24-RFP2009 - Part E - Instructions to Offerors - Final.pdf

City of Alexandria Request for Proposals

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement RFP No.: 2009

Part E – Instructions to Offerors

1. General

This Request for Proposals (“RFP”) is issued by the City of Alexandria, Virginia (the “City”) to solicit proposals from qualified and responsible Offerors in accordance with the Virginia Public Procurement Act (“VPPA”), using the competitive negotiation method of source selection.

Offerors are responsible for reviewing all parts of this Solicitation and submitting a complete and responsive Proposal in accordance with these Instructions.

2. Issuing Office and Point of Contact

This RFP is issued by the City through the Issuing Office identified in Part A – Solicitation General Information.

All communications concerning this RFP shall be directed solely to the Point of Contact identified in Part A – Solicitation General Information.

Offerors shall not contact any other City employee regarding this RFP. Unauthorized contact may result in disqualification.

3. Questions and Clarifications

Offerors must submit any questions regarding this RFP in accordance with the schedule set forth in Part A – Solicitation General Information.

Responses to questions and clarifications or Modifications to the RFP will be issued by a written Addendum. Only information provided by the Addendum is considered binding.

4. Addenda

The City may issue Addenda to modify or clarify this RFP at any time prior to the Proposal Due Date. Addenda will be issued in accordance with the procedures specified in Part A

– Solicitation General Information.

Offerors are responsible for monitoring the Solicitation and acknowledging receipt of all Addenda in their Proposal.

5. Award

The award will be made as provided in Part F— Evaluation and Method of Award.

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

6. Contract Formation

Submission of a Proposal does not create a binding contract. A contract shall not be formed until a written contract is fully executed by the City and the successful Offeror in accordance with applicable law.

7. Disqualification of Offerors

The City reserves the right, in accordance with the VPPA, to reject or disqualify any Proposal that:

7.1.1. Fails to substantially comply with the requirements of this RFP;

7.2.1. Contains materially false or misleading information;

7.3.1. Results from prohibited communications; or

7.4.1. Is submitted by an Offeror determined to be non-responsible

8. Evaluation and Negotiation

Proposals will be evaluated in accordance with the criteria set forth in Part F – RFP Evaluation and Method of Award.

The City may conduct discussions and negotiations with Offerors determined to be fully qualified and reasonably susceptible of being selected for award. The City may request additional information, presentations, interviews, or best-and-final offers as part of the evaluation process.

9. Format for Proposal Response

Proposals must be organized, complete, and clearly presented to facilitate evaluation by the City. Offerors are encouraged to provide concise, well-structured responses that directly address the requirements of this Solicitation. Proposals should follow the format outlined below, with each section clearly labeled and presented in the order listed.

The City’s Customer, DASH, encourages candid, narrative responses. Responses should go beyond restating RFP requirements and convey the Offeror’s perspective, experience, and value proposition. The Customer encourages Proposers to provide clarity of vision, demonstrated experience, and alignment with DASH’s goals for a modern, resilient, and future-ready CAD/AVL system within the applicable evaluation factor parts.

9.1. Cover Letter

Provide a signed cover letter on firm letterhead that:

9.1.1. Identifies the Offeror’s legal name, address, and primary point of contact

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

9.1.2. States the Offeror’s interest in and understanding of the requested services

9.1.3. Confirms the Offeror’s ability to perform the services as described

9.1.4. Identifies any proposed subcontractors or teaming partners and their roles

9.1.5. Is signed by an individual authorized to bind the Offeror

9.2. Table of Contents

The Table of Contents shall indicate the material included in the Proposal by Tab and page number. The Table of Contents shall mirror the format set forth in this section and shall include all the items set forth below.

9.3. Signed Attachments A, C, D, L, and M of Part G and Signed Exhibits J and L of

Part H

The Offeror shall complete and sign the stated attachments. The signatory must be an individual who is authorized to legally bind the Offeror.

9.4. Company Experience and Qualifications

Provide a summary of the Offeror’s organization, including:

9.4.1. Year established and form of organization

9.4.2. Office location(s) relevant to the performance of the work

9.4.3. Description of core services and areas of expertise

9.4.4. Experience with projects of similar size, scope, and complexity

9.4.5. The Offeror must provide information about the project team to demonstrate that they possess the technical expertise and experience that is required to complete the scope of work. This should include information about the project team’s credentials, backgrounds, areas of expertise, and experience with other similar projects.

9.4.6. The Offeror shall include information and documentation describing the extent of its experience and expertise in providing the CAD/AVL solution sought pursuant to the RFP. The information and documentation shall include, but is not limited to, information that documents the Offeror’s qualifications to meet the RFP requirements and to produce the required outcomes, including its ability, capacity, skill, and experience in providing the required services.

