846667itsCville.pdf

REQUEST FOR PROPOSAL

(RFP)

Issue Date: Thursday, October 1, 2026

RFP 27-17

Title: CAT INTELLIGENT TRANSPORTATION SYSTEM (ITS)

Issuing Agency: City of Charlottesville Charlottesville Area Transit Department

Request for Proposal Release Date October 1, 2026

Proposal Submission Deadline November 2, 2026, 2:00pm

All Inquiries For Information Should Be Submitted In Writing through the City’s OpenGov portal at: https://procurement.opengov.com/portal/charlottesville.

Sealed Proposals Will Be Received online and all proposals are due before 2:00 pm on

November 2, 2026. Proposals received after the stated deadline will not be considered. No telephoned, faxed, emailed, hand-delivered, or mailed proposals will be considered.

This public body does not discriminate against faith-based organizations in accordance with the

Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

https://procurement.opengov.com/portal/charlottesville

RFP 27-17 – CAT INTELLIGENT TRANSPORTATION SYSTEM (ITS)

TABLE OF CONTENTS FOR RFP 27-17 – CAT INTELLIGENT TRANSPORTATION SYSTEM (ITS)

I. Purpose

II. Term

III. Minority Business Program

IV. Background

V. Statement of Needs

VI. Proposal Preparation and Submission Instructions

VII. Evaluation and Award Criteria

VIII. Award of Contract

IX. Reporting and Delivery Instructions

X. Pre-Proposal Conference

XI. General Terms and Conditions

XII. Special Terms and Conditions

XIII. Pricing

XIV. Offeror Questionnaire

Attachments:

A - CAT Fleet of Vehicles

B - CAT Technology Overview

C - COMPONENT REQUIREMENTS QUESTIONS AND DETAILS

D - Terms and Conditions Cloud SaaS RFP

E - FTA Cluases RFP 27-17 CAT INTELLIGENT TRANSPORTATION SYSTEM (ITS)

Be advised that some of the content in the associated pages may not be posted in an accessible format for screen readers due to the length, complexity and technical nature; however, accommodations will be made upon request by calling 434-970-3860 or submitting an email request to purchasing@charlottesville.gov.

mailto:purchasing@charlottesville.gov

I PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a term contract through competitive negotiation for the purchase, delivery, installation and maintenance of a Computer Aided Dispatch

(CAD)/Automatic Vehicle Locator (AVL) System for the City of Charlottesville, Charlottesville Area Transit.

II TERM

Contract shall be for one (1) year beginning date of ratified contract with the option to renew under the terms of the original agreement for up to four (4) additional one (1) year terms if agreed upon in writing by both parties.

III MINORITY BUSINESS PROGRAM

The City encourages the participation of small and micro businesses, businesses owned by women, minorities, or veterans, and employment services organizations in the City’s procurement opportunities, and encourages offerors to provide for the participation of these firms through partnerships, joint ventures, and subcontracts. Offerors are asked, as part of their submission, to describe any planned use of such firms in fulfilling this contract. To find out more about the City’s current initiatives to reduce barriers for these businesses, please visit the Minority

Business Program website at www.charlottesville.gov/Minority-Business-Program.

IV BACKGROUND

Charlottesville Area Transit (CAT) provides essential public transportation services for the City of Charlottesville and the urbanized areas of Albemarle County, connecting neighborhoods, employment centers, medical facilities, and the University of Virginia. Operating year-round from its primary facility at 1545 Avon Street Extended, CAT manages fixed-route services, dispatch operations, fleet maintenance, and administrative functions that support thousands of passenger trips annually. As CAT continues to serve a diverse community of residents, students, commuters, visitors, and tourists, the agency faces increasing expectations for modern, reliable, and easy-to-use transit services.

To meet these evolving needs, CAT is implementing a new Intelligent Transportation System

(ITS) that incorporates key functions such as Computer-Aided Dispatch (CAD) and Automatic

Vehicle Location (AVL). This system will improve real-time operational management, deliver more accurate and accessible rider information, and strengthen integration across system components. By enhancing both real-time and post-event data availability, CAT aims to improve service efficiency, support more informed decision-making, and elevate the overall rider experience. Through the deployment of intuitive, up-to-date technologies, CAT seeks to continue attracting riders, support regional mobility, and provide a more seamless, dependable transit experience.

V STATEMENT OF NEEDS

The successful offeror shall comply with all applicable federal, state and local laws, rules and regulations applicable to the provision and performance by the successful offeror of the work and services that are the subject of the contract.

