Request_for_Proposals_for_Onboard_Bus_Video_Surveillance_System.pdf

CITY OF SANTA MONICA

REQUEST FOR PROPOSALS FOR ONBOARD BUS VIDEO

SURVEILLANCE SYSTEM

SaMoDOT

RELEASE DATE: August 6, 2026

DEADLINE FOR QUESTIONS: August 21, 2026

RESPONSE DEADLINE: September 11, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Request for Proposals for Onboard Bus Video Surveillance System

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 - Software as a Service Template (11-25)

C - Software Maintenance Agreement Template

D - VISA Questionnaire

E - E-BBB_OBVSS_System Requirements Matrix

F - G-Enterprise_Core_Technologies

G - F-OBVSS_Cost_Proposal_Schedule

H - B-Architecture_Questionnaire

Request for Proposals for Onboard Bus Video Surveillance System

1 Introduction

1.1 Summary

The City of Santa Monica Department of Transportation (SMDOT) seeks proposals from qualified vendors for the design, integration, replacement, and training of an Onboard Bus Video Surveillance System (OBVSS) with maintenance and warranty services.

1.2 Background

Big Blue Bus (BBB), a division of SMDOT, operates a fleet of 173 transit buses across 58 square miles of the greater Los Angeles area. SMDOT is a department of the City, governed by the City Council of the City of Santa Monica. Service is funded via fare box revenues and a variety of county, State and Federal subsidies. BBB operates 17 fixed routes and consists of approximately 450 employees.

The primary objectives of this procurement are to obtain a modern, reliable, and fully integrated Onboard Video Surveillance System (OBVSS) solution that supports the operational, safety, security, evidentiary, and maintenance needs of the Big Blue Bus fleet.

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.

Project Contact:

Liseth Guizar Transit Safety and Training Manager 1660 7th Street Santa Monica, CA 90401 Email: liseth.guizar@santamonica.gov Phone: (310) 458-1975 Ext: 2128 Procurement Contact:

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 mailto:liseth.guizar@santamonica.gov tel:(310)458-1975;ext=2128 mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Request for Proposals for Onboard Bus Video Surveillance System

Department Head:

Anuj Gupta Director SaMoDOT

1.4 Timeline

Release Project Date August 6, 2026

Question Submission Deadline August 21, 2026, 3:00pm

Question Response Deadline August 26, 2026, 3:00pm

Proposal Submission Deadline September 11, 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) years for renewal of One (1) year each, to be exercised at the City’s sole discretion.

3 Scope of Work

3.1 Scope of Work

3.1 Project Overview

The primary objectives of this procurement are to obtain a modern, reliable, and fully integrated Onboard Video Surveillance System (OBVSS) solution that supports the operational, safety, security, evidentiary, and maintenance needs of the Big Blue Bus fleet.

The selected Proposer shall provide a turnkey solution that includes, at a minimum, the following primary objectives:

3.1.1 System Replacement and Modernization

Replace the existing onboard video surveillance equipment across the entire fixed-route fleet with a modern, transit-grade IP-based surveillance system including onboard recording hardware, cameras, communications equipment, and centralized video management software.

3.1.2 Safety, Security, and Evidentiary Support

Provide high-quality video and audio coverage to support incident investigation, operator and passenger safety, claims management, liability review, law enforcement coordination, and public records requests.

Request for Proposals for Onboard Bus Video Surveillance System

3.1.3 Integrated Vehicle Systems Compatibility

Provide a solution that integrates with existing vehicle systems and display infrastructure, including multiplex controls, rear-view monitors, Multi-Function Displays (MFDs), passenger-facing entry monitors, and communications systems, as applicable.

3.1.4 Wireless Communications and Remote Access

Support reliable wireless video offload, live video access, health monitoring, remote configuration, and communications through vendor-provided cellular and Wi-Fi solutions compatible with SMDOT operational requirements.

3.1.5 Scalable and Future-Ready Platform

Provide a scalable platform capable of supporting future fleet needs, expanded camera coverage, optional advanced analytics, and evolving cloud or on-premises hosting requirements.

3.1.6 Installation, Training, and Support

Provide pilot deployment, fleet-wide installation, training, documentation, warranty, and ongoing technical support services necessary for successful long-term system operation.

