives of SMART designated to ensure strict conformance with the agreement Documents.

7. Notice of Intent to Award (NIA) – an award notification, an NIA, or a revised list of Proposers from SMART to all Proposers identifying the intent to award to the responsive, responsible Proposer, conforming to the requirements of the RFP, determined to be the “Best Value” to SMART following proposal opening and evaluation; and opens the period for protest in accordance with the provisions of this RFP.

Proposers are expected to thoroughly examine and understand all terms and conditions that will be incorporated into the negotiated Agreement. Any failure, omission, or oversight on the part of the Proposer to examine the Agreement Documents, instruments, addenda, or any other relevant documents shall in no way relieve the Proposer from their obligations with respect to their proposal or the subsequent agreement. The submission of the proposal shall be taken as prima facie evidence of adherence with this section.

3.02 RFP FORM – PROPOSAL SUBMISSION REQUIREMENTS

Proposals must be submitted in the format outlined in this RFP. Submissions in any other form will be considered non-responsive and promptly rejected. Every proposal should address the specific information and services requested and must be signed by an individual duly authorized to execute the offer, stating their name and title.

Any unauthorized conditions, limitations or provisions attached to a proposal may result in its rejection and in no event shall be considered as part of the Agreement Documents.

Proposals must not contain any erasures, interlineations, or other corrections unless each correction is suitably authenticated by affixing in the margin immediately opposite of the correction

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Unless otherwise directed in this RFP, proposals are required for the entire Scope of Work.

Incomplete or partially compiled submissions may be considered non-responsive and be rejected.

In the event of a joint venture or partnership, the Proposal certification must include the signatures of the authorized officers of all parties involved. Furthermore, the individual authorized to sign all necessary documents for the joint venture or partnership, in the event of the agreement being awarded to the joint venture or partnership, should be identified in writing on the document.

3.03 PROPOSER CERTIFICATIONS

By the act of submitting a Proposal in response to this RFP, the Proposer certifies that:

1. The Proposer has carefully examined all RFP documents, including the draft Goods and

Services Contract (attached as Attachment 3), all addenda, and all other attachments, fully understands the RFP intent, is able to perform all tasks as described in the Scope of Work of this RFP, and the Proposal is made in accordance therewith. Except as otherwise noted as part of the Proposal, the Proposer certifies that Proposer is ready, willing, and able to comply with all terms of the attached contract.

2. The Proposer is familiar with the local conditions under which the work will be performed.

3. The Proposal is based upon the requirements described in the RFP, without exception, unless clearly stated in the response.

4. The Proposer accepts all of the terms of the City‘s Goods and Services Contract and warrants that Proposer will fully meet all of the insurance requirements contained therein. If the Proposer wishes to amend or modify any terms of the Goods and Services Contract, such amendment or modification must be stated in particularity in the Proposal. Proposed changes to the draft Goods and Services Contract not stated at the time of Proposal submission will not be considered. Changes stated will be considered but may not be agreed upon by SMART for contract award. If SMART does not agree with such noted changes, the Proposer may withdraw the proposed change or the entire Proposal and SMART may elect to award the contract to the next highest ranked Proposer.

5. The Proposer certifies, and in the case of sole proprietorship, partnership, or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of Proposer’s knowledge and belief, no elected official, employee, or person whose salary is payable, in whole or in part, by the City has a direct or indirect financial interest in the Proposal or in the services to which it relates, or in any of the profits thereof, other than as fully described in the Proposer’s response to this solicitation.

6. The Proposer has examined all parts of the RFP, including all requirements and contract terms and conditions thereof, and if its Proposal is accepted, the Proposer shall accept the contract documents thereto, unless substantive changes are made in same without the approval of the Proposer.

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7. The Proposer, if an individual, is of lawful age; is the only one interested in this Proposal; and no person, firm, or corporation, other than that named, has any interest in the Proposal, or in the proposed contract.

8. The Proposer has quality experience providing the types of services and duties as described within the Scope of Work of this RFP.

The Proposer shall also certify Proposer’s state of residence.