A FEDERAL TRANSIT ADMINISTRATION (FTA) REQUIREMENTS

This procurement is anticipated to be funded, in whole or in part, with federal financial assistance provided by the

Federal Transit Administration (FTA). The applicable federal requirements and solicitation provisions are included in the attachment titled "CAT INTELLIGENT TRANSPORTATION SYSTEM (ITS) ". The Offeror and all applicable sub-offerees shall comply with the federal requirements and provisions applicable to this solicitation and any resulting contract.

B PROJECT IMPLEMENTATION AND ONGOING SERVICES

1. Full Implementation https://www.charlottesville.gov/Minority-Business-Program

The successful offeror will complete installation and testing of the approved CAD/AVL Components. CAT staff training will take place prior to or concurrently with installation in order to have administrative, operational, technical, and mechanical staff fully trained prior to the CAD/AVL system and other Components going live. Full functionality of the System, including hardware and software, integrations, and the cloud-based database and reporting must be established by the target date negotiated between CAT and successful offeror. CAT shall have 6 weeks after go-live to test the system before conveying final Acceptance or

Rejection to the Contractor.

2. Support and Maintenance

The Warranty period shall begin after system acceptance for CAT’s full fleet of vehicles. The successful offeror shall complete all maintenance and support as needed during the Warranty period; thereafter, the successful offeror shall perform as needed or requested service checks to keep the system fully operational for the term of the contract.

3. Software Licensing and Hosting

The software licensing and hosting period shall begin after acceptance for CAT’s full fleet of vehicles. The successful offeror provides licensing and cloud-hosting of the data capture and reporting capabilities required for its Component for the term of the contract.

4. Training and Additional Support Services

The successful offeror shall provide training necessary for CAT staff to effectively operate, administer, and support the proposed system. Training shall include initial implementation training and any training specifically identified elsewhere in this RFP.

CAT may request additional training or technical support services beyond those included in the Offeror’s proposed solution. Such services shall be provided only upon CAT’s request and authorization and shall be billed by price or the hourly rates established in the offeror’s proposal.

5. System and Connectivity Requirements

The successful offeror shall provide details of their standards and expectations regarding cellular bandwidth requirements and how their system handles cellular data dead zones, the performance expectations met by the product, how the system handles up-time monitoring, and any limitations on the number of users for their system.

6. Build America, Buy America

For projects subject to federal funding requirements, identify and incorporate the applicable current Build America, Buy America (BABA) requirements into the project design, plans, specifications, and construction documents. The

Offeror shall specify BABA-compliant products, materials, and components, as applicable, and shall utilize “or approved equal” language in specifications where appropriate. The Offeror shall ensure that project specifications are consistent with the applicable BABA requirements in effect for the individual project.

C TRANSIT CAD, AVL AND, ITS COMPONENTS

1. PROJECT OVERVIEW AND COMPONENTS

CAT is seeking to produce a Computer-Aided Dispatch/Automatic Vehicle Location system (CAD/AVL) and

Intelligent Transportation System (ITS) components to support efficient and effective transportation operations. The components may be produced individually or as part of an integrated solution. Offers may submit proposals for one or more of the components identified below. For each component proposed, offers shall identify any integration requirements with other components or systems.

Questions related to each component are provided in the attachment titled " Component Requirements Questions and Details." Offers shall provide a complete response to all applicable questions and describe how their proposed solution meets or exceeds the requirements and addresses the identified objectives.

Component

“X” indicates Component is being requested for this vehicle type

Fixed Route Transit Bus

(40)

Fixed Route Body on Chassis (7)

Fixed Route Computer Aided Dispatch (CAD)/Automatic Vehicle

Location (AVL)

X X

Automated Vehicle Announcements (AVA) (fixed only) X X

Real Time General Transit Feed Specifications (GTFS-RT) X X

Infotainment & Passenger Information X X

Scheduling/ General Transit Feed Specifications Manager X X

System and Connectivity Requirements X X

2. CAT FLEET

CAT requires the new CAD/AVL system and applicable ITS components to be installed across its existing fleet. A current fleet listing is provided in the attachment titled “CAT Fleet of Vehicles.” The resulting contract shall also allow for the addition of vehicles and associated equipment throughout the contract term.

