25_33 Addendum No_ 1.pdf
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- Solicitation number
- PE-67500-NONST-2025-000000067
- Issued by
- Henry County, Georgia
About this file
This is Addendum #1 to RFP #25-33 from Henry County, Georgia Purchasing Department for the Purchase, Installation, and Maintenance of Cashless Fares Software and Equipment. The addendum extends the proposal due date from January 10, 2025 to January 24, 2025 at 3:00 PM. The project requires installation of cashless fare collection equipment on 33 vehicles, including 36 mounted devices for paratransit vehicles and fare inspection. The system must integrate with VIA scheduling software, which is currently used for CAD/AVL and trip planning functions. Vehicle installations will take place at the Transit facility, with staff available to assist and storage space provided for equipment.
The county completed 59,428 trips in the last fiscal year, with fares structured at $2.00 per trip for riders 60 years and older, $4.00 per trip for riders 59 and younger, and $5.00 per trip for micro-transit zone trips. The project includes a 14% DBE participation goal that is encouraged but not mandatory. The county is seeking a fully cashless system and will not accept cash payments from any riders. The system will be installed on Ford Cutaway buses for paratransit service and International Cutaway vehicles for fixed route service beginning Spring/Summer 2025. Electronic signatures via DocuSign are accepted, but electronic proposal submissions are not permitted at this time.
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Other files
| File | Type | Posted |
|---|---|---|
| 25_33 Purchase_ Installation_ _ Maintenance o.pdf | ||
| 25_33 Addendum No_ 3.pdf | ||
| 25_33 Addendum No_ 2.pdf |
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Addendum #1 “25-33, Purchase, Installation, and Maintenance of Cashless Fares Software and Equipment” Page 1 of 6
The following items take precedence over referenced portions of the documents for the above-named project and in executing a contract, will become a part thereof. Where any item in the documents is supplemented hereby, the original requirements will remain in effect. All supplemental conditions will be considered as added thereto. Where any original item is amended, voided or superseded hereby, the provisions of such items not so specifically amended, voided or superseded will remain in effect.
This form must be signed and attached to the proposal to acknowledge receipt of this Addendum.
Failure to acknowledge any addenda will result in a non-responsive bid.
• Revised Schedule of Events
• Questions and Answers
Company’s Name Date
Authorized Representative’s Name Authorized Representative’s Signature
Henry County
Purchasing Department 140 Henry Parkway, McDonough, GA 30253
Phone: 770-288-6027 Fax: 770-288-6047
Website: henrycounty-ga.com/purchasing
ADDENDUM #1
Issued: January 2, 2025
RFP # 25-33
Purchase, Installation, and Maintenance of Cashless Fares Software and Equipment
Due Date and Time: January 10, 2025, January 24, 2025, 3:00 PM
Addendum #1 “25-33, Purchase, Installation, and Maintenance of Cashless Fares Software and Equipment” Page 2 of 6
SCHEDULE OF EVENTS FOR
RFP # 25-33
Non-Mandatory Pre-Bid Conference and Site Visit None
Deadline for requests for clarifications and questions. Any possible exceptions to the bid specifications and/or terms and conditions should be addressed during this phase. These requests will be answered in an addendum and must be emailed to:
purchasing@co.henry.ga.us
3:00 PM
December 27, 2024
*Deadline for first addendum, if required, posted on the Henry County website:
https://henrycountyga.gov
3:00 PM
January 3, 2025
Sealed bids will be accepted until the due date and time. Any late submittals received will not be considered. Submittals are to be delivered to Henry County Purchasing
Department, 140 Henry Parkway, McDonough, GA 30253.
3:00 PM
January 10, 2025
January 24, 2025 mailto:purchasing@co.henry.ga.us https://henrycountyga.gov/
Addendum #1 “25-33, Purchase, Installation, and Maintenance of Cashless Fares Software and Equipment” Page 3 of 6
RFP #25-33
Purchase, Installation, and Maintenance of Cashless Fares Software and Equipment
Questions and Answers
1. Question: Please extend the due 60 days, 30 days to respond is very quick and the RFP release occurs during the Christmas holiday making it difficult to pull together all the required third party and interface information needed to respond.
Answer: The new due date for proposals is January 24, 2025.
2. Question: Please describe the level of integration required with existing on-vehicle hardware and trip planning applications.
Answer: We currently are using VIA scheduling software. The fare collection system may need to be integrated with Via.
3. Question: Who provides your existing CAD/AVL system and equipment?
Answer: VIA scheduling software.
4. Question: Please provide contact details for the CAD/AVL vendor so that we can discuss integrations.
Answer: VIA scheduling software.
5. Question: What existing Trip Planner do you use?
Answer: VIA scheduling software.
6. Question: Please provide contact details for your Trip Planner provider so that we can discuss integrations.
Answer: VIA scheduling software.