9.4.7. The Offeror shall identify a minimum of three (3) transit agency clients or markets in which the proposed CAD/AVL system is currently deployed or

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement has been deployed within the past five (5) years. For each identified deployment, the Offeror shall include the client name, location (city and state), years of deployment, scope of services provided, and whether the system is currently in operation. At least one (1) of the identified deployments must be within the United States. This information will be used to assess the Offeror’s experience, stability, and demonstrated ability to successfully deliver and support systems of similar scope and complexity.

9.5. Offeror’s Understanding and Approach and Ability to Meet the Customer’s

Required System Requirements

Describe the Offeror’s understanding of the City’s objectives and requirements and the proposed approach to performing the requested services, including:

9.5.1. Key Issues, challenges, or considerations

9.5.2. Proposed methodology and work plan

9.5.3. Approach to coordination, communication, and quality control

9.5.4. Proposal should provide a comprehensive, well-organized response that enables the reviewers to determine if the technical requirements outlined in this RFP will be met by the proposed solution.

9.5.5. The Offeror shall include a Project Approach that demonstrates a clear understanding of the services sought through this RFP and articulates the Offeror’s overall philosophy for delivering a modern, reliable, and future-ready CAD/AVL solution. This section should not simply restate the requirements of the RFP rather Offerors should use this section to clearly explain why DASH should select their firm, including the aspects of their approach, technology, and service model that differentiate them from traditional or legacy CAD/AVL providers. Offerors shall describe the following:

9.5.5.1. Implementation Philosophy: Describe the Offeror’s approach to system deployment, change management, and user adoption.

Include lessons learned from past implementations of similar scope and complexity and explain how those lessons have informed and improved the Offeror’s current implementation methodology.

9.5.5.2. Partnership Model: Describe how the Offeror works with client agencies following deployment to continuously improve system performance, functionality, and outcomes. This should include the Offeror’s approach to collaboration, ongoing enhancements, feedback incorporation, and long-term support.

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

9.5.5.3. Real-world experience: The Offeror shall highlight examples where your team delivered outcomes beyond the original scope

– such as improved reliability, operational efficiency, data usability, or staff experience.

9.5.6. The Offeror shall describe the comprehensive system architecture and component configuration needed to carry out all activities and functions of the proposed Solution. This plan should include but not be limited to the following:

9.5.6.1. System design and architecture;

9.5.6.2. Entity Relationship Diagrams (ERDs);

9.5.6.3. Definition of all databases, tables, fields, elements etc.;

9.5.6.4. Network components;

9.5.6.5. Communication lines;

9.5.6.6. Network communications services (e.g., frame relay, ISDN, etc.);

9.5.6.7. Servers and workstations;

9.5.6.8. Printers and other printing equipment;

9.5.6.9. Operating system software;

9.5.6.10. Application software; and

9.5.6.11. Identification of any special needs for critical components.

The Offeror shall complete the Systems Requirements Matrix (Appendix G-10) in its entirety. Ten (10) of the Thirty (30) points will be allocated to the completion and Offeror’s responses to the provided matrix. Additionally, as mentioned in Attachment I of Part G, Offerors shall provide further explanation to the bolded narratives provided in the System Requirements Matrix. Offerors shall advise on the following:

3.1 – CAD –

a) Explain the types of CAD functions provided by the proposed solution for fixed route vehicle usage.

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

3.3 – CAD –

a) Explain how the solution will address the monitoring of route and schedule adherence for fixed route vehicles. Describe how the proposed solution handles interlined blocks.

b) Detail the methodology of schedule adherence or projected bus arrival information. This should include considerations such as operations standard operating procedure (SOP), time points, interlining, disruptions, real-time traffic data, past route performance data, etc.

c) Detail the management capabilities of service disruptions, such as incidents, accidents, detours, and live block modifications. This should include the system’s capability to extend disruption related updates to the end users.

3.4 – CAD –

a) Detail the functional ability of the solution’s historic map functions. This should include filter settings by date/time window(s)s, vehicles, routes, operators, ridership, and past service performance parameters.

3.5 – CAD –

a) Offerors will describe how the maps and overlays will be created, refined, and updated, maintained; identify who will be responsible for such tasks.

5.5 – OVS –

a) Specify the intervals in which vehicle positions on this display are automatically updated.

5.7 – OVS –

a) Offeror will include GPS update frequency.

8.5a – AVAS –

a) The Offeror should describe how the announcements will be produced and programmed, including whether pre-programmed audio will be recorded or use text-to-speech.