3. CAT TECHNOLOGY OVERVIEW

CAT currently utilizes various technology systems and equipment to support its transit operations. A detailed listing of CAT existing ITS technologies, systems, and vendors is provided in the attachment titled “CAT

Technology Overview.” Offerors should review the attachment to understand CAT’s current technology environment and consider how their proposed solution will integrate with, interface with, or replace existing systems, as applicable.

D GENERAL (APPLY TO ALL COMPONENTS / SOLUTIONS)

REQUIREMENTS:

• The successful offeror shall provide a turnkey system/component. The system shall allow multiple users to access or edit data simultaneously.

• The successful offeror shall provide a fully hosted, cloud-based, web-accessible solution.

• The system shall be accessible through standard web browsers.

• The successful offeror shall store data collected throughout the term of the contract and provide CAT with access to such data as needed.

• The system shall support secure data storage and data sharing with other systems, as applicable.

• The system shall support integration with other systems through an Application Programming Interface

(API) or other appropriate integration methods.

• Reports and data shall be exportable and compatible with Microsoft Office programs.

• The successful offeror shall be responsible for assisting CAT with maintaining and upgrading hardware necessary for the system to function properly.

• Hardware and software shall be capable of operating at peak performance in the geographical climate of

CAT’s service area.

• On-board systems shall continue to function during periods without cellular data reception.

• The system shall provide a method for maintaining and recovering data following a loss of connectivity while vehicles are in transit.

• The system shall incorporate appropriate security measures to protect CAT data and systems from unauthorized access, data breaches, and cyberattacks.

• The system shall not interfere with vehicle operations or other systems installed on the vehicle.

• All cables, wiring, mounts, and other hardware shall be designed for the heavy-duty operation of a transit bus.

• All equipment shall be transferable to other transit buses as needed.

• The successful offeror shall notify CAT of unplanned system downtime no later than one (1) hour after the downtime occurs.

• The successful offeror shall also provide CAT with its downtime policies and notification of planned downtime in accordance with the CAT Cloud Services Addendum.

• The successful offeror shall comply with the City of Charlottesville Information Technology Terms and

Conditions, included as the attachment titled “Terms and Conditions Cloud SaaS RFP.”

E COMPUTER AIDED DISPATCH (CAD) / AUTOMATIC VEHICLE LOCATION (AVL)

REQUIREMENTS:

• The on-board systems shall be capable of storing a minimum of 3 days’ worth of data should CAT experience connectivity issues and/or the systems should provide a method of notification that data has not been received from certain systems before the on-board system would result in data loss.

• The system shall provide standard and customizable reports that support CAT’s monthly and annual

National Transit Database (NTD) reporting requirements, other applicable federal, state, and local reporting requirements, and generally accepted public transportation industry performance measures.

• Reports shall include, at a minimum, vehicle revenue miles, vehicle revenue hours, total vehicle miles, total vehicle hours, unlinked passenger trips when passenger-counting data are available, missed or incomplete trips, on-time performance, service reliability, and other operational data required by CAT.

• The successful offeror shall identify the source, definition, and calculation methodology for each reported measure. The system shall allow CAT to review, validate, correct, and export the underlying data.

• All reports and supporting data shall be exportable in commonly used formats, including Microsoft Excel and comma-separated values (CSV), without requiring additional vendor assistance or fees.

• CAT shall retain responsibility for reviewing and approving all information submitted to the NTD or another regulatory entity.

• The system shall give CAT the ability to both import and export General Transit Feed Specifications Real

Time (GTFS-RT) data.

• The Mobile Data Terminal (MDT) shall be a minimum of 7-inch screen measured diagonally.

• The MDT shall produce audible and visual notifications.

• MDT units shall synchronize with the main systems to ensure the correct time is shown on all systems on board and otherwise.

• All fonts shown on the MDT shall be appropriately scaled to the task being performed and the need of the operator to see the data. No font displayed shall be smaller than 6 pt. The MDT shall prioritize readability.

• The MDT shall provide a single login for the CAD/AVL systems, and any other connected systems provided by the successful offeror/integration partner.

• The MDT shall serve as a platform for 2-way, non-audio messaging.

• Any notifications or messages received should not interfere with an operator’s turn-by-turn directions, on-time performance, or driver safety.

• An operator shall not be able to respond while the vehicle is in motion.

• The system shall offer preset responses from the operator.

F AUTOMATED VEHICLE ANNOUNCEMENTS (AVA)

REQUIREMENTS:

• AVA shall meet Americans with Disabilities Act standards.