3.04 NONDISCRIMINATION

By the act of submitting a Proposal in response to this RFP, the Proposer certifies, under penalty of perjury, that the Proposer has not discriminated, and will not discriminate, against minorities, women, emerging small business enterprises, or business enterprises that are owned or controlled by or that employ a disabled veteran, in obtaining any required subcontracts.

3.05 COMPETITION

Proposers are encouraged to comment, either with their Proposals or at any other time, in writing, on any specification or requirement within this RFP which the Proposer believes will inordinately limit competition.

3.06 DISPUTES

In case of any doubt or differences of opinion as to the items or services to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of SMART shall be final and binding upon all parties.

3.07 DELIVERY OF PROPOSAL DOCUMENTS

Proposers are required to submit their proposals electronically electronic mail to Diana Kotler at dkotler@ridesmart.com. It is the sole responsibility of the Proposer to ensure the transmission of the proposal to SMART, as instructed in this section, before the submission due date/time.

Proposals shall not to be presented to any City of Wilsonville or SMART employee other than the designated representative identified as the SPC for this solicitation. Failure to comply with these submission instructions may render the Proposal non-responsive.

Due to the potential for ambiguity, SMART reserves the right to request additional information before finalizing the award decision. Furthermore, SMART reserves the right to seek clarification from any Proposer regarding any statement or part of its Proposal that is deemed ambiguous by SMART.

3.08 PROPOSERS INTERESTED IN MULTIPLE PROPOSALS

No individual, vendor, or entity may submit more than one (1) proposal as a principal for the same project, unless alternate proposals are allowed. Submitting a sub-proposal or providing price quotes to a Proposer does not prevent individuals, vendors, or corporations from doing the same for other Proposers or from being a principal Proposer for the same project.

In cases where two (2) or more Proposers wish to collaborate on a single proposal for this RFP, they should do so on a prime and subcontractor capacity rather than as a joint venture. SMART intends to contract with a single Vendor, not multiple Vendors doing business as a joint venture.

mailto:dkotler@ridesmart.com

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3.09 REVISIONS

SMART reserves the right to revise or amend the RFP or specifications up to the proposal submission deadline. Any such revisions and amendments will be communicated via electronic mail and through addenda attached to this solicitation.

3.10 ADDENDA ACKNOWLEDGEMENT

The effect of all addenda to the RFP must be acknowledged in the Proposal Package, with the addenda forming an integral part of the submission to SMART. It is the sole responsibility of the Proposer to ensure that all addenda have been acknowledged before submitting a response. Failure to acknowledge all addenda may render the proposal package nonresponsive and result in its rejection.

3.11 WITHDRAWAL OF PROPOSALS

Prior to Proposal Deadline: Any Proposer may withdraw their proposal, either in person or through written request, at any time before the scheduled proposal opening date and time. Any requests for withdrawal should not disclose the original proposal amount.

After Proposal Deadline: Proposals cannot be withdrawn for a period of one hundred twenty (120) days after the proposal closing date. Proposals may be subject to review and acceptance by the City of Wilsonville City Council; during this one hundred twenty (120) day period.

3.12 LATE PROPOSALS

Proposals received by SMART after the specified submission deadline will be treated as late submissions, resulting in their rejection and remaining unopened. All late proposals will be returned unopened to the sender.

3.13 VALIDITY OF PROPOSALS

All Proposals will be considered valid and binding for a period of one hundred twenty (120) days from the proposal closing date.

3.14 SINGLE PROPOSAL PROCEDURES

In the event of a single proposal submission, SMART reserves the right to conduct a price and/or cost analysis of the proposal. The Proposer is expected to cooperate with SMART and assist with this analysis, which involves a comprehensive examination and assessment of the distinct cost elements within the proposal.

3.15 REJECTION OF PROPOSAL

SMART reserves the right to reject any and all proposals and to waive any informalities or irregularities found within the proposals. In case of all proposals received are rejected, SMART reserves the right to re-solicit services by issuing a new RFP or to cancel the solicitation at any time prior to agreement award, thereby choosing not to award an agreement.

3.16 INCURRED COST

SMART will not provide reimbursement costs incurred by Proposers during the preparation of the proposal or after submission, throughout the agreement award process, or in the event of cancellation. Finalists invited to participate in interview evaluations are responsible for scheduling and paying for their own travel arrangements.

