ESBD_365865_1722630824634_RFP 2024-057 Addendum 2.pdf

Purchasing Services PO Box 2570 Waco, Texas 76702-2570

T: (254) 750 8060 F: (254) 750 8062 waco-texas.com

Date:

RFP No:

Addendum No: 2

The above-mentioned bid invitation has been changed in the following manner. Sign and return addendum to the Purchasing Office by the closing time and date with your RFP response. Returning this page signed by your authorized agent will serve to acknowledge this change. All other requirements of the invitation remain unchanged.

If you have any questions, please call or stop by the Purchasing Office at the above address.

Commodity:

Contact:

August 2, 2024 2024-057 WTS, Scheduling Software Acquisition and Implementation Paul Campos; pcampos@wacotx.gov

• Proposal closing extended to August 15, 2024, 2:00 P.M. CT

• Response to Open Questions

Bid Opening Location: 1415 N. 4th St. Waco, Texas (Via Zoom Video & Dial-in)

Firm: ____________________________________________________________________________________

Address___________________________________________________________________________________

Signature of Person Authorized to Sign Bid:______________________________________________________________________

Signor's Name and Title (print or type):_____________________________________________________________________________

Date:____________________Telephone:___________________________Fax:______________________

RFP 2024-057

Addendum 2, Page 1

Closing Time: August 15, 2024, 2:00 P.M. CT Opening Time: August 15, 2024, 2:01 P.M. CT mailto:pcampos@wacotx.gov PCampos Highlight

PCampos Highlight

I just had a quick pricing question for you to clarify...in the solicitation it says, "Software Purchase/ License Costs – The cost of supplying the software solution for six (6) vehicle licenses must be included in the proposal, and cost per additional vehicle." On the pre-bid call it was mentioned that there are 16 paratransit vehicles, 12-15 vehicles for rural services, and 6 for microtransit.

Given that there are much more than 6 vehicles, would you want pricing for up to a certain amount, Yes and then any additional Yes? I guess our team is curious why 6 was the initial amount and not more, just want to make sure we give pricing that makes sense for the scope!

A:

We would need the cost for the six as that is what we have planned/budgeted for service. We would like to know the additional per cost, per vehicles, if we decide to add additional service areas and vehicles for the micro-transit service.

Can you clarify your desired service design? A: To have an all inclusive platform to manage our paratransit, microtranist, and rural services within.

How many paratransit and on-demand vehicles do you plan on operating? A: Paratransit- up to 27 Paratransit, 11 rural, and 6 Microtransit

Do you expect the contractor to provide service design support? A: Yes

For how many contract years is WTS trying to procure? A: 3 with the potential for 2 in year extensions.

Can the City clarify if form 1295 is required with our proposal submission? A: The 1295 form is the state of Texas requirement form for the winning contractor to submit, unless the company is publicly traded.

See FAQ at: https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php

Is the City open to proposers attaching an alternative pricing form to provide additional information in their own format? A: Yes. Please provide the pricing sheet in the proposal and attach detailed pricing and/or options as an attachment.

For its paratransit services, does the City use non-dedicated supply (eg. TNCs, taxis) for overflow trips?

A: No

Does the Pricing Sheet need to be submitted in a separate document than the rest of the proposal response? A: The pricing sheet can be submitted separately. Please provide the pricing sheet in the proposal and attach detailed pricing and/or options as an attachment.

What is the intended go-live date for this service? A: 10.31.24

Can the City confirm what it means by “On-Site Costs” as indicated in Appendix D Pricing Sheet? A:All subsistence and travel expenses incurred in effecting on-site services

What is the intended contract term for this project? A: Three years with two one year extension options..

Response to Open Questions:

RFP 2024-057

Addendum 2, Page 2 https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php

Can the City confirm the intended zones for the proposed service? A: See link below chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://www.waco-texas.com/files/content/public/v/3/ departments/transit-system/transportation/micro-dash/micro-dash-zones.pdf

Can the City confirm that this proposal is for the 6 ODT/microtransit vehicle service, or is it also seeking solutions for the rural and paratransit services? A: It is seeking one platform for all.

What is the expected number of app users that will be part of the system? A:Unknown

How many passenger and driver-facing users do we expect in this application? A: Unknown

Will the contracting agency be responsible for providing fleet staff and services? A: Yes, The RFP mentions the need for dedicated staff throughout the contract duration?

Can you specify the frequency of the required feedback sessions, will they be held weekly, monthly etc.

A: Negotiable

Page 20 of the RFP document mentions the need for an off-the-shelf app for a passenger facing application. Would you be open for custom-development? A: Yes

Are there any legacy systems or data migration requirements? A: Yes . If that is the case, is it possible for you to quantify. Ecolane

Can you provide more details about your payment gateway requirements? A: We do not currently have any payment gateway in place

RFP 2024-057

Addendum 2, Page 3 https://www.waco-texas.com/files/ https://www.waco-texas.com/files/content/public/v/3/

RFP 2024-057

Addendum 2, Page 4

Are there any preferred payment gateway providers or existing systems that the new solution should integrate with? A: Paymenech

In the bid packet reviewed by our team, the general requirements section is presented in varying font sizes.