• AVA shall offer volume controls for both the inside and outside speakers.

• AVA shall integrate with on-board signage for a comprehensive passenger system.

G GENERAL TRANSIT FEED SPECIFICATIONS REAL TIME (GTFS-RT)

REQUIREMENTS:

• GTFS-RT feeds shall update no longer than every 60 seconds.

• The system shall push GTFS-RT data to other sources in real time as the need arises from CAT.

H SCHEDULING/ GTFS-RT MANAGER

REQUIREMENTS:

• Any GTFS-RT file should include, at minimum, a stop code, stop name, stop latitude, stop longitude, zone identification, and stop time zone.

• The system shall offer blocking and run cutting.

• CAT shall have a one-click GTFS-RT export.

• The system shall allow CAT to create a rule set for scheduling.

• The system shall store inactive stop data.

• The system shall have no limit on the number of routes or stops within a route.

I INFOTAINMENT, PUBLIC MOBILE ACCESS & PASSENGER INFORMATION

REQUIREMENTS:

• The infotainment system shall be able to pull GPS data from CAT’s Automatic Passenger Counter (APC) system or CAD/AVL system.

• The system shall offer web-based access for CAT administration.

• The successful offeror shall provide a publicly accessible, mobile-friendly platform that allows passengers to access CAT real-time transit information through smartphones, tablets, and other internet-connected devices.

• The public-facing platform shall be available through a responsive mobile website, a mobile application compatible with current Apple iOS and Android operating systems, or both.

• Passengers shall not be required to create an account or provide personal information to access basic transit information.

• The public-facing platform shall display, at a minimum:

o Real-time bus locations.

o Estimated arrival times.

o Routes and stops.

o Scheduled arrival and departure information.

o Service alerts, detours, cancellations, and missed trips.

o Vehicle identification or route assignment, as approved by CAT.

o Accessibility information, when available.

• Real-time information displayed to passengers shall be updated at intervals not exceeding 60 seconds.

• The platform shall clearly distinguish between scheduled information and real-time estimated information.

• The system shall provide passengers with a notification when real-time information is temporarily unavailable.

• CAT shall have the ability to publish service alerts and emergency notifications without requiring assistance from the successful offeror.

• The public-facing platform shall comply with applicable Americans with Disabilities Act requirements and recognized digital accessibility standards.

• The platform shall support CAT branding, including CAT’s name, logo, colors, route information, and customer-service contact information.

• The successful offeror shall provide CAT with access to usage data and analytics related to the public-facing platform.

• Any collection or use of passenger information shall comply with applicable City privacy, data-security, and cloud-services requirements.

• The successful offeror shall provide technical support, maintenance, security updates, and operating-system compatibility updates throughout the contract.

• If public information will be provided through third-party trip-planning applications, the successful offeror shall publish and maintain CAT’s GTFS and GTFS-Realtime feeds in a format that can be accessed by

CAT-approved third-party applications.

• CAT shall retain ownership of its transit data and the right to provide its GTFS and GTFS-Realtime feeds to other public-information platforms.

VI PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A GENERAL INSTRUCTIONS

A. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this

RFP (“Proposal”).

1. One proposal submitted to the City electronically through the City's OpenGov Procurement portal.

2. In addition, should the proposal contain proprietary information, submit one redacted version (with applicable file name) with proprietary portions removed or blacked out marked “Redacted Copy”.

These items must be submitted to the City as a complete sealed proposal. No other distribution of the proposal shall be made by the Offeror.

Proposals must be submitted prior to the date and time stated in the solicitation. No consideration will be given to proposals not submitted by the deadline. It is the responsibility of the Offeror to ensure timely and correct submittal of proposal.

B. Proposal Preparation:

1. Proposals shall be signed by an authorized representative of the offeror.

2. Each Proposal must be and remain valid for a period of at least (ninety) 90 days from the date set by this RFP for receipt of Proposals.

3. All information requested or required by this RFP must be submitted. Failure to submit all information requested may affect the overall rating of the Offeror’s proposal.

4. Proposals should be prepared simply, providing a clear, straightforward, concise description of the

Offeror’s qualifications and suitability to provide the required services, and of the Offeror’s capabilities, in all respects, to perform fully the requirements of this RFP, and the Offeror’s integrity and reliability that will assure good faith performance of the Project requirements.

5. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub-paragraph, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub-paragraph number should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner may receive a lower score if evaluators are unable to find where the proposal specifically addresses the RFP requirements.

