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 Transit Ridership Software procurement for National Transit Database (NTD) Reporting. The City seeks proposals for comprehensive transit ridership software enabling collection, processing, and reporting of ridership data from Automatic Passenger Counters (APCs) on its Big Blue Bus fleet in compliance with Federal Transit Administration (FTA) requirements. The software solution must include system installation and configuration, data migration, integration with existing Trapeze FX/Blockbuster scheduling and Clever Devices CAD/AVL systems, staff training for a minimum of six employees, and ongoing technical support and maintenance. The RFP was released on January 20, 2026, with a deadline for submitting questions on 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. The City currently operates 195 buses with 71 equipped with APCs.
Proposers must comply with Santa Monica's Living Wage Ordinance for contracts exceeding $54,200 and prevailing wage requirements under California Labor Code, with no specific set-asides for disadvantaged enterprises identified. 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 with similar experience. 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, with the City named as additional insured. Proposals must include detailed pricing for software licensing, implementation services, data migration, integration, training, documentation, annual maintenance and support, and optional features, though no specific budget range or award value is disclosed. The evaluation will occur in two phases, with Phase One shortlisting the top three proposals based on vendor qualifications, technical solution, demonstrated NTD reporting success, cost, deployment model, implementation approach, and support and maintenance.
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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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