CAD_AVL_Intelligent_Transportation_and_ERP_System_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2023-06

CAD/AVL INTELLIGENT TRANSPORTATION AND ERP SYSTEM

Lextran

200 West Loudon Avenue

Lexington, KY 40508

RELEASE DATE: July 31, 2023

DEADLINE FOR QUESTIONS: August 17, 2023

RESPONSE DEADLINE: September 29, 2023, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lextran https://secure.procurenow.com/portal/%7bproject.government.code%7d

Lextran

REQUEST FOR PROPOSAL

CAD/AVL Intelligent Transportation and ERP System

I. INTRODUCTION

II. SCOPE OF SERVICES

III. COST

IV. GENERAL TERMS AND CONDITIONS

V. PROPOSAL CONTENT AND SUBMISSION REQUIREMENTS

VI. EVALUATION PHASES

VII. STATE AND FEDERAL PROVISIONS

VIII. PRICING PROPOSAL

IX. VENDOR QUESTIONNAIRE

Attachments:

A - Appendix A Lextran CADAVL Final Requirements_Updated

B - CERTIFICATION OF RESTRICTIONS ON LOBBYING

C - CERTIFICATION OF CONTRACTOR REGARDING DEBARMENT, SUSPENSION, AND

OTHER INELIGIBILITY AND VOLUNTARY EXCLUSION

D - NON-COLLUSION AFFIDAVIT

E - CERTIFICATE OF PROCUREMENT INTEGRITY

F - AFFIDAVIT OF COMPLIANCE - DISADVANTAGED BUSINESS ENTERPRISE

G - BUY AMERICA COMPLIANCE CERTIFICATION

Request For Proposal #2023-06 Title: CAD/AVL Intelligent Transportation and ERP System

1. INTRODUCTION

1.1. Summary

The Transit Authority of Lexington-Fayette Urban County Government, herein referred to as Lextran is issuing this Request for Proposals (RFP) to award a competitive contract to a firm for CAD/AVL

Intelligent Transportation and ERP Systems.

Reference Number: 2023-06

Proposals for Furnishing the Product(s) / Service(s) Described Herein Will Be Received Until:

5:00 pm eastern time on Friday, September 29, 2023

Proposals received after the time specified may not be considered for award.

Proposals shall be submitted online via Lextran's eProcurement Portal

If you have any questions on this project, please submit your questions via Q&A section on Lextran's eProcurement Portal. All questions, requests for clarification or comments concerning this RFP are due from proposers by end of day on Thursday, August 17, 2023. Lextran’s response to questions will be in the form of an Addenda.

Lextran may reject any submissions that are incomplete or non-responsive or submitted after the deadline. Lextran reserves the right to cancel or reissue this RFP, or to reject, in whole or in part, any and all submissions received in response to this RFP should Lextran determine that the responses received are unsatisfactory or that such cancellation or rejection is in the best interest of Lextran.

Lextran further reserves the right to waive any minor technical deficiency or irregularity in a submission package. The determination of the selection criteria and the process for evaluating the proposal shall be in the sole and absolute discretion of Lextran. Lextran also reserves the right to require of each/any

Proposer, information regarding financial responsibility and viability or such other information as

Lextran determines is necessary to ascertain whether a proposal is in fact a responsible proposal.

1.2. Background

Lextran, the Transit Authority of Lexington-Fayette Urban County Government, was established as it is known today in 1973 by the Commonwealth of Kentucky as a Mass Transportation Authority. Our mission “We serve people and our community with mobility solutions” is accomplished by focusing on three key pillars: Deliver high quality product and service, Demonstrate value to the community, and

Manage and sustain resources.

Lextran provides 2.7 million trips annually with service to residents and visitors of Lexington-Fayette

County on 26 fixed routes, county-wide paratransit, and regional vanpool seven days a week, 365 days a year. The annual combined operating and capital budget of $37.6 million operates out of a LEED certified headquarters complex employing over 200 team members with a 105-vehicle fleet, which includes compressed natural gas, zero emission battery electric buses, diesel and gasoline filled vehicles.

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

1.3. Contact Information

All questions related to this solicitation must be submitted in the Question and Answer section of

OpenGov.

No person or entity submitting a proposal in response to this RFP, nor any officer, employee, agent, representative, relative or consultant representing such a person (or entity) may contact through any means or engage in any discussion concerning the award of this contract with any member of the

Lextran Board of Directors or any employee of Lextran during the period beginning on the date of proposal issue and ending on the date of selection of the Contractor. Any such contact would be grounds for disqualification of the proposer. Contact with Lextran Procurement Department staff must be limited to site visits and technical questions.

Deanna Istre

Purchasing Coordinator

200 W Loudon Ave

Lexington, KY 40508

Email: distre@lextran.com

Phone: (859) 244-2023

Department:

IT

1.4. Timeline

This solicitation timeline is subject to change. Any changes made to this solicitation will be published in the form of an Addendum.