7. Question: How many handheld validators for TRT paratransit vehicles do you require?
Answer: 36 Mounted Devices
8. Question: How many handheld Fare Inspection devices do you require?
Answer: 36 Mounted Devices
9. Question: Which vehicles are used to provide Fixed Route service?
Answer: An International Cutaway will be used for the fixed route service. Spring/Summer 2025
10. Question: Which vehicles are used for Paratransit service?
Answer: Ford Cutaways buses.
Addendum #1 “25-33, Purchase, Installation, and Maintenance of Cashless Fares Software and Equipment” Page 4 of 6
11. Question: Please expand on what is meant by “The vendor shall administer the system infrastructure and make updates available” when describing the expansion of ticket sales across the system? Do you expect the contractor to provide retail sales and distribution of smartcards?
Answer: We do not expect the contractor to provide retail sales and distribution of smartcards. We are requiring notification of updates of the system as they become available.
12. Question: Please provide more details regarding what your goal is to “Enable technology to assist in the distribution of fare media in economically challenged communities.”
Answer: Instructions to the public on how to use the cashless fare system, especially for riders that do not have access to a smartphone.
13. Question: Does Henry County currently have a banking relationship for credit card purchases of fares? If yes, which bank are you using?
Answer: Not at this time.
14. Question: Where will vehicle installations take place?
Answer: On site, at our Transit facility.
15. Question: How many vehicles will be available for installations?
Answer: 33 Vehicles.
16. Question: Will drivers/staff be available during installation hours to move vehicles and sign off when installations are completed?
Answer: Yes
17. Question: Will there be sufficient storage space available for equipment sets utilized for installation?
Answer: Yes
18. Question: To accurately calculate your cost per year for the fees associated with smartcard and mobile ticketing transactions we need to know a number of transactions per year you anticipate being used across the New Fare Collection system.
Answer: Last fiscal year we completed 59,428 trips.
19. Question: Can we get a breakdown of your fare revenue per year?
Answer: Our Fare structure are as follows. $2.00 per trip 60 years of age and older. $4.00 per trip 59 years of age and younger. $5.00 per trip for a micro-transit zone trip.
20. Question: Can you remove the bonding requirements? If you are seeking protections for project completion, please consider using Liquidated Damages as this will be easier to implement and provide similar protections.
Answer: Unfortunately, we cannot.
Addendum #1 “25-33, Purchase, Installation, and Maintenance of Cashless Fares Software and Equipment” Page 5 of 6
21. Question: Due to the holidays and limited staff availability, would the agency grant an extension of three weeks until January 31, 2025?
Answer: The new due date for proposals is January 24, 2025.
22. Question: DBE is currently at 14%, the majority of scope is for Software as a Service. How do you intend to calculate DBE participation?
Answer: The 14% DBE goal is encouraged. The Bidder must utilize, or make a good faith effort to utilize, Certified M/WBE’s. Please refer to Section C, Procurement Non-Discrimination Program and Contract Compliance Requirements, located on page 14; Section L, DBE Requirements located on page 29; and the DBE Benchmark Worksheet located on 72 of the solicitation for additional information.
23. Question: SaaS is a proven developed solution, please define what your intent is for ownership?
Answer: To be able to manage the cashless fare system.
24. Question: How do you intend to digitize cash for cash riders only? Are you looking for options to accommodate cash only customers?
Answer: We are looking for options to not accept cash from anyone.
25. Question: Will the agency accept DocuSign for signatures?
Answer: Yes
26. Question: The FTA encourages the use of cooperative purchasing language in RFP’s (see FTA Best Practices
Procurement Manual). Would Henry County be open to adding an assignability clause in the terms section of this solicitation to allow this RFP to be used cooperatively?
Answer: No, not at this time.
27. Question: Would Henry County consider accepting electronic submissions?
Answer: No, not at this time.
28. Question: Given several holidays between now and the deadline, would Henry County consider extending the RFP deadline?
Answer: The new due date for proposals is January 24, 2025.
29. Question: Will Henry County consider removing the DBE requirement or reducing the DBE percentage? If the vendor is not DBE, the 14% requirement adds significantly to Henry County’s cost proposal by adding a subcontractor.
Answer: Please see the response to question #22.
Addendum #1 “25-33, Purchase, Installation, and Maintenance of Cashless Fares Software and Equipment” Page 6 of 6
30. Question: On page 16 of the RFP, it states that, “All software and data, including raw data, will be the property of Henry Connect.” We provide software that is scalable across all 220+ transit agencies we work with and cannot be made the property of another entity. Will would please consider removing this requirement as most vendors will not be able to oblige.
Answer: We will be glad to discuss this with the awarded vendor.
31. Question: Which vehicles is Henry County planning on buying routers for to provide hard-wired WiFi connection? In other words, which vehicles is Henry County planning on installing the electronic fare collection system?
Answer: 33 Vehicles will need to be outfitted. Fleet information can be found on pages 23-24 of the solicitation.
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