CITY OF SANTA MONICA

REAL-TIME BUS ARRIVAL PREDICTIONS AND ALERTS FOR

BBB CUSTOMERS

SaMoDOT

RELEASE DATE: June 18, 2026

DEADLINE FOR QUESTIONS: July 1, 2026

RESPONSE DEADLINE: July 21, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Real-time bus arrival predictions and alerts for BBB customers

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 - Glossary

C - Software Maintenance Agreement Template

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

E - Technology Services Template

Real-time bus arrival predictions and alerts for BBB customers

1 Introduction

1.1 Summary

The City of Santa Monica, (the "City”) seeks proposals from qualified firms to provide a comprehensive software-as-a-service system that will allow the city of Santa Monica’s Big Blue Bus (BBB) to improve the customer experience in every interaction with its service.

1.2 Background

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

BBB seeks continuous improvement of the customer experience throughout the entire public transit trip, including while waiting for a bus to arrive. Accurate, reliable predictive real-time bus arrival information has been shown to improve the customer experience by reducing the perceived wait time, and the anxiety of not knowing if the next bus is on schedule or when it will arrive. BBB has provided its customers with bus arrival predictions for more than 10 years and customers and other stakeholders rely on the data. In March 2026, more than 5.4 million real-time information predictions were ingested by third-party developers for customer use, including customer apps, signs, connected vehicle projects, local organizations, advertisement screens, and other sources.

Approximately 96% of the data was ingested by applications that provided bus arrival predictions and alerts directly to customers using apps such as Transit or Google.

Customers can also plan their BBB trips by visiting BBB’s webpage with an embedded trip-planning feature, using SMS texts, or making Interactive Voice Response (IVR) calls to BBB. In addition, many customers use BBB’s real-time arrival information signs at 195 bus stops throughout the service area. BBB also works with partner agencies to reflect real-time arrivals at shared stops where the partner agency has a real-time display.

Although a variety of third-party apps are available which provide arrival predictions using BBB’s public General Transit Feed Specification real-time (GTFS-rt) feed, it is important that BBB proactively provide its customers real-time bus arrival information that is consistently the same, across a variety of communication channels rather than having customers rely on various sources that may each provide slightly different predictions due to variances in algorithms and/or prediction methodology.

Most BBB customers have and use a smartphone; however, a significant minority of customers do not have a smartphone or prefer to get their bus arrival data by other

Real-time bus arrival predictions and alerts for BBB customers means such as phone, text, computer, or electronic signs at bus stops. The ideal solution would make accurate real-time bus arrival information easily accessible to virtually all current and potential BBB customers however they may prefer to get the data. The solution would also disseminate static schedule data (GTFS) via maps when appropriate and would be the single source of truth for BBB real-time locations and schedule data.

In addition, providing a means to automatically disseminate real-time service alerts across a wide range of communication channels would improve the customer experience by helping to reduce customer confusion and frustration about planned and unplanned disruptions. An automated alert-generation solution using data ingested from BBB’s existing CAD-AVL and scheduling systems would help BBB staff better serve customer needs without having to manually enter the same information into multiple locations, which currently include social media, BBB’s website, email blasts, and GTFS-rt for downstream systems such as third-party apps or electronic signs at bus stops, etc.

While the passenger web and mobile components of bus schedule and location data are important parts of a successful system, the most important focus is on the generation and delivery of high-quality real-time arrival prediction data that meets industry standards, e.g., GTFS-rt. With these predictions, BBB is able to leverage the marketplace of real-time third-party apps such as Google, Transit, Moovit, etc. giving customers the flexibility to use the apps that best meet their needs while maintaining consistency of data across all third-party platforms.

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:

Anuj Gupta Director SaMoDOT

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Real-time bus arrival predictions and alerts for BBB customers

Release Project Date June 18, 2026

Question Submission Deadline July 1, 2026, 3:00pm

Question Response Deadline July 9, 2026, 3:00pm

Proposal Submission Deadline July 21, 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 One (1) year, with Four (4) for renewal of One (1) year each, to be exercised at the City’s sole discretion.