3.2 Current Onboard Technology

The following technology is present on the BBB vehicles covered in the scope of the

RFP:

3.2.1 CAD/AVL System: Clever Devices

• Clever CAD o Automatic vehicle location o Real time passenger information system through API and GTFS-RT data o Clever Analytics - Automatic Vehicle Monitoring o Clever Vision (Infotainment Displays) o CleverWorks o Automatic Passenger Counters

3.2.2 Fare Collection System

• Genfare Fast Fare fareboxes for cash and Token mobile ticketing

• LA Metro Transit Access Pass (TAP) Readers

3.2.3 Onboard Camera Systems

• NVR-7000

• Penta-16

• Penta- 8

• Apollo AHD – analog

• Apollo 4K

3.2.4 The current OBVSS systems installed on SAMDOT fleet utilize both Analog & IP Cameras.

3.2.5 The currents OBVSS system with IP Cameras has ethernet cable run to each desired camera location.

System Type Number of Buses with System

Analog Systems 66 Buses

Request for Proposals for Onboard Bus Video Surveillance System

IP Systems

(with ethernet cable)

107 Buses

3.2.6 Cellular / Wi-Fi Network at BBB Bus Yard and Maintenance Facility

• The current wireless infrastructure utilizes Cisco Meraki cloud-managed access points supporting Wi-Fi 6 (802.11ax), Wi-Fi 6E, and Wi-Fi 7 (802.11be) across both indoor and outdoor zones. The design incorporates backhaul connectivity and redundant wireless coverage to support bus fleet video offload, operational connectivity, and facility networking for the entire BBB campus.

3.2.7 Cellular / Wi-Fi Network on Vehicles

• CradlePoint IBR1700

3.2.8 Communications

• Clever Devices

3.3 Technical Specifications

3.3.1 System Capabilities – Network Video Recorder and Onboard Storage

3.3.1.1 Each vehicle shall be equipped with a high-definition network video recorder (NVR) or similar product (analog devices not accepted).

3.3.1.2 The NVR shall be capable of withstanding vibration consistent with public transit, temperature ranging from -10 degrees F to 120 degrees F, and humidity ranging from 5% - 95% non-condensing.

3.3.1.3 The NVR shall support a minimum of eight (8) cameras with the ability to expand up to 32 IP cameras as needed.

3.3.1.4 The NVR shall support all of the following types of cameras:

• IP Cameras including 360° and/or Fisheye IP Cameras using TCP/IP connectivity.

• Cameras with a minimum resolution of 1920x1080 pixels (Full HD or FHD) – up to 32.

• Cameras with a resolution of 3840x2160 pixels (4K/Ultra HD/UHD) – up to 8.

3.3.1.5 The NVR shall support a minimum of six (6) discrete inputs. A discrete input is defined as an input that can receive a voltage signal to denote an action (brake, left turn signal, right turn signal, hazard lights, kneel, wheelchair ramp deployments, etc.) that happens onboard the vehicle.

3.3.1.6 The NVR shall be able to support both battery and ignition power configurations.

3.3.1.7 The NVR shall capture GPS data, speed, and other telemetry.

3.3.1.8 The NVR shall have an integrated G-Force sensor to tag video based on G-force based events.

3.3.1.9 The NVR shall support a user configurable automatic shutdown timer.

3.3.1.10 The NVR shall operate on 9-32 VDC.

Request for Proposals for Onboard Bus Video Surveillance System

3.3.1.11 The NVR shall include an integrated 3-axis accelerometer.

3.3.1.12 The NVR shall have an integrated clock that is powered by a separate battery integrated to the NVR.

3.3.1.13 The NVR shall have a fully integrated J1939 interface incorporated into the

NVR.

3.3.1.14 The NVR shall have the ability to output video signals to a monitor via either HDMI (Digital output) or BCN (analog output).

3.3.1.15 The NVR shall store and manage video data from interior and exterior cameras within the vehicle.

3.3.1.16 The NVR shall have a removable / hot-swappable hard drive and review station for manual video retrieval.

3.3.1.17 The removable drive caddy shall have enough capacity to store at least 600 hours per month, per bus, of continuous retention at required camera resolutions and frame rates. Proposer shall state installed storage capacity.