6. As used in this RFP, the terms "must", “will” and "shall" identify mandatory requirements. Items labeled as "should" or “may” are highly desirable, and are preferred. Depending on the overall quality and completeness of a Proposal, inability of an Offeror to satisfy a "must", “will” or "shall" requirement may not automatically remove that Offeror from consideration; however, it may affect the overall rating of the Offerors’ proposal.

7. All proceedings, records, contracts and other records relating to this procurement transaction shall be open to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the

Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted.

The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. Offerors, upon request, shall be afforded the opportunity to inspect proposal records within a reasonable time after the evaluation and negotiations of proposals are completed, but prior to award, except in the event that the City decides not to accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be open to public inspection only after award of a contract by the City.

8. All costs of proposal preparation and presentation shall be borne by each Offeror. The City is not liable for any cost incurred by the offeror prior to issuance of a contract.

C. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the City. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The

City will schedule the time and location of these presentations. Oral presentations are an option of the City and may or may not be conducted.

B SPECIFIC PROPOSAL INSTRUCTIONS

Proposals should be as thorough and detailed as possible so that the City may properly evaluate your capabilities to provide the required goods/services. Offerors are required to submit the following items as a complete proposal:

A. Section 1 – Proposed Systems, Services and Technical Approach

Provide a detailed description of the proposed systems, services, and technical approach demonstrating an understanding of CAT’s requirements for the CAD/AVL, AVA, and ITS systems and services described in the

Statement of Needs.

The response shall include:

• Identification and description of each component being proposed.

• A description of how the proposed solution meets or exceeds the applicable requirements and objectives identified in the Statement of Needs.

• Complete responses to all applicable questions contained in the attachment titled “Component

Requirements Questions and Details.”

• A description of how proposed components will integrate with CAT’s existing systems and other proposed components, as applicable.

• Information regarding the proposed system architecture, functionality, data management, interoperability, security, connectivity, and other technical capabilities applicable to the proposed components.

• A description of the equipment, hardware, software, licensing, hosting, and other products or services included in the proposed solution.

• A description of any exceptions, limitations, dependencies, or additional requirements associated with the proposed solution.

• Plan to utilize small businesses and businesses owned by women and minorities and service-disabled veterans to encourage their participation in the City's procurement activities.

• A description of the proposed public-facing mobile access and real-time passenger information solution, including how passengers will access real-time transit information, supported platforms, accessibility features, service alerts and notifications, GTFS/GTFS-Realtime integration, and CAT’s administrative access and control.

B. Section 2 – Qualifications and Experience

Provide information demonstrating the Offeror’s qualifications, experience, and ability to successfully perform work of similar scope and complexity.

The response shall include:

• An organizational chart identifying key staff assigned to the project.

• Staffing: Provide the names and resumes of staff to be assigned to the project. Resumes should include qualifications, degrees, certifications, experience and licenses of key employees, consultants, and sub-consultants to be assigned to the project. Provide the length (time and number of projects) of relationship the offeror has with the proposed employees, consultants, and sub-consultants.

• The ability, experience, and continuity of the proposed staff, consultants, and sub-consultants to be assigned to the project including the capability of the required staff, consultants, and sub-consultants to perform the services needed within the timeframe designated. The offeror must provide assurance that the continuity of the consulting team will be maintained and not changed without prior approval of the City.

• Detailed descriptions of prior experience with projects having a similar scope and size, to include description of the situation or problem, the implemented solution and the results.

• References: Provide at least, but not limited to, three references for which work of a similar nature to that described herein was performed within the past three years. The references should include the name, title, address, phone number, and email for the person on the owner’s team most intimate with the details of project being referenced. See section 1.3 - References in the Offeror's Questionnaire to provide reference information.

• Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC).

Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

C. Section 3 – Implementation and Project Management Plan

Provide a detailed plan describing the Offeror’s approach to implementation and project management.

The response shall address:

• Proposed implementation schedule and major milestones.

• Installation and system configuration.

• Integration with CAT’s existing systems and equipment.

• Testing and system validation.

• Staff training.

• System acceptance.

• Transition to ongoing operations, maintenance, and support.

• Roles and responsibilities of the Offeror and CAT during implementation.

• Project management and communication approach.

• Identified dependencies, implementation considerations, and anticipated risks that could affect the schedule or successful implementation.