3 Scope of Work

3.1 Operational Requirements

While the passenger web and mobile components of bus schedule and location data are important parts of a successful system, the most important focus is on the generation and delivery of high-quality real-time arrival prediction data and service alerts that meets industry standards, e.g., GTFS-rt. With these predictions and alerts, BBB is able to leverage the marketplace of real-time third-party apps such as Google, Transit, Moovit, etc. giving customers the flexibility to use the apps that best meet their needs while maintaining consistency of data across all third-party platforms.

3.2 General Technical Requirements

a. The service shall be hosted by the Contractor such that no system software needs to be maintained by the City of Santa Monica.

b. The service shall accept General Transit Feed Specification (GTFS); the proposed solution should shall consume BBB’s data feed automatically and daily if changes have occurred.

c. Real-time data shall be made available in GTFS-real-time (GTFS-rt) format (synced with the BBB’s GTFS data).

d. The system shall be capable of ingesting static bus route and stop arrival schedule data in order to generate customer-friendly route maps and to inform the public in the

Real-time bus arrival predictions and alerts for BBB customers event that location data is not available, e.g., during an outage or when service has been disrupted.

e. Real-time data shall also be available in a human readable format such as JSON as well as other formats like xml, txt, geojson, kml, and zip.

f. The proposed solution shall include publicly accessible API(s) that allows third party web and mobile application developers to use the real-time transit data and ensures consistency of predictions across multiple platforms, regardless of the app used.

f. The proposer shall provide references/links to public APIs for existing customers.

Ideally, the API shall work on an open API specification, e.g., OneBusAway.

g. The system shall function in any standard web browser, using any third party smartphone application (app) that helps customers plan their transit trips (e.g., Transit, Google, and others), via SMS, and through interactive voice response (IVR).

h. The system shall display maps of “live” bus locations of all buses that can be viewed online by customers who visit BBB’s website and/or the proposer’s website, if available.

The map views should include standard map display features (zoom in/out, panning, etc.). The maps should have an automatic refresh feature. The geo-spatial object management portion of the system should provide capabilities to trace routes and place stops and landmarks on the map for the general public to see.

Required information for online public maps shall include:

A. The vehicle icon on the map display for the public shall clearly indicate Name of Route, Route Direction, and Location. The bus stop icon on the map display for the public shall clearly indicate Name of Bus Stop, Bus Stop ID #, Routes the bus stop serves, and the time the next two buses will be arriving at the bus stop.

2. Users shall have ability to view only routes that are of interest to them.

3. Vendor shall state the ability of the system for route remembrance for users.

4. System shall provide arrival predictions at stop level to give riders more detail about anticipated vehicle arrival times.

5. Vendor shall design a banner that uses customer-supplied logos/graphics.

6. System shall differentiate estimated time of arrival for inbound and outbound stops along a particular fixed route.

7. System shall continuously update the web page (whenever a new estimated time of arrival (ETA) is determined.

i. The system shall display route schedule and bus stop location that can be viewed online by customers who visit BBB’s website and/or the proposer’s website, if available.

j. Optional: The system may provide its own customized or commercial off-the-shelf (COTS) application (app) that can be downloaded to iOS or Android smart devices by customers. If available, the following are required:

A. System shall provide interface that shows steady vehicle movement without reloading on internet-enabled mobile phones.

Real-time bus arrival predictions and alerts for BBB customers

B. For phones with GPS capability, System shall provide geolocation features to allow riders to identify location on map.

C. System shall provide a free-to-download native iPhone and native Android application.

k. Customers shall be able to access real-time transit information via SMS and IVR. The proposal shall provide details on how SMS and IVR are accessed.

l. Predictions shall be available via API to BBB’s network of real-time arrival information signs at bus stops and shelters.

m. Bus arrival predictions demonstrate a high level of accuracy. Accuracy will be determined by comparing Contractor’s predicted arrival time to actual arrival times provided by BBB. Each prediction will be counted as “acceptable” by using an error threshold (See Table 1).