3.3.1.18 Retention calculations shall be based on minimum recording assumptions of:

• 4K roadway camera at 15 fps

• Interior and exterior 1080p cameras at 15 fps minimum

• H.265 or equivalent compression

• Continuous recording mode unless event-based recording is proposed as an approved alternate

3.3.1.19 Spare Parts Requirements: The Proposer shall include pricing for spare components to support ongoing maintenance and minimize system downtime.

Spare components shall be provided at a minimum ratio of 10–15% of deployed quantities, unless otherwise specified.

Proposers shall provide a detailed list of recommended spare components based on the proposed system architecture and shall identify any components considered critical for maintaining system uptime.

3.3.1.20 Optional Spare Parts: The proposer shall include pricing for optional spares parts, such as antennas, SIM cards/modems, spare LED status indicators, and event marker buttons.

3.3.1.21 The onboard storage solution shall support redundant mirrored storage or equivalent fault-tolerant architecture.

3.3.1.22 Each PoE ethernet port integrated into the NVR shall support 802.3af; each port supporting a full 15.4W.

3.3.1.23 The NVR shall provide sufficient aggregate PoE power to support all required onboard cameras, including 4K, 360°, and IR-enabled cameras, operating simultaneously at full load (minimum 120w aggregate PoE budget).

3.3.1.24 The NVR shall not require cameras with certain power requirements to be connected to specific PoE ports. All PoE ports shall provide similar connectivity.

Request for Proposals for Onboard Bus Video Surveillance System

3.3.1.25 The OBVSS shall provide on board communication capability to enable wireless data download and remote configuration of on-board camera system via router devices and Wi-Fi when the vehicle is in the yard.

3.3.1.26 The OBVSS shall be configurable so that the NVR can continue downloading video footage over Wi-Fi using onboard routers (either existing or installed by proposer) even after the vehicle’s ignition is turned off, drawing on battery power for a pre-determined amount of time or until the download is completed, whichever amount of time is lesser.

3.3.1.27 Through the use of proposer’s selected router devices, system shall be able to:

• Support live video streaming and requested video download with end-to-end latency not to exceed 500 milliseconds under normal operating conditions and shall maintain packet loss below 1% while operating over yard Wi-Fi and cellular connectivity.

• Facilitate remote configuration of the onboard camera system.

3.3.1.28 The proposer shall describe the capabilities of the OBVSSS when utilizing both a 5G cellular network and BBB’s current Wi-Fi infrastructure.

3.3.2 Video Management System, Client /Server Software

3.3.2.1 The Proposer shall provide a unified software suite or integrated platform capable of managing all system functions (video requests, video review, system configuration, fleet health status monitoring, etc.).

3.3.2.2 The VMS shall not require a specialized PC or other PC equipment to view, download, or access recorded content beyond a hard drive dock.

3.3.2.3 Licensing shall support all required SMDOT operational, maintenance, supervisory and administrative users without additional per-user charges during the warranty/support term.

3.3.2.4 The VMS shall be a client/server software solution.

3.3.2.5 The VMS shall support integration with the City’s identity management environment, including Entra ID (Azure Active Directory) to authenticate all users using industry-standard protocols such as SAML 2.0, OAuth 2.0, or OpenID Connect/ and role-based access controls.

3.3.2.6 The VMS shall have the ability to process user scheduled video/data offload requests.

3.3.2.7 The VMS shall allow for the video to be:

• Exported to common, widely compatible formats like MP4, AVI or MOV.

• Downloaded and distributed to use without additional software being required.

• Provide options for downloading video at different quality/resolutions as needed.

3.3.2.8 The VMS shall have the ability to provide automated email alerts for system health status.

3.3.2.9 The VMS shall utilize database(s) for storage/retrieval of audio / video data.

Request for Proposals for Onboard Bus Video Surveillance System

3.3.2.10 The VMS shall support the automated retrieval of video, audio, and health alerts.

3.3.2.11 The VMS shall provide system-wide health status as well as detailed NVR logs for issue diagnosis.

3.3.2.12 Requested video files shall be provided as a single file. Segmented video, or “blocks” are not acceptable.

3.3.2.13 The VMS shall be able to pause and resume downloading requested video.

For example, if a large file does not download completely because the vehicle leaves the Wi-Fi coverage area, it should be able to resume downloading once the vehicle returns to the coverage area without restarting the download.

