Addendum 1.pdf

City of Janesville, Janesville Transit System Request for Proposals for Electronic Fare Collection System

JTS RFP 2021-03

Addendum 1: Responses to Questions 8-4-2021

Janesville Transit System (JTS) received the following questions during the question submittal period. Please find below a response.

1. We respectfully request a three-week extension in the due date for proposals given the overlap with many team members' summer holidays.

Please see below for the updated proposal calendar.

UPDATED Proposal Calendar

RFP Issued July 8, 2021

Deadline for Proposer Questions, Comments & Requests for Clarification July 22, 2021

JTS Responds to Questions/Addenda July 29, 2021

RFP Submittal Deadline 12:00 Noon August 11, 2021 September 8, 2021

Interviews/Demonstrations/Negotiation Period (Anticipated)

August 19 – 31, 2021 September 15 – 30, Notice of Contract Award (Anticipated) September 10, 2021 October 11, 2021

2. Will JTS consider proposals for systems that use separate onboard validators which are designed to work alongside JTS's existing fareboxes at a much lower cost than a full farebox replacement, provided such a system can still meet all of JTS's needs including transfers and serving cash customers?

Janesville’s existing fareboxes are circa 1980s; have reached the end of their useful life;

and must be replaced as part of this procurement.

3. In order to develop the best possible solution to the City, we would like to request the

City to kindly extend the proposal due date by 4 weeks.

See response to question 1.

4. We would like to request the City to kindly accept online submission (i.e. email) of a proposal.

No, email submission is not acceptable. Please follow the proposal submission requirements of the RFP.

JTS RFP 2021-03

Addendum 1: Responses to Questions

5. Can the city provide information on the existing AVL system, including interface specifications, so that the new fare collection system can be integrated with it to obtain GPS coordinates?

JTS uses Double Map/TransLoc for its AVL services. JTS is not clear whether we wish to or are able to integrate the system or use GPS coordinates.

6. To the best of our knowledge, there are few vendors that can supply all the equipment stipulated in the RFP. To widen City’s choice, would the City entertain a proposal only for a cashless system (i.e. smartcard/mobile ticketing)?

We desire a contactless system (smart card or perhaps a mobile app replacing a smart card), but we must also be able to accept cash.

7. To the best of our knowledge, there are few vendors that can supply all the equipment stipulated in the RFP. To widen City’s choice, would the City entertain a proposal only for a cash/metal token system with transfer printers?

We desire to get away from metal tokens. We are open to hearing solutions that include transfer printers, if transfer can’t be accommodated within the smart card or mobile app.

8. Is a vendor allowed to submit two proposals - one as a prime contractor, other as a subcontractor?

Yes

9. Is a vendor allowed to submit two proposals as a sub-contractor of two different prime contractors?

10. Is the City’s fleet equipped with onboard modems/WiFi routers, which the new fare collection system can use to transfer data to the back office system? If so, can the City provide information on the onboard modems/WiFi routers and WiFi coverage at the bus garage?

Using the onboard pep wave data source is possible; upon selecting our preferred solution we would discuss and determine how data will be transferred. We do have WiFi coverage at the bus garage for data transfer.

11. Would the City accept a back office system provided as Software as a Service (SaaS)?

The SaaS application will be hosted on a cloud environment and the City will pay fixed annual fee, instead of paying upfront server/software cost.

We are open to solutions that include this model.

JTS RFP 2021-03

Addendum 1: Responses to Questions

12. With regard to the Metric Requirements stipulated in the RFP, we would like to request the City to clarify if preference is given to a proposal using metric units over a proposal using US customary units.

US customary units are OK.

13. How are fares collected onboard the Beloit/Janesville Express route?

Riders pay using cash that is deposited into the existing fareboxes; or a paper punch card.

14. Please provide information on the fare media types accepted on the Beloit/Janesville

Express inclusive of any smart card schematics.

Fare media types accepted are cash; paper ten-ride punch card; or paper single ride card.

15. Please provide more information on the integration requirements with Lecip on the

Beloit/Janesville Express route.

We have no integration requirements, but if your company offers solutions or has integrated similar scenarios previously, please include that information in your response.

16. Due to the rising number of COVID-19 cases and potential negative impacts on all of the major delivery services, we are requesting that the requirement for hard copy submission of proposals be amended to allow for electronic (email) submission.

No, email submission is not acceptable. Please follow the proposal submission requirements of the RFP.

17. Please provide the desired implementation and launch schedule for the solution.

We hope to be under contract by end of October 2021, with project kick off in November 2021 and completion by June 2022, but we have some flexibility.

18. Please provide the following statistical information for JTS’ system usage for the most recently completed fiscal year: Total Sales of each pass broken down by sales channel (i.e. ticket windows, online, TVMs, etc.).

Sales are executed onboard (approximately 50%); at sales outlets (local grocers, etc) (15%); at local middle/high schools (15%); through social service agencies (15%) and at the JTS office (5%).

We do not have any online sales currently.

JTS does not have any Ticket Vending Machines (TVM).