The Time from Actual Range is calculated as the difference between the time the vehicle actually arrives or departs at the stop or timepoint, and the time the prediction is actually displayed (e.g., Text or GTFS-rt):

Time from Actual = Actual Arrival/Departure Time vs. Prediction Display Time

The Prediction Error is calculated by subtracting the predicted arrival/departure from the actual arrival departure at the bus stop or time point:

Prediction Error = Actual Arrival or Departure Time vs. Predicted Arrival or Departure Time

The closer the bus is to the stop or time point, the stricter (smaller) the error that will be allowed. The Prediction Error Thresholds for the Demonstration and subsequent contract are defined in Table 1:

Table 1. Prediction Error Thresholds

Contractor shall calculate the Prediction Error and the Time from Actual for each trip-stop for each minute starting 30 minutes before the trip-stop’s actual arrival time.

Contractor will then calculate whether each of their predictions fall in (acceptable) or out of the Error Threshold (not acceptable). For each Range (e.g. 0 – 3 minutes), prediction

Real-time bus arrival predictions and alerts for BBB customers accuracy is determined by finding the number of acceptable predictions out of the total number of predictions made for that trip-stop.

Number of Acceptable Predictions

Prediction Accuracy = Number of Acceptable Predictions/Number of Total Predictions

A. Additional factors to be considered when evaluating the accuracy of the proposed system:

1. Vehicle’s actual arrival at/departure from a stop

2. Was a prediction made for arrival and departure?

3. How early did predictions begin, as compared to the requirements?

4. Did the predictions end substantially before the actual arrival and departure time?

B. Predictions and Actual Arrivals

1. Did the prediction have a corresponding actual arrival and departure?

2. Did the vehicle arrive earlier than predicted, such that a customer might miss it?

3. Did the vehicle arrive later than predicted, such that customers have long waits?

C. Vehicle positions

i. Are all positions that should be included present?

ii. What is the latency of the position?

iii. Is the trip assignment accurate?

iv. Are the values of current stop sequence and current status correct?

3.3 (Optional) Website Support for BBB Customers

(Optional) The proposer shall provide and host a responsive mobile-friendly website that is compatible with all major operating systems and web browsers for customers to use to obtain real-time bus arrival, schedule adherence, and/or trip planning information.

Any content or applications shared with BBB must be compatible with the City of Santa Monica’s web site platform. If provided:

a. The website shall include clear instructions for users on how to use the app and navigate the site, as well as answers to frequently asked questions (FAQs).

b. The website shall also allow customers to access (BBB’s and/or the proposer’s, as specified in the contract) customer support via email, phone, live chat, or other means of communication.

Real-time bus arrival predictions and alerts for BBB customers

c. The website must comply with applicable Americans with Disability Act (ADA) as well as Sections 504 and 508 of the Rehabilitation Act of 1973.

d. In addition to providing and hosting their own web site for customers to access, the proposer shall provide content to BBB to be embedded on one or more of BBB’s web pages that customers can access to obtain schedule data and maps, real-time bus arrival, schedule adherence, and/or trip planning information.

3.4 Solution for Customer Information Alert System

The solution shall seamlessly integrate with other BBB systems such as the CAD/AVL or other systems to automatically generate alerts using the GTFS-alert specification in the event of service disruptions such as detours, cancelled service, bus stop closures, construction or event impacts, or ad-hoc bus trips along a specified route. The solution shall automatically or with minimal intervention publish a variety of service alerts via email and SMS to those who have opted in, as well as social media, RSS, and APIs directly to third-party applications without the disruption details being entered more than once by staff.