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3.17 DURATION OF PROPOSAL

Proposal prices, terms, and conditions shall be firm for a period of at least one hundred twenty (120) days from the time and date Proposals are due. Proposals shall not be subject to future price escalation or changes of terms during the one hundred twenty (120) day period.

3.18 LOCAL AND FEDERAL REQUIREMENTS

SMART intends to select a Vendor in accordance with OAR 137-047-0260 and the City’s municipal code. Selection of a Vendor under this process is not a guarantee of a contract award, nor is the award of a contract for any portion of the Work a guarantee of award of a contract for any subsequent work. All work is subject to any budgetary and funding constraints of SMART.

The selected Vendor shall comply with all federal, state, and local laws, regulations, executive orders, and ordinances applicable to the work under the resulting contract for this Project, including, without limitation, the provisions of: (i) Title VI of the Civil Rights Act of 1964; (ii) Section V of the Rehabilitation Act of 1973; (iii) the Americans with Disabilities Act of 1990 and ORS 659A.142; (iv) all regulations and administrative rules established pursuant to the foregoing laws; and (v) all other applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations.

The selected Vendor will be subject to the Oregon Workers Compensation Law and must comply with ORS 656.017, which requires the provision of Workers Compensation coverage for all employees working under the resulting contract. SMART’s programs, services, employment opportunities, and volunteer positions are open to all persons without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, marital status, disability, or political affiliation.

If federal funds are utilized in conjunction with this Project, special federal contracting requirements apply and are set forth in the draft Goods and Services Contract.

3.19 CONFIDENTIALITY

All information submitted by Proposers shall become and remain the property of the City and, as such, is considered public information and subject to disclosure pursuant to the Oregon Public Records Act, except such portions of a Proposal for which the Proposer requests exception from disclosure as being proprietary information exempt from disclosure, consistent with Oregon law. If a Proposal contains any information that is considered a trade secret under ORS 192.501(2), each sheet of such information must be marked with the following legend:

“This data constitutes a trade secret and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

Identifying the Proposal in whole as a trade secret is not acceptable. Failure to identify a portion of the Proposal as a trade secret shall be deemed a waiver of any future claim of that information as a trade secret. Nondisclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Oregon Public Records Law.

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The City will make available to any person requesting information through the City processes for disclosure of public records, any and all information submitted as a result of this RFP not exempted from disclosure without obtaining permission from any Proposer to do so after the Notice of Intent to Award has been released.

The City accepts no liability for the inadvertent or unavoidable release of any confidential information submitted. If a public record request is made for material marked as proprietary, the City will attempt to notify the impacted Proposer prior to the deadline for release of the material but will not defend against any legal challenge for release. Therefore, claims arising out of any public record request for such information shall be at the Proposer’s sole expense, if the Proposer wishes to deny or withhold the information.

3.20 AWARD OF AGREEMENT

The award of an agreement by SMART will be based on the evaluation criteria outlined in the RFP documents, following the assessment of responsiveness and responsibility, both in technical and financial aspects. SMART may elect to award the contract to the highest ranked Proposer based on successful negotiation of scope, price, and terms. However, SMART may, in its sole discretion, terminate negotiations and reject the Proposal if it appears agreement cannot be reached. SMART may then attempt to reach a final agreement with the next highest scoring Proposer and may continue on, in the same manner, with remaining Proposers until an agreement is reached. SMART will only negotiate those provisions of the contract that were noted as Exceptions in the Proposal.

Approval from the City of Wilsonville City Council is required to finalize an agreement award. Upon the award and execution of agreement, and upon receipt of all required insurance certificates, the awarded Vendor shall receive a Fully Executed Agreement (FEA). Commencement of work by the Vendor before receipt of the FEA is at the sole risk and expense of the Vendor, who shall be fully liable for any damage or injuries sustained by SMART or third parties as a result.