Release Project Date July 31, 2023

Pre-Proposal Meeting (Non-Mandatory) August 8, 2023, 1:00pm

Agenda

Lextran – Zoom https://us02web.zoom.us/j/84586249942pwd=RV p4elE3UlhxNGJYTUo4aVVodXVPUT09

Meeting Number: 845 8624 9942

Meeting Password: 074870

Join by Phone: 1(312)535-8110

Question Submission Deadline August 17, 2023, 11:30pm mailto:distre@lextran.com tel:(859)244-2023 https://government-project.s3.amazonaws.com/52837/6ba15439-2657-4c9b-b9ad-3d517c67a1a2_Preproposal_Conference_Agenda.pdf https://us02web.zoom.us/j/84586249942pwd=RVp4elE3UlhxNGJYTUo4aVVodXVPUT09 https://us02web.zoom.us/j/84586249942pwd=RVp4elE3UlhxNGJYTUo4aVVodXVPUT09

Response to Questions (Addendum) September 1, 2023

Proposal Submission Deadline September 29, 2023, 5:00pm

Proposal Evaluation And Shortlisting Notice October 20, 2023

Product Demonstrations 10/23/2023 - 11/10/2023

Best and Final Offers BAFO due by 11/17/2023

Contractor Intent to Award Date November 30, 2023

Expected Board of Directors Action and

Notice to Proceed

December 20, 2023

2. SCOPE OF SERVICES

2.1. PROJECT INTRODUCTION

Lextran is requesting proposals for a turn-key CAD/AVL system to support the production of public transportation services in Lexington, Kentucky. The scope of work under this solicitation includes a complete design and installation of a complete and scalable CAD/AVL system, including testing, training, documentation, warranty, and maintenance.

Major systems within this procurement include:

• Design and implementation of a new CAD/AVL system that will provide desired operations management, real-time information for operations and the public, and reporting functionality.

• Deployment of data management and scheduling software that will support workforce management, fixed-route transit scheduling, performance assessment, transit planning, NTD reporting, and so forth.

• Deployment of an enterprise resource planning system that will provide functionality for managing inventory and workflows for work orders, preventive maintenance schedules, repairs, parts inventory, maintenance reports, and tracking warranties. The enterprise resource planning system shall also support finance tasks such as purchase orders, accounts payable, asset management, general ledger, and so forth.

There are two optional systems that are of interest to Lextran. Lextran welcomes any relevant information, including cost estimates, of optional systems that are offered by the Contractor or one of the Contractor’s partners. Note that there are no specifications or requirements included in this RFP for optional systems. The optional systems are:

• Option 1: Design and deployment of a paratransit scheduling and dispatching platform to assist in the day-to-day operations of Lextran’s Wheels paratransit service, currently operated by RATPDev. The paratransit scheduling and dispatching platform should include data collection, reporting, communications, and other functions typical to paratransit operations.

• Option 2: Design and implementation of digital signage at Lextran’s downtown Transit

Center. This option includes the software and configurations necessary to create real-time customer-facing arrival and departure information. Twelve exterior screens would be installed along the Transit Center platform and one screen would be installed in the customer waiting area.

Lextran prefers to enter into a single contract to provide this solution. Lextran understands that it is possible that no single Contractor may be able to provide all the technologies envisioned on their own, and strongly encourages teaming agreements for this project. This arrangement could take many forms, but a few examples may be:

• A vendor of one of the major components taking lead responsibility and subcontracting to provide the other components

• A third-party integrator that purchases all solutions from other vendors

• A joint venture co-owned by several component providers

In all cases, the chosen Contractor (prime Contractor, third-party integrator, or joint venture owners) will be responsible for providing ongoing contract management and oversight of all team members and their solutions to fulfill the functional needs of Lextran, from the notice to proceed through to the end of the last warranty and support term.

2.2. EXISITING SYSTEM ENVIRONMENT

Lextran currently uses the following technologies:

• CAD/AVL system: Lextran’s CAD/AVL vendor is Avail, and the existing system includes three generations of their mSlate mobile data terminals (MDT) as well as their myAvail management software, DataPoint software, and customer-facing passenger information interface, myStop.

• Maintenance management: Lextran uses Fleetnet (Avail) as its maintenance management system. Fleetnet supports maintenance through the generation and tracking of work orders, parts inventory, preventive maintenance schedules, and other maintenance-specific items.

• Finance software: Fleetnet also serves as Lextran’s finance software and integrates with maintenance management to provide information exchange between Maintenance and

Finance staff.

• Scheduling software: Lextran currently uses The Master Scheduler (TMS) for the scheduling of their fixed-route service and the base data for fixed-route stops.

• Fare collection equipment: Lextran’s fixed-route fleet is equipped with Genfare Odyssey fareboxes. Lextran bus passes are available for purchase in person at the Downtown

Transit Center, Loudon Administrative Office, Lexington-area Kroger stores (30-day adult passes only), and online.

• Operations accounting and reporting: Lextran uses data captured by the Avail CAD/AVL system for various accounting and reporting. Data are drawn from Avail’s DataPoint and

SQL Management Studio.

• Passenger counting: Lextran uses Infodev automated passenger counters (APCs) aboard its fixed-route vehicles which feed boarding and alighting data to Lextran central system for reporting.

• Human Resources Information System: Lextran uses Paycom for its human resources information system, including payroll.

• Communications: Radio communications are hosted by Lexington Urban Fayette County

Government’s E911 Emergency Management on a p25 system. Lextran uses Harris radio equipment.

• Paratransit Scheduling and Dispatch: Ecolane is the existing paratransit scheduling and dispatching software.

On-Board Systems

• Revenue Vehicles o GPS o Genfare Odyssey II Fareboxes o TSI Cameras and HVRs o PA System o Headsign o Internal Signs o Fleetwatch Data Logger o Radio Communications Equipment o Cradlepoint IBR 900

• Non-Revenue Vehicles o AVL equipment o Radio communications equipment in select vehicles

Facilities

Lextran conducts business at two key locations:

• Lextran Administrative Headquarters, located at 200 W. Loudon Avenue o Lextran Dispatch and associated Fixed-Route Operations are conducted inside the

Administrative Headquarters building.

o Lextran’s Maintenance Garage and associated functions, including a bus wash and fueling station, are also located at 200 W. Loudon Avenue

• Lextran Transit Center, located at 150 E. Vine Street o Houses Lextran’s Customer Service functions, including face-to-face customer interactions such as pass sales and information sharing o There is a planned renovation project for the Transit Center that will include customer-facing real-time arrival and departure screens and kiosks.

o The Transit Center serves as the transfer hub for Lextran’s core routes

2.3. DESIRED SYSTEMS

Lextran intends to procure the following systems-

• CAD/AVL system, that will provide desired operations management, real-time information, and reporting system functionality:

o Advanced and proven CAD/AVL solution with intuitive user design and experience.

o Stable and resilient hardware and software components with minimal maintenance and support needs.

o Real-time, public-facing information communication that includes a mobile smartphone application and real-time arrival and departure signage.

o Dependable and readily available ongoing project management support and maintenance from chosen Contractor.

o Seamless installation with minimal rework and retrofitting of system components.

o System upgrade support and related staff training.

o Extensive and detailed staff training and system documentation.

o Comprehensive functionality that provides route planning, scheduling support and detour management.