3.5 Technical Requirements

a. The service shall be hosted by the Contractor such that no system software needs to be maintained by BBB.

b. The proposed solution shall consume BBB’s data feed automatically and be able to generate alerts for a variety of specific events such as service outages and detours.

c. The proposed solution shall include a public API that allows third party web and mobile application developers to use the data and ensures consistency of alert content across multiple platforms, regardless of the app used.

d. The system shall function in any standard web browser.

e. Alerts shall also be available via API to BBB’s network of real-time arrival information signs at bus stops and shelters, to the infotainment screens onboard BBB service vehicles if applicable to routes or stops served by those vehicles, and/or to any other network of e-paper, kiosks, or screens capable of displaying alerts that BBB may deploy in future.

3.6 General Requirements

The following requirements shall apply to all solutions:

a. System shall be turnkey.

b. Proposer shall describe their go-live strategy and average release timelines.

c. Software as a Service (SaaS) fully hosted and cloud-based web platform.

d. Unlimited data storage.

e. Continuous software updates for duration of license.

Real-time bus arrival predictions and alerts for BBB customers

f. All data provided by the City and the Contract Work Product (as defined in the Software as a Service template) is the property of the City of Santa Monica.

3.7 User Experience and Reliability of System

a. The solutions shall be based on the latest available technology.

b. All components of the real-time information, alerting, and/or business analytics system(s) must be compliant with the Americans with Disabilities Act (ADA), as well as Sections 504 and 508 of the Rehabilitation Act of 1973.

c. All Graphic User Interfaces and public communications within or concerning the system shall meet the BBB brand guide (e.g., logos, color scheme, fonts, etc.), and no interface or communication will be released without approval of BBB staff. The look and feel of the Graphic User Interfaces must be intuitive and appealing to a broad audience, including users of all ages.

d. The system, including all components, data, and user app, must operate reliably with no degraded performance, slow speed, or loss of functionality with at least a 99.99% rate of system availability and system accuracy on a weekly basis, excluding periods of scheduled maintenance, which, to the degree possible, shall be restricted to hours when BBB buses are not in service.

3.8 Customer Service Support of System

a. The Contractor shall provide a dedicated Account Manager and ongoing technical/administrative support for BBB.

b. The Contractor shall provide other ongoing support to include live chats with customer service representatives when the designated representative is unavailable by telephone and other communication channels such as email.

c. The Contractor shall begin deployment and testing within 30-60 days after Notice to Proceed.

d. The Contractor shall provide data launch and support to begin start-up.

e. BBB shall be provided with two business days of onsite train-the-trainer training for operations, community engagement, customer service, and other staff as applicable, before system launch. Further training shall be provided as significant updates affecting procedures or workflows are released.

f. BBB shall be provided with live user support (preferably onsite) during launch of the system.

g. The solution shall include system health monitoring with automatic distribution of SMS and/or email notifications to a select group of BBB staff during system outages more than 30 minutes in length to enable BBB to provide proactive customer notifications.

Real-time bus arrival predictions and alerts for BBB customers

h. Upon resolution of an outage, the Contractor shall provide the same select group of BBB users with an email notification that the outage has been resolved, including root cause and remedy.

i. The Contractor shall respond to any service issues or requests submitted by BBB and seek to resolve and close any issues relative to their urgency and/or impact within the following time frames:

1. A Level “A” Priority shall mean and refer to a System error that renders the System inoperable. SaaS provider shall assign resources within 30 minutes and shall continue to work on the problem until the problem is resolved. Average resolution time shall be less than three (3) hours.

2. A Level “B” Priority shall mean and refer to the detection of a System error that seriously impairs System operations but does not render the System inoperable. SaaS Provider shall assign resources within two (2) hours and continue to work on the problem until the problem is resolved. Average resolution time shall be less than 24 hours.

3. A Level “C” Priority shall mean and refer to a minor problem, but of sufficient severity to warrant correction before the next scheduled Upgrade or Update. SaaS Provider shall assign resources sufficient to resolve the problem within no more than thirty (30) days.

4. A Level “D” Priority shall mean and refer to any other minor problems that do not severely affect the operation of the System. SaaS Provider shall incorporate corrections into the next scheduled Upgrade or Update.

