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 for the City of Santa Monica Department of Transportation's procurement of transit ridership software for National Transit Database (NTD) reporting. The City seeks a comprehensive software solution to collect, process, and report ridership data from Automatic Passenger Counters (APCs) on its Big Blue Bus fleet in compliance with Federal Transit Administration (FTA) requirements. The procurement includes 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. Evaluation will occur in two phases, with Phase One shortlisting the top three proposals based on weighted criteria including vendor qualifications (15%), technical solution (20%), demonstrated NTD reporting success (20%), cost (20%), deployment model (10%), implementation approach (5%), and support and maintenance (10%).
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. The City prefers Software as a Service (SaaS) or vendor-hosted deployment models, with on-premise solutions explicitly not preferred. All proposers must comply with Santa Monica's Living Wage Ordinance for contracts exceeding $54,200 and prevailing wage requirements under California Labor Code. Vendors must maintain comprehensive insurance coverage including Commercial General Liability of $1,000,000 per occurrence, Workers' Compensation per California statutory requirements, 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. The City currently operates with 195 buses (71 equipped with APCs) and integrates with enterprise systems including Tyler ERP (Munis), ServiceNow, SharePoint, Laserfiche, and Tableau; vendors must document integration capabilities with these existing technologies 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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