Fixed_Route_Vehicle_and_Operator_Scheduling_Software.pdf

CITY OF SANTA MONICA

FIXED ROUTE VEHICLE AND OPERATOR SCHEDULING

SOFTWARE

SaMoDOT

RELEASE DATE: April 16, 2026

DEADLINE FOR QUESTIONS: May 6, 2026

RESPONSE DEADLINE: June 10, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Fixed Route Vehicle and Operator Scheduling Software

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - Enterprise_Core_Technologies

C - Software as a Service Template (11-25)

D - Software Maintenance Agreement Template

G - Architecture_Questionnaire

H - Glossary

I - System Requirements

J - Technology Services Template

K - City_of_Santa_Monica_VISA_Questionnaire_3.1

Fixed Route Vehicle and Operator Scheduling Software

1 Introduction

1.1 Summary

1.1 The City of Santa Monica, (the "City”) seeks proposals from qualified firms to provide a comprehensive software system that supports fixed route scheduling, daily operations management, and workforce timekeeping, and provide implementation, integration and ongoing maintenance.

1.2 Background

1.2 The City of Santa Monica operates the Big Blue Bus (BBB), a fixed route bus service within Santa Monica and the greater West Los Angeles region. Big Blue Bus operates 17 routes with a fleet of 195 buses, and almost 300 fixed route operators. In FY2025-26, Big Blue Bus operated for over 4 million revenue hours, 450,000 revenue miles, and provided over 10,000,000 passenger trips.

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.

Kellee Mac Donald Sr. Buyer 1685 Main St. Mail Stop #9 Santa Monica, CA 90401 Email: kellee.macdonald@santamonica.gov Phone: (310) 458-8797 Department:

SaMoDOT

Department Head:

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

Release Project Date April 16, 2026 mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Fixed Route Vehicle and Operator Scheduling Software

Question Submission Deadline May 6, 2026, 3:00pm

Question Response Deadline May 19, 2026, 5:00pm

Proposal Submission Deadline June 10, 2026, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of Five (5) years, with two (2) renewal options of five (5) years each, to be exercised at the City’s sole discretion.

3 Scope of Work

3.1 Primary Objectives

Primary Objectives the system shall provide:

3.1.1 Fixed-route scheduling and planning tools including, but not limited to, schedule and route creation, blocking, runcutting, costing, and rostering.

3.1.2 Daily operations management software including, but is not limited to, capability to conduct web bidding, manage operator attendance, conduct timekeeping, and pay calculation.

3.1.3 Compatibility with the existing CAD/AVL system (Clever Devices), HR/payroll systems (Tyler Munis), and produce GTFS exports. Should the CAD/AVL system changes scheduling software must adapt.

Fixed Route Scheduling Software Functionality

3.1.4 The fixed route scheduling software shall have a user-friendly interface and the following functionality:

3.1.5 Route Definition and Scheduling – Create and maintain routes, trips, stops, service patterns, and timetables.

3.1.6 Blocking – Create vehicle blocks by grouping scheduled trips into efficient, optimized sequence of trips for each bus for each service day and have tools to compare various blocking scenarios by costs, resource needs, and performance impacts.

Fixed Route Vehicle and Operator Scheduling Software

3.1.7 Run Cutting – Create cost effective operator work assignments (Run) by dividing vehicle blocks consistent with labor rules and practices and have tools to compare various run cut scenarios by costs, resource needs, and performance impacts.

3.1.8 Interfacing, Integration, System Deployment – Integrate with downstream systems including CAD/AVL and generating GTFS files for passenger information systems.

3.1.9 Reporting & Analytics – Generate reports to support decision making, compliance, and generate reports for bid documents such as run guides, paddles, timetables, etc.

3.1.10 The detailed requirements for fixed route scheduling are found in the System Requirements attachment. Definitions of terms are included in the Glossary attachment.

Fixed Route Operator Scheduling Software Functionality

3.1.11 The proposed daily operations solution must be able to automatically import data from, and be fully compatible with, the proposed fixed-route scheduling software solution. The software shall have modules covering:

3.1.12 Timekeeping – Record operator attendance, calculate pay, and apply rules for overtime, spread pay, elapsed time, holiday pay, etc., using configurable pay codes and accrual data.

3.1.13 Workforce Management – Set schedules, create and assign work to Operators.

Allow Dispatch to effectively manage the daily activity to ensure exceptional service delivery.