5. BBB shall have the ability within the application to escalate technical, service, or functionality issues to the proposer for review and resolution.

6. The application shall provide BBB staff to report issues and submit comments and feedback for system improvement.

7. The application must remain operational under any new operational system or other third-party software (including, but not limited to, security/firewall software) released at the City / BBB during the term of the contract.

3.9 System Administration and Reporting

a. All reports shall be exportable to standard, non-proprietary formats such as PDF (Portable Document Format), MS Excel, or comma-separated value (.csv) file.

b. The contractor shall be responsible for developing additional custom reports or views following system implementation and/or an interface to allow BBB to build custom reports in a user-friendly manner.

Real-time bus arrival predictions and alerts for BBB customers

3.10 Security and Confidentiality of Data (Supplemental to Security Requirements Discussed in Operational Requirements Section)

a. The system design shall ensure that all data is safeguarded from unauthorized access or use and programs are protected from virus, malware, and cyber-attacks.

b. All elements of the system shall comply with the City of Santa Monica’s privacy policy.

c. The proposer shall provide a plan as part of the proposal for monitoring, controlling, and updating security and encryption (if/where applicable) tools on an ongoing basis.

d. The system shall be fully compliant with latest industry security and (if applicable) encryption standards.

e. The system shall be incorporated into the City’s disaster recovery plan. The proposer will be responsible for providing a system capable of meeting BBB’s expected availability and recovery times.

f. The system and the proposer’s staff shall maintain the following standards of confidentiality:

1. Confidential and Protected Information, as defined in the attached Software as a Service Agreement, is exempt from disclosure to the public or other unauthorized persons under state and federal statutes.

2. All Confidential Information shall be kept confidential and protected from disclosure to any persons other than employees, agents, officers or representatives of such Party who have a need to know;

3. All Confidential Information shall be held in the strictest of confidence and shall not be disclosed, disseminated or revealed to any other third party without the prior written permission of an authorized representative of the SaaS Provider, the Director of the City’s Department of Transportation, and the City Attorney.

3.11 Project Management

1. The proposer shall establish a Project Management Team to manage and perform all functions and activities.

a. Overall project management

b. Project timeline and milestones

c. Resource allocation

d. System / software development, operations, and upgrades (if applicable)

e. Ongoing project quality review

f. Contract administration interface with BBB

g. Performance reporting

h. Risk assessment

Real-time bus arrival predictions and alerts for BBB customers

i. Issue tracking and resolution benchmarks

2. A Project Management Plan shall be included as part of the proposal, which shall include:

a. A description of the management organization of the project including organization chart, identification of key personnel assigned to it with their responsibilities and relationships.

b. A detailed project schedule that will allow BBB to monitor progress effectively.

c. A full description of project management controls on progress, performance, quality, costs, schedule, and risks.

d. A schedule of communications including frequency of activity and status reports, reporting method, and individuals responsible for each communication.

3.12 Quality Assurance and Quality Control

The quality assurance program shall include:

a. Benchmarks against which the quality of service delivery can be measured, to include a system reliability (uptime) benchmark of no less than 99.9%

b. Prevention, detection, notification, and process to alleviate any systematic problems,

c. Avoidance and elimination of potential security breaches.

3.13 Implementation Plan

The implementation plan shall contain:

a. Detailed milestones and schedule for development, marketing, training, launch, and acceptance,

b. Detailed interface (narrative and schematic) to internal and external (if applicable) systems,

c. Implementation support required of BBB,

d. Communication plan for launch of customer-facing features and upgrades.

3.14 Minimum Requirements

A. Minimum years' experience: Five years' experience in providing real-time predictions and operational analytics to comparable transit agencies in the United States.