• Data management and scheduling software that will support with processing for NTD reporting, scheduling, workforce management, performance assessment, and transit planning.

o Data management and scheduling software with intuitive user design and experience.

o Develop schedule, blocks, runs, driver rosters/bids, et cetera.

o verify data quality, maintain bus location and map data, and provide some basic reporting.

o Analyze Lextran’s network data spatially to help Lextran better understand their prioritized areas of service.

• Enterprise Resource Planning system that will provide functionality for managing inventory and workflows for all work orders related to preventive maintenance (PM) and repairs for vehicle components, purchase order management for parts, generating maintenance reports and tracking warranties.

o Maintenance Management System with accessible and intuitive user design interface.

o Capacity for storing, editing, and managing work orders, inventory, preventative maintenance schedules, vehicle history, warranties, and other fleet maintenance related information.

o Configurable system that allows for clear and logical workflows for all staff use cases and minimize duplicative data entries.

o Reliable system that prevents system failures; removes need for unnecessary workarounds and hardware/software related delays.

o Substantially automated functionality that minimizes manual entry.

o Vehicle health monitoring and location integration that allows maintenance staff to easily identify and track vehicles with mechanical issues.

• OPTIONAL Paratransit scheduling and dispatch system that will offer typical features and functionality to a complementary paratransit operation.

• OPTIONAL Digital signage solutions to be implemented at Lextran’s downtown Transit

Center. Lextran currently has plans to renovate the interior and exterior of the Transit

Center and would be interested in a demonstration and pricing information on the installation of 12 external screens, at bus bays, that displays real-time arrival and departure information. For the interior of the Transit Center, the project calls for one interior screen to display real-time arrival and departure information.

2.4. PROJECT MANAGEMENT REQUIREMENTS

The Contractor shall be responsible for providing a turn-key system that incorporates all specification requirements (Appendix A). The design, manufacture, installation, and testing of the CAD/AVL, Data Management, and Enterprise Resource Planning systems shall be controlled by the Contractor to ensure that the requirements within this RFP are met. Lextran may, at its option, monitor any or all Contractor activities, review any or all designs, inspect or test any or all equipment. The Contractor shall not hinder or limit such activities.

The selected Contractor shall clearly identify key personnel for this project for approval by

Lextran. The Contractor shall not substitute any approved personnel at any time without written approval of Lextran.

Major work elements within this procurement require Lextran’s approval and include:

• Creation of implementation plan for all systems. The implementation plan shall provide a full description of services and processes that will be necessary to complete the project. Elements within the implementation plan shall include, but not be limited to:

o Timeline for implementation and major milestones.

o Training program that includes appropriate training for various roles and use cases among Operations, Maintenance, and Administration staff o Systems testing plan that outlines incremental testing and Lextran acceptance at multiple phases of implementation, including factory acceptance, system integration testing, onsite integration testing, and overall system acceptance.

• Creation of a Quality Assurance/Quality Control (QA/QC) Plan that describes the system’s design in reference to all regulatory requirements, industry standards, and best practices as recommended by the Federal Transit Administration. The QA/QC plan shall also detail the project management approach by the Contractor, including communication channels between Lextran and the contractor (or third-party contractors), moments where coordination and collaboration with Lextran is needed, and methods for warranty and support following system acceptance.

• Deployment of a CAD/AVL system to support fixed-route bus operations

• Deployment of on-board systems, including vehicle location systems, on the entire revenue and non-revenue fleet.

• Integration with existing systems or provide solutions for replacement, including:

o LFUCG radio voice system o Cradlepoint IBR900 cellular routers o Fleetwatch Fluids Monitoring System o On-board security cameras and related equipment provided by TSI o Headsigns o Infodev Automatic Passenger Counters (APC) o Public announcement system for ad-hoc announcements and programmed text-to-speech announcements

• Provision of all project implementation services, including project management, installation, documentation, training, and testing.

• Provision of warranty, maintenance, and support services for all equipment and software, up to and following system acceptance.

• Creation of all necessary design and engineering documentation that fully describe and document all elements of the solution. A complete set of as-built documentation is required before final payment will be made.

Lextran Implementation Support

Through the course of the project, Lextran will provide necessary support and input. Lextran agrees to participate in scheduled project activities and meetings, requests for information, technical support, or other needed activities in a timely fashion. Lextran will provide reasonable access to vehicles for equipment installation and testing. For training activities, Lextran will coordinate training schedules with the Contractor to ensure timely and efficient training.

2.5. CURRENT VEHICLE LIST

VEHICLE NUMBER DESCRIPTION MAKE MODLE

REVENUE

456 2004 GILLIG LF456 Gillig Low Floor- Diesel

457 2004 GILLIG LF457 Gillig Low Floor- Diesel

458 2004 GILLIG LF458 Gillig Low Floor- Diesel

459 2004 GILLIG LF459 Gillig Low Floor- Diesel

460 2004 GILLIG LF460 Gillig Low Floor- Diesel

461 2004 GILLIG LF461 Gillig Low Floor- Diesel

551 2005 GILLIG-551 Gillig Low Floor- Diesel

552 2005 GILLIG-552 Gillig Low Floor- Diesel

554 2005 GILLIG-554 Gillig Low Floor- Diesel

555 2005 GILLIG-555 Gillig Low Floor- Diesel

766 2007 Gillig Bus 766 Gillig Low Floor- Diesel

767 2007 Gillig Bus 767 Gillig Low Floor- Diesel

768 2007 Gillig Bus 768 Gillig Low Floor- Diesel

769 2007 Gillig Bus 769 Gillig Low Floor- Diesel

770 2007 Gillig Bus 770 Gillig Low Floor- Diesel

771 2007 Gillig Bus 771 Gillig Low Floor- Diesel

772 2007 Gillig Bus 772 Gillig Low Floor- Diesel

773 2007 Gillig Bus 773 Gillig Low Floor- Diesel

774 2007 Gillig Bus 774 Gillig Low Floor- Diesel

775 2007 Gillig Bus 775 Gillig Low Floor- Diesel

776 2007 Gillig Bus 776 Gillig Low Floor- Diesel

777 2007 Gillig Bus 777 Gillig Low Floor- Diesel

778 2007 Gillig Bus 778 Gillig Low Floor- Diesel

779 2007 Gillig Bus 779 Gillig Low Floor- Diesel

780 2007 Gillig Bus 780 Gillig Low Floor- Diesel

781 2007 Gillig Bus 781 Gillig Low Floor- Diesel

782 2007 Gillig Bus 782 Gillig Low Floor- Diesel

30 2009 Gillig Trolley Hydrid 30 Gillig Trolley Hybrid

31 2009 Gillig Trolley Hydrid 31 Gillig Trolley Hybrid

32 2009 Gillig Trolley 32 Gillig Trolley

790 2011 Gillig Hybrid 35 FT-790 Gillig Low Floor- Hybrid

791 2011 Gillig Hybrid 35 FT-791 Gillig Low Floor- Hybrid

792 2011 Gillig/Low Floor 29Ft-792 Gillig Low Floor- Diesel

793 2011 Gillig/Low Floor 29Ft-793 Gillig Low Floor- Diesel

794 2011 Gillig/Low Floor 29Ft-794 Gillig Low Floor- Diesel

795 2011 Gillig/Low Floor 29Ft-795 Gillig Low Floor- Diesel

796 2011 Gillig/Low Floor 29Ft-796 Gillig Low Floor- Diesel

50 2012 Cutaway 50 Ford Allstar

1201 2012 Gillig 1201 Gillig Low Floor- Diesel

1202 2012 Gillig Hybrid-1202 Gillig Low Floor- Hybrid

1203 2012 Gillig Hybrid-1203 Gillig Low Floor- Hybrid

51 2013 Ford Starcraft-51 Ford Allstar

1401 2014 Gillig -1401 Gillig Low Floor- Diesel

1402 2014 Gillig-1402 Gillig Low Floor- Diesel

1403 2014 Gillig-1403 Gillig Low Floor- Diesel

1501 2016Gillig (CNG) 1501 Gillig Low Floor- CNG

1502 2016 Gillig (CNG) 1502 Gillig Low Floor- CNG

1503 2016 Gillig (CNG) 1503 Gillig Low Floor- CNG

1504 2016 Gillig (CNG) 1504 Gillig Low Floor- CNG

1505 2016 Gillig (CNG) 1505 Gillig Low Floor- CNG

1506 2016 Gillig (CNG) 1506 Gillig Low Floor- CNG

1507 2016 Gillig (CNG) 1507 Gillig Low Floor- CNG

1601 2016 Proterra EB 1601 Proterra Catalyst- Electric Bus

1602 2016 Proterra EB 1602 Proterra Catalyst- Electric Bus

1603 2016 Proterra EB 1603 Proterra Catalyst- Electric Bus

1604 2016 Proterra EB 1604 Proterra Catalyst- Electric Bus

1605 2016 Proterra EB 1605 Proterra Catalyst- Electric Bus

1701 2017 Gillig (CNG) 1701 Gillig Low Floor- CNG

1702 2017 Gillig (CNG) 1702 Gillig Low Floor- CNG

1703 2017 Gillig (CNG) 1703 Gillig Low Floor- CNG

1704 2017 Gillig (CNG) 1704 Gillig Low Floor- CNG

1705 2017 Gillig (CNG) 1705 Gillig Low Floor- CNG

1801 2018 Proterra EB 1801 Proterra Catalyst- Electric Bus

1901 2019 Gillig (CNG) 1901 Gillig Low Floor- CNG

1902 2019 Gillig (CNG) 1902 Gillig Low Floor- CNG

1903 2019 Gillig (CNG) 1903 Gillig Low Floor- CNG

1904 2019 Gillig (CNG) 1904 Gillig Low Floor- CNG

1905 2019 Gillig (CNG) 1905 Gillig Low Floor- CNG

1906 2019 Gillig (CNG) 1906 Gillig Low Floor- CNG

2101 2021 Gillig (CNG) 2101 Gillig Low Floor- CNG

2102 2021 Gillig (CNG) 2102 Gillig Low Floor- CNG

2103 2021 Gillig (CNG) 2103 Gillig Low Floor- CNG

2104 2021 Gillig (CNG) 2104 Gillig Low Floor- CNG

2110 2021 Gillig (Electric) 2110 Gillig Low Floor- Electric

2111 2021 Gillig (Electric) 2111 Gillig Low Floor- Electric

2201 2022 Gillig (CNG) 2201 Gillig Low Floor- CNG

2202 2022 Gillig (CNG) 2202 Gillig Low Floor- CNG

2203 2022 Gillig (CNG) 2203 Gillig Low Floor- CNG