3.1.14 Employee Communication – Provide ability to communicate to Operators through various messaging functionalities.

3.1.15 Bidding - The solution must support full management of operator bidding for work assignments, vacations, and holidays according to configurable work rules and agency policies. Operators must be able to submit bids remotely through a secure, mobile-friendly online portal.

3.1.16 Reporting - Reporting functions shall include both standard and customizable reports with the ability to schedule reports for automatic processing on daily, weekly, monthly, or yearly basis. The system shall allow for user creation of custom reports within the software interface.

3.1.17 Incident Tracking / Administration – Record events (attendance, discipline, uniform issues, customer comments, etc.) in daily operations and issue set notifications when configurable quotas are triggered.

3.1.18 Yard Management - The system shall include a Yard Management Module with a map or yard schematic based graphical user interface. The module shall display the location of vehicles with the locations refreshing every 10 seconds.

Fixed Route Vehicle and Operator Scheduling Software

3.1.19 The detailed requirements for fixed route operator scheduling software are found in System Requirements attachment. Definitions of terms are included in the Glossary attachment.

3.2 Project Deliverables

The Vendor shall deliver the following:

3.2.1 Software Solution: A fully functional turnkey Fixed Route Vehicle and Operator Scheduling Software system that meets the requirements outlined in this RFP.

3.2.2 Implementation Services: Complete software installation, configuration, data migration, and integration with existing systems.

3.2.3 Documentation: Complete system documentation, including user manuals, administrator guides, and technical documentation.

3.2.4 Support Services: Ongoing maintenance and technical support for the duration of the contract.

3.2.5 Project Management: Comprehensive project management including project schedule, integration plan, communication methods, quality assurance plan, and testing plan.

3.3 System Implementation and Integration

3.3.1 Upon contract execution, the successful bidder must identify a dedicated project manager to serve as primary point-of-contact and develop a detailed plan for completing the implementation process.

3.3.2 Implementation plan must be approved by BBB prior to proceeding.

3.3.3 As part of the discovery process, the bidder shall complete a gap analysis report and a data conversion plan for moving existing scheduling, operations and pay data into the new system.

3.3.4 The implementation plan must include a ninety-day testing period in which the new system shall run in parallel with the existing Trapeze systems to allow for verification of data without disrupting the weekly operator pay cycle.

3.3.5 The implementation plan must be scheduled such that one scheduled production pick process will be completed from start to finish prior to system acceptance. This shall include operator online bidding and the import and verification of schedule data in the Clever Devices CAD/AVL system and the new daily operations platform.

3.3.6 The implementation plan must include a plan for providing initial on-site, hands-on training on the new software for BBB personnel as well as videos and other training materials to be used for refresher and new employee training in the future.

3.3.7 Upon implementation completion, the vendor shall deliver full system documentation, including configuration records and a complete data dictionary.

Fixed Route Vehicle and Operator Scheduling Software

3.3.8 The detailed requirements for system implementation and integration are found in System Requirements attachment. Definitions of terms are included in the Glossary attachment.

3.4 Minimum Qualifications

3.4.1 Minimum years of experience: 5 years of experience in providing both operator and vehicle scheduling software systems & hardware to comparable transit agencies in the United States.

3.4.2 Minimum years of compatibility with Clever Devices CAD/AVL system: 2 years.

4 Questions and Answers

Vendor Queries Due Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

5 Vendor Questionnaire

5.1 Proposal

5.1.1 Letter of Transmittal*

Please provide your letter of Transmittal. Make sure to include the following items.

A. Identify the submitting organization;

B. Identify the name, title, telephone number, and e-mail address of the person authorized by the organization to contractually obligate the organization;

C. Identify the name, title, telephone number, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

D. Identify the names, titles, telephone numbers, and e-mail addresses of persons to be contacted for clarification;

E. Be signed by the person authorized to contractually obligate the organization;

F. Acknowledge receipt of any and all amendments to this RFP.

*Response required

Fixed Route Vehicle and Operator Scheduling Software

5.1.2 Qualifications*

Provide a summary of your company’s history, its capabilities, and its recent relevant experience (minimum of last five years). Also, describe your demonstrated experience with similar projects and qualification including professional licenses and certifications.

*Response required

5.1.3 Minimum Qualifications*

Confirm if your firm meets the following minimum qualifications:

1. Minimum of five (5) year's experience in providing both operator and vehicle scheduling software systems & hardware to comparable transit agencies in the United States.

