ESBD_365865_1719870702302_RFP 2024-057 Proposal Package.pdf

Issue Date: July 02, 2024 Questions Due: July 25, 2024

Closing Date & Time: August 01, 2024, 2:00 P.M. CT Opening Date & Time: August 01, 2024, 2:01 P.M. CT

For Information Contact:

Paul Campos, Purchasing Agent, 254-750-8062, or pcampos@wacotx.gov

Pre-Proposal Meeting:

Wednesday, July 10, 2024 at 10:00 A.M. (CT)

Via Zoom Video and Dial In

RFP Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only (Please see Page 3)

Zoom & Dial-In Information:

Please see Page 3

Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

REQUEST FOR PROPOSAL

RFP No. 2024-057

WTS, Scheduling Software Acquisition and Implementation

RFP 2024-057 Page 1 mailto:pcampos@wacotx.gov

BONFIRE ELECTRONIC BIDDING

The City of Waco is transitioning to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s Data base system, Bonfire.

We ask vendors to register with Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

• Register with the City of Waco.

• Receive notifications for bids and services requests from the City.

• Stay updated on changes, addendums, open solicitations.

• Submit bids and proposals electronically.

• Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

MINORITY, WOMEN-OWENED BUSINESS ENTERPRISE (MWBE)

The City of Waco is committed to providing fair and equal opportunities for all vendors, especially those who face disadvantages in bidding and providing services to the City. The City collects and reports data on the MWBE status of vendors to the federal government as part of this effort. Vendors are asked to fill out the MWBE form and submit it with their offer when they respond to a bid or proposal solicitation.

The MWBE status helps the City ensure that small and disadvantaged businesses are included in the competitive solicitation process. However, the MWBE status does not determine the award of a contract.

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BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

PRE BID/ PROPOSAL

BID/ PROPOSAL OPENING

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL INFORMATION

RFP 2024-057 Page 3 https://wacotx.zoomgov.com/j/1619194111?pwd=YeAl6QlxIiNEUUUGAP7aomUtEmCaF8.1 https://wacotx.zoomgov.com/j/1618156613?pwd=jKCP0donYc61ub76pLoYoKru3sj9o2.1

TABLE OF CONTENTS

Register Interest Form I. Schedule for Solicitation for Competitive Sealed Proposal II. Contact with City of Waco III. Definitions IV. Requested Services V. Request For Proposals – Submission and Award Procedures

Appendices

A. Scope of Services and Specifications / Pricing Forms

(1) Detailed Scope Of Services, Specifications and Requirements

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) General Condition for Services

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) HB1295 Information Sheet

(6) Protest Procedure

C. Forms to Complete and Return

(1) Submission of Bid/Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) W-9 Form

(4) Conflict of Interest Questionnaire (CIQ form)

(5) Disclosure of Relationships with City Council/Officers (City Charter)

(6) Minority Women Owned Business & HUB Certification

(7) HB 89 Energy Form

(8) HB 89 Firearms Form

(9) HB 89 Israel Form

(10) Foreign Terrorist Organization Form

(11) Litigation Disclosure

(12) Certification Regarding Debarment

(13) Non-collusion Affidavit

(14) Texas Public Information Act

(15) Drug Free Workplace

D. Cost

(1) Pricing Sheet

RFP 2024-057 Page 4

RFP No. 2024-057 WTS, Scheduling Software Acquisition and Implementation

REGISTER INTEREST

You have received a copy of the above-described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: pcampos@wacotx.gov.

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone: Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at: waco-texas.com/bids

City of Waco Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFP 2024-057 Page 5

I. SCHEDULE FOR SOLICITATION COMPETITIVE SEALED PROPOSAL

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

July 02, 2024 July 10, 2024 July 25, 2024

August 01, 2024 August 01, 2024

Week of August 05, 2024 Week of August 05/12

• Issuance of the RFP

• Pre-Proposal Meeting Via Zoom Video and Dial In

• Deadline for questions in 5:00 P.M.

• Proposals due by 2:00 P.M.

• Proposal Opening at 2:01 P.M. Via Zoom Video and Dial In

• Evaluation of submission

• Interviews or Presentations may be conducted

Tentatively, the final selection decision will be made, and submitters will be notified of award by, August 16, 2024. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Paul Campos, Purchasing Agent who can be reached at:

Email: pcampos@wacotx.gov Telephone: (254) 750-8062 Fax: (254) 750-8063

Questions concerning the solicitation can be submitted through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login (preferred) or by email to the contact person listed above.