B. Minimum two years of compatibility with Clever Devices CAD/AVL system.

3.15 Measures of Project Success

General Metrics

Real-time bus arrival predictions and alerts for BBB customers

The solution must include measurement of success of the project. The metrics should align with project goals, which include the following:

a. Real-time bus arrival predictions and schedule data that are transparent and improve customer experience:

b. Improve prediction accuracy across all communication channels

c. Provide accurate, reliable schedule data and real-time bus arrival predictions to customers using electronic devices to access third-party and/or the proposer’s own app, if available

d. Provide active, reliable arrival prediction data to BBB’s network of real-time signs

e. Effectively and reliably provide predictions to customers using SMS and IVR to request the data

Customer Alerts

a. Generate service updates and alerts automatically or with minimal user intervention (no more than one input) across a variety of communication channels including email, web, SMS, and social media

b. Provide accurate, timely service alerts via API to third-party applications such as Transit, Moovit, Google Maps, and others

c. Provide accurate reliable alert data to BBB’s network of real-time signs

Project Delivery Metrics

The project delivery will be judged on standard project management controls metrics, including:

a. Schedule - based on such elements as milestone achievement and earned value analysis

b. Quality - based on defect burn down rates and customer satisfaction

c. Budget - based on budget adherence

System Performance Metrics

The real-time information app will track any failures in functionality in all phases and features and report these for root cause analysis and permanent eradication of the issue via update or other means.

a. All components, data, and user app, shall operate reliably with no degraded performance, slow speed, or loss of functionality with at least a 99.9% rate of system availability and system accuracy on a weekly basis

b. Timely responses and resolutions to all support-related inquiries shall be provided within the service level agreement standards listed in this RFP

Real-time bus arrival predictions and alerts for BBB customers

c. The real-time information app will provide data for total cost of ownership (TCO) analysis.

Acceptance

Acceptance shall be conditional upon system performance as measured by performance metrics.

Project Deliverables

The Vendor shall deliver the following:

a. Software Solution: A fully functional turnkey SaaS system that meets the requirements outlined in this RFP.

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

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

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

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

System Implementation and Integration

a. 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.

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

c. As part of the discovery process, the bidder shall complete a gap analysis report and a data conversion plan for moving existing real-time predictions and operational analytics data into the system.

d. The implementation plan must include a ninety-day testing period in which the new system shall run in parallel with the existing system.

e. The implementation plan must include a plan for providing 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.

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

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

Real-time bus arrival predictions and alerts for BBB customers

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 upload your letter of Transmittal as a PDF here. Make sure to include the following items.

A. Identify the submitting organization;

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

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

D. Identify the names, titles, telephone and fax 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

5.1.2 Qualifications*

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

*Response required

5.1.3 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

Real-time bus arrival predictions and alerts for BBB customers

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 (if available), brief description of the services provided and your firm’s role, and the start and completion date.

*Response required

5.1.5 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

5.2 Cost Proposal

5.2.1 Cost of Software, Licensing and Subscription*

Pricing shall be itemized and tabulated, with details of user license types (e.g., administrator, analyst, or read-only), data storage or transfer fees (if applicable) and any SaaS, Licensing, and/or Subscription fees, and annualized over a five-year contract term.

*Response required

5.2.2 Implementation, Support and Ongoing Services*

Implementation costs, broken down by key milestones, and post-implementation annual costs not included above, including helpdesk/customer support, system monitoring, maintenance, and software updates or enhancements and annualized over a five-year contract term.

Maximum response length: 5000 characters

*Response required

5.3 Other Required Responses

5.3.1 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?

Real-time bus arrival predictions and alerts for BBB customers

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:

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.

5.3.2 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

5.3.3 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.

Real-time bus arrival predictions and alerts for BBB customers

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” 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

5.3.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 25/26 – September 8, 2025 through June 30, 2026)

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 $22.50 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.

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Real-time bus arrival predictions and alerts for BBB customers

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:

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.

• FY25-26_Living_Wage_Certifi...

*Response required

5.3.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

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

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.3.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf

*Response required

5.4 Minimum Vendor Requirements

5.4.1 Does the vendor have a minimum of 5 years of experience in providing real-time predictions and operational analytics to comparable transit agencies in North America?*

Answer Yes or No. If yes, provide a list of previous agencies served.

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