D. Section 4 – Proposed Price and Payment Terms

Provide a detailed price proposal that includes all costs associated with providing the proposed systems and services.

The price proposal shall include, as applicable:

• Initial system, equipment, hardware, and software costs.

• Installation, implementation, integration, configuration, and testing costs.

• Training costs.

• Software licensing and hosting costs.

• Ongoing maintenance and support costs.

• Warranty and extended warranty costs.

• Hourly rates for additional training or technical support services requested by CAT beyond those included in the proposed solution.

• Any other recurring, optional, or additional costs associated with the proposed solution.

• A total cost for the proposed solution over the defined contract term.

• A description of any assumptions used in developing the proposed pricing.

• Proposal should clearly state payment terms desired, such as Net 30 days. Such terms as proposed shall be negotiable.

• Proposal should clearly state payment schedule desired. Such schedule proposed shall be negotiable.

VII EVALUATION AND AWARD CRITERIA

Proposals shall be evaluated by the City of Charlottesville using the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposed Systems, Services and Technical

Approach

The proposal shall be detailed and complete as to clearly demonstrate the proposed approach and that the offeror has a thorough knowledge and understanding of providing CAD/AVL, AVA, and ITS Systems and Services as described in the Statement of Needs. This should be addressed in Section 1 – Proposed

Systems, Services and Technical Approach.

0-5 Points 35 (35% of Total)

2. Qualifications and Experience

An organizational chart illustrating all key staff and their experience in implementing

CAD/AVL projects of similar scope and nature, as well as the technical skills and capabilities of key personnel assigned to the project. This information should be addressed in Section 2 –

Qualifications and Experience.

0-5 Points 25 (25% of Total)

3. Implementation and Project Management

Plan

Description of approach of implementation schedule, training, installation, system acceptance and testing. This should be addressed in Section 3 – Implementation and

Project Management Plan.

0-5 Points 20 (20% of Total)

4. Proposed Price and Payment Terms

Proposed price including all items of labor, materials, tools, equipment, duties, fees, shipping, and all other costs necessary to fully complete, delivery, assembly, installation, warranty, extended warranty, training of City personnel, service manuals, drawings, ongoing costs such as software licenses, upgrade fees, consulting and maintenance; This should be addressed in Section 4 – Proposed Price and

Payment Terms.

0-5 Points 20 (20% of Total)

VIII AWARD OF CONTRACT

The selection process shall be as per § 2.2-4302.2. of the Virginia Public Procurement Act for the procurement of non-professional services. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among all the offerors on the basis of the evaluation criteria, including price. Negotiations shall then be conducted with each of the offerors so selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the City Manager or Purchasing Agent shall select the offeror which in their opinion has made the best proposal, and shall award the contract to that offeror. Should the City Manager or Purchasing Agent, as appropriate, determine in writing and in their sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror.

IX REPORTING AND DELIVERY INSTRUCTIONS

OMITTED.

X PRE-PROPOSAL CONFERENCE

There will not be a Pre-Proposal Conference.

XI GENERAL TERMS AND CONDITIONS

A ANNOUNCEMENT OF AWARD

Public notice of the award of this contract, or the announcement of the decision to award this contract, shall be given in the following manner: posting of a written notice on the City’s website at https://www.charlottesville.gov/purchasing.

B ANTITRUST

By entering into a contract, a contractor conveys, sells, assigns, and transfers to the City of Charlottesville all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the

United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the City of Charlottesville under said contract.

C ASSIGNMENT OF CONTRACT

A contract shall not be assignable by the contractor in whole or in part without the prior written consent of the City.

D AVAILABILITY OF FUNDS

The City’s obligation under a contract awarded as a result of this procurement transaction shall be expressly contingent upon the availability and appropriation of public funds to support the City’s performance thereof.

https://www.charlottesville.gov/purchasing

E CHANGES TO THE CONTRACT

Changes can be made to the contract in any of the following ways per the Virginia Public Procurement Act and the

City’s Internal Contracts Management Policy:

A. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. No fixed price contract may be increased by more than 10% or $25,000, whichever is greater, without the written approval of the City Manager or designee, and under no circumstances may the amount of this contract be increased, without adequate consideration, for any purpose.

B. The City may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the City a credit for any savings. Said compensation shall be determined by one of the following methods:

1. By mutual agreement between the parties in writing; or

2. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the City’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

3. By ordering, in writing, the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if permitted by the contract.

The same markup shall be used for determining a decrease in price as the result of savings realized.