9.8 – Infotainment –

a) The Offeror should describe how the announcements will be produced and programmed, including whether pre-programmed audio will be recorded or use text-to-speech.

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

14.2 – Inspection Software –

a) The Offeror should describe its capability with integrating with third-party pre-trip inspection systems via defined interfaces.

18.1.5 – Reporting Capabilities –

a) (APC) Boarding and alighting for all stops. Specify how this data is provided and whether the data is available using:

1) Using a report generation tool. If so, how many attributes can the report use to narrow down boarding/alighting data? For example: can data be narrowed by route, ridership per vehicle, by stop, by day, by hour, etc.?

2) Interactive map reporting that, for example, allows users to click on stops to view boarding/alighting information for that specific stop only.

18.1.6 – Reporting Capabilities –

a) Arrival times and departure times for all stops. Specify how this data is provided and whether the data is available:

1) Using a report generation tool. If so, how many attributes can the report use to narrow down arrival data? For example: can data be narrowed by route, by stop, by day, by hour, etc.?

2) Using an interactive map. For example, does a mapping interface allow users to click on stops to generate arrival information for that specific stop only.

9.6. Innovation and Vision

9.6.1. The Offeror demonstrates commitment to innovation, and ability and willingness to incorporate new technology as it emerges.

9.6.2. From an innovation and adaptability standpoint, the Offeror shall describe how they incorporate new technologies, data sources, integrations, and operational practices over time without requiring wholesale system replacement. Responses should demonstrate the Offeror’s ability to adapt to emerging needs while protecting DASH’s long-term investment.

9.6.3. With regard to vision for a modern CAD/AVL solution, the Offeror shall describe their vision for the evolution of CAD/AVL systems over the next five (5) to ten (10) years, and how the proposed platform, architecture, and product roadmap support that future. Responses should address how the system will remain relevant as technology, data needs, and transit operations continue to evolve.

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

9.7. Customer Support and Training

9.7.1. The Offeror shall include a comprehensive plan for ongoing training and customer support that ensures DASH will have the tools it needs to use the platform and that any issues requiring vendor action will be prioritized. A successful proposal will effectively outline a proposed training program for initial implementation, and any ongoing training, support or development provisions that will be provided.

9.7.2. The Offeror shall describe the basic principles that will apply to the development and delivery of the training program to include but not be limited to the following:

9.7.2.1. Outline of Training Course to be covered by solution users;

9.7.2.2. Number of classes by user type (i.e. Operations, Administration, Dispatch, etc.);

9.7.2.3. Contingence of refresher training, if needed;

9.7.2.4. Schedule of when training will be provided; and

9.7.2.5. Number of training hours to be provided on an upfront and annual basis to be administered, as needed, per DASH’s discretion.

9.8. Work Plan and Timeline

9.8.1. The Offeror shall include a work plan and timeline that are comprehensive and realistic. Ideally, the Customer desires a short implementation period.

Work plan will outline detailed schedule for deployment and will identify any contingencies or processes required for hardware/software integrations.

The Offeror must provide the following information as part of this tab:

9.8.1.1. A complete and realistic timeline addressing all tasks required to fully implement the solution;

9.8.1.2. The timeline can be formatted in the weeks and months following the Notice to Proceed date; and

9.8.1.3. The timeline shall account for testing and training per the requirements of this solicitation.

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

9.9. Key Personnel and Staffing Plan

Identify the personnel proposed for this engagement, including:

9.9.1. Project manager and key team members

9.9.2. Roles and responsibilities of each individual

9.9.3. Organizational structure and reporting relationships

9.9.4. Availability of key staff for the duration of the project

Resumes should be concise and limited to relevant experience.

9.10. Relevant Public Sector Experience

Describe experience providing similar services to public sector entities, including:

9.10.1. Local, state, or federal government clients

9.10.2. Experience working under public procurement requirements

9.10.3. Familiarity with applicable laws, regulations, and administrative processes

9.11. References

Provide references for projects similar in scope and complexity on the Reference Sheet provided in Part G, Attachment E of this Solicitation.

9.12. Subcontractor’s List (Attachment F of Part G)

The Offeror shall provide a completed Subcontractor’s List.

9.13. Acceptance of Conditions

The Offeror shall indicate its acceptance of the requirements, terms and conditions, and insurance, as set forth in the RFP, including all addenda issued pursuant to the RFP.

9.14. Additional Information

Provide any additional information requested elsewhere in this Solicitation or that the Offeror believes will assist the City in evaluating the Proposal.

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

9.15. Cost Proposal

The Offeror shall complete Part G – Attachment H – Cost Proposal detailing the Offeror’s implementation costs; annual recurring costs; and other associated costs.

9.15.1. Once the Contract has been awarded, the Contractor will not be permitted to charge the City for any service that is not clearly identified in terms of pricing and detail within their original proposal to the City. The only exceptions to this limitation will be if the City specifically requests an additional service that was not identified in the RFP or the Offeror’s Proposal.

9.15.2. The City will not pay any costs for additional services, supplies, or other fees not identified in the RFP or the Offeror’s Proposal without prior approval of a Change Order.

9.15.3. No pricing information shall be provided in the Technical Proposal.

10. Governing Terms

The Contract resulting from this RFP shall include the City’s Part C – Special Terms and Conditions and Part D – General Terms and Conditions, which govern contract performance, administration, acceptance, payment, and remedies.

Capitalized terms not otherwise defined in this RFP shall have the meanings set forth in Part H – Definitions.

11. Late Proposals

Responses arriving after the specified time and date in Part A – Solicitation General Information will not be accepted. Please allow sufficient time for the preparation and delivery of your response.

12. Mistakes in Offers

The City may permit clarification of Proposals in accordance with the Virginia Public Procurement Act.

13. Offer Submission Information and Instructions

13.1. All offers must be submitted electronically. Submit them to the aforementioned project through the EUNA Procurement tool at:

https://alexandriava.bonfirehub.com/portal/?tab=openOpportunities. Proposals sent by mail or by hand will not be accepted. All documents submitted must be in PDF format. If a document is not in PDF format, the City may determine that the Offeror’s submission is non-responsive.

https://alexandriava.bonfirehub.com/portal/?tab=openOpportunities

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

13.2. Offerors are required to complete, including signatures, and return all Attachments included in the Solicitation Documents. Solicitation and Addenda that are not signed may be considered non-responsive and not accepted.

13.3. Offerors must review and comply with the requirements of the Solicitation and ensure that all required information is provided and required forms are executed and returned with its Solicitation response, including, but not limited to:

13.3.1 Attachments

13.3.2 Any applicable certifications and licenses.

14. Opening of Proposals

As specified in Part A – Solicitation General Information.

15. Proposal Signature

Solicitation Responses must contain the original signature of an individual who is authorized to bind the Offeror. The original signature must be provided on all Solicitation Documents where a signature is required. Facsimile signatures, photographic reproductions of signatures, rubber stamps, etc., are not acceptable, except in cases where the Offeror submits its Solicitation Response through the City’s ERP system.

16. Proposal Submission

Proposals shall be submitted in the form, manner, and by the deadline specified in Part A

– Solicitation General Information.

17. Proposal Submission and Presentation Costs

The City must not be liable in any way for any costs incurred by any Offeror in the preparation or submission of its Proposal or its participation in any discussion, presentation, negotiation, or meeting regarding its Proposal or the Solicitation.

18. Proposal Validity Period

Proposals shall remain valid for a period of not less than 120 Calendar Days from the Solicitation Due Date specified in Part A – Solicitation General Information, unless withdrawn by the Offeror prior to Award in accordance with these Instructions.

19. Public Inspection and Confidentiality

Proposals submitted in response to this RFP are subject to the Virginia Freedom of Information Act (“FOIA”). Offerors shall clearly identify any proprietary or confidential information contained in their Proposals.

RFP: Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL)

System Replacement

The City will use reasonable efforts to protect properly designated proprietary information to the extent permitted by law; however, the City makes no representation or warranty that such information will be exempt from disclosure.

20. Vendor Registration

20.1. The Offeror, if selected for Contract Award, must complete the following registration and to receive grant funding (if applicable). Registered with City as an active vendor by completing the Vendor Self Service (VSS) registration on the City’s ERP system located at https://service.alexandriava.gov/MSS/Vendors/default.aspx.

20.2. If the Vendor is a Small-, Women-, or Minority-owned (SWaM) business and is registered with the Commonwealth of Virginia, provide the Vendor’s Virginia SWaM certification documentation with the registration on the City’s VSS. To register as a SWaM business with the Commonwealth of Virginia, go to the website for the Virginia Department of Small Business and Supplier Diversity, located at https://www.sbsd.virginia.gov/.

21. Withdrawal or Modification of Proposals

An Offeror may withdraw or modify its Proposal at any time prior to the Solicitation Due Date by submitting written notice to the Issuing Office in accordance with Part A – Solicitation General Information.

No Proposal may be withdrawn after the Proposal Due Date except as permitted by applicable law.

https://service.alexandriava.gov/MSS/Vendors/default.aspx https://www.sbsd.virginia.gov/