ESBD_568554_1792097415849_Exbt A 26-010 Scope of Work.pdf

SCOPE OF WORK

AUTOMATIC PASSENGER COUNTER (APC) SYSTEM

FOR CONCHO VALLEY TRANSIT DISTRICT

1. Purpose

The purpose of this procurement is to obtain a complete, turnkey Automatic Passenger Counter (APC) solution for Concho Valley Transit District (CVTD) that accurately captures passenger boarding and alighting activity across CVTD’s fleet and supports operational planning, service analysis, reporting, and National Transit Database (NTD) reporting requirements.

The selected Contractor shall furnish all labor, supervision, project management, materials, equipment, software, licensing, installation, configuration, testing, training, documentation, warranty support, and ongoing technical support necessary to provide a fully operational APC system. The intent of this procurement is to obtain a complete operational solution rather than individual hardware or software components.

The Contractor shall be responsible for ensuring that the proposed system is fully integrated, calibrated, tested, and operational upon project completion.

2. Project Objectives The APC system shall provide reliable, repeatable, and defensible passenger count data suitable for daily operational use as well as statistical sampling and reporting consistent with Federal Transit Administration (FTA) and National Transit Database (NTD) requirements.

Specifically, the system shall enable CVTD to:

• Accurately record passenger boardings and alightings.

• Monitor ridership trends by route, stop, trip, direction, and time of day.

• Support planning, scheduling, grant reporting, and performance management.

• Reduce manual ride checks and manual passenger counting.

• Support statistical sampling methodologies acceptable for NTD reporting.

• Provide long-term scalability as additional vehicles are added to the fleet.

3. Existing Environment

Concho Valley Transit operates a mixed fleet consisting primarily of ADA-accessible cutaway buses and high-roof vans operating fixed-route and demand response public transportation services throughout the Concho Valley region. CVTD provides urban transit services for the City of San Angelo, Texas and rural transit services for the following Texas counties: Coke, Concho, Crockett, Irion, Kimble, Mason, Menard, McCulloch, Reagan, Schleicher, Sterling, Sutton and Tom Green.

More information can be found at www.cvtd.org. Currently, passenger counts are tracked manually by drivers which is time consuming and leaves room for human error.

The Contractor shall verify vehicle compatibility prior to installation and shall provide all mounting hardware, cabling, interfaces, power conditioning, brackets, sensors, communications equipment, and accessories necessary for successful installation regardless of vehicle manufacturer or model.

The Contractor shall identify any vehicle compatibility issues during the proposal stage.

4. Scope of Services The Contractor shall provide a complete turnkey APC solution including, but not limited to:

• APC hardware

• Vehicle installation

• Software platform

• Cloud or hosted services (if applicable)

• Mobile communications integration

• Data storage

• System configuration

• Calibration

• Testing

• Validation

• Training

• Documentation

• Warranty

• Technical support

• Software maintenance

• Firmware updates

• Ongoing customer support

The Contractor shall furnish all labor, travel, materials, permits, licenses, and incidental items necessary to provide a complete operational system.

No equipment, software module, subscription, license, interface, gateway, sensor, communications device, reporting module, analytics package, API, or feature required for full operation may be excluded from the proposal unless specifically identified by CVTD as optional.

5. Equipment Requirements http://www.cvtd.org/

The APC system shall utilize commercially proven technology specifically designed for public transit applications.

The proposed technology may utilize infrared sensors, stereoscopic vision, artificial intelligence, time-of-flight sensors, 3D imaging, or other transit industry accepted passenger counting technologies.

Passenger counting equipment shall:

• Automatically detect passenger boardings and alightings.

• Differentiate between boarding and exiting passengers.

• Operate in varying lighting conditions.

• Operate during day and night.

• Function during adverse weather conditions.

• Operate with passengers using mobility devices.

• Accurately count passengers carrying baggage, walkers, strollers, carts, or other personal items.

• Minimize false counts resulting from passengers standing near doors.

• Detect simultaneous passenger movement.

• Operate during high passenger volumes.

• Continue counting passengers during temporary loss of internet, cellular, or cloud connectivity.

System must securely buffer collected data locally and automatically synchronize when communications are restored.

The equipment shall be specifically designed for transit vehicle environments and shall withstand vibration, temperature extremes, dust, humidity, and routine vehicle wash procedures.

Buy America Requirements. The Contractor shall comply with applicable Federal Transit Administration (FTA) Buy America requirements under 49 U.S.C. § 5323(j) and 49 CFR Part 661.

The Contractor shall submit the required Buy America certification and supporting documentation, as applicable, and ensure that all equipment furnished under this contract complies with applicable federal requirements or an authorized waiver.

6. Vehicle Installation The Contractor shall perform complete installation on each designated transit vehicle.

Installation shall include all wiring, brackets, mounting hardware, communications equipment, power supplies, connectors, interface modules, protective enclosures, and other equipment necessary for complete operation.