The contractor shall present the City with all vouchers and records of expenses incurred and savings realized. The City shall have the right to audit the records of the contractor as it deems necessary to verify costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the City within 30 days from the date of receipt of the written order from the City. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the "Contractual Claims" provision of this contract.

F CLARIFICATION OF TERMS

The City will assume no responsibility for oral instructions or suggestions regarding this RFP. Any question regarding the solicitation documents and/or specifications shall be submitted directly through the Questions &

Answers section of OpenGov, and any material change will be provided to all bidders/offerors through issuance of an addendum. Any questions related to this solicitation must be submitted to the City through the City's

OpenGov portal no fewer than five work days prior to the RFP due date and time. Questions submitted beyond this timeframe may or may not be answered by the City, in the City's sole discretion.

G CONTRACTUAL CLAIMS

Contractor must notify the City in writing of its intention to file a claim at the time of the occurrence of the incident or the beginning of the work upon which the claim is based. Claims must be submitted in writing within 60 days after final payment by the City. In some cases, the decision may be appealed through the City’s administrative appeals process. The process for filing contractual claims and appeals is described in the City's Contract Claims

Resolution Policy, which is incorporated herein. Contractual disputes shall also be subject to the provisions of the

Code of Virginia § 2.2-4363(D) and (E) (exhaustion of administrative remedies) and § 2.2-4364 (legal actions).

https://www.charlottesville.gov/DocumentCenter/View/539/Vendor-Appeal-Procedures-PDF https://www.charlottesville.gov/DocumentCenter/View/539/Vendor-Appeal-Procedures-PDF

H DEBARMENT STATUS

By participating in this procurement, bidders/offerors certify that they are not currently debarred by the federal government, the Commonwealth of Virginia, or any local government or public authority from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation. Bidder/Offeror further certifies that they are not debarred from filling any order or accepting any resulting order, and they are not an agent of any person or entity that is currently so debarred. If a non-debarred bidder/offeror entity is used for the purpose of circumventing the debarment status of another bidder/offeror, the non-debarred bidder/offeror will be debarred for the same time period as the previously debarred bidder/offeror.

I DEFAULT

The contractor is in default upon any material failure to comply with the terms of the contract. In case of failure to deliver goods or services in accordance with the contract terms and conditions, the City, after written notice to the contractor, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs.

J DRUG-FREE WORKPLACE CLAUSE

Applicable for all contracts over $10,000. During the performance of any contract resulting from this solicitation, the contractor agrees as follows: (i) to provide a drug-free workplace for the contractor’s employees; (ii) to post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of this paragraph in every subcontract or purchase order of over $10,000, so that such provisions will be binding upon each subcontractor or vendor. For the purposes of this paragraph, “drug-free workplace” means a site for the performance of work done in connection with the contract awarded to a contractor in accordance with this procurement transaction, where the contractor’s employees are prohibited from engaging in the unlawful manufacture, sale distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

K ETHICS IN PUBLIC CONTRACTING

The bidder/offeror certifies that their bid/proposal is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder/offeror, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

L GOVERNING LAW AND VENUE

This procurement transaction, and any resulting contract, shall be governed by the Code of the City of

Charlottesville and the laws of the Commonwealth of Virginia. Any litigation arising out of this procurement transaction must be brought and prosecuted in the federal, state, or local court(s) having jurisdiction within the City of Charlottesville.

M IDLING REDUCTION REQUIREMENT

Bidders/Offerors are required to comply with the City of Charlottesville’s Idling Reduction Policy for Motor

Vehicles and Equipment, policy number 100-12. This policy is available online at https://www.charlottesville.gov/DocumentCenter/View/521/Idling-Reduction-Policy-100-12-DOC.

N IMMIGRATION REFORM AND CONTROL ACT OF 1986

The bidder/offeror shall not, during the performance of the Contract, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

O INDEMNIFICATION

Contractor hereby assumes, and shall defend, indemnify, save, and hold harmless the City and all of its officers, agents, employees, licensees, and invitees from and against any and all liability, loss, claim, suit, damage, charge, or expense (including court costs and attorney’s fees), however caused, resulting from or in any way connected with actions of the Contractor in the performance of its obligations under any contract resulting from this solicitation, or https://www.charlottesville.gov/DocumentCenter/View/521/Idling-Reduction-Policy-100-12-DOC which occurs as a consequence of any negligence, omission, or misconduct of the Contractor or any of Contractor’s subcontractors, agents, or employees in the performance of work under said contract, regardless of whether such loss or expense is caused in part by a party indemnified hereunder. This indemnification survives the termination of the contract.