2204 2022 Gillig (CNG) 2204 Gillig Low Floor- CNG

NON-REVENUE

430 2008 Ford Explorer-430 Ford Explorer

431 2009 Ford Escape-431 Ford Escape

432 2010 Ford E250-432 Ford E250

433 2010 Ford Explorer-433 Ford Explorer

434 2010 Ford Escape-434 Ford Escape

435 2012 Ford Fusion Hybrid-435 Ford Fusion

436 2012 Ford Escape-436 Ford Escape

437 2012 Ford Escape-437 Ford Escape

438 2012 Ford Escape-438 Ford Escape

439 2012 Ford Escape-439 Ford Escape

440 2013 Ford E350-440 Ford E350

504 2005 Ford F250-504 Ford F250

505 2005 Ford F450-505 Ford F450

506 2008 Ford F450-506 Ford F450

507 2009 Ford F250- 507 Ford F250

508 2010 Ford F150-508 Ford F150

509 2011 Dodge Ram 4500-509 Dodge Ram4500

510 2014 Ford F250- 510 Ford F250

7255 2006 Ford E350-7255 Ford E350

7263 2006 Ford E350-7263 Ford E350

7398 2007 Ford Econoline Wagon E31-7398 Ford Econoline Wagon E31

7399 2007 Ford Econoline Wagon E31-7399 Ford Econoline Wagon E31

7400 2007 Ford Econoline Wagon E31-7400 Ford Econoline Wagon E31

7402 2007 Ford Econoline Wagon E31-7402 Ford Econoline Wagon E31

7500 2012 Ford E350 Van-7500 Ford E350

7501 2012 Ford E350 Van-7501 Ford E350

7502 2012 Ford E350 Van-7502 Ford E350

7503 2012 Ford E350 Van-7503 Ford E350

7504 2012 Ford E350 Van-7504 Ford E350

7505 2012 Ford E350 Van-7505 Ford E350

NFV-009 2015 Dodge Caravan Dodge Caravan

1022 2022 Ford Esacpe S AWD Ford Escape

1122 2022 Ford Esacpe S AWD Ford Escape

1222 2022 Ford Esacpe S AWD Ford Escape

1322 2022 Ford Esacpe S AWD Ford Escape

1422 2022 Ford Esacpe S AWD Ford Escape

1023 2023 Ford F-250 Super Cab XL Ford F250

1123 2023 Ford F-250 Super Cab XL Ford F250

PARATRANSIT VEHICLES

106 2012 Ford E450 CU- PT106 FORD E-450

107 2012 Ford E450 CU- PT107 FORD E-450

108 2012 Ford E450 CU- PT108 FORD GOSHEN

109 2013 Ford E450 CU- PT109 FORD GOSHEN

110 2013 Ford E450 CU- PT110 FORD GOSHEN

111 2016 Ford E350 CU- PT111 FORD STARTRANS

112 2016 Ford E350 CU- PT112 FORD STARTRANS

114 2016 Ford E350 CU- PT114 FORD STARTRANS

115 2016 Ford E350 CU- PT115 FORD STARTRANS

117 2016 Ford E350 CU- PT117 FORD STARTRANS

199 2016 Dodge Van- PT199 DODGE GRAND CARAVAN

249 2012 Ford E450 CU- PT249 FORD STARCRAFT

1701 2017 Ford E350 CU- PT1701 FORD STARTRANS

1702 2017 Ford E350 CU- PT1702 FORD STARTRANS

1703 2017 Ford E350 CU- PT1703 FORD STARTRANS

1704 2017 Ford E350 CU- PT1704 FORD STARTRANS

1708 2017 Dodge Van- PT1708 DODGE GRAND CARAVAN

1709 2017 Dodge Van- PT1709 DODGE GRAND CARAVAN

1901 2019 Ford E350 CU- PT1901 FORD CHAMPION

1902 2019 Ford E350 CU- PT1902 FORD CHAMPION

1903 2019 Ford E350 CU- PT1903 FORD CHAMPION

1904 2019 Ford E350 CU- PT1904 FORD CHAMPION

1905 2019 Ford E350 CU- PT1905 FORD CHAMPION

1906 2019 Ford E350 CU- PT1906 FORD CHAMPION

1907 2019 Ford E350 CU- PT1907 FORD CHAMPION

1908 2019 Ford E350 CU- PT1908 FORD CHAMPION

1909 2019 Ford E350 CU- PT1909 FORD CHAMPION

1910 2019 Ford E350 CU- PT1910 FORD STARCRAFT

1911 2019 Ford E350 CU- PT1911 FORD STARCRAFT

1912 2019 Ford E350 CU- PT1912 FORD STARCRAFT

1913 2019 Ford E350 CU- PT1913 FORD STARCRAFT

1914 2019 Ford E350 CU- PT1914 FORD STARCRAFT

2.6. TIMELINE

The procurement and evaluation for this RFP will include the following key events:

Timeline

RFP Issued 7/31/2023

Preproposal Meeting – Lextran will organize a pre-proposal meeting where it will provide a high-level overview of the project goals. This will also be an opportunity for interested parties to ask clarification questions. This meeting will be held via Zoom format.

(Proposers may request an on site visit to look at the buses and current equipment if needed, at their own expense.)

8/8/2023

1:00 PM EST

RFP Questions – Interested parties will be given a chance to submit clarification questions in writing for Lextran’s review and response.

8/17/2023

Responses to Questions and Amendments – Lextran will respond to questions received by the deadline, and if required, issue any RFP amendments.

9/1/2023

Proposals Due to Lextran – Contractors shall submit their proposals no later than 5:00 PM EST.

