Proposer RFP Checklist Summary

This is a Proposer RFP Checklist document prepared by the City of Santa Monica, California, for a Fixed Route Vehicle and Operator Scheduling Software procurement. The RFP was released on April 16, 2026, with a proposal submission deadline of June 10, 2026, at 3:00 PM and a question deadline of May 6, 2026. The City seeks a qualified firm to provide comprehensive software that supports fixed route scheduling, daily operations management, workforce timekeeping, implementation services, system integration, and ongoing maintenance and support for Big Blue Bus operations, which operates 17 routes with a fleet of 195 buses and approximately 300 fixed route operators. The system must include GIS-integrated mapping capabilities, route definition and scheduling, vehicle blocking and run-cutting, operator absence management and bidding processes, timekeeping and payroll processing, yard management with real-time vehicle tracking, and interfaces with existing City infrastructure including Clever Devices CAD/AVL, Tyler Munis ERP, and UKG workforce management platforms. The contract will be awarded to one qualified firm for an initial term of five years with two optional five-year renewal periods at the City's sole discretion.

The checklist emphasizes critical procedural requirements for proposers, including attendance at the pre-proposal conference, submission of questions by the May 6, 2026 deadline, review of all formal addenda issued through the City's OpenGov vendor portal, compliance with specified RFP format requirements, and timely submission of all required materials. Minimum qualifications require at least five years of experience providing operator and vehicle scheduling software to comparable U.S. transit agencies and a minimum of two years of compatibility experience with Clever Devices CAD/AVL systems. Proposers must comply with the City of Santa Monica's Living Wage Ordinance if services exceed $54,200, prevailing wage requirements under California Labor Code, and non-discrimination policies. The RFP does not specify set-aside designations, and no incumbent vendors or current contractors are identified. The procurement evaluation criteria includes system and functional requirements compliance (20%), maintenance and post-sales support (15%), vendor qualifications (20%), project understanding and timeline (10%), software user interface quality (10%), cost (20%), and added value (5%), with specific award values or budget ranges not disclosed in the procurement documents.