P INSURANCE REQUIREMENTS

Consistent with the solicitation and contract, the Contractor/Professional agrees to obtain and keep in effect at all times during the term of this Contract the insurance policies indicated below:

A. Workers' Compensation - To include benefits and limits as required by the Code of Virginia, and to include

Employers’ Liability insurance with at least the following coverage amounts:

o $100,000 per accident per employee o $100,000 per disease per employee o $500,000 policy limit by disease

B. Commercial General Liability - With at least the following coverage amounts, unless otherwise specified:

o $1,000,000 per occurrence, including contractual liability o $2,000,000 General Aggregate (other than Products/Completed Operations) o $2,000,000 Personal and Advertising Injury o Required Endorsement: The City of Charlottesville, its officers, employees, agents, and volunteers are additional insured parties as respects the scope of work performed under contract with the City.

C. Automobile Liability - Amount: $1,000,000, unless otherwise specified. Combined Single Limit. To include coverage for owned, non-owned, and hired vehicles. Not required if motor vehicle(s) will not be operated on City property by Professional, its agents, employees, assignees, or subcontractors, while performing the scope of work under this Contract.

D. Umbrella Liability - Amount: $1,000,000. Per occurrence and in the aggregate.

E. Professional Liability - Technology E&O $1,000,000. Per claim. Required if the scope of work includes providing advice or consultation related to the following fields, which are examples and not exclusive:

legal, banking, medical, programming, design (including construction design), architecture, engineering, and advice or consultation by professionals with extensive education and/or licensing to perform their duties. If the Code of Virginia provides applicable maximum recovery amounts (for example, amounts recoverable in medical malpractice suits), the coverage amount must be equal to or more than those statutory amounts, or the amount listed above, whichever is greater.

F. Cyber Liability - Amount: $1,000,000. Per claim. Required if the scope of work entails the collection of

Personal Health Information, or any other demographic data on individuals including but not limited to names, addresses, Social Security numbers, or any other sort of personally identifying information.

G. Abuse and Molestation Liability - Does not apply.

H. Pollution Liability - Does not apply.

I. Explosion, Collapse, and Underground Property Damage Liability - Does not apply.

J. Builder's Risk - Does not apply.

NOTES REGARDING REQUIRED INSURANCE:

A. Concurrent policies. With regard to the Automobile Liability and Commercial General Liability policies, the total amount of coverage may be accomplished through any combination of primary and excess/umbrella insurance.

B. Insurance company. The required insurance policies must be issued by a company or companies authorized to conduct the business of insurance in Virginia, with a Financial Strength Rating of “A-” or better and a Financial Size Category of VII or higher by A.M. Best Rating Services, Inc., or other rating agency acceptable to the City.

C. Subcontractors. Contractor/Professional shall ensure that all subcontractors providing goods or services related to this Contract obtain and maintain in effect at all times during the term of this Contract, the required insurance policies.

D. Certificates of insurance and policies. Contractor/Professional shall provide the City with one or more certificate(s) of insurance confirming the insurance policies required by this Contract, signed by a person authorized by the insurance company to bind it to the representations contained therein. The certificate(s) shall be provided to the City by Contractor/Professional upon execution of this Contract and at other times throughout the term of this Contract, if requested by the City, within 10 days of such request. In addition, Contractor/Professional shall furnish the City with copies of the relevant insurance policies, if requested by the City, within 10 days of such request.

Effect of insurance: Compliance with insurance requirements shall not relieve Contractor/Professional of any responsibility to indemnify the City for any liability to the City, as specified in any other provision of the Contract.

Q NONDISCRIMINATION

By submitting their bids, bidders certify to the City that they will conform to the Federal Civil Rights Act of 1964, the Virginia Fair Employment Contracting Act of 1975, the Virginians with Disabilities Act, the Americans with

Disabilities Act, and Code of Virginia § 2.2-4343.1(E). During the performance of any contract resulting from this solicitation, the Contractor agrees that the Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation are sufficient for the purpose of meeting the requirements of this section. The Contractor will include these provisions in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

R OWNERSHIP OF DOCUMENTS

All information, documents, and electronic media furnished by the City to the Contractor belong to the City, are furnished solely for use in connection with the Contractor’s provision of…