3.3.2.14 The user shall have the ability to review partially downloaded video in the event that the entire video segment has not completed downloading.

3.3.2.15 The system shall be capable of real-time video monitoring to enable users to view video from the on-board system in real-time over cellular or Wi-Fi data including live look-in capabilities.

3.3.2.16 VMS users shall be able to search for archived video by date and time.

3.3.2.17 The VMS shall have the ability to request video based on vehicle location.

3.3.2.18 The VMS shall display a street map that shows the real-time location of the vehicle while viewing the video.

3.3.2.19 The VMS shall display all the requested meta-data in a window during video review.

3.3.2.20 The VMS shall have the capability to blur or block out identifying features during video retrieval or in post-video download.

3.3.2.21 The VMS shall have the ability to perform ridership validation. At a minimum, it shall have a system whereby the VMS will download a single video file which only shows video from a specific route during passenger boarding times (door-open to door-close).

3.3.2.22 The VMS shall have the ability to operate on an on-prem server or as a cloud hosted solution based on SMDOT desired configuration.

3.3.2.23 Pricing Alternatives – Hosting Options

Proposers shall provide separate pricing in the Cost Proposal Schedule for both of the following hosting alternatives:

(a) Utilization of the City of Santa Monica’s existing on-prem server environment, and

(b) A proposer-provided cloud-hosted VMS solution.

For the on-premises option, the City will provide current server specifications as an attachment for compatibility review.

Proposers shall identify any additional hardware, software, storage licensing, or implementation costs required for each hosting option.

Request for Proposals for Onboard Bus Video Surveillance System

3.3.3 IP Cameras

3.3.3.1 All cameras shall be IP cameras powered via PoE.

3.3.3.2 All cameras shall support a minimum resolution of 1920 x 1080 pixels (Full HD or FHD).

3.3.3.3 All cameras (both interior & exterior) shall have integrated IR’s for capturing video in low light conditions.

3.3.3.4 All interior cameras shall have an integrated microphone within the camera housing.

3.3.3.5 All exterior cameras shall have an environmental rating of IP67 or greater.

3.3.3.6 When required for onboard monitoring, proposer shall provide low-latency video output solution in order to minimize latency on monitors.

3.3.3.7 All cameras shall provide an image that is stable and free from vibration.

3.3.4 Camera Views and Coverage

3.3.4.1 This defines the minimum required camera coverage views for all fixed-route vehicles included in this procurement. Proposed camera layouts shall provide full coverage of the locations identified in the tables below.

3.3.4.2 The Proposer shall ensure that the proposed camera layout provides continuous evidentiary coverage of all passenger boarding, alighting, operator interaction, ADA securement, articulation, stairwell, and exterior hazard zones. Blinds spots shall be minimized through the use of additional fixed, 360°, or fisheye cameras where necessary.

3.3.4.3 The proposer may recommend additional cameras or alternative camera types (including 360° / fisheye cameras) where necessary to eliminate blind spots and improve evidentiary quality, provided that all required coverage zones identified in this attachment are fully met or exceeded.

3.3.4.4 The City encourages proposers to recommend optimized camera layouts utilizing 360°, fisheye, or other equivalent advanced camera technologies that reduce total device count while maintaining or improving evidentiary coverage and video quality. Where such cameras are proposed, the system should support digital de-warping, post-event pan/zoom review, and export of evidentiary-quality video.

3.3.4.5 Standard 30, 35 and 40-Foot Low-Floor Buses (Approx. 167 vehicles) The proposed OBVSS for standard 30-foot, 35-foot, and 40-foot low-floor buses shall provide continuous evidentiary coverage of the following minimum required areas listed in the table below.

The proposed layout shall include a minimum of eight (8) cameras per vehicle, including at least one (1) 4K forward roadway camera.

The City encourages proposers to utilize 360°, fisheye, or equivalent advanced camera technologies where appropriate as referenced in section 3.3.4.3.