Official Address (if needed) - City of Waco Purchasing Services Attn: Paul Campos, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

Contact someone other than the Purchasing Agent listed above, or his/her designated representative at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids. Interested professional service providers are encouraged to return the Register Interest form on the previous page.

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III. DEFINITIONS

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Waco, Texas.

(2) “Company” or “Firm” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Proposal” or “Submission” or “Submittal” refers to a response submitted to an RFP.

(4) “Project Review Committee” means a committee established by the City to review and score the submitted Proposals. The Committee may be composed of City of Waco staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City.

(5) “RFP” means and refers to this Request for Proposals.

(6) “Selected submission” means and refers to the submission sent to the City of Waco by the

Selected Firm.

(7) “Selected Firm” means the firm who is selected by the City and to whom the City Council/City

Manager awards a contract for the services or commodities requested in this solicitation.

(8) “Solicitation” means an RFP issued by the City Waco seeking products or services described in the document.

(9) “Submitter” or “Vendor” or “Proposer” or “Contractor” means a firm that submits a response to a solicitation.

(10) “Contract documents” includes the RFP and all of the Appendices attached to the RFP.

(11) “Day” means a working day unless otherwise specifically defined.

(12) "WTS" means Waco Transit System.

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IV. REQUESTED SERVICES/PRODUCTS

A. Scope of Services / Specifications The City of Waco/Waco Transit System wishes to improve the operational efficiencies of existing on demand services by co-mingling Americans with Disabilities Act (ADA) certified para-transit passengers and general public riders on the same vehicles. Therefore, Waco Transit System wishes to solicit proposals from qualified vendors to provide a software solution that will address the recommendations of the Re-imagine Waco Transit System.

(1) Detailed drawings, scope of services, and/or specifications are attached as Appendices.

(2) A digital version of this document can be obtained from the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids.

B. Terms Conditions & Requirements In addition to the specifications for the Project, the attached Appendices include the City’s Contract Requirements.

C. Duration of Services It is anticipated by the City of Waco that this project will be complete and available within 60 Calendar Days from award. Since “day” is defined as a calendar day, Saturdays, Sundays, and City holidays shall be counted as days and included in calculating the Contract time. The contractor shall include sufficient weather days as appropriate for the time of year and overall duration of the work within its proposal.

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D. Reservations by City:

The City of Waco reserves the right to reject any and all submittals. The issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse proposers for any costs incurred during the preparation or submittal of responses to this solicitation.

(1) Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure.

(b) Extend the solicitation closing time and date.

(c) Reissue this solicitation in a different form or context.

(d) Procure any item by other allowable means.

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

(g) Retain all proposals submitted and to use any ideas in a proposal regardless of whether or not that proposal is selected

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V. REQUEST FOR PROPOSALS – SUBMISSION AND AWARD PROCEDURES

A. Requirements

(1) Proposals should be kept to the minimum necessary length to explain the proposer’s attributes and pricing. Typed responses are preferred in Times New Roman, Arial or Calibri font.

Responses must be clear and may be subject to disqualification if illegible.

(2) Qualified firms should submit their qualifications through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login. Paper/Physical submissions will still be accepted and should include one (1) electronic copy (CD or Flash Drive) and (1) original and four (4) copies of their statements of qualifications on 8 ½ x 11 paper. These must be received by the date set out above in the Schedule of Solicitation for a submitting firm to be considered:

(a) Cover sheet containing RFP number, project name, and proposer’s name, address, and telephone number.

(b) A brief company history.

(c) Completed and signed copies of Forms included in Appendix C.

(d) A short narrative of the proposer’s approach to the project and a statement of understanding targeting the specific nature of this project.

(e) Information on the proposer’s current workload and ability to complete the project.

(f) Certificate showing current insurance coverage.

(g) Pricing/Cost Information – Pricing Forms

1. All pricing and cost information is to be submitted less Federal Excise and State of Texas Sales Taxes. A tax exemption certificate will be executed upon request. The City’s federal tax identification number is 1-74-6002468-4.

B. Completeness of Submission

(1) Proposers are responsible for examining and being familiar with all specifications, drawings, standard provisions, instructions, and terms and conditions of the solicitation and their responses.

(2) The proposer must attach all required forms with each submission copy. Forms must be signed by a representative of the proposer authorized to bind the proposer contractually. The proposer must include a statement identifying any exceptions to this RFP or declare that there are no exceptions taken to the RFP.