Does the larger font size indicate higher priority or urgent desirability? A: No

The Operational Support section asks for the system to provide instant chat channel to vendor’s in-house agent support. Is the agency open to integrating AI-based chat solutions to initiate prompt responses. A:

Yes

Could the City please provide the number of vehicles or the number of peak active vehicles? A:

Paratransit- up to 27, 11 rural, and 6 Microtransit

Does the City have a desired/target launch date? A: 10.31.24

Is the vendor required to provide cellular data or will the City be purchasing cellular data themselves? A:

COW/WTS will provide cellular data

Can you please confirm if SOC 2 compliance is a requirement for vendors and underlying hosting platforms? A: Hosting platforms that manage, store, or process customer data are expected to comply with SOC 2. This is because they are crucial in ensuring the security, availability, and confidentiality of the data they handle.

RFP 2024-057

Addendum 2, Page 5

In order to allow bidders to prepare a more customized and informed response to this RFP, can the Agency please provide an extension for the submission of proposals? A: Addendum 1 issued July 18, 2024 and re-sent July 29, 2024 extends the closing date to August 8, 2024, 2 PM CT.

Can the Agency share the recording and/or presentation slides of the pre-bid meeting? A: The pre-submittal was not recorded. The meeting covered the RFP and addressed any questions.

Will the Agency accept electronic signatures on the forms? A: Yes.

Does WTS have any specific zones for this project? If yes, what is the service area for this project? A:This link will show the microtransit zones.

chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://www.waco-texas.com/files/content/public/ v/3/departments/transit-system/transportation/micro-dash/micro-dash-zones.pdf

Is there a DBE goal for this project? Yes. And if yes, do vendors need to be currently DBE certified in Texas to submit a proposal? A: No. We prefer to have DBE participation; however, we do not have a specific goal for the project our DBE goal is 3.65% overall.

Can vendors provide their own pricing format along with the Agency’s format? A: Please provide the pricing sheet in the proposal and attach detailed pricing and/or options as an attachment.

Can the Agency share an editable version of the ‘’Pricing Sheet”? A: No.

Does the Agency have any existing fixed route services? Yes

Is there plans to integrate or commingle them with the microtransit and paratransit services? A: Yes

Does the Agency currently use tablets/MDTs? A: Yes. If yes, please confirm the model. A: Ipad 10th generation

Is the Agency willing to purchase MDTs from the vendor? A: Yes

What are the existing fare payment methods? A: Passes

Does the vendor need to integrate with the Agency’s current provider? A: No

What integrations with other service-related technologies are required? A: None

Can the Agency please list all required integrations? A: MDT’s

What is the expected Go-Live date for this project? A:10.31.24

What is the implementation schedule for this project? Please provide based on your timeline. A: Forecast, Contract Award 9/17/24, fully implemented by 10/30/24

What software modules are required from the vendor for this project? A: We want to see what the vendors suites of product for this type of project, as this is a new endeavor WTS is exploring.

https://www.waco-texas.com/files/content/public/

What is the page limit for the proposal, if any? A: Please see the following guide lines:

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. The proposer will provide a cover letter describing a brief history of the proposer and its organization. The letter will indicate the principal or officer of the proposer organization who will be the City’s primary point of contact during clarifications or negotiations. This individual must have the authority to clarify and/or negotiate all aspects on the scope of services and solutions on behalf of the proposer. An officer authorized to bind the proposer to the terms and conditions of this RFP must sign the cover letter transmitting the proposal.

b. Completed and signed copies of Forms included in the Appendices. The proposer must be in good standing with the State of Texas.

Is the due date for the proposal August 8th or September 5th; the later date is mentioned on page 10 of the RFP document? A: Proposals are now Due August 8, 2024, by 2 PM. Disregard September 5th.

If the vendor pricing is based on per vehicle cost, can the Agency confirm the number of vehicles that will be provided for this service?A: Paratransit- up to 27 Paratransit, 11 rural, and 6 Microtransit

Just to be clarify, is the proposal submission via Bonfire Portal or via FedEx or both? A: Bonfire is preferred by Carrier. No need to submit both.

Can vendors email their proposals to Mr. Paul Campos? A: Yes. All Proposals are to be electronically via Bonfire or sent by courier to him. The mailing address is in the RFP package.

RFP 2024-057

Addendum 2, Page 6

What is the budget for this project for 1 year and in subsequent years? A: Negotiable

Can the Agency describe the issues, if any, it was facing with its incumbent software provider? A:

Legacy system