3.21 RFP CHANGE REQUESTS/EXCEPTIONS

A prospective Proposer may request a change to any provision, specification, or contract term (“Exceptions”) contained in the RFP documents by submitting a written request to:

SMART

Attn: Diana Kotler – Transit Operations Manager 29799 SW Town Center Loop E

Wilsonville, OR 97070 Email: dkotler@ridesmart.com

Each request for change must specify the provisions, specifications, or contract terms of the RFP in question and contain reasons for the requested change and any proposed changes.

SMART will evaluate and resolve all change requests submitted before the listed time and date due within a reasonable time following receipt of the change request. Changes that are accepted by SMART will be issued in the form of an addendum to the RFP.

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3.22 PROTEST PROCEDURES

If an actual or prospective Proposer feels aggrieved in connection with the solicitation or agreement award, the Proposer may submit a protest to SMART in accordance with OAR 137-047-0740. The protest must be submitted to the following address:

SMART

Attn: Diana Kotler – Transit Operations Manager

29799 SW Town Center Loop E Wilsonville, OR 97070

Email: dkotler@ridesmart.com

The protest submission must include the following details:

1. Name, address, and contact information of the protestor;

2. Solicitation number and project title;

3. Detailed statement outlining the basis for the protest;

4. Supporting evidence or documents to substantiate any arguments; and

5. Requested relief (e.g., reconsideration of offer)

3.23 DEADLINE FOR SUBMISSION OF PROTESTS:

Protests against contract awards shall be filed with SMART not later than seven (7) calendar days after the date of award notification via a Notice of Intent to Award. Protest submissions received by SMART after the time period specified above shall be deemed untimely and shall be denied on that basis. The protest should demonstrate that all higher ranked Proposers failed to meet the requirements of the RFP or are not qualified to perform the services described in the RFP. No contract associated with the RFP will be awarded until any protests have been resolved.

No contract associated with the RFP will be awarded until any protests have been resolved. The City will evaluate and resolve all award protests submitted before the deadline within a reasonable time following receipt of the protest. The City will promptly issue a written decision on the protest to the Proposer who submitted the protest. If the City’s written decision on the protest results in a change to the RFP, the City will cancel the Notice of Intent to Award, revise the RFP documents accordingly, and solicit for new Proposals. The City’s decision regarding the protest is final and concludes the administrative appeals process.

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SECTION 4 - SCOPE OF WORK

4.01 BACKGROUND

SMART is seeking a proven Proposer that can deliver solutions that meet our current and future mobility, operations and passenger information requirements. This includes:

1. Integrated CAD-AVL system for both fixed- and on-demand (Dial-A-Ride) services

2. Comprehensive GTFS (fixed, flex, and real time) capabilities

3. Planning. scheduling and rostering components

4. Database features for Driver, bus stop and passenger information portals

5. Feature-rich and reliable trip planning mobile application

6. Real-time passenger information

7. Travel options and interoperability with other transit agencies and jurisdictions

8. Internally manageable system capabilities

Key Challenges and Objectives

• A robust training and continuous education program (both in-person and digital) to ensure understanding and use of available technologies

• Ability to create a GTFS-Realtime feed to enhance real-time visibility of service vehicles in third-party journey planning applications (e.g., neighboring transit service providers, regional trip planner, Google Maps and Transit App) and to display real-time arrival estimates at stops, stations, and monitors

• Position SMART’s service offerings as a viable alternative and complementary choice alongside other regional transit services and provide accurate data to the regional trip planner platform (e.g., TriMet, Cherriots, Clackamas County, City of Woodburn, etc.) within journey planning applications

• A hardware agnostic solution is critical

• Comprehensive in-person and virtual training program is critical. The proposed training program must include initial on-boarding of management, supervisory and driving personnel.

A continuing education program must include, at minimum, semiannual training sessions.

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Table 1: SMART Fleet

Unit # Year/Make/Model 1 T-2010 2010 Ford E350 van 2 T-2405 2004 Eldorado EZ-Rider 30' 3 T-2600 2000 Gillig Phantom 30' 4 T-3119 2019 Proterra Catalyst 35' 5 T-3219 2019 Proterra Catalyst 35' 6 T-3321 2021 Proterra Catalyst 35' 7 T-3516 2016 Gillig LF35 8 T-3616 2016 Gillig LF35 9 T-4113 2013 Gillig LF40

10 T-4212 2012 Gillig LF40 11 T-4314 2014 Gillig LF40 Hybrid 12 T-4414 2014 Gillig LF40 Hybrid 13 T-5612 2012 Eldorado Aerotech 14 T-5713 2013 Eldorado Aerotech 15 T-5813 2013 Eldorado Aerotech 16 T-5913 2013 Eldorado Aerotech 17 T-6013 2013 Eldorado Aerotech 18 T-6116 2016 Eldorado Aerotech 19 T-6217 2017 Starcraft Allstar 20 T-6318 2018 Starcraft Allstar 21 T-6615 2015 Eldorado Aerolite 22 T-6719 2019 Eldorado Aerotech 23 T-6819 2019 Eldorado Aerotech 24 T-6919 2019 Eldorado Aerotech 25 T-7020 2020 Eldorado Aerotech 26 T-7121 2020 Eldorado Aerotech 27 T-7222 2022 Elkhart E2 28 T-7322 2022 Elkhart E2 29 T-7422 2022 Elkhart E2 30 T-7524 2024 Terra Transit 31 T-7624 2024 Terra Transit 32 T-7724 2024 Terra Transit 33 T-7824 2024 Terra Transit 34 T-8110 2010 Dodge Caravan 35 T-8210 2010 Dodge Caravan 36 T-8310 2010 Dodge Caravan 37 T-97070 2024 Hometown Trolley

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Table 2: SMART Software, Equipment and Technology All SMART vehicles are equipped with IRIS Automated Passenger Counting (APC) system

Unit # Year/Make/Model Head signs DVR 1 T-2010 2010 Ford E350 van N/A REI R4001 2 T-2405 2004 Eldorado EZ-Rider 30' Twin Vision ICU402 REI R4001 3 T-2600 2000 Gillig Phantom 30' Twin Vision ICU402 REI HD-800 4 T-3119 2019 Proterra Catalyst 35' Hanover ERIC+ REI HD5-1200 5 T-3219 2019 Proterra Catalyst 35' Hanover ERIC+ REI HD5-1200 6 T-3321 2021 Proterra Catalyst 35' Hanover ERIC+ REI HD5-1200 7 T-3516 2016 Gillig LF35 Luminator SMT REI HD-800 8 T-3616 2016 Gillig LF35 Luminator SMT REI HD-800 9 T-4113 2013 Gillig LF40 Luminator SMT REI HD-800

10 T-4212 2012 Gillig LF40 Luminator SMT REI HD-800 11 T-4314 2014 Gillig LF40 Hybrid Luminator SMT REI HD-800 12 T-4414 2014 Gillig LF40 Hybrid Luminator SMT REI HD-800 13 T-5612 2012 Eldorado Aerotech Hanover DG3 REI HD-800 14 T-5713 2013 Eldorado Aerotech Twin Vision ICU402 REI HD-420 15 T-5813 2013 Eldorado Aerotech Twin Vision ICU402 REI HD-420 16 T-5913 2013 Eldorado Aerotech Twin Vision ICU402 REI HD-420 17 T-6013 2013 Eldorado Aerotech Twin Vision ICU402 REI HD-420 18 T-6116 2016 Eldorado Aerotech Twin Vision ICU402 REI HD6-600 19 T-6217 2017 Starcraft Allstar Hanover DG3 REI HD6-600 20 T-6318 2018 Starcraft Allstar Hanover DG3 REI HD5-1200 21 T-6615 2015 Eldorado Aerolite Twin Vision ICU402 REI HD-420 22 T-6719 2019 Eldorado Aerotech Hanover DG3 REI HD5-1200 23 T-6819 2019 Eldorado Aerotech Hanover DG3 REI HD5-1200 24 T-6919 2019 Eldorado Aerotech Hanover DG3 REI HD5-1200 25 T-7020 2020 Eldorado Aerotech Hanover DG3 REI HD5-1200 26 T-7121 2020 Eldorado Aerotech Hanover DG3 REI HD5-1200 27 T-7222 2022 Elkhart E2 Hanover DG3 REI HD5-1200 28 T-7322 2022 Elkhart E2 Hanover DG3 REI HD5-1200 29 T-7422 2022 Elkhart E2 Hanover DG3 REI HD5-1200 30 T-7524 2024 Terra Transit Hanover DG3 REI HD6-600 31 T-7624 2024 Terra Transit Hanover DG3 REI HD6-600 32 T-7724 2024 Terra Transit Hanover DG3 REI HD6-600 33 T-7824 2024 Terra Transit Hanover DG3 REI HD6-600 34 T-8110 2010 Dodge Caravan N/A N/A 35 T-8210 2010 Dodge Caravan N/A N/A 36 T-8310 2010 Dodge Caravan N/A REI HD5-600 37 T-97070 2024 Hometown Trolley Hanover DG3 REI HD6-1200