C. Response Date and Location Responses to this solicitation must be received by 2:00 p.m. (Central Time) on September 05, 2024. The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/ login, paper submissions will still be received at the address listed below Via Delivery Services or Personal Delivery to:

Attn: Paul Campos, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

RFP 2024-057 Page 10

PCampos Cross-Out

If using U.S. Mail, note that U.S. Mail is initially received at Waco City Hall and then delivered to the office of Purchasing Services by a City courier. That delivery may occur a day or more after being received at Waco City Hall. Allow additional time in advance of the proposal due date for U.S. Mail delivery. If the Purchasing Office has not received the proposal by the stated deadline, the proposal will be returned unopened.

All submissions shall be sent to the attention of the Purchasing Agent in a sealed envelope that is clearly marked on the outside as follows:

“RFP 2024-057, WTS Software Acquisition and Implementation" Proposals will be opened at 2:01 P.M. (Central Time) on August 01, 2024

Proposers accept all risk of late delivery bids regardless of instance or fault. A proposal received after the submission deadline will not be considered and will be returned unopened to the submitter.

The City will NOT accept a response submitted by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

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D. Modification to or Withdrawal of Submission Submissions cannot be altered or amended after the submission deadline passes. Submissions may be modified prior to the deadline by providing a written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification WITHOUT revealing the pricing/cost or terms information. The modification should provide the addition, subtraction, or other modifications so that the final pricing/costs or terms will not be revealed to the City until the sealed proposal is opened.

(2) The written modification may be submitted by electronic transmission (fax or email or personal delivery to Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to the closing time.

(3) If the modification is submitted through an electronic transmission (fax or email), the City must receive an original of the modification document signed by the proposer and submitted to a delivery company (UPS, FedEx, etc.) prior to the proposal closing time. If the original of the modification was not submitted to a delivery company prior to the closing time or is not received within three (3) days after the closing time of the bid, consideration will not be given to the modifications provided in the electronic transmission.

A submission may also be withdrawn by providing the notice in person by a representative of the vendor who can provide proof of his authority to act for the proposer. The representative will be required to execute a receipt reflecting the submission is being withdrawn. If a submission is withdrawn before the submission deadline stated herein, the proposer may submit a new sealed proposal provided the new proposal is received prior to the closing date and time deadline stated on page 1. This provision does not change the common law right of a submitter to withdraw a submission due to a material mistake in the submission.

E. Submission Validity Period A submission responding to this RFP signifies the vendor’s agreement that the submission and the content thereof, are valid for ninety (90) days following the submission deadline unless otherwise agreed to in writing by all parties. The submission may become part of the contract that is negotiated between the City and the successful proposer.

F. Cost to Develop Submission Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the proposer and shall not be reimbursed in any manner by the City.

G. Evaluation Procedures The proposals will be initially reviewed and evaluated by a Project Review Committee. Each proposal should be as complete and accurate as possible. The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the proposal.

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H. Evaluation Criteria

The following criteria will be used to evaluate the submittals (scoring points available):

RFP Scoring Criteria Scoring Points

Available

TOTAL AVAILABLE POINTS 100

J. Vendor Presentation The evaluation by the Project Review Committee will be presented to the City Manager or Executive staff, who will determine whether proposers may be invited to make a formal presentation of their proposal and/or sit for a panel interview. There is no obligation for the City to host interviews in order to make the final selection.

K.

L. Contact Award and Execution The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $50,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

The Project Review Committee will determine, with the City Manager’s Office review, whether to schedule oral interviews with the top-rated firms. If interviews are requested, the submitters will have an opportunity to make a presentation and answer questions from the Project Review Committee. After the interviews, those submitters will be ranked by the committee on a 100-point scale using the following or modified criteria:

(1) Firm qualifications and experience (Maximum 45 points)

(2) Expertise and experience of personnel and individuals (Maximum 45 points)

(3) Communication ability (Maximum 10 points)

Based on all information reviewed and presentations/interviews (if conducted), the City Manager or Executive staff shall establish the final ranking of the proposals.

During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from proposers.

Final Selection

Capability to meet or exceed the qualifications and requirements established in RFP.

Capability to meet or exceed the project goals.

Adequacy of technical resources to successfully carry out the general requirements under scope of work general requirements, and project implementation.

Adequacy of technical resources to successfully carry out the required services under project implementation.

Adequacy of Proposer’s response to operational support, and reporting.

Adequacy of Proposer’s response to all requirements, terms, and conditions of this Request for Proposals. 10

Pricing evaluation from Appendix D.

