2339_Addendum 3.docx
DOCX document 1 MB Posted
- Attached to
- Digital E-Paper Real-Time Information Signs
- Solicitation number
- 2339
- Issued by
- Thurston County, Washington
About this file
This is Addendum 3 to Request for Proposals (RFP) #2339 from Intercity Transit in Olympia, Washington for Digital E-Paper Real-Time Information Signs. The addendum addresses 25 questions from potential vendors regarding technical specifications, mounting requirements, design responsibilities, and clarifications about various display options including 13", 23", 28", 32", and 42" e-paper signs. The procurement includes equipment for the Olympia Transit Center pilot phase requiring 2 13" signs, 28 28" signs, 3 32" signs, 2 42" signs, along with associated enclosures, mounting hardware, and accessories. The proposal due date has been extended to January 8, 2025 at 5:00 PM PT.
The addendum includes a revised Price Proposal Form breaking down costs into five parts: Real-Time Information Signs and Equipment, Content Management System and Integration, Testing, Training, and Optional Warranty/Maintenance. Notable changes include removal of requirements for vendors to provide custom aluminum extrusion dies and CAD drawings, clarification that Intercity Transit will handle permitting, and updates to line items for various display configurations. The form requires vendors to price components individually while excluding structural support elements that will be provided by others. Cellular connectivity is preferred through Verizon, and solar power options are acceptable but not required.
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Other files
| File | Type | Posted |
|---|---|---|
| 2339_Addendum 2.docx | DOCX document | |
| 2339_Addendum 1.pdf | ||
| RFP_Digital_E-Paper_Realtime_Info_Signs.docx | DOCX document | |
| RFP_Digital_E-Paper_Realtime_Info_Signs.docx.crdownload | CRDOWNLOAD file |
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OLYMPIA, WASHINGTON
Request for Proposals (RFP) Digital E-Paper Real-Time Information Signs #2339
Addendum No. 3
This Addendum takes precedence in resolving inconsistencies in any parts of the RFP contract documents. Proposers are to acknowledge receipt of this Addendum in their submittal. Proposers are hereby notified that the documents have been amended as follows:
Questions and Responses:
The following questions from Proposers have been received and are answered as follows:
| Question 1: |
| Would Intercity Transit be open to a solution that leverages solar power to power both the display and security lighting to enhance the passenger experience? |
| Response 1: |
| Intercity Transit would be open to solutions that include solar lighting, but security lighting is not a requirement of the RFP. |
| Question 2: |
| Does Intercity have an existing totem design or is the vendor required to develop this design including but not limited to mounting configuration, structural analysis, concrete pad design, fastener design, electric engineering and mechanical integration? |
| Response 2: |
| Ther Vendor is required to develop the totem design for the enclosure and provide the necessary information required for the structural design to be completed by others. The concrete pad design, fastener design, and electrical design to bring hard wired power and communication to the enclosure will be completed by others. |
| Question 3: |
| Does Intercity require stamped engineering drawings from the successful proponent to ensure structural integrity of each display type? |
| Response 3: |
| Structural engineering for the mounting and attachment of the display enclosures will be completed by others. The Vendor is not required to provide stamped engineering drawings, but they are required to provide necessary information, including but not limited to, size, weight, and openings for the structural engineering to be completed by others. |
| Question 4: |
| E-ink is the sole provider of e-paper technology due to an existing patent. They do not currently manufacture a 23” e-paper module; existing offerings in the public transit market of a 23” e-paper unit are comprised of two 13” modules stacked together to appear as though they operate as 1 unit. Is Intercity requesting 2x13” modules as a single 23” screen? Would Intercity accept a portrait oriented 28” as an equivalent as the usable screen area is very similar and a comparable amount of information could be displayed on a 28” module? |
| Response 4: |