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4.02 SOLUTION REQUIREMENTS OVERVIEW

Hardware Agnostic Solution Requirement:

1. SMART does not desire to acquire proprietary and/or “closed” hardware solution. SMART is interested in the technology agnostic off-the-shelf open hardware approach. While proposers can suggest hardware options, such recommendations will only be evaluated if they are cost-effective. The solution is expected to function smoothly without requiring new hardware acquisitions. Preference will be given to hardware agnostic vendors.

2. Required, Essential and Desired Features:

The solution must include all the elements rated as Required and Essential to ensure its effectiveness.

Term Definition

Required Critical requirements that must be included in the solution

Essential Necessary requirements for proper functioning for which a work-around may be developed

Desired Additional functions that are valuable but not essential for the solution to operate successfully

4.03 ASSIGNMENTS

ASSIGNMENT 1: MOBILE APPLICATION AND TRIP PLANNING COMPONENTS

TABLE 3: MOBILE APP AND TRIP PLANNING COMPONENTS

Component Function Required/Essential/Desired

1. Platform Compatibility

• Compatible with both Android and iOS

• Responsive, accessible, and ADA compliant on all platforms

• Include APP Support for progressive web app (PWA) independent of an app store mobile application. Accessible through a web browser on a mobile device and requiring no download from an app store

Required

2. Real-Time Mapping Feature

• Provide real-time single mapping of all SMART services

• Provide GTFS interoperability with regional trip planner

• Ability to view all SMART services in real-time

Required

3. Customer Information Capture

• Capture customer name, phone number, and email address for registered users who opt-in

Essential

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4. Communication Options

• Enable push notifications or text messages within the app clarify when necessary

Desired

5. Integration with Other Transit Agencies

• Allow users to view and connect with local transit agencies (e.g., TriMet, Cherriots, City of Woodburn etc.), with SMART services as primary offering and trip planning function

• Allow users to view and connect with regional trip planner administered by TriMet

Essential

6. On-Demand Mobility Features and Future Abilities for Deviated On- Demand Fixed Route Services

• Accommodate on-demand features for Dial-A-Ride service Required

7. Customer Surveying and Questionnaire

• Conduct customer surveys and questionnaires in app or website Desired

8. Trip Planning • Allow trip planning without requiring in-app registration Essential

9. Brand Identity Maintenance

• Features to ensure consistent and coherent SMART brand identity across all customer interactions

Required

10. Customization of Passenger Information and Agency Terms of Service

• Customize passenger-facing content and SMART specific terms of service

• Tailor service announcements and content to align with SMART's offerings and strategies

Essential

11. API

Documentation and Implementation

• Provide API documentation, and implementation as requested, for current and future functionality integrations

Required

12. ADA Compliance

• Meet all ADA accessibility requirements and best practices, including use of widget(s) or third-party integrations

Required

13. Customer Service Integration

• Incorporate AI or interactive customer service connections to assist with customer service functions (e.g., FAQ, Q&A, bus location, etc.)

Desired

14. Services Modification Capabilities

• Ability to add services and modify stop locations and information as needed Required

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15. Inclusion of Third-Party Links

• Functionality to include links for additional partnerships opportunities Desired

16. Accurate Passenger Fares and Transfer Information

• GTFS feed with GTFS Fares v2 data Required

The app and system functionality comprises five main aspects:

1. Passenger Information: Involves trip planning, reservations, access to real-time transportation service information. Individual account creation shall not be required for this function

2. Communication: Transmitting trip planning/reservation functions to SMART Dispatch for monitoring and completion of trips

3. Interoperability: Application and trip planning functionalities should be accessible on SMART’s website, including live maps of vehicle locations, per route, and services types.

Collection of passenger data upon boarding and deboarding

4. Complete Integration: Seamless integration to assist SMART reporting needs and dashboards for real-time data source for data analysis, reporting, and future projections.

Each functional area includes customer-facing and agency-facing (administrative) capabilities, as listed in Table 4.

For each function listed, proposals should include:

1. Description of Customer Experience

2. Relevant Technical Details

3. Notes on Previous Implementations

4. Timeline

5. Additional Cost Requirements

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TABLE 4: MOBILE APP TRIP PLANNING FUNCTIONAL COMPONENTS

Functional Area Capability Required/Essential/Desired

1. Passenger Information (Customer- Facing)

Seamless process to plan a trip in web app Essential

Display multimodal options including transit, demand-responsive and multi-agency, multi-modal transportation in a single trip planning environment

Essential

Provide and display real-time information for all available multi-modal options in the same single trip planning environment

Essential

Ability to show service advisories targeted at particular routes, stops, and trips

Required

Produce all real-time data in GTFS- Realtime format

Required

Ability to show alerts and announcements in the App and to incorporate alerts into the GTFS- Realtime Alerts feed

Required

Use approved branding in SMART’s colors, logos, font, and overall aesthetic

Required

2. Passenger Information (Agency-Facing and Administrative)

Secure data logging to see where customers use the app, which trips they plan and for what times, and what mode and travel path they ultimately choose

Desired

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ASSIGNMENT 2: CAD/AVL SYSTEM

TABLE 5: CAD/AVL SYSTEM COMPONENTS

Component Function Required/Desired/Essential

1. Voice Annunciation Hardware Connectivity

Connectivity with voice annunciation hardware in vehicles

Required

2. LED Interior Digital Signage Software

Integration with LED interior digital signage Required

3. Headsign Connectivity Connectivity to headsigns Required

4. Real-Time Passenger Information Integration

Integration with existing and future real-time passenger information signs

Required

5. On-Time Performance and Adherence Data

Tracking and reporting of on-time performance, KPIs, alerts, and related reports

Required

6. NTD Reporting Functions

All necessary functions for reporting as required by National Transit Data (NTD) reporting requirements

Required

7. Real-Time and Historical Data

Availability of real-time and historical data Required

8. Reporting Software Software for generating reports Required

9. In-Bus WiFi/In Vehicle WIFi Provide free WiFi availability Required

10. Scheduling and Rostering Software

Integration with planning, schedule and rostering software

Required

11. Operator Display Capability to provide real-time directions to operators Required

12. Real-Time Vehicle Location Tracking

Tracking and displaying real-time vehicle locations Required

13. Android Tablet Integration

Generic hardware and Android Tablet Required

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14. Dispatch Graphical User Interface (GUI)

User friendly interface for dispatchers to monitor real-time and historical system status

Required

15. Schedule Data Import and Update

Ability to import and update schedule data using GTFS file data compatible with Google Transit and Apple Maps

Required

16. Operational Changes via Dispatch Interface

Ability to make operational changes like detours through the dispatch interface

Required

17. Automated Operator Shift Management

Capability to automate operator shift changes, assignments, and schedule updates, enabling seamless and efficient real-time adjustments

Essential

18. Annunciation System Integration with CAD-

AVL

Annunciation of stop names with existing hardware Required

19. API Documentation Fully documented API for system use and integration Required

20. Data Archiving and Deletion

Clear process for archiving and deleting historical data Required

21. GTFS Real-Time Endpoints Updates

Continuous GTFS real-time endpoints updates as specification evolves

Desired

22. Service Alert Creation

GUI

Graphical User Interface (GUI) to create service alerts Desired

23. Real-time Service Alert Feeds for GTFS

Real-time service alerts feeds compliant with GTFS standards Essential

24. Third-Party App Integration

Integration with third-party applications like Google Maps, Apple Transit, regional transit planner, and others

Essential

25. Driver Vehicle Inspection Reports Portal

Ability for future API integration Desired

26. Incident / Accidents / Reportable Issues Tracking

User friendly interface to track incidents, monitor customer service responses and maintain historic information

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TABLE 6: CAD/AVL SYSTEM FUNCTIONAL COMPONENTS

Functional area Capability Required/Essential/

1. Integration Requirements

• Integration with required hardware and software outlined in Table 2 Required

• Produce all real time data in GTFS- Realtime format Required

• Support integration and acceptance of GTFS-Realtime feeds into third-party journey planning applications (e.g., Google Maps, Transit App, and Apple Maps).

Required

• Provide full documentation for integration for API integrations Required

2. Data Storage, Ownership and Reporting Requirements

• Allow for storage of bus stop inventory information, including bus stop amenities

Desired

• Provide Federal Transit Administration (FTA) National Transit Database (NTD) reporting

Required

• Allow for entry of personnel information, credentials, expiration dates, etc.

• Facilitated quarterly bid processes for work assignments and time off requests

Required

3. GTFS Data / AVL Requirements

• Ensure transferability of planning information to GTFS-Realtime feeds Required

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ASSIGNMENT 3: SERVICE PLANNING, RUN-CUTTING AND ROSTERING

Table 7: SERVICE PLANNING System Components

Component Function Required/Essential /Desired

1. Service Planning Functionality

• Scheduling and planning software solution shall be cloud-based, with web portal access provided at any time (24 hours a day, seven days a week, 365 days a year

Required

2. Blocking, Run Cutting, Driver Scheduling, and Operations Module Software

• Software shall, at a minimum, have blocking, run-cutting, service assignments and driver scheduling capabilities

Required

3. Rostering and Assignment Bidding

• Aggregate and store drivers’ credential information and allows business parameters for Collective Bargaining Agreement, legislation, and internal policies relevant to or binding. Develop rostered work that is based on Route; Type of Work; Total Weekly Hours & Pay; Time-Off Requests and Extended Time-Off of Work.

Essential

4. Access to Data and Interface

• Provide SMART, vendors and other authorized transit providers to interface and share data via import/export of files, GTFS feeds or API, as applicable

Essential

5. Data Security

• Data must be encrypted to the latest standards. All data stored in the Cloud must be free from Personally Identifiable Information (PII) and comply with any and all PII data requirements and appropriate protections to avoid availability of private information in the pubic domain

Required

6. Data Ownership and Protection

• All data in the Cloud environment is understood to be the property of City of Wilsonville and SMART

Required

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Table 8: Planning Software System Functional Areas

Functional Area Capability Required/Essential /Desired

1. Software Reporting and Instructional Information Requirements

• Software tool to analyze and evaluate its existing and proposed fixed route and on-demand services to understand the financial, operational, demographic, and ridership impacts of existing or altered fixed route services

Required

• Ability to import existing transit routes, schedules, and bus stops using GTFS data from a CAD/AVL system.

Required

• Ability to edit existing route geometry, schedules, and bus stops. Edit and create tools, e.g., drag and drop, shall be easy to use.

Allow route creation and modification of existing route paths, bus stop locations, time points, trips, relief points, etc.

Required

• Access to geographic and demographic data covering SMART entire service area within the product. This includes the latest Census and American Community Survey data layers covering age, disability, minority, poverty, employment, single-car or car-free households, etc.

Essential

• Generate hours and miles of service, including revenue and deadhead data

Required

• Display of geographic data layers and routes for analysis. Provide a tool to assess a route’s ridership potential, Title VI impacts, and employment impacts of service based on most current Census data

Essential

• Produce maps and graphics to display scenarios to staff and the public.

Essential

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• Optimize blocks, trips, and runs to maximize efficiency and cost savings

2. Blocking, Run Cutting, Driver Scheduling, and Operations Module Software Capabilities

• Ability to set block parameters such as max miles and run times for electric vehicle limitations.

• Ability to include the time needed for pre-trip, deadhead, and post-trip

Required

• Ability to identify and account for seasonal services. Ability to program different run times by day of the week, day of the year, time of day, or season

Required

• Include an easy grid-style roster schedule view, showing drivers by row and…