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RFP 2024-057 Page 14

TABLE OF CONTENTS

INTRODUCTION

BACKGROUND/INTENT

GOALS AND OBJECTIVES

SCOPE OF WORK

Detailed Scope Of Services, Specifications and Requirements:

RFP 2024-057 Page 15

INTRODUCTION

The City of Waco/Waco Transit System wishes to improve the operational efficiencies of existing on demand services by comingling Americans with Disabilities Act (ADA) certified paratransit passengers and general public riders on the same vehicles. Therefore, Waco Transit System wishes to solicit proposals from qualified vendors to provide a software solution that will address the recommendations of the Reimagine Waco Transit System.

Since 2013, the City of Waco, Waco Transit System (WTS) and Waco Metropolitan Planning Organization (MPO) have been studying various options to redesign the regional fixed-route public transportation system. The current system is a slightly modified hub and spoke design implemented during the 1950s that has not been changed significantly since 2003. As a result, individuals utilizing the fixed-route system often need to transfer at the Downtown Intermodal Center and may have a one-way travel time of up to 2 hours.

Following a Comprehensive Operational Analysis, Waco Transit System seeks to enhance its on-demand service by introducing a mobile application that will allow riders to request transportation.

This service aims to provide a convenient, efficient, and accessible transportation option for the residents and visitors of Waco, and McLennan County enhancing the overall user experience. To achieve this objective, Waco Transit System is seeking proposals from qualified technology providers to develop, implement, and support a comprehensive solution.

BACKGROUND / INTENT

Waco Transit System is soliciting proposals for software to support a flexible service for the City of Waco, operating 6 days a week, supplemental to existing fixed-route service. The software must support the expansion of on- demand service to run complimentary to fixed route service and have the ability to co-mingle paratransit trips in the most cost- effective manner.

Waco Transit System currently operates 11 fixed routes and associated paratransit service, 6 days a week from 5:15 am until 7:15pm, Monday-Friday, and 6:15 am to 8:15 pm, on Saturday.

General information about the current transit options operated by Waco Transit System can be found at https://www.waco-texas.com/Departments/Transit-System.

Waco Transit currently uses the Transloc platform for its Intelligent Transportation Services (ITS) AVL tracking. Waco Transit System is currently utilizing Ecolane software for paratransit and on demand service. Waco Transit System is utilizing Waco Transit is looking to identify a platform that can offer a co-mingled approach to scheduling microtransit, paratransit, rural on-demand and contracted services through one platform.

RFP 2024-057 Page 16 https://www.waco-texas.com/Departments/Transit-System

PROJECT GOALS AND OBJECTIVES

• Identify and develop a software partnership to provide a platform for Waco Transit Systems on-demand services to include microtransit.

• Implement an on-demand microtransit service that comingles paratransit trips to provide greater mobility opportunities for the residents and visitors of the City of Waco.

• Increase transportation improvements to maximize safety, innovation, accessibility, and resident satisfaction.

• Vendor to provide detailed plan for launch of services, including a proven timeline for launch and list of all tasks, deliverables, and stakeholder involvement at each stage.

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SCOPE OF WORK

The successful vendor will implement a software solution that the city will use to provide transit service. Training in the use of all aspects of the system must be provided. The scope of work will include, but is not limited to the following:

General Requirements

• A Dynamic algorithm that optimizes vehicle routing and efficiently matches vehicles and riders in real time.

• System assigns passenger trips to driver manifest immediately upon booking.

• Ability to co-mingle prescheduled paratransit trips with real time requests.

• Backend operations dashboard is a cloud-based interface accessible through any modern web browser.

• System offers scalability of service, with the ability to directly modify existing zones and create new zones in real-time without any intervention from software vendor.

• Directly control and adjust fleet’s operating parameters and all settings without the need for intervention or approval by the vendor.

• System with an extensive list of customizable settings and parameters to tailor scheduling and routing for individual services.

• System can facilitate operations of multiple operating modes (including: point-to-point, first/last mile connections, eligibility-based services like ADA paratransit and NEMT, commingling, deviated fixed routes, shuttles, and fixed-route tracking) in one cohesive platform.

• System maximizes scheduling and routing efficiency by dynamically identifying the best sequence of pick-ups and drop-offs in real-time.

• System includes a proven routing algorithm that prioritizes service efficiency (passengers per revenue hour) while prioritizing other service metrics, including passenger wait time and delay, through configurable parameters and constraints.

• Live-chat support directly in the dashboard,

• Generates custom real-time reports in the dashboard without need for export

• Live map for tracking routes, trip statuses, and vehicle locations.

• System includes a live map with replay controls to playback trips from the very first day of service through the present.

• System includes a simulation tool that can forecast the number of vehicles required to meet preset service parameters like average wait times and trip times

• System includes capabilities to create an unlimited number of virtual stops at various facilities, attractions, and other local points of interest.

• System allows different levels of authorization for various levels of the daily management team, including administrators, dispatch staff, etc.

• System allows users to add and remove vehicles at any time

• System allows commingling and can (i) restrict vehicles to specific services/zones or (ii) let them

“float” between

• Dispatchers can make custom views to monitor OTP, at-risk trips, and other custom dispatch views.

• System is designed such that all information is accessible within two clicks, without changing screens.

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Connecting to Existing Transit

● Capability to ingest GTFS feeds to help riders access the rest of transit network by connecting demand response trips (e.g. paratransit or new microtransit services) to nearby fixed-route services.

● Capability to prioritize fixed-route services over on-demand services in situations where both modes could fulfill a rider’s request.

Rider Eligibility Management

● Easy Management of rider profiles, eligibility, accessibility needs, and special requirements.

● System includes a HIPAA-compliant feature that facilitates the creation of web-based, customer-facing eligibility-based service applications.

● Ability to design and deploy custom eligibility application forms to capture rider information such as addresses, language, nicknames, gender, use of mobility devices, and more.

● System is capable of assigning customizable eligibility statuses indicating where applicants are in the process. Workflows also enable automatic email notifications to keep applicants or their caregivers informed about the status of their eligibility

Driver Management

● System allows operations staff to easily manage driver accounts, performance tracking, and feedback.

● System permits driver log-in without the need for passwords

● System offers flexible shift scheduling and real-time updates for driver shifts, vehicle capacity, and assignment rules.

● System allows operations staff to easily click and view driver and trip information throughout the backend dashboard interface.

● System facilitates creating, duplicating, and managing driver shifts, including: shift scheduling, setting start/end locations, designated breaks, and assigning drivers to specific services.

● System tracks driver performance through quantitative statistics and written feedback for individual drivers.

Trip Booking / Reservations

● System facilitates quick and intuitive trip bookings, including individual rides, subscription trips, and round trips with rapid negotiations.

● Streamlined booking process for reservationists, including selecting pick-up/drop-off locations, service types, preferred times, payment methods, and custom notes.

● Reservationist is able to indicate rider’s notification preference (app, SMS, phone number)

Dispatching

● Dispatchers can manually change the order of pickups/drop-offs in a run

● Dispatchers can edit trip details (times, locations) without canceling a trip

● Separate management for recurring trips with easy addition, editing, and cancellation.

● Accept every trip even if capacity is full, by leveraging overflow tools that can be dispatched to support staff

Scheduling

● Schedules are continuously optimized without need for manual triggers.

● Scheduler is able to trigger a new optimization manually or pause new optimizations.

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● Trips can be locked to specific runs/manifests to ensure no automatic reassignments

● Manifests can be downloaded from system in pdf form

● Dispatchers can manually assign trips to vehicles of their choice

Payment

● Capability to establish different fare categories for different rider and trip types for each service (e.g.

adults, children, students, etc.)

● Capability to set fares based on zones or mileage.

● Capability to accept payment via cash on board, credit/debit cards, third-party ticketing, and in-app coupons for rider incentives and/or marketing campaigns.

Passenger-facing Application

• Application must be Android and iOS compatible.

• Allow users to search for, schedule, and pay for rides in real time.

• Ability to indicate use of mobility assistance device.

• Ability to enter place names as well as addresses.

• Notification to user of an invalid trip request (out of service area or time).

• Availability of trip updates via text or email.

• Display of current vehicle capacity.

• Real time AVL display of on-demand vehicle as well as concurrent fixed route service.

• Multiple language selection options.

• Ability to indicate special request (bike, stroller, etc.)

• Ability for rider to contact driver via anonymized phone number.

• Ability to remember / store payment choice.

• Option for service update messages to riders.

• Rider app is available for download from the Google Play Store and Apple App Store at no cost to users and must be compatible for all recent Android and iOS devices.

• Rider app should be an off-the-shelf app with reputable ratings and reviews on the App Store and Google Play Store.

• Passwordless registration process.

• Rider app provides ETA prior to confirming a trip.

• Rider app shows vehicles in real-time moving on the map.

Customization

● Fully customizable branding and messaging, including branded splash screens (e.g. the pop-up screen a user sees when they open the app) service names, logos, FAQs, weblinks, and phone numbers, at no additional cost.

● Automatically displays your chosen customized design and branding elements after geolocating riders within your service area(s).

● Ability to customize local landmarks and attractions riders can easily choose from.

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Engagement Tools

● After a trip, the app prompts riders to submit feedback which is logged and visible at any time to operational staff.

Connecting to Existing Transit

● Rider app allows riders to see scheduled and real-time connections to local fixed-route bus and/or rail services, backed by static and real-time GTFS feeds.

Driver-facing Application

• Intuitive profile-based login process.

• Notifies drivers upon boarding if a passenger paid in advance in-app or is paying with cash.

• Allows drivers to cancel all passengers on their queue in the event of a vehicle malfunction, accident, or other issue and communicate this to dispatch.

• App must work on iOS devices.

• Ability to note that fare has been paid.

• Ability for driver to enable or disable vehicle to take trip requests.

• Ability to contact rider via anonymized phone number if rider is not present at pick up location.

• Turn by turn directions.

• Ability to track no-shows.

Project Implementation

General

● Vendor to provide detailed plan for launch of services, including a proven timeline for launch and list of all tasks, deliverables, and stakeholder involvement at each stage.

Service Setup

● Vendor to import and/or set up accounts and permissions for admins, managers, and dispatch staff

● Vendor will import all existing rider profile data into the new system.

● Vendor will configure the eligibility management system.

● Vendor to lead internal testing to ensure the system works as expected prior to launching new service(s).

Marketing

● Vendor will develop and execute a service-specific comprehensive marketing plan to promote ridership for new services.

● Vendor will provide a comprehensive rider growth marketing toolkit, including templated materials such as: promotional flyers, signage, vehicle decals, social media posts, and press releases.

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Training Plan

● Vendor to provide supplementary training materials along with release of new features, at no additional cost.

● Vendor must provide a comprehensive training program that is supported by a combination of user manuals, tutorial videos, presentations, and hands-on training sessions.

● Training to be done on-site

● "Vendor must utilize the “train-the-trainer” methodology.

● Vendor must provide user-friendly videos to our team that showcase the system being properly used in action with voiceover narration explaining what the user is doing.

● Vendor must provide in-person training sessions ensuring adequate time for individual questions and support.

Operational Support

General

● System provides instant chat channel to vendor’s in-house agent support, within dashboard, driver app, and rider app

● Vendor to identify dedicated staff as point of contact for ongoing support of services throughout the duration of contract. Ongoing support to include: Assist with driver, rider, or dispatch issues; Trip investigations; product functionality questions; feedback sessions w/ drivers and dispatchers; and preparation for board/community meetings.

● Real-time technical support during all service hours.

● Vendor to provide support with data analysis, fleet goal setting and optimization of services.

● Agency has direct access to software provider's engineering and product teams in order to communicate any issues or desired product development.

Ongoing Product Development

● Vendor collaborates on an ongoing basis to update product features based on feedback from staff and riders.

● Vendor can prove they regularly update the product

● New features or product updates are accompanied by notifications and tutorial videos.

Reporting

General

● Robust reporting interface built into agency dashboard for real-time and historic performance monitoring.

● Staff can access and generate standard and custom reports at any time, without needing vendor intervention, assistance, or approval.

● Ability to customize visualization of data in reports (eg. bar graphs, pie charts, line graphs, scatter plots, etc.)

● Reports can be easily generated and edited

● Custom KPI dashboards can be created in the system dashboard without need for export or vendor assistance

● Capability to easily fulfill NTD and standard reporting requirements.

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● Capability to automate report generation on a recurring basis.

Track, at minimum, the following key metrics without need for data export:

● Completed Trips

● Passengers Moved

● Unique Riders Completing a Trip

● Trips per Rider

● Completion Rate

● Adjusted Completion Rate

● Unfulfilled Rate

● Driver Cancel Rate

● Rider Cancel Rate

● Agent Cancel Rate

● System Canceled Rate

● Infeasible Request Rate

● Call Center Request %

● On Demand Request %

● Depart At Prebooked %

● Arrive By Prebooked %

● Average Trip Rating

● Share Rate

● Trip Fulfillment

● Timeliness (OTP, in-car delay)

● Hourly Breakdowns of above metrics

● Day-to-Day Comparison at custom intervals

● Top Pickups and Dropoff locations

● Avg Pax/VRH (productivity)

● Share Rate of trips

● Met vs Unmet Demand

● All NTD requirements

● Driver Performance including errors, ratings, and event feed

● Ridership Trends including sign-ups, first trips, and unique riders

● On-Time Performance (OTP) by day, by service, by scheduling type

Data & Fare Collection and Reporting Requirements

• Allow regular and on-demand access to ridership and performance data.