JTS RFP 2021-03

Addendum 1: Responses to Questions

19. Total passenger boardings by payment method used (cash, pass, transfer slip, change card, etc.).

2019 payment method Fare Type Number

Paid ride – cash, token, day pass or punch card

345,756

Free rides (children ages 4 and younger)

6,202

Paper transfer ticket 103,451 Total 455,409

2020 payment method

Fare Type Number Paid ride – cash, token, day pass or punch card

202,871

Free rides (children ages 4 and younger)

2,283

Paper transfer ticket 60,859 Total 266,013

We do not have change cards.

20. Total ridership and fare revenue from 2019 & 2020 Total ridership 2019 = 455,409 Total fare revenue 2019 = $371,295.12

Total ridership 2020 = 266,013 Total fare revenue 2020 = $238,039.65

Revenue Fare Type 2020 2019

Cash Fare $ 68,471.25 115,388.21 Ten Pack Tokens - Seniors/Disabled $ 10,048.50 13,326.80 Ten Pack Tokens $ 34,505.00 48,207.75 Day Pass $ 4,984.00 8,372.00 Monthly Pass $ 69,888.00 103,376.00 Discounted social service tokens $ 1,875.00 1,876.50 Beloit Janesville Express $ 17,982.90 25,237.36 School/Youth Tokens $ 30,285.00 55,510.50 Total $238,039.65 $371,295.12

JTS RFP 2021-03

Addendum 1: Responses to Questions

21. Please confirm if all vehicles are currently equipped with a cellular modem and an antenna. If confirmed, please provide the following information about these devices:

Make and Model of modems and antennas See page 10 for a photo of pep wave modem.

22. Confirmation that the current data plan for the modems can accommodate additional monthly data transfers of up to 100MB per modem Yes.

23. Number of open Ethernet ports on the modem and, confirmation that open ports can be used by a third party device to access the open Internet.

JTS has one open port that may be used.

24. Confirmation that existing antennas are connected to the modems for GPS availability

Yes, but we are not sure if we will be integrating GPS into this project.

25. Confirmation that the existing antennas are internal or attached to the roof of vehicles Data antennas are internal.

26. Please confirm if JTS offers a GTFS real-time (GTFS-RT) data feed that identifies the current route assignment and location of its vehicles.

Yes.

http://jts.doublemap.com/map/

27. How many fare sales kiosks does JTS intend to procure?

If kiosks are purchased, the number will depend on the costs per unit.

28. Page 13 of the RFP requires the purchase of additional fares be facilitated via website though a third-party host. Does JTS have a current website for online sales? and/or No

29. Does JTS have a preferred host for the website?

30. The Mobile App is listed as an optional integration. Does the agency have an existing mobile application proposers are required to integrate with or a preferred vendor? If yes, please provide the name of the mobile app supplier.

JTS RFP 2021-03

Addendum 1: Responses to Questions

31. Will JTS consider offering a two (2) week extension related to the submission of the RFP response?

See response to question 1.

32. In section 5. Social Justice Initiatives, the following phrase is stated in the RFP:

“including whether fare capping is an option”. We would like ask Janesville Transit System to expand on how they define “fare capping”? Is the agency looking for a daily, weekly, or monthly capping feature?

We have interest primarily in monthly fare capping.

33. In section XIV. Optional Integrations, the following phares is specified in the RFP: “Any options involving barcodes”. The question we have is would the agency consider a “QR Code” feature as a substitute to the barcode feature specified?

We are open to hear options related to bar codes or QR codes.

34. In section XIII. Integration with Beloit Transit, it states the following requirement: (1-page maximum) JTS jointly operates a regional bus route named Beloit Janesville Express (BJE) with the Beloit Transit System (BTS), a separate transit system owned by the City of Beloit, WI. Beloit Transit uses LECIP fareboxes. Please share whether your farebox solution can integrate with BTS for purposes of our shared bus route; or describe how transit agencies manage this difference if an electronic integration isn’t possible. Is Janesville looking for the smartcard feature or the mobile app that will be used on their selected farebox, also be able to be used on the LECIP fareboxes on the Beloit Transit System?

We do not have a preference and are open to ideas; at a minimum JTS desired to make vendors aware of this unique component of our service.

35. Secondly is there going to be revenue sharing between BTS JTS on this fare for this regional bus route that the system will need to calculate?

Revenue sharing is calculated by Administration and would not need to be calculated by the system.

36. In section 3 titled “Project Purpose” point #8 states the following: Payment option for purchase of fare materials outside of the bus, perhaps online; via app; or physical kiosk. The question is how does JTS define a Kiosk? Normally when a Kiosk is stated as a requirement, this means the reloading capabilities of the Kiosk are limited to the use of a credit or debit card for payment and will not accept cash.

This description aligns with JTS definition of a kiosk.

JTS RFP 2021-03

Addendum 1: Responses to Questions

37. Is this what JTS is looking for or do they also want the capability of the fare equipment to accept cash?

We do not wish for kiosks to accept cash.