Request for Proposals for Onboard Bus Video Surveillance System

Required Coverage Area Minimum Resolution

Purpose / Coverage

Forward roadway through windshield

4K UHD Collision investigation, roadway events, liability claims

Operator compartment / farebox / front boarding area

1080p minimum Operator security, fare disputes, front boarding incidents

Front entrance door 1080p minimum Passenger boarding and alighting activity

Front ADA securement / priority seating area

1080p minimum Wheelchair securement, passenger falls, ADA incidents

Mid passenger cabin / aisle (mid to front / mid to rear)

1080p minimum Passenger activity, aisle incidents

Rear passenger seating area 1080p minimum Rear cabin incidents and passenger activity

Rear exit door 1080p minimum Exit door events and blind-spot reduction

Curbside exterior (front to rear / rear to front)

1080p minimum Pedestrian, bicycle, and curbside conflicts

Streetside exterior 1080p minimum Side-swipe incidents and traffic conflicts

Rear exterior view 1080p minimum Rear collisions and backing events

3.3.4.6 60-Foot Articulated Buses (Approx. 7 vehicles) The proposed OBVSS for 60-foot articulated buses shall provide continuous evidentiary coverage of the following minimum required areas listed in the table below.

The proposed layout shall include a minimum of ten (10) cameras per vehicle, including at least one (1) 4K forward roadway camera.

Use of 360°, fisheye, or equivalent advanced camera technologies is strongly encouraged for articulation zones, center doors, rear doors, and passenger cabin areas to reduce blind spots and improve evidentiary review.

Required Coverage Area Minimum Resolution

Purpose / Coverage

Forward roadway through windshield

4K UHD Collision investigation, roadway claims

Operator compartment / farebox 1080p minimum Operator security and boarding disputes

Front entrance door 1080p minimum Passenger boarding activity

Request for Proposals for Onboard Bus Video Surveillance System

Front ADA securement / seating area

1080p minimum ADA securement and passenger falls

Front passenger section aisle 1080p minimum Front passenger activity

Center articulation joint / bellows area

1080p minimum Passenger movement and articulation safety

Center exit door 1080p minimum Boarding and alighting activity

Rear passenger section aisle 1080p minimum Rear cabin incidents

Rear deck / stairwell 1080p minimum Stairwell slips and falls

Rear exit door 1080p minimum Rear door incidents

Curbside exterior (front/mid and rear)

1080p minimum Boarding side incidents and pedestrian conflicts

Streetside exterior 1080p minimum Traffic conflicts

Rear exterior view 1080p minimum Rear-end claims and backing events

3.3.4.7 Pricing Alternatives – Camera Replacement Options

Proposers shall provide separate pricing for the following camera deployment alternatives:

(a) Full Camera Replacement: Complete replacement of all onboard cameras with proposer-provided equipment.

(b) Hybrid Camera Reuse Option: Utilization of existing serviceable IP cameras currently installed on vehicles where compatible, the proposed OBVSS, combined with installation of at least one (1) 360° or fisheye interior camera per vehicle and replacement of any incompatible or failed cameras.

3.3.5 Audio

3.3.5.1 The system shall have the ability to record independent audio on each internal camera.

3.3.5.2 The system shall have the ability to independently playback each channel of audio without the corresponding video channel being shown.

3.3.5.3 The OBVSS shall capture dialogue and sounds inside the vehicle. The functionality shall be designed to provide acceptable audio recording functionality given background noise under prevailing operating conditions. Audio shall record synchronously with video feeds from selected cameras onboard the vehicle so that the audio recording is associated with each camera image when downloaded and viewed.

3.3.6 Wireless and Cellular Communications

3.3.6.1 SMDOT currently utilizes existing onboard communications equipment

Request for Proposals for Onboard Bus Video Surveillance System associated with other vehicle systems, including Clever Devices and CradlePoint router infrastructure.

3.3.6.2 For purposes of this procurement, proposers shall provide and recommend their own dedicated onboard router, modem, gateway, or equivalent communications solution required to support the proposed OBVSS, including live view, wireless offload, remote configuration, and health monitoring functions.

3.3.6.3 Proposers shall not assume use of the City’s existing Clever Devices / CradlePoint communications environment as the primary OBVSS communications path unless specifically proposed as an alternate option.

3.3.6.4 Cellular Service and Ongoing Communication Costs

• Proposers shall separately identify all required recurring cellular service, data plans, SIM management, cloud connectivity, and communications licensing costs associated with the proposed OBVSS communications solution.