• Fare collected by vendor and distributed on a regular schedule by EFT, with associated detailed report availability.

• Ability to export data as .CSV format.

• Ability to capture onboarding and offboarding by time and location.

Software Security and Privacy Requirements

• Cloud based solutions will need to utilize single sign on and multifactor authentication, and vendor must discuss data security on the cloud platform.

• Granular user permissions

• For on-premises solutions, list system specifications and requirements.

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APPENDIX B

(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) HB1295 Information Sheet

(6) Protest Procedure

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APPENDIX B. (1)

General Waco Terms and Conditions

(a) Applicable Law and Venue. This solicitation and any resulting contract will be governed and construed according to the laws of the State of Texas. The terms and conditions of the contract awarded pursuant to the solicitation are fully performable in McLennan County, Texas and venue for any dispute regarding contract shall be in McLennan County, Texas.

(b) Arbitration / Mediation. The City of Waco will not agree to binding or mandatory arbitration or mediation.

(c) Conflict of Interest. Vendor agrees to comply with the conflict of interest provisions of the Waco City Charter, Waco Code of Ordinances, and/or state law. Vendor agrees to maintain current, updated disclosure of information on file with the Purchasing Services Division throughout the term of the contract.

(d) Gratuities. The City may, by written notice to the Vendor, cancel this contract without liability to the City, if it is determined by the City that gratuities have been offered to any officer or employee of the City with a view toward securing a contract, securing favorable treatment with respect to the awarding, amending, or the making of any determinations in respect to the performance of such a contract. In the event this contract is canceled by City as set forth in this paragraph, the City shall be entitled to recover from Vendor all additional costs incurred by City as a result of the cancellation.

(e) Unfunded Liability. City's obligation is payable only and solely from funds available for the purpose of this purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered but unpaid for goods will be returned to Vendor by City. The City will not incur a debt or obligation to pay selected bidder any amounts the City does not have the current funds available to pay, unless the contract includes a provision for the City to appropriate funding for the debt or obligation.

(f) Advance Payments. The City will not make advance payments to a selected firm or any third party pursuant to this solicitation or resulting contract.

(g) Gift of Public Property. The City will not agree to any terms or conditions that cause the City to lend its credit or grant public money or anything of value to the selected firm.

(h) Procurement Laws. The City will not agree to any terms or conditions that cause the City to violate any federal, Texas, or local procurement laws, including its own charter.

(i) Limitation of Liability. The City of Waco will not agree to an artificial limitation of liability (e.g. liability limited to contract price or liability capped at an amount actually paid in previous 3 months, etc.) or an artificial statute of limitations (e.g. any lawsuit must be commenced within one year of the event).

(j) Waiver. No claim or right arising out of a breach of the contract resulting from this solicitation can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

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(k) Right To Assurance. Whenever one party to this contract in good faith has reason to question the other party's intent to perform, that party may request that the other party give written assurance of his intent to perform. In the event that a request is made and no assurance is given within five (5) days, the requesting party may treat this failure as an anticipatory repudiation of the contract.

(l) Attorney’s fees; Legal Costs. The City will not agree to pay the selected firm’s attorney’s fees or other legal costs under any circumstances.

(m) Advertising. Vendor shall not advertise or publish, without City's prior consent, the fact that City has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government.

(n) Arrears In Taxes. Article VII. Taxation, Section 8, of the City of Waco Home Rule Charter states: The City shall be entitled to counterclaim and offset against any debt, claim, demand or account owed by the City to any person, firm or corporation who is in arrears to the City of Waco for taxes, in the amount of taxes so in arrears, and no assignment or transfer of such debt, claim, demand or account after the said taxes are due, shall affect the right of the City to offset the said taxes against the same.

(o) Tax Certification; Offset of Other Debts Against City. Selected bidder hereby certifies that it is not delinquent in the payment of taxes owed to the City and will pay any taxes owed to the City so that such taxes will not become delinquent. If this certification is subsequently determined to be false, such false certification shall constitute grounds for termination of the contract awarded under this SOLICITATION, at the option of City.

Furthermore, Selected bidder agrees the City is entitled to counterclaim and offset against any debt, claim, demand, or account owed by the City to the selected bidder, pursuant to the awarded contract, for any debt, claim, demand, or account owed to the City, including other than the taxes mentioned above. The City may withhold from payment under the awarded contract an amount equal to the total amount of debts, claims, accounts, or demands including taxes owed to the City by the selected bidder. The City may apply the amount withheld to the debts and taxes owed to the City by the selected bidder until said debts are paid in full. No assignment or transfer of such debt, claim, demand or account after the said taxes or debts are due shall affect the right of the City to offset the taxes and the debt against the same.