All installations shall be performed in a professional manner that preserves vehicle appearance and maintains manufacturer safety requirements.

No exposed wiring shall be permitted unless specifically approved by CVTD.

Installation shall not interfere with ADA accessibility, emergency exits, wheelchair securement areas, passenger circulation, operator visibility, or other vehicle systems.

The Contractor shall coordinate installation schedules with CVTD staff to minimize vehicle downtime.

7. Software Requirements The Contractor shall provide a fully functional software platform capable of collecting, processing, validating, storing, analyzing, and reporting APC data.

The software shall include administrative functions necessary to manage users, vehicles, routes, stops, sensors, firmware, system diagnostics, and reporting.

The system shall provide secure web-based access unless otherwise proposed.

CVTD shall retain ownership of all passenger count data and shall be able to retrieve it in a usable format at the end of the contract.

Software licensing shall permit unlimited access for authorized CVTD users unless otherwise approved.

The system shall provide configurable dashboards, reporting tools, historical analysis, route-level summaries, trip-level summaries, stop-level activity, vehicle utilization, occupancy reporting, and export functionality.

Data shall be exportable in commonly used formats including CSV, Excel, and other industry-standard formats.

CVTD shall be notified in advance of any material software releases, cloud architecture changes, or AI model changes that could affect functionality or security.

8. Data Integration The APC solution shall integrate with existing vehicle systems as applicable.

Where available, the APC system shall synchronize passenger count information with:

GPS location Automatic Vehicle Location (AVL) CAD/AVL systems Vehicle odometer Door sensors Route identification Trip identification Block information Time synchronization

The Contractor shall identify all required interfaces within its proposal.

The Contractor shall document all network connectivity, APIs, cloud endpoints, ports, and external dependencies.

9. APC Accuracy Requirements The APC system shall consistently achieve passenger counting accuracy suitable for operational planning and NTD reporting.

Under normal operating conditions, the APC system shall achieve a minimum passenger counting accuracy of 95 percent for both boardings and alightings. Preference may be given to systems capable of demonstrating sustained accuracy of 97 percent or greater.

Accuracy shall be measured by comparing APC counts to manually observed counts using statistically valid validation methodologies.

The Contractor shall assist CVTD in establishing validation procedures consistent with FTA and National Transit Database guidance.

The Contractor shall provide calibration, adjustment, and revalidation whenever system accuracy falls below acceptable thresholds.

The Contractor shall identify the methodology used to calculate accuracy percentages and shall provide documentation supporting prior deployments achieving similar performance.

10. Statistical Sampling and NTD Compliance The APC system shall support statistical sampling methodologies acceptable for use in National Transit Database reporting.

The system shall provide sufficient functionality to support representative random sampling across:

• Routes

• Service types

• Vehicle types

• Days of week

• Time periods

• Seasonal variations

The Contractor shall demonstrate how the APC system supports statistically valid sampling methods capable of achieving 95 percent confidence levels with ±10 percent precision, or other statistical thresholds required by current National Transit Database guidance.

The Contractor shall assist CVTD with establishing sampling plans, validating APC performance, documenting statistical methodology, and maintaining compliance with evolving FTA and NTD requirements.

Should federal APC statistical requirements change during the contract period, the Contractor shall provide software updates or configuration changes necessary to maintain continued compliance without requiring replacement of major hardware components.

11. Testing and Acceptance Following installation, the Contractor shall conduct complete system testing.

Testing shall verify:

• Sensor operation

• Communications

• Data transmission

• Software functionality

• Reporting

• Vehicle integration

• Passenger counting accuracy

• GPS synchronization

• Door event synchronization

Acceptance testing shall include field validation comparing APC counts with manually observed passenger counts.

CVTD reserves the right to independently verify system performance prior to final acceptance.

Final acceptance shall occur only after all deficiencies have been corrected.

12. Training The Contractor shall provide comprehensive training for CVTD personnel.

Training shall include administrative staff, operations staff, maintenance personnel, supervisors, dispatch personnel, and other designated employees.

Training shall address equipment operation, software administration, reporting, troubleshooting, calibration, maintenance, diagnostics, and data validation.

Training materials shall become the property of CVTD.

13. Documentation

The Contractor shall provide complete documentation including installation manuals, user manuals, maintenance procedures, wiring diagrams, software documentation, troubleshooting guides, calibration procedures, warranty information, and technical support contact information. Electronic copies shall be provided in searchable PDF format.

14. Warranty The Contractor shall provide a minimum one-year comprehensive warranty covering all equipment, software, installation, and workmanship.

Warranty service shall include replacement of defective components, software corrections, firmware updates, technical support, and labor necessary to restore full operation.

Any repaired or replaced component shall carry the remainder of the original warranty period or ninety (90) days, whichever is longer.

15. Technical Support and Maintenance The Contractor shall provide ongoing technical support throughout the contract period.

Support shall include telephone assistance, email support, remote diagnostics, software updates, firmware updates, cybersecurity patches, troubleshooting assistance, and replacement of defective hardware where applicable.