| Intercity Transit will accept 2x13” display modules in lieu of a 23” display. The Price Form has been updated to include Items 1.51a, 1.51b and 1.52a, 1.52b. If the Vendor intends to fulfill the 23” module with 2x13” modules, provide unit prices for 2x13” E-paper Sign and 2x13” E-paper Sign Enclosures with vandal guards and mounting kits in rows 1.51b and 1.52b, respectively, and leave the unit price in rows 1.51a and 1.52a blank. If the Vendor intends to fulfill the 23” module with a 23” modules, provide unit prices for 23” E-paper Sign and 23” E-paper Sign Enclosures with vandal guard and mounting kit in rows 1.51a and 1.52a, respectively, and leave the unit price in rows 1.51b and 1.52b blank. |
| Question 5: |
| Does Intercity Transit require power draw analysis (backed by data from existing deployments) and solar power production estimates (in December, where solar conditions are most challenging) to verify that the solution will operate reliably (99% uptime) in all weather conditions with the proposed solar panel and battery size? |
| Response 5: |
| Solar power draw analysis and production estimate is not required as part of the response to proposal. |
| Question 6: |
| The procurement mentions strengthened glass several times as the requirement for the vandal resistant cover. Despite the additional strength of the glass, it can still crack and shatter on impact. In the field, broken glass can be a hazard to passengers and a potential legal liability for the agency if not quickly addressed. Would Intercity be open to a solution that utilizes a replaceable polycarbonate vandal guard to protect the hardened anti glare glass of the display module? |
| Response 6: |
| Intercity Transit is open to solutions that utilize replaceable polycarbonate vandal guard in lieu of the strengthened glass where noted in the requirement. |
| Question 7: |
| Would Intercity Transit prefer that the vendor provides a solution that includes a universal, global SIM card with unlimited data that can connect to the strongest available network at each bus stop? |
| Response 7: |
| Intercity Transit prefers that the Vendor manages the cellular connections to the devices. Intercity Transit recommends a Verizon cellular connection; a universal, global SIM card is not required. |
| Question 8: |
| The procurement mentions the speaker should be integrated within the button. Would intercity be open to a solution where the speaker is housed within the display enclosure? |
| Response 8: |
| The RFP identifies a speaker integrated with the button so that the speaker is in direct proximity to the push button. There are multiple overhead mounted real-time signs included in the procurement package and there is a desire to keep the audible messaging as direct to the user requesting the information as possible. Intercity Transit would be open to a solution where the speaker is housed within the display only for the 13” displays. |
| Question 9: |
| Intercity provided general drawings and specifications for each of the requested display types and desired enclosures (Attachment B: Enclosure Drawings). Is the vendor required to replicate the enclosure designs in the attachment? Note: If Intercity is requesting replicated enclosure designs, costs are likely to be much higher than off the shelf alternatives that offer the same functionality. |
| Response 9: |
| The Vendor is not required to replicate the enclosures drawings included in Attachment B. The Attachment B: Enclosure Drawings are concept drawings that illustrate the type of enclosure and features that Intercity Transit is looking for but are not prescriptive. Intercity Transit is open to off-the shelf alternatives that offer similar functionality to those illustrated in the concept drawings, so long as the enclosures meet the requirements. |
| Question 10: |
| Section 1.99 stipulates providing extrusion dies, fabrication CAD drawings and cast aluminum molds upon expiration of the contract. These designs are typically the intellectual property of the vendor, and by requiring release of these designs to the agency, they are likely to become public record which would be a competitive liability. Can Intercity explain this requirement further and describe measures that would be taken to protect the vendor's IP? |
| Response 10: |
| Intercity Transit removes the requirement to provide extrusion dies and fabrication CAD drawings from the enclosures from the requirements. |
| Question 11: |
| Why is the 28” display required to be a lower IP rating than the other displays? Shouldn’t all displays be IP66 to ensure the same level of weather resistance and environmental protection? |