2. Minimum of two (2) year's experience of compatibility with Clever Devices CAD/AVL system.

☐ Yes

☐ No

*Response required

5.1.4 References*

List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact, brief description of the services provided and your firm’s role, and the start and completion date.

*Response required

5.1.5 Key Personnel*

Describe the project team composition and include resumes of key personnel. Proposed members should be available for ninety (90) days from the proposal due date. The City must be promptly notified of any changes in key personnel prior to award.

*Response required

5.1.6 Project Work Plan*

Describe your understanding of the project and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay the project. List any resources you expect the City to provide.

*Response required

5.1.7 Cost Proposal*

Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project. The hourly rates should include fringe benefits, indirect costs and profit. The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification

Fixed Route Vehicle and Operator Scheduling Software included in fee proposal. Additionally, if applicable, a schedule of reimbursable expenses should be included.

*Response required

5.1.8 Complete the attached "System Requirements" in each of the three

(3) tabs (Vehicle Schd. Requirements, Operations Sched.

Requirements and System Integration Requirements). Yes (Y) vendor can comply, No (N) vendor can't comply. If response is No (N), provide an exception and reason in the column provided.*

Please download the below documents, complete, and upload ONLY the "System Requirements" form.

• System_Requirements.xlsx

*Response required

5.1.9 Demo

Will your company be able to provide a demonstration of your software, either virtually or in person?

☐ Yes

☐ No

5.2 Other Required Responses

5.2.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

https://government-project.s3.us-west-2.amazonaws.com/250577/e3268c2d-2bed-4671-ac0c-4fda20c09a7a_System_Requirements.xlsx

Fixed Route Vehicle and Operator Scheduling Software

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

5.2.2 Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

☐ Please confirm

*Response required

5.2.3 Oaks Initiative*

CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY

OF SANTA MONICA

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit”

Fixed Route Vehicle and Operator Scheduling Software include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

• OAKS_INITIATIVE_FORM.pdf

• OAKS_INITIATIVE_FORM_-_Exam...

*Response required

5.2.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 24/25 – July 1, 2024 through June 30, 2025)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY

OF SANTA MONICA IN EXCESS OF $54,200

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $20.32 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions to:

