Addendum 1 Responses to Written questions submitted for RFP.docx

Addendum #1 – April 27, 2017 Responses to written questions submitted for RFP-#2017-3, Dispatch/Scheduling Software:

Page 5 of the RFP discusses the implementation schedule, but what is the actual length of the contract period? (i.e., how long does Stevens Point Transit anticipate signing a contract with the chosen Provider?)

Please reference page 5; Contract Period

Is a USB (flash drive) an acceptable form of Electronic Copy?

Yes

Can a USB containing additional materials and videos be included with our proposal for a better understanding of our software?

Yes

What are the goals of Stevens Point Transit for this software upgrade?

This is not an upgrade, SPT currently does not have dispatch/scheduling software.

What is the biggest concern with SPT current solution and how do you see helping our software overcome the concern?

Consolidated program dispatch/scheduling capabilities, which we currently do not have.

What is the goal surrounding the software change?

Currently do not have dispatch/scheduling software.

What is the budget for this project?

The City may award a contract on the basis of initial offers received, without interviews or negotiations, therefore each initial price proposal should contain the Proposers best terms and conditions.

What are the deadlines/timelines for this project?

Please reference page 5 of the RFP document; Project Timeline.

Does SPT have a preferred cellular network? If so, please identify them.

Please reference page 14; Communications

When & how should we expect answers to the submitted questions? (i.e. email, website, etc.)

Is there a consultant involved with this RFP? If so, please identify.

No

Will the Mobile Data Terminals (MDT) be stored on the vehicle when not being used or do you plan to bring the MDT’s indoors?

Yes – SPT has indoor climate controlled vehicle storage.

How many MDT’s will be needed for the volunteer component of the project? (How many volunteers are driving at one time?)

N/A - MDT’s will not be used for the Volunteer Driver program.

Would you prefer that the Proposer trains each driver or do they prefer a “train the trainer” type of implementation? How many drivers do you have? How many trainers do you have?

2-Dispatchers, 3 Supervisors, 1 Operations Supervisor (Full system training as outlined on pages 20- 22; Training

7 Drivers (MDT operations only)

How many depots/bus facilities do you operate? Specifically, how many locations where drivers begin their day?

One

Do you have subcontractors who provide trips? If so, will they require MDT’s/training/support as well?

No

Would a site visit be permissible prior to RFP submission to learn more about individual needs?

Yes

Who will provide the data conversion, the Agency or the Proposer?

The Proposer shall be responsible for data conversion, however agency personnel may assist in the input of data as part of the training.

If the Proposer is providing the data conversion would you prefer this to be done on site?

Yes

Do you have additional reporting requirements other than those listed?

The RFP specifications indicate the reports listed are the minimum reporting capabilities, however it is anticipated additional reporting capabilities will be required. The standard reports listed must compile information for each service category provided within the consolidated program and have the ability to compile daily, weekly, monthly, quarterly, semi-annual and annual reports for each individual service category.

Please provide a summary of monthly reports needed by SPT.

What is the potential time frame for implementation requested?

Please reference page 5- Project Timeline

Would you like a quote for tablets and mounts for the vehicles?

Yes

Who will install the tablets and mounts in the vehicles?

City maintenance staff.

How many total vehicles at peak capacity?

How many total drivers?

Please reference pages 2 and 3- Existing Environment

How many dispatchers does SPT employ?

2 - Dispatchers will be included in the consolidated program upon implementation in January 2018.

How many reservations agents for SPT employ?

No “reservation agents”- currently supervisors schedule trip reservations, dispatchers will be hired for the new consolidated program, implementation in January 2018.

How many hybrid positions (i.e., reservations/dispatch scheduling) in one position does SPT employ?

Same as above.

At each agency are any Drivers/Dispatchers represented by a Union? If so, which one?

Union- AFSCME

Do any of the agencies provide Commuter Routes?

No

Which counties are services provided in?

Portage

What are the days/hours service is provided?

Do you provide “Will Calls” for return trips?

Yes

Do you provide same day service trips?

Yes, if the schedule allows

What are your current Rides Per Hour (RPH)?

How many average trips per day/month are provided?

City Services – Paratransit Only - 45

What percentage of trips are group trips?

What is the average trip length for (agency)?

On average how many trips are denied/refused each week or month?

2-4 per month

Are subscription trips/standing orders provided? If yes, what percentage of trips are subscription trips? Approximately 60%

Would you be interested in advanced technologies such as SMS text messaging, self-service bookings (by the passenger) and/or an integrated app for vehicle locations and web bookings? If so, can a quote be included as an option?

Is DBE participation included in the scoring evaluation?

No- Please reference page 24; Proposal Evaluation Criteria

Are the fixed route vehicles and demand response vehicles being used for both services?

No – Please refer to page 3; paragraph 6 and 7 for breakdown.

Will the volunteer drivers require Tablets for their manifest trips?

No

Is there is a separate fleet of vehicles for the paratransit service that require a Tablet for AVL and trip manifests?

City paratransit vehicles (4) and County vehicles (4) will require MDT and AVL

Regarding the vehicle quantities, can you confirm the quantity vendors are to use for the in-vehicle hardware and software? (In the ‘existing environment’ section there is mention of 14 SPT vehicles and 4 Portage County vehicles).

Will Portage County buses need to be included in the database and will those vehicles need onboard equipment (AVL/Tablets)?

Yes

Are the eight (8) agency vehicles used for both fixed and paratransit?

SPT mentions US Cellular as the provider of choice, is Verizon a supportable option? If so, are vendors to include this cost in the proposal?

Yes – please specify in the cost proposal.

To confirm the note on page 14, will SPT procure the tablets or should vendors include the tablet hardware in their proposal?

Vendors shall provide pricing on all hardware and other software- please specify in pricing breakdown.

Can vendors provide an additional pricing sheet within the proposal that provides a more transparent view of the offered modules?

Yes Would SPT be interested in vendors including information around rider engagement tools (notifications to rider, rider app for booking trips, web portals, automated faring, etc.)?

No

Please confirm, SPT is not seeking rider engagement tools at this time?

Correct

For the fixed route vehicles, are there onboard interfaces that vendors need to integrate with (farebox, ADA signs, headsign, etc.)?

No

Under the MDT section and manifests, please confirm if this is referring to both fixed route and demand response. If so, what quantity of demand response vehicles need the MDT’s and mobile software?

Please reference page 13; Mobile Data Terminals (MDTs) – 8 vehicles

In Attachment E, could you provide examples of ‘Other Direct Expenses’ that vendors should include in their bid?

Open to vendors to include other information/expenses if needed.

In Attachment E, are vendors to include all professional services under ‘Labor Cost’ that are required to deploy the entire system? (except for training, which is noted in #7).

Yes Are vendors to include costs for the mounting hardware and installation of the in-vehicle equipment? If so, where in Attachment E would you like those figures?

Mounting hardware and installation will be accomplished by SPT maintenance staff.

In Attachment E, please note that if all equipment and the entire software platform are to be included in one line item, the per unit price would not accurately summarize the costs if SPT were to add vehicles in the future. (i.e. once the base system is in place, any future additions would be minimal as compared to the initial project rollout).

Ok

With the funding and grants available, can SPT provide their estimated budget and anticipated proposal cost?

The City may award a contract on the basis of initial offers received, without interviews or negotiations, therefore each initial price proposal should contain the Proposers best terms and conditions.