| Response 11: |
| The RFP includes the minimum IP rating that will be accepted for each display type. The Vendors are welcome to provide a higher IP rating than what is included as the minimum for each device. |
| Question 12: |
| Can Intercity please provide pictures and/or drawings of where and how the displays and solar kits are planned to be mounted at the Olympia Transit Center? |
| Response 12: |
| A graphic has been provided in Attachment D that shows the layout of the Olympia Transit Center (OTC) and identifies the planned locations of the displays for the OTC site. The graphic also includes pictures with simplified renderings that illustrate how the displays and solar kits are planned to be mounted for each typical application within the OTC site. |
| Question 13: |
| Can Intercity provide pictures, drawings, and examples of future mounting approaches/locations for the "TBD" stages of this project? |
| Response 13: |
| All future mounting approaches are expected to be consistent with those shown in the graphic provided in Attachment D. Additional pictures and drawings are not available for all locations in the “TBD” stages of this project. |
| Question 14: |
| Can Intercity please consider granting an additional couple of weeks to prepare a response for the RFP? Many team members are off for end of year shut down, christmas, and new year holidays - having 2-3 more weeks of an extension would be greatly appreciated! |
| Response 14: |
| The due date of the proposal has been shifted to 5:00 PM (PT), January 8, 2025. |
| Question 15: |
| The "Triple 13-inch portrait" display is only available from a single vendor - is Intercity willing to accept a substitute? (Perhaps a 2 x 13" or 4x13" display array?). |
| Response 15: |
| Intercity Transit is will willing to accept 3x13” displays in lieu of the “Triple 13-inch portrait”. The Price Form has been updated to include Items 1.53a, 1.53b and 1.54a, 1.54b. If the Vendor intends to fulfill the Triple 13” module with 3x13” modules, provide unit prices for 3x13” E-paper Sign and 3x13” E-paper Sign Enclosures with vandal guards and mounting kits in rows 1.53b and 1.54b, respectively, and leave the unit price in rows 1.53a and 1.54a blank. If the Vendor intends to fulfill the Triple 13” module with a Triple 13” module, provide unit prices for Triple 13” E-paper Sign and Triple 13” E-paper Sign Enclosure with vandal guard and mounting kit in rows 1.53a and 1.54a, respectively, and leave the unit price in rows 1.53b and 1.54b blank. |
| Question 16: |
| How many of the "triple 13 inch" displays are expected to be procured by Intercity over the 5-year contract period? |
| Response 16: |
| Refer to Section 4.8 Period of Performance for the anticipated quantities for each display size. Since funding has not yet been secured for the future phases, it is unknown how many Triple 13” displays would be procured by Intercity Transit during the 5-year contract period. |
| Question 17: |
| Does Intercity Transit require the proposer to be registered with the Washington Department of Revenue? |
| Response 17: |
| No, Vendors are not required to be registered with the Washington State Department of Revenue at the time of proposal submission. However, any awarded Vendor(s) must meet all State registration and licensing requirements before commencing work under the contract. If not already licensed in Washington State, the responsive and responsible Vendor anticipated to become the awarded Vendor shall be given a short period of time to satisfactorily secure the State registration and licensing and therefore must be prepared to act quickly. Regardless of fault, if for any reason the would-be awarded Vendor is not able to secure the State registration and licensing, the Vendor may be deemed non-responsible and disqualified for an award and Intercity Transit may take other reasonable steps, including but not limited to negotiating with the next highest-ranked Vendor. |
| Question 18: |
| Can Intercity Transit clarify that it will be responsible for all permitting and permitting fees for any design review processes? |
| Response 18: |
| Intercity Transit will be responsible for all permitting and permitting fees for any design review processes. The Vendor is not responsible for any permitting and permitting fees. |
| Question 19: |
| 4.3 of the scope of the work requires that the successful proposer provide: |
i. Custom Aluminum Extrusion Dies and CADD drawings.
ii. Custom cast aluminum molds and CADD drawings.
For proposers, these requirements form part of their intellectual property. Can proposers request an exception?
| Response 19: |
| Intercity Transit removes the requirement to provide Custom Aluminum Extrusion Dies and CADD drawing and Custom cast aluminum molds and CADD drawings. |
| Question 20: |
| Our equipment comes standard with a 50 W solar panel. How should we respond to item 1.10 in Attachment A? Do we leave the cost blank in 1.10 or put the cost of the 50 W panel into 1.10 so that you can have a complete budget with all items filled out? |
| Response 20: |
| Please provide the costs of the 50W solar panel in the item 1.10 of Attachment A and clearly indicate in your proposal your intent to fulfill the 20W-25W solar panel with a 50W solar panel instead. |
| Question 21: |
| For the first phase – Olympia Transit, please quantify the number of pendant and post-mount enclosures separately for the 28-inch ePaper display and provide separate bid items in Attachment 1. |
| Response 21: |
| The Price Form has been updated to include line item 1.61 for 28” E-Paper Double-Sided Overhead Enclosure – Post Mount and item 1.62 for 28” E-Paper Double-Sided Overhead Enclosure – Pendant Mount with separate quantities for each. |
| Question 22: |
| For all other future phases, please quantify the number of pendant and post-mount enclosures separately for the 28-inch ePaper display and provide separate bid items in Attachment 1. |
| Response 22: |
| All other future phases with 28-inch displays are expected to only be provided with 28” E-Paper Double-Sided – Pendant Mount enclosures. A separate bid item is not provided under the Future Locations since the bid item 1.61 is already provided for that element. |
| Question 23: |
| Is a unit price for a 28-inch ePaper display enclosure or vandal guard required for future phases? If so, please provide a line item in Attachment 1. |
| Response 23: |
| The unit price for the 28-inch E-Paper display enclosure or vandal guard – Post Mount should be included on line 1.61 of the Price Form. |
| Question 24: |
| For the double-sided enclosure for the 28-inch ePaper displays, we recommend that proposers provide the horizontal and vertical pipes so the enclosures come assembled instead of in pieces, eliminating less field assembly. |
Please confirm Intercity Transit agrees with this approach to include these costs (vertical support tubes) and (overhead beam) in the unit price for both types of 28-inch ePaper display double-sided enclosures.
For the pendant-mount enclosure, we are defining “Pipes” as “the vertical support tubes with mounting plates for attachment to overhead structure” plus “mounting tube sleeve with gasket that fits inside the vertical support tubes.” For the post mount enclosure, we define “Pipes” as “the overhead beam or sign support structure with an internal raceway for power and /or communications cabling.”
| Response 24: |
| Intercity Transit intentionally did not include the horizontal and vertical support structures with the enclosures so that the structural assessments of the attachments can be completed by others and be customized based on the final Vendor selected. Vendors do not need to include the costs of the vertical support tubes and overhead beams in the unit prices for both types of 28-inch E-paper Double-Sided enclosures since those elements will be provided by others. |
| Question 25: |
| For the post-mount enclosure, please provide the dimensions of the overhead beam or sign support structure. |
| Response 25: |
| The dimensions of the overhead beam or sign support structure will be sized based on the size and weight of the enclosure of the winning Vendor. |
PROPOSAL DUE DATE AND TIME—CHANGED: The proposal due date and time has been changed to 5:00 p.m. (PT), on January 8, 2025. The revised change applies throughout the entire RFP document.
SECTION 8 – ATTACHMENTS—CHANGED.
Attachment A: Cost Proposal—CHANGED.
Replace Attachment A: Cost Proposal with the revised Attachment A: Cost Proposal embedded in this Addendum.
Attachment D: OTC Pilot Concept—ADDED.
Attachment D: OTC Pilot Concept is added in this Addendum.
RFP #2339 – Addendum No. 3 Page 1 of 4
RFP No. 2339 – Addendum No. 3 Page 3 of 4 image2.emf
Attachment D - OTC Pilot Concept.pdf image1.emf
RTIS_Price-Form_v3.xlsx Price Proposal
Proposer: _____________________________________________________________
Price Proposal Form
CORE EQUIPMENT, MATERIALS, AND SERVICES
LS = Lump Sum; EA = Each
All unit prices should be pre-tax.