(p) Independent Contractor. The selected bidder will be an independent contractor under the contract. Professional services provided by the selected bidder shall be by the employees or authorized subcontractors of the selected bidder and subject to supervision by the selected bidder, and not as officers, employees or agents of the City. Selected bidder will be required and agrees to comply with all state and federal employment laws as well as all other federal, state and local laws, rules and regulations affecting the performance of all obligations taken herein.

(q) No Joint Enterprise/Joint Venture. It is not the intent of this solicitation or the contract to be awarded to create a joint enterprise or joint venture.

(r) Subcontracting Bid. If subcontracting with another company or individual is proposed, that fact, along with providing the same information for the subcontractor that is required to be provided by the bidder under this solicitation, must be provided and clearly identified in the bid. Following the award of the contract, no additional subcontracting will be permitted without the express prior written consent of the City.

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(s) Assignment-Delegation. No right or interest in the contract shall be assigned or delegation of any obligation made by Vendor without the written permission of the City. Any attempted assignment or delegation by Vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

(t) Modifications: This contract can be modified or rescinded only by a written instrument signed by both of the parties or their duly authorized agents.

(u) Interpretation-Parol Evidence: This writing is intended by the parties as a final expression of their agreement and is intended also as a complete agreement for dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in this agreement. Acceptance or acquiescence in a course of performance rendered under this agreement shall not be relevant to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge of the performance and opportunity for objection.

(v) Equal Employment Opportunity: Vendor agrees that during the performance of its contract it will:

1. Treat all applicants and employees without discrimination as to race, color, religion, sex, national origin, marital status, age, or handicap.

2. Identify itself as an "Equal Opportunity Employer" in all help wanted advertising or request. The Vendor shall be advised of any complaints filed with the City alleging that Vendor is not an Equal Opportunity Employer. The City reserves the right to consider its reports from its human relations administrator in response to such complaints in determining whether or not to terminate any portion of this contract for which purchase orders or authorities to deliver have not been included, however, the Vendor is specifically advised that no Equal Opportunity Employment complaint will be the basis for cancellation of this contract for which a purchase order has been issued or authority to deliver granted.

(w) Israel: Vendor acknowledges that effective September 1, 2017, the City is required to comply with Section 2270.001 of the Texas Government Code, enacted by House Bill 89 (85th (R) Texas Legislature), which requires that a governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it does not boycott Israel and will not boycott Israel during the term of the contract. By executing this Agreement, Vendor verifies that it does not boycott Israel and will not boycott Israel during the term of this Agreement.

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APPENDIX B.(2)

Additional Terms for Services

(a) Permits and Fees: All permitting fees from the City will be waived on construction projects. The contractor will still need to apply for all applicable permits. However, there will be no cost associated with issuance of City permits.

(b) Time of Completion and Liquidated Damages: Completing this Project in a timely manner is very important to the City of Waco. Submitter must agree to commence work on or before a date to be specified in a written "Notice to Proceed" of the City and to fully complete the project within the time stated in the contract documents. As it is impracticable and extremely difficult to fix the actual damages, if any, that may proximately result from a failure by Submitter to perform the service, should submitter fail to complete the project within the calendar days specified in the contract, Submitter agrees to pay to City, or have withheld from monies due it, the amount stated in the contract documents as liquidated damages for each calendar day of delay or nonperformance. Any sums due and payable hereunder by the Submitter shall be payable, not as a penalty, but as liquidated damages representing an estimate of delay damages likely to be sustained by the City, estimated at the time of executing this Contract.

Execution of a contract for this Project shall constitute agreement by the City and Submitter that said amount is the minimum value of the costs and actual damage caused by the failure of the Submitter to complete the Project within the allotted time. A sum due as liquidated damages may be deducted from payments due the Contractor if such delay occurs. Adjustments to the contract times can only be made as provided in the contract documents and any conditions or specifications referenced therein.

(c) Conditions of Work: While the City is issuing a solicitation including specifications, each Submitter is still responsible for examining all of the issued documents, attending any pre-bid conference, making a site visit, and taking whatever steps are necessary to inform itself of the conditions relating to the project and the employment of labor thereon. Each Submitter must inform itself of the conditions relating to the project and the employment of labor thereon.