9/29/2023

Proposal Evaluation and Shortlisting – The Lextran evaluation panel will score the proposals received and shortlist up to four (4) proposals based on the initial evaluation scores.

10/20/2023

Product Demonstrations – The shortlisted vendors will be invited for a product demonstration. This may also be accompanied by clarification questions and more detailed requirements both before and after the demonstrations.

10/23/2023 –

11/10/2023

Best and Final Offer – The Lextran evaluation panel will further refine their scores based on the product demonstrations and may request best and final offers.

BAFO due by

11/17/2023

Selection of Preferred Contractor – Based on best and final offer evaluations and final scoring, Lextran will enter into work with a preferred contractor or contractors to finalize system requirements.

11/30/2023

Requirements Finalization – Lextran and the selected contractor or contractors will come to an agreement and negotiate the contract that will be presented to Lextran’s Board of Directors for consideration.

11/30/2023-

12/13/2023

Expected Lextran Board of Directors Action 12/20/2023

Notice to Proceed – Should the Lextran Board of Directors approve, the contract will be signed by all parties and a formal notice to proceed will be granted.

12/20/2023

Deployment Completion and System Acceptance – Lextran expects full deployment, testing, training, and overall system acceptance of all systems within this proposal no later than twelve months following the notice to proceed.

No later than

10/31/2024

3. COST

3.1. CONTRACT AND PAYMENT STRUCTURE

Lextran is seeking to procure a fully integrated solution and fixed pricing for a period of four (4) years with three (3) additional two (2) - year extensions for a possible ten (10) year total term.

Cost information required in proposals shall include all costs associated with deployment of each component of this solicitation.

This includes a set of milestones associated with the completion and acceptance of implementation tasks, and a subsequent set of monthly payments for maintenance, support, and warranty of the fully accepted system components. These payments should include all support, licensing, installation, hosting (if required), third party provider fees, software maintenance, all software upgrades, and training for users and support staff of all the above. Proposers should clarify how pricing may escalate or de-escalate based on changes in fleet size, or equipment provided to Lextran.

If the solution is consistently not meeting expectations for an extended period of time, Lextran may cancel the contract and all future milestone payments, and the vendor will be responsible for removing all equipment at their cost.

3.2. MILESTONE PROGRESS PAYMENTS

The payment schedule will form part of the Contract. Upon each milestone being completed and approved by Lextran, payment will be released as a percentage of the total cost of project implementation as follows:

No. Suggested Implementation Milestone Payment (Percent of Total

Implementation Cost)

1 Approved System Implementation Plan, Requirements Review, and System Design

10%

2 Completion of Mini-fleet (for hardware) and System

Unit Integration Testing (for software)

10%

3 Completion of Vehicle Installations (Paid Monthly based on percentage of fleet installation completion)

30%

4 Completion of Training 10%

5 Completion of System Acceptance Test 15%

6 Completion of Burn-in Period and System

Acceptance

15%

7 Comprehensive System Documentation (as-built documentation)

10%

Warranty, maintenance, support and hosting costs (if applicable) would be paid on a monthly basis starting from system acceptance. If an option is invoked after the initial contract is underway, payment for that option would be released as a percentage completion of the total cost of the option, using the milestone table above and any relevant progress milestones.

4. GENERAL TERMS AND CONDITIONS

4.1. GENERAL TERMS AND CONDITIONS

Any contract awarded as a result of this RFP is expected to start immediately following the finalization of the contract. Lextran expects full deployment, testing, training, and overall system acceptance of all systems within this contract no later than twelve months following the notice to proceed.

In case of breach of duties or default, Lextran may, with good cause, terminate the contract upon thirty

(30) days written notice prior to termination.

Lextran may terminate the contract at anytime upon sixty (60) days written notice prior to termination.

Terms of payment will be thirty (30) days after receipt of invoice. Lextran will not pay for a service until it has been performed or a good until it has been received. Lextran is tax exempt and will provide

Certificate of Exemption to the awarded firm.

The term of any contract awarded as a result of this RFP shall be for Four (4) year term with three (3) additional two (2) - year extensions for a possible ten (10) year total term.

Any changes to the term or fees of the contract must be approved by Lextran in the form of a change order.

Lextran reserves the right to require of each/any Proposer, information regarding financial responsibility and viability or such other information as Lextran determines is necessary to ascertain whether a proposal is in fact a responsible proposal.

Proposers should note that the successful vendor must show no exclusions reported in SAM.GOV in order to be officially awarded any contract funded by federal dollars.

https://sam.gov/content/home

5. PROPOSAL CONTENT AND SUBMISSION REQUIREMENTS

5.1. REQUIRED TECHNICAL PROPOSAL ELEMENTS

Proposals shall be considered in two parts, a technical proposal and a cost proposal.

The intent of the technical proposal is to describe the general project approach, project management, and firm qualifications of proposers. The technical proposal is the opportunity for proposals to clearly demonstrate that their proposed solution can fulfill Lextran’s needs. The technical proposal shall include, at a minimum:

• Identification of key staff: The proposal should identify a single point of contact of the contractor and all subcontractors. Each subcontractor must also identify a project manager or project lead. Proposals should include a project-based organizational chart that clearly establishes the chain of command, including contact information. Resumes or other descriptions of qualifications should be included for personnel who would be assigned to the project.

• Firm qualifications, experience, and references: Proposers shall include a statement of qualifications that describes the firm’s current and prior experience with similar projects. Each subcontractor shall include qualifications and experience that support their role in the overall project. Proposers are encouraged to include descriptions of similar projects, including contact information for those clients as references.