https://government-project.s3.us-west-2.amazonaws.com/47043/abd14927-fc28-4c52-b1d3-483bf17bebad_OAKS_INITIATIVE_FORM.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4HX6RL2CJ%2F20260416%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260416T194910Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPv%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCID0r%2FmWhpBZWEdceeGfBw9lx3Hd7RmweIkh5Xt%2BvlRaqAiANGzFQYMVbT0RSYQRtgj8A7vSf5OgOhx0WMAqz3FjcgCqVBQjE%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMRfs%2FKsYNt1kxzKQQKukE4kG4d7EdsWxfV3HlfUEdDEL%2B3OAEsHxPavP%2F0FqTubvrtHyO53E79sa74UXT0mocev6ZK8gYEC7RiVO3oW8l%2BCRzPendr9vaNYC9pvdcCUZLyir4SSOd5roYtgRCuvT5u3w9coIwrK1AYgHm2UHzsNihmVfBWhK%2B7c4oLq7B2UDANu53t1ugJkaI6uyiD07XlYP74XOLxfobY58Vpo0g8v7oXMfTfSPDhW5%2FPQKvOr7RcN1YXCXTA6MOLybH2CXE1ZFhRvUkPuRd8N%2FqZLodc7yJiHhB8GkTfaveb7Lf2d5El42phWEX%2BpM5DB6%2BgtR0AnbBymWO1LKnXmJOe5J%2Fo8kujv1BuBnOY1sy8FVlAERGR4neeRcc8R8ALhXGOFTgXAx3I%2Fggumnu7xYgUbz7JmZ7b2rjniw%2FaZEA4zbBvZp%2B0kbchalpk3w7t7soMd6y6nNTH52do9gqp5jy1dg3FqfwHcro7zAFHX44qQ7CQLzDtJ0MRcqGCHk3KStB8w%2B%2FwMV%2BRDmZVwtLj0LDOXZuUBj1AF5TqABuHlZkUSirPt8Pr4tOrZJ7lQfgzjv%2FIJbxNtRRj%2BJJiZiaw9gRBT1eTphK3JnnVcayrUM2it42EPxBGgs%2FDTEwcCpa3z99Db81WSfIjOqQKNsiljjcFIhE%2FX3pvL4Dqywm4EcgUhsdlV2nRXk51h8EPMGyDVjCwBJSWeyc6NR7RYee9IbKagkRkEesVGxao9AaUb256l77xSJHbu9M%2FFeIn2exeKSsg6wbJGZnYrlI4okVEsg4JEtQ55j%2B5LvYf9uFubAnE1h4zza2THAsemKeuuUw0uqEzwY6mgG38%2FsTUXE6%2FULcxcPq%2Bq3qHwyjsiX0yRz7xTibox3vHRKuVOFrv3D%2FHFW3Z3YW5iH3aDsl7ySUHBHR0oEyf%2BBkjLDZlmnj95iMZPyhPomfS6DK6K7%2Buh8PT0UTxOfYdqh8mgx0DaLmyCe0eIaQQ%2FquP6nhR4HwEB5e44WPRBxIbtvAJX1eq1VexmZ0tug2OGsYFoGK1x01Yn7X&X-Amz-Signature=f1f4ecdd3b225ff492d56637956080a92dbf30a150165a32368807c6dccf0563&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/3200d340-ceaf-43f6-8fdb-0244a0434690_OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4HX6RL2CJ%2F20260416%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260416T194910Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPv%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCID0r%2FmWhpBZWEdceeGfBw9lx3Hd7RmweIkh5Xt%2BvlRaqAiANGzFQYMVbT0RSYQRtgj8A7vSf5OgOhx0WMAqz3FjcgCqVBQjE%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMRfs%2FKsYNt1kxzKQQKukE4kG4d7EdsWxfV3HlfUEdDEL%2B3OAEsHxPavP%2F0FqTubvrtHyO53E79sa74UXT0mocev6ZK8gYEC7RiVO3oW8l%2BCRzPendr9vaNYC9pvdcCUZLyir4SSOd5roYtgRCuvT5u3w9coIwrK1AYgHm2UHzsNihmVfBWhK%2B7c4oLq7B2UDANu53t1ugJkaI6uyiD07XlYP74XOLxfobY58Vpo0g8v7oXMfTfSPDhW5%2FPQKvOr7RcN1YXCXTA6MOLybH2CXE1ZFhRvUkPuRd8N%2FqZLodc7yJiHhB8GkTfaveb7Lf2d5El42phWEX%2BpM5DB6%2BgtR0AnbBymWO1LKnXmJOe5J%2Fo8kujv1BuBnOY1sy8FVlAERGR4neeRcc8R8ALhXGOFTgXAx3I%2Fggumnu7xYgUbz7JmZ7b2rjniw%2FaZEA4zbBvZp%2B0kbchalpk3w7t7soMd6y6nNTH52do9gqp5jy1dg3FqfwHcro7zAFHX44qQ7CQLzDtJ0MRcqGCHk3KStB8w%2B%2FwMV%2BRDmZVwtLj0LDOXZuUBj1AF5TqABuHlZkUSirPt8Pr4tOrZJ7lQfgzjv%2FIJbxNtRRj%2BJJiZiaw9gRBT1eTphK3JnnVcayrUM2it42EPxBGgs%2FDTEwcCpa3z99Db81WSfIjOqQKNsiljjcFIhE%2FX3pvL4Dqywm4EcgUhsdlV2nRXk51h8EPMGyDVjCwBJSWeyc6NR7RYee9IbKagkRkEesVGxao9AaUb256l77xSJHbu9M%2FFeIn2exeKSsg6wbJGZnYrlI4okVEsg4JEtQ55j%2B5LvYf9uFubAnE1h4zza2THAsemKeuuUw0uqEzwY6mgG38%2FsTUXE6%2FULcxcPq%2Bq3qHwyjsiX0yRz7xTibox3vHRKuVOFrv3D%2FHFW3Z3YW5iH3aDsl7ySUHBHR0oEyf%2BBkjLDZlmnj95iMZPyhPomfS6DK6K7%2Buh8PT0UTxOfYdqh8mgx0DaLmyCe0eIaQQ%2FquP6nhR4HwEB5e44WPRBxIbtvAJX1eq1VexmZ0tug2OGsYFoGK1x01Yn7X&X-Amz-Signature=c77d29cccf9cfdee47e1bdcfc78ba477cd9959b7213b4becb68a10e322e6d2aa&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf%22&x-id=GetObject

Fixed Route Vehicle and Operator Scheduling Software

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401

You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• FY24-25_Living_Wage_Certifi...