The Contractor shall identify normal business support hours, emergency support procedures, response times, escalation procedures, and expected resolution timelines.

The Contractor shall describe available preventive maintenance services and recommended calibration intervals.

16. Information Technology and Cybersecurity Requirements The APC system must conform to CVCOG’s Technology Procurement Security Standards, attached as Exhibit B.

The APC system shall employ current industry cybersecurity practices.

All communications shall utilize secure encryption where data is transmitted over public or wireless networks.

The Contractor shall promptly address known cybersecurity vulnerabilities through software patches or firmware updates.

If cloud-hosted services are provided, the Contractor shall describe security controls, backup procedures, disaster recovery capabilities, user authentication methods, and data retention policies.

17. Future Expansion

The proposed system shall be scalable to accommodate future fleet expansion without requiring replacement of the core software platform. Additional vehicles shall be capable of being added through purchase of additional hardware and associated licensing only.

18. Deliverables The Contractor shall provide all deliverables necessary for a fully operational APC system, including installed equipment, configured software, user accounts, system documentation, training, testing reports, validation reports, warranty documentation, and final project closeout documentation. No deliverable shall be considered complete until accepted by CVTD.

19. Proposal Pricing Requirements (All-Inclusive Pricing) CVTD intends to award a contract for a complete, fully functional APC solution. Accordingly, proposers shall submit pricing that includes every component necessary to furnish, install, configure, test, commission, support, and place the system into full operational service.

The proposal price shall include all hardware, sensors, brackets, mounting components, cables, communications equipment, gateways, interface devices, software, cloud hosting (if applicable), software licensing, subscription fees, installation labor, travel, calibration, configuration, project management, testing, training, documentation, warranties, shipping, freight, taxes (where applicable), startup services, and any other costs necessary to provide a complete operational system. Any item required for proper operation that is omitted from the proposal shall nevertheless be deemed included in the proposed price.

Proposers shall clearly identify any optional products or services separate from the base proposal.

Optional items shall not be necessary for the APC system to achieve the functionality, performance, reporting capabilities, accuracy standards, integration requirements, or NTD compliance identified in this Scope of Work. CVTD will not consider proposals that intentionally omit essential components with the expectation that such items will be added later through change orders, upgrades, subscriptions, or post-award sales efforts.

The Contractor shall disclose all recurring costs, including software subscriptions, cloud hosting, maintenance agreements, technical support, licensing renewals, cellular communications, calibration services, and any other continuing fees for a minimum period of five (5) years. Failure to disclose recurring costs may be grounds for determining a proposal non-responsive.

CVTD reserves the right to reject proposals that contain ambiguous pricing, incomplete pricing, or pricing structures that obscure the total cost of ownership. CVTD’s intent is to evaluate proposals based upon the complete life-cycle cost of a fully operational APC system, and not on artificially low initial acquisition costs followed by subsequent mandatory purchases.

20. Applicable Standards The Contractor shall perform all work in accordance with applicable federal, state, and industry standards, including, as applicable:

• Federal Transit Administration (FTA) requirements.

• National Transit Database (NTD) reporting guidance, including applicable APC statistical validation requirements.

• Applicable provisions of 49 CFR.

• Americans with Disabilities Act (ADA) requirements.

• Buy America / Build America requirements, where applicable to the funding source.

• Applicable Texas Department of Transportation (TxDOT) Public Transportation Division requirements.

• Manufacturer installation standards and accepted transit industry best practices.

The Contractor shall remain knowledgeable of changes to applicable FTA, NTD, and TxDOT guidance throughout the contract period and shall notify CVTD of any required changes necessary to maintain compliance.

21. Anticipated Contract Term The anticipated contract shall consist of an initial implementation period followed by an operational support period.

The Contractor shall complete all project management, equipment procurement, installation, configuration, testing, validation, training, and final system acceptance within the implementation schedule proposed by CVTD. CVTD anticipates implementation to be completed within approximately one hundred eighty (180) calendar days following issuance of a Notice to Proceed, unless otherwise mutually agreed in writing.

Following final acceptance, the contract shall remain in effect for a base term of five (5) years. The base term shall include all software licensing, cloud hosting (if applicable), technical support, warranty coverage (as applicable), software maintenance, firmware updates, cybersecurity updates, and other recurring services necessary to maintain the APC system in full operational condition.

At CVTD’s sole discretion and subject to the continued availability of funding, CVTD may renew the contract for up to three (3) additional one-year renewal terms under the same terms and conditions, subject to mutually agreed pricing for any recurring services. Renewal shall not be construed as a guarantee of continued work.

The Contractor shall continue to provide replacement parts, software updates, technical support, and maintenance services for the duration of the contract. The Contractor shall make commercially reasonable efforts to support installed equipment through the contract term. If any proposed equipment or software will reach end-of-life or end-of-support during the contract term, the Contractor shall disclose this in its proposal and identify the anticipated replacement strategy.