• Project Approach: The project approach should detail their solution and how they propose to implement their system at Lextran. The project approach shall be comprehensive across the

CAD/AVL, data management, and maintenance management systems. Key elements include:

o A timeline and general implementation plan that would serve as the foundation of a full and detailed implementation plan o An overview of each proposed solution, including functionality and infrastructure o The process for migration from the existing CAD/AVL system into the proposed system o Examples of data reporting, outputs, and workflows using transit-specific use cases o Approach to training for users, administrators, and support staff

• Response to the Requirements Matrix: The proposal shall include a response for each element found within the Requirements Matrix (Appendix A).

The pricing proposal will be submitted as a separate file from the technical proposal.

5.2. EXPERIENCE, AND REFERENCES

The proposer shall document their previous experience in performing the tasks outlined in this RFP.

Proposers should call out any work done for other transit agencies or customers similar in nature to

Lextran. Proposers will also document the qualifications of the firm to provide this work, including the qualifications of any specific individuals assigned to the project.

Proposers will provide a minimum of three (3) references that can speak directly to the quality of work done by the proposer. References must include company name, contact name, phone number (with extension where applicable), and email address. Reference should be notified in advance to inform them they will be contacted by Lextran personnel. Lextran will email a standard reference form to all references.

5.3. CAPACITY

The proposer shall demonstrate they have sufficient capacity to handle the Lextran account. Proposers must also be adequately insured to perform this work and provide documentation of coverage. The successful proposer must be willing to provide Lextran with proof of coverage on an on-going basis.

Personnel capacity can be demonstrated by documenting the firm has a sufficient number of employees to handle the Lextran account and that those employees have the proper training/experience and certifications to do the work.

5.4. SUBMISSION REQUIREMENTS

Incomplete proposals may render the proposal non-responsive.

Proposals shall be considered in two forms, a technical proposal and a cost proposal.

Lextran requests that proposals be concise, clearly addressing the evaluation criteria and scope.

A copy of this RFP should NOT be included as part of the proposal. This RFP document will become part of the contract. Any edited versions of the RFP included in a proposal will not be accepted. This

RFP/solicitation may only be modified by formal addendum issued by Lextran.

Proposals must be submitted via Lextran's eProcurement Portal.

Proposals must be received before5:00 pm eastern time on Friday, September 29, 2023.

The proposer shall supply the following in their proposal:

• Scope of Services Requirements: Proposers must review in detail the requirements listed in the scope of services for the RFP to remain compliant.

• Insurance: Proposers must also be adequately insured to perform this work and provide documentation of coverage, including certification of insurance evidence. The successful proposer must also be willing to provide Lextran with proof of coverage on an on-going basis.

• Personnel Capacity: Proposers must show they have the personnel and equipment/facility capacity to hold a contract with Lextran. This section should include key personnel assigned to this project and include relevant resumes and/or experience. This section should NOT include sales materials, promotional offerings, or the like.

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

• References: Three (3) references including company name and address, contact person, phone numbers, and email addresses. References shall be able to speak to the quality of the services that have been provided. References shall be for clients of a similar nature to Lextran.

• Requirements Matrix: The proposal shall include a response for each element found within the

Requirements Matrix (Appendix A).

• The enclosed forms as listed below:

o Certification of Restrictions on Lobbying o Certification Regarding Debarment, Suspension and Other Ineligibility o Non-Collusion Affidavit o Certificate of Procurement Integrity o Affidavit of Compliance-DBE (If Applicable) o Buy America Certification of Compliance

6. EVALUATION PHASES

EVALUATION DISCLAIMER:

This document is a Request for Proposals (RFP) and is a “best value” procurement and not a "lowest cost" procurement. Proposers acknowledge that the selection of the winning Proposer is inherently subjective and that Lextran reserves the right to reject any and all submissions at its discretion.

Proposals should be concise and should address the evaluation criteria and information requested.

Proposals containing generalized marketing materials are discouraged and may result in a lower evaluation score.

6.1. Technical Proposal Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. SYSTEM DESIGN

Includes CAD/AVL, Data Management, and

Enterprise Resource Planning

Points Based 35 (50% of Total)

2. PROJECT TEAM AND DELIVERY PLAN

Includes detailed plan for implementation strategy as well as continued maintenance.

Points Based 25 (35.7% of Total)

3. REFERENCES AND PAST QUALIFICATIONS

Qualifications related to transit and a minimum of three references provided.

Points Based 10 (14.3% of Total)

6.2. Price Proposal Evaluation

1. Price Proposal Points Based 30 (100% of Total)

6.3. Interviews and Demonstrations

1. Interview

How well did the proposers interview convey the requested information and/or provide additional beneficial information about the system?

Points Based 50 (50% of Total)

2. Demonstration

How well did the demonstration of the equipment and system convey the requested information and/or provide additional beneficial information about the system?

Points Based 50 (50% of Total)

7. STATE AND FEDERAL PROVISIONS

7.1. OPEN RECORDS NOTIFICATION

All information appearing within the proposal is subject to public inspection as per the Kentucky Open

Records Act, KRS 61.870. Any proprietary information eligible to be excluded from an open records request must be clearly marked as such on each individual page on which proprietary information appears. Proposers may not make a blanket or all-inclusive confidentiality/proprietary statement. For the purpose of determining an eligible exclusion, KRS 61.878 describes proprietary information in the following manner: “Upon and after July 15, 1992, records confidentially disclosed to an agency or required by an agency to be disclosed to it, generally recognized as confidential or proprietary, which if openly disclosed would permit an unfair commercial advantage to competitors of the entity that disclosed the records”.

7.2. GOVERNING LAW

All contractual agreements shall be subject to, governed by, and construed according to the laws of the

Commonwealth of Kentucky.

7.3. REQUIRED FEDERAL CLAUSES

The Transit Authority of Lexington-Fayette Urban County Government (Lextran) is a recipient of federal funds and is mandated to follow specific guidelines in the procurement of goods and services. The following clauses shall be incorporated by reference into any contract that results from this solicitation.