38. Are the buses that operate on the Beloit-Janesville Express a separate fleet than the buses that operate on the regular JTS routes, or are all buses fully interchangeable?

All buses are fully interchangeable.

39. Could JTS please confirm whether the existing network infrastructure has an open ethernet port available?

See response to question #23.

40. Would JTS accept electronic alternatives to paper transfers, for tickets that are in electronic format (such as mobile app tickets or smart cards)?

Yes, we are interested in solutions that do not involve paper transfers.

41. For stored value/ stored ride cards, how does JTS anticipate distributing these cards?

If stored value cards are the chosen solution, we anticipate riders would obtain a card via the kiosk upon purchase of fare materials.

42. For stored value / stored ride cards, what is the expectation if the card is lost or stolen or is corrupted while there is still value on the card?

We would anticipate riders having the option to register their card and having the ability to mark it as lost/stolen/damaged and Administration being able to transfer the value to a replacement card.

43. Could JTS please expand on requirement 10.E., "Allows for the purchase additional fares via website through a third-party host." Is the expectation that the proposer provides a website where riders can reload value? Should any value loaded be available in real-time?

If stored value cards are the chosen solution, we anticipate riders being able to manage their card(s) via a website/online portal. Yes we anticipate value being available in real time.

44. For the case of a malfunctioning farebox, should a passenger be allowed to board with a stored value card if the farebox can't read the card?

JTS RFP 2021-03

Addendum 1: Responses to Questions

1 3 ..modern, contact-less electronic farebox solution We assume that the current requirement is for a new state of art fare collection system, and it a replacement of the existing fare collection system. Kindly confirm.

Yes

2 3 ..modern, contact-less electronic farebox solution

Kindly share the migration approach from old to new.

We expect the proposer to share with us their proposed approach to migration.

3 48 Appendix C – Fare Structure:

Youth Tokens

Kindly elaborate on the physical characteristics of the fare media of the youth tokens?

Are these plain plastic tokens or contactless MiFare tokens?

The tokens are purple metal tokens, the size of a 50 cent piece coin.

4 3 Payment option for purchase of fare materials outside of the bus, perhaps online; via app; or physical kiosk

Is Kiosk an ‘optional’ component in the supply?

Depending on the solution chosen, a kiosk becomes optional or unnecessary. If a contactless card solution is proposed, JTS presumes kiosks would be necessary for riders to load more rides or value onto the cards. If the contactless solution is a mobile app where the rider can add rides or value to their account through their cell phone or online account, then a kiosk may become unnecessary.

Kindly confirm that the kiosk dispensing limited only to Smart card and QR code paper ticket as fare media.

We are open to hearing the features of a kiosk.

Kindly share the fare material types and their form factors to be dispensed on physical kiosk.

We are open to hearing the fare material types available at a kiosk before selecting.

JTS RFP 2021-03

Addendum 1: Responses to Questions

5 6 Proposed timeline for completing this project is also a factor.

Kindly advise on the timeline/ duration for implementation (before go-live)

We hope to be under contract by end of October 2021, with project kick off in November 2021 and completion by June 2022, but we have some flexibility.

6 12 General Requirements:

A. Stored value and stored ride cards shall be pre-encoded for a specific amount or number of rides and distributed off the bus.

Kindly elaborate the phrase: ‘Stored value and stored ride cards…distributed off the bus’.

Kindly share whether the stored ride cards will be encoded again? If yes, share the locations list / desk space availability for the initial /and subsequest encoding operations.

Kindly share the scope of distribution of encoded cards

The proposer would need to share the details of encoding prior to a decision is made.

7 13 Allows for the purchase additional fares via website through a third-party host.

Kindly share whether the stored ride cards will be encoded again through this top up?

The proposer would need to share the details of encoding prior to a decision is made.

8 13 General: Hosting Kindly share the hosting preferences (on-premise, cloud)?

We are open to options, but prefer cloud.

9 12 Stored value and stored ride cards shall be pre-encoded for a specific amount or number of rides and distributed off the bus.

Are the smart cards to be vended in the bus?

If yes: What capacity card stacker is needed onboard the bus? Can we have a 500 cards capacity card stacker onboard the bus for dispensing stored value & stored ride smart cards?

We are open to options for where the smart cards could be vended. 500 card capacity would be sufficient.

10 51 Appendix D – Price Proposal Form has a line item - “Fare Sales Kiosk”. Also it is mentioned that the system

Please provide the features and functional details of the ‘Fare Sale Kiosk’ and quantities needed.

JTS RFP 2021-03

Addendum 1: Responses to Questions should have a Fare Kiosk for sale and add value or adding rides to the smartcard.

We expect proposers to share the qualities of their kiosk; generally we expect the kiosk to be able to add value (for example $20); or add a set number of rides (for example 10 rides).

11 49 item 8 Back office software Please confirm if the AFC backoffice software is required in outright purchase as a one time deployment and ongoing cost is maintenance of the backoffice software

Correct.

Photo of the pep wave modem: