Proposer_Checklist.pdf
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- Solicitation number
- 465
- Issued by
- Los Angeles County, San Francisco City, California
About this file
This is a Proposer RFP Checklist document prepared by the City of Santa Monica for a comprehensive transit ridership software procurement supporting the National Transit Database (NTD) reporting requirements for the Big Blue Bus fleet. The City seeks proposals for software solutions that will collect, process, and report ridership data from Automatic Passenger Counters (APCs) on its 195-bus fleet (71 equipped with APCs) in compliance with Federal Transit Administration (FTA) requirements. The RFP was released on January 20, 2026, with a questions submission deadline of January 27, 2026, and a proposal response deadline of March 2, 2026 at 3:00 PM. The contract will be awarded for an initial three-year term with two optional one-year renewal periods at the City's sole discretion. Proposers are required to attend the pre-proposal conference if offered, submit all required documentation on time, acknowledge all issued addenda with signed acknowledgments, and provide point-by-point responses addressing all RFP sections in the specified format. Late proposals will not be accepted.
The evaluation will occur in two phases, with Phase One shortlisting the top three proposals based on vendor qualifications (15%), technical solution (20%), demonstrated NTD reporting success (20%), cost (20%), deployment model (10%), implementation approach (5%), and support and maintenance (10%). The City prefers Software as a Service (SaaS) or vendor-hosted deployment models, with on-premise solutions explicitly not preferred. Qualified vendors must demonstrate successful FTA approval for APC data at other transit agencies and provide at least three current client references. The procurement requires compliance with Santa Monica's Living Wage Ordinance for contracts exceeding $54,200 and California prevailing wage requirements. Vendors must maintain comprehensive insurance coverage including Commercial General Liability of $1,000,000 per occurrence and Technology Professional Errors and Omissions/Cyber Liability of at least $1,000,000 per occurrence or $2,000,000 annual aggregate. Proposals must include detailed pricing for software licensing, implementation services, data migration, integration, training, documentation, annual maintenance and support, and optional features. Vendors must document integration capabilities with existing systems including Tyler ERP (Munis), ServiceNow, SharePoint, Laserfiche, and Tableau, and publish public transparency data to the City's Open Data Portal.
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Proposer RFP Checklist
Read the entire document. Note critical items such as mandatory requirements;
supplies/services required; submittal dates; format; contract requirements (i.e., insurance, performance and or reporting, etc.).
Attend the pre-proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.
Take advantage of the “question and answer” period. Submit your questions by the due date. View all answers given in the formal addenda issued for the RFP. All addenda issued for an RFP are posted on the City’s online vendor portal: OpenGov and will include all questions asked and answered concerning the RFP.
Follow the format required in the RFP when preparing your response. Provide point-by-point response to all sections in a clear and concise manner. The proposals are evaluated based solely on the information and materials provided in your response.
Check the City’s online vendor portal: OpenGov for RFP addenda. Before submitting your response, check whether any addenda were issued for the RFP. If so, you must submit a signed acknowledgment for each addendum issued along with your response
Review and read the RFP document again to make sure that you have addressed all requirements.
Submit your response on time. Note all the dates and times listed on the front page of the RFP document, and be sure to submit all required items on time. Late proposals are never accepted.
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