*Response required

5.2.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

5.2.6 Non-Discrimination Policy, Debarment Certification & Non- Collusion Declaration*

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.2.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf

*Response required

6 Evaluation Criteria

Should the City decide to conduct demonstrations, there will be a second evaluation phase.

1. Phase One Short Listing

a) The first phase will identify the top three (3) preliminary scoring proposals to be short listed.

2. Phase Two Oral Presentation/Demonstration

a) Short listed vendors will be invited (not limited to): on-site interviews, demonstration testing, and evaluation of performance.

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Fixed Route Vehicle and Operator Scheduling Software

b) The same evaluation criteria shall be used for each phase; however, scoring is not cumulative from the first phase to the second (i.e., an independent score will be developed in the second phase for Proposers using the same evaluation criteria).

c) Such presentations and/or demonstrations will be conducted either virtually or at a facility within the City of Santa Monica.

d) Proposers are responsible for all travel expenses incurred. The City reserves the right to award a contract without Proposer presentations.

Proposals should demonstrate a compelling, comprehensive, and technically responsive service provided by a firm to support BBB’s goals of cost-effective service planning and scheduling and efficient operation of BBB’s fixed-route transit system.

No. Evaluation Criteria Scoring Method Weight (Points)

1. System / Functional Requirements Compliance The proposer’s capabilities to meet the system and functional requirements.

Points Based 20 (20% of Total)

2. Maintenance and Post-Sales Support

1. Proposer’s plan for product maintenance and support.

2. System upgrade frequency and cost.

3. Ability to react to changes in transit industry or the City of Santa Monica’s regulations.

Points Based 15 (15% of Total)

3. Vendor Qualifications

1. Company experience and stability.

2. Technical expertise.

3. Project team qualifications.

4. Client references.

5. Industry knowledge.

Points Based 20 (20% of Total)

4. Project Understanding, Organization and Timeline

1. Quality and thoroughness of the proposer’s project work and management plan.

2. Proposed timeline for project implementation and demonstrated capability to perform the work within the designated timeline.

Points Based 10 (10% of Total)

Fixed Route Vehicle and Operator Scheduling Software

5. Quality of Software User Interface and Ease of Use

1. Evidence of simple, intuitive user interface and functionality that is efficient, effective and easy to learn software.

Points Based 10 (10% of Total)

6. Cost

1. Total cost.

2. Implementation costs.

3. Ongoing maintenance costs.

4. Pricing structure.

Points Based 20 (20% of Total)

7. Added Value May be awarded for product(s) that would provide value to the organization not previously identified in the scope of work.

Points Based 5 (5% of Total)

7 Award Process

7.1 Selection

The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to reject any and all proposals. The City reserves the right to approve or reject all sub-consultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City’s review and written authorization.

By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP.

The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary.

The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including computer files, shall remain the property of the City.

The City reserves the right to retain an expert to evaluate the proposing consultant’s work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed.

Fixed Route Vehicle and Operator Scheduling Software

The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award.

Notwithstanding the Evaluation Team’s selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP.

7.2 Contract Award and Execution

Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant.

Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.

The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful consultant’s representations that appear in the proposal. Failure of the successful consultant to perform as represented may result in elimination of the successful consultant from further negotiation or in contract cancellation or termination.

No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a consultant shall be binding. The City of Santa Monica shall not be bound, or in any way obligated, until the City has awarded the contract and all documents have been executed. The proposing consultant may not incur any chargeable costs prior to final contract execution.

8 Terms & Conditions

8.1 Best Qualified Person Or Firm

The award, if any, will be made to the best qualified person or firm(s). In evaluating whether a proposer(s) is (are) the best qualified person or firm(s) pursuant to the Santa Monica Municipal Code, City staff may utilize some or all of the following criteria:

Fixed Route Vehicle and Operator Scheduling Software

A. The training, credentials and experience of the person or firm;

B. The demonstrated competence, ability, capacity and skill of the person or firm to perform the contract or provide the services;

C. The capacity of the person or firm to perform the contract or provide the service promptly, within the time specified, and without delay;

D. The sufficiency of the person’s or firm’s financial and other resources;

E. The character, integrity, reputation and judgment of the person or firm;

F. The ability of the person or firm to provide such future service as may be needed;

G. The price which the person or firm proposes to charge, including whether the price is fair, reasonable and competitive; and

H. Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary proposer.