Definitions used herein:

-The terms “respondent, bidder, proposer, and contractor” mean the offerer or vendor.

-The terms “the Authority” and “recipient” (as in recipient of FTA funds) mean the Transit Authority of

Lexington-Fayette Urban County Government (Lextran).

-The term “USDOT” means the United States Department of Transportation.

-The term “FTA” means the Federal Transportation Administration.

7.4. NO FEDERAL GOVERNMENT OBLIGATION TO THIRD PARTIES

(1) Lextran and Contractor acknowledge and agree that, notwithstanding any concurrence by the

Federal Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the Federal Government, the Federal Government is not a party to this contract and shall not be subject to any obligations or liabilities to Lextran, Contractor, or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying contract.

(2) The Contractor agrees to include the above clause in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions.

7.5. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS AND RELATED

ACTS

(1) The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. § § 3801 et seq. and U.S. DOT regulations, “Program Fraud Civil Remedies”, 49 C.F.R.

Part 31, apply to its actions pertaining to this Project. Upon execution of the underlying contract, the

Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to be made, pertaining to the underlying contract or the FTA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, the

Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to the extent the Federal

Government deems appropriate.

(2) The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification to the Federal Government under a contract connected with a project that is financed in whole or in part with Federal assistance originally awarded by FTA under the authority of 49 U.S.C. chapter 53, the Government reserves the right to impose the penalties of 18 U.S.C. § 1001 and 49 U.S.C. § 5323(l) on the Contractor, to the extent the Federal

Government deems appropriate.

(3) The Contractor agrees to include the above two clauses in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clauses shall not be modified, except to identify the subcontractor who will be subject to the provisions.

7.6. NOTICE OF LEGAL MATTERS & FLOW DOWN REQUIREMENTS

Where applicable, if this project is federally funded and is expected to equal or exceed $25,000, Lextran agrees to notify the FTA Chief Counsel or FTA Regional IV legal counsel of a current or prospective legal matter that may affect the Federal government. Contractor agrees this affirmative notification provision will flow down to subcontractors and suppliers and is to be included in all agreements at all tiers. Failure to include this notice may be deemed a material breach of contract.

7.7. ACCESS TO THIRD PARTY RECORDS AND REPORTS

(1) Record Retention. The Contractor will retain, and will require its subcontractors of all tiers to retain, complete and readily accessible records related in whole or in part to the contract, including, but not limited to, data, documents, reports, statistics, sub-agreements, leases, subcontracts, arrangements, other third party agreements of any type, and supporting materials related to those records.

(2) Retention Period. The Contractor agrees to comply with the record retention requirements in accordance with C.F.R. § 200.333. The Contractor shall maintain all books, records, accounts, and reports required under this Contract for a period of not less than three (3) years after the date of termination or expiration of this Contract, except in the event of litigation or settlement of claims arising from the performance of this Contract, in which case records shall be maintained until the disposition of all such litigation, appeals, claims, or exceptions related thereto.

(3) Access to Records. The Contractor agrees to provide sufficient access to the Federal Transit

Administration (FTA), the U.S. Secretary of Transportation or the Secretary’s duly authorized representatives, the Comptroller General of the United States, the Comptroller General’s duly authorized representatives, and the duly authorized representatives of Lextran to inspect and audit records and information related to the performance of this Contract as reasonably may be required.

(4) Access to the Sites of Performance. The Contractor agrees to permit those individuals listed above access to the sites of performance under this Contract as reasonably may be required.

7.8. FEDERAL CHANGES

Contractor shall at all times comply with all applicable FTA regulations, policies, procedures and directives, including without limitation those listed directly or by reference in the Master Agreement between Lextran and FTA, as they may be amended or promulgated from time to time during the term of this contract. Contractor’s failure to so comply shall constitute a material breach of this contract.

7.9. CIVIL RIGHTS REQUIREMENTS

The following requirements apply to the underlying contract:

(1) Nondiscrimination- In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. § 6102, section 202 of the

Americans with Disabilities Act of 1990, 42 U.S.C. § 12132, and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, creed, national origin, sex, age, or disability. In addition, the Contractor agrees to comply with applicable Federal implementing regulations and other implementing requirements FTA may issue.

(2) Equal Employment Opportunity - The following equal employment opportunity requirements apply to the underlying contract:

(a) Race, Color, Creed, National Origin, Sex - In accordance with Title VII of the Civil Rights Act, as amended, 42 U.S.C. § 2000e, and Federal transit laws at 49 U.S.C. § 5332, the Contractor agrees to comply with all applicable equal employment opportunity requirements of U.S. Department of Labor

(U.S. DOL) regulations, “Office of Federal Contract Compliance Programs, Equal Employment

Opportunity, Department of Labor”, 41 C.F.R. Parts 60 et seq., (which implement Executive Order No.

11246, “Equal Employment Opportunity”, as amended by Executive Order No. 11375, “Amending

Executive Order 11246 Relating to Equal Employment Opportunity”, 42 U.S.C. § 2000e note), and with any applicable Federal statutes, executive orders, regulations, and Federal policies that may in the future affect construction activities undertaken in the course of the Project. The Contractor agrees to take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, national origin, sex, or age. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue.

(b) Age- In accordance with section 4 of the Age Discrimination in Employment Act of 1967, as amended, 29 U.S.C. § § 623 and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees to refrain from discrimination against present and prospective employees for reason of age. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue.

(c) Disabilities- In accordance with section 102 of the Americans with Disabilities Act, as amended, 42

U.S.C. § 12112, the Contractor agrees that it will comply with the requirements of U.S. Equal

Employment Opportunity…