Item/Description Quantity Unit Unit Price (USD) Extended Price (USD)
PART 1: Real-Time Information Signs and Associated Equipment (including equipment, accessories, cabling, and related materials and services required for a complete installation by others)
RTIS Equipment for OTC
1.1 13" E-paper Sign 2 EA $0
1.2 28" E-paper Sign 28 EA $0
1.3 32" E-paper Sign 3 EA $0
1.4 42" E-paper Sign 2 EA $0
1.5 13" E-paper Enclosure with vandal guard and mounting kit 2 EA $0
1.61 28" E-paper Double-Sided Overhead Enclosure - Post Mount 12 EA $0
1.62 28" E-paper Double-Sided Overhead Enclosure - Pendant Mount 2 EA $0
1.7 32" E-Paper Totem Enclosure 3 EA $0
1.8 42" E-Paper Wall Mount Overhead Enclosure 2 EA $0
1.9 Text to Speech Button with Braille Signage, Integrated speaker and mounting kit 16 EA $0
1.10 20W-25W Solar Panel and Rechargeable Battery Kit 1 EA $0
1.11 40W-50W Solar Panel and Rechargeable Battery Kit 1 EA $0
1.12 Power adapter for 110-240V AC 26 EA $0
1.13 Long-life battery kit 2 EA $0
1.14 Cellular data plan - 500MB (1 Year) per display 2 EA $0
SUBTOTAL RTIS EQUIPMENT $0
RTIS Equipment - Future Locations*
1.51a 23" E-paper Sign 0 EA $0
1.51b 2x13" E-Paper Signs 0 EA $0
1.52a 23" E-paper Sign Enclosure with vandal guard and mounting kit 0 EA $0
1.52b 2x13" E-paper Sign Enclosures with vandal guards and mounting kits 0 EA $0
1.53a Triple 13" E-paper Sign 0 EA $0
1.53b 3x13" E-Paper Signs 0 EA $0
1.54a Triple 13" E-paper Sign Enclosure with vandal guard and mounting kit 0 EA $0
1.54b 3x13" E-Paper Sign Enclosures with vandal guards and mounting kits 0 EA $0
1.54 32" E-paper Sign Wall Mount Overhead Enclosure 0 EA $0
*NOTE: For item numbers followed by an "a" or "b", only enter a unit price on either the "a" row or "b" row to indicate how you intend to fulfill the request given the clarifications provided in Addendum 3.
Item/Description Quantity Unit Unit Price (USD) Extended Price (USD)
PART 2: Content Management System and Integration with External Data feeds
CMS
2.1 CMS Set up and Integration Fee (one-time) - including integration with GTFS-RT, GTFS, UniteGPS API, FlixBus API, Greyhound API 1 LS $0
2.2 CMS Software License and Support Fee (1 Year) per display 1 EA $0
SUBTOTAL CMS $0
Item/Description Quantity Unit Unit Price (USD) Extended Price (USD)
PART 3: Testing
Testing
3.1 Installation Acceptance Testing (IAT) - Successful Completion & Sign-Off 35 EA $0
SUBTOTAL TESTING $0
Item/Description Quantity Unit Unit Price (USD) Extended Price (USD)
PART 4: Training
Training Courses
4.1 System Administration/Applications Training - including training materials and documentation 1 EA $0
4.2 Installation/Maintenance Training - including training materials and documentation 1 EA $0
SUBTOTAL TRAINING $0
Item/Description Quantity Unit Unit Price (USD) Extended Price (USD)
PART 5: Warranty and Maintenance
Warranty and Maintenance (Optional)
5.1 Extended Warranty (+3years) per 13" display 0 EA $0
5.2 Extended Warranty (+3years) per 28" display 0 EA $0
5.3 Extended Warranty (+3years) per 32"display 0 EA $0
5.4 Extended Warranty (+3years) per 42" display 0 EA $0
SUBTOTAL WARRANTY AND MAINTENANCE $0
*NOTE: Contractor to review existing, proposed environment and specify and cost any additions, if required.
GRAND TOTAL (Required Parts 1 to 5) $0
Note: Contractor is responsible for reviewing technical and contractual requirements and ensuring that the total priced cost includes fulfilling all requirements as indicated in the compliance matrix and contract.
Signature of Authorized Representative Date
Printed Name
Title
RFP - Procurement of Digital E-Paper Real-Time Information Signs
Page &P of &N image3.jpeg
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