8.2 Prevailing Wage

Proposers are hereby notified that pursuant to provisions of Section 1770, et seq., of the Labor Code of the State of California, the Contractor shall pay its employees the general prevailing rate of wages as determined by the Director of Department of Industrial Relations. In addition, the Contractor shall be responsible for compliance with the requirements of Section 1777.5 of the California Labor Code relating to apprentice public works contracts.

No consultant or sub-consultant may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

No consultant or sub-consultant may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

8.3 Receiving Time / Late Proposals

It is the responsibility of proposer to see that their proposal is submitted with sufficient time to be received by the City prior to the proposal closing time. The receiving time in the City Office will be the governing time for acceptability of proposals.

Late proposals are not accepted.

Fixed Route Vehicle and Operator Scheduling Software

8.4 Acceptance of Conditions Governing this RFP

Submission of a proposal constitutes acceptance of the Evaluation Factors contained in this RFP.

8.5 Incurring Cost

Any cost incurred by the proposer in preparation, transmittal, presentation of any proposal or material submitted in response to this RFP shall be borne solely by the proposer.

8.6 Prime Consultant Responsibility

Any agreement that may result from the RFP shall specify that the prime consultant is solely responsible for fulfillment of the agreement with the City. The City will make agreement payments only to the prime consultant.

8.7 Sub-consultants

Use of sub-consultants must be clearly explained in the proposal, and major sub-consultants must be identified by name. Prime consultants shall be wholly responsible for the entire performance whether or not sub-consultants are used.

8.8 Amended Proposals

A proposer may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. City personnel will not merge, collate, or assemble proposal materials.

8.9 Proposer’s Rights to Withdraw Proposal

Proposers will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The proposer must submit a written withdrawal request signed by the proposer’s duly authorized representative addressed to the City Contact.

8.10 Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for one hundred eighty (180) days after the due date for receipt of proposals or sixty (60) days after receipt of a best and final offer, if one is requested.

8.11 Best and Final Offer

The City reserves the right to request Best and Final Offers from any or all proposers.

This will be the only opportunity to amend or modify proposals based on feedback from

Fixed Route Vehicle and Operator Scheduling Software the City. Information from competing proposals will not be disclosed to other proposers prior to submission of a Best and Final Offer.

8.12 Disclosure of Proposal Contents

All proposals are subject to the provisions of the California Public Records Act, California Government Code section 6250 et seq., and any information submitted with a response is a public record subject to disclosure, unless a specific exemption applies.

8.13 Notice Regarding Disclosure of Contents of Documents

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

8.14 No Obligation

This RFP in no manner obligates the City to the eventual rental, lease, purchase, etc., of any goods or services offered until a valid written agreement is executed by the City and the selected proposer.

8.15 Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the City determines such action to be in the best interest of the City of Santa Monica.

8.16 Sufficient Appropriation

Any agreement awarded for multiple years as a result of this RFP may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the selected proposer. The City’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the selected proposer as final.

Fixed Route Vehicle and Operator Scheduling Software

8.17 Errors and Restrictive Specifications

If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the proposer should immediately notify the City Contact designated in Section I, B. Without disclosing the source of the request, the City may issue a written addendum to clarify the ambiguity, or to correct the problem, omission, or other error.

If prior to the submission date, a proposer knows of or should have known of an error in the RFP but fails to notify the City Contact of the error, the proposer shall submit their proposal at his, her or its own risk, and, if awarded an agreement, shall not be entitled to additional compensation or time by reason of error or its later correction.

8.18 Legal Review

The City requires that all proposers agree to be bound by the General Requirements contained in this RFP.

8.19 Governing Law

This RFP, and any agreement entered into pursuant to this RFP, are governed by the laws of the State of California.

8.20 Oral Changes and Basis for Proposal

Proposers may not rely upon oral explanations. All changes and addenda will be issued in writing. Only information supplied by the City in writing through the City’s Contact, or in this RFP should be used as the basis for the preparation of proposals.

8.21 Agreement Terms and Conditions

The agreement between the City and the selected proposer(s) will follow the format specified by the City and contain the terms and conditions set forth in Attachment , Services Agreement. However, the City reserves the right to negotiate with a successful proposer the final provisions or provisions in addition to those contained in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful proposal will be incorporated into and become part of the agreement.

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