• Costs shall be clearly separated between:

o One-time hardware and installation costs o Recurring monthly / annual cellular service costs o Optional managed service costs

3.3.6.5 The system shall have the ability to download requested data via both 802.11 wireless and cellular networks.

3.3.6.6 The proposer’s OBVSS shall include onboard communications with the following specifications:

• Cellular 4G/5G functionality

• 802.11n/ac/ax

• Dual-band 2.4 GHz / 5 GHz with preference for 5 GHz yard offload.

3.3.7 Multiplex / Multi-Function Display Integration

3.3.7.1 The proposed OBVSS shall be fully compatible with the existing multiplex control system currently installed on the SMDOT fleet, including the Dinex / I/O Controls multiplex architecture and associated display logic used to activate rear-view camera displays and driver Multi-Function Displays (MFDs).

3.3.7.2 The system shall support integration with the vehicle trigger states and logic outputs, including but not limited to:

• Reverse gear engagement

• Turn signal activation

• Hazard lights

• Door open / close status

• Kneel and ramp deployment

• Other available multiplex discrete inputs and J1939 / CAN signals

3.3.7.3 The OBVSS shall be capable of automatically routing the designated rear-facing camera feed to the existing MFD or rear-view monitor with minimal latency and without degradation of image quality.

Request for Proposals for Onboard Bus Video Surveillance System

3.3.7.4 The Proposer shall be responsible for identifying all interface requirements, signal conversion devices, software configuration, multiplex programming coordination, and integration modules necessary to ensure compatibility with the existing multiplex environment.

3.3.7.5 Replacement of existing MFD displays, rear-view monitors, or multiplex control hardware shall not be assumed unless specifically proposed as an approved alternate.

3.3.7.6 The proposer shall provide a written description and schematic of how the proposed system will integrate with the existing multiplex and Dinex control logic.

3.3.8 Passenger Entry Monitor Integration and Replacement

3.3.8.1 The proposed OBVSS shall integrate with existing passenger-facing monitors currently installed above the operator compartment that display live video of the front entrance door area for deterrence and passenger awareness purposes whenever the vehicle is powered on.

3.3.8.2 On vehicles currently equipped with approximately 10-inch HDMI touchscreen displays, the Proposer shall integrate the proposed OBVSS with the existing displays to continue providing a live entrance-door camera feed without replacement, unless replacement is determined to be necessary for compatibility or performance reasons.

3.3.8.3 On vehicles equipped with older non-touchscreen fixed monitors that are not compatible with the proposed OBVSS, the Proposer shall provide and install replacement passenger-facing display monitors above the operator compartment.

3.3.8.4 The Proposer shall identify all required hardware, cabling, signal converters, mounting brackets, and software configuration necessary to maintain compatibility with the existing touchscreen display devices.

3.3.8.5 Replacement monitors shall, at a minimum:

• Be a minimum of 10 inches diagonal display size

• Support HDMI digital video input

• Provide continuous live display of the entrance-door camera feed

• Be industrial / transit-grade and designed for vibration, temperature, and transit vehicle environments

• Be securely mounted in a vandal-resistant enclosure

• Provide brightness and contrast sufficient for daylight passenger visibility

3.3.8.6 The Proposer shall identify any buses requiring monitor replacement as part of the implementation plan and include all replacement hardware and installation costs in the base proposal.

3.3.9 Cloud-Hosted Video Management System

3.3.9.1 If the proposed VMS is cloud-hosted, the Proposer shall provide a secure commercial cloud hosting solution, which may include Microsoft Azure, Azure Government, or an equivalent commercially available cloud platform that meets City cybersecurity and data protection requirements.

Request for Proposals for Onboard Bus Video Surveillance System

3.3.9.2 The Proposer shall clearly identify the proposed hosting environment, including cloud provider, hosting region(s), data residency, and system architecture.

3.3.9.3 The System shall support the latest stable versions of major web browsers, including Chrome, Edge, Safari, and Firefox, and be fully usable on both desktop and mobile devices without requiring a native app.

3.3.9.4 Where installation of system software is required on City computers, the software shall be compatible with Windows 11 and all future Microsoft Windows operating system releases.

3.3.9.5 The System shall be hosted in a cloud environment with data residency in the continental United States and compliance with applicable federal, state, and municipal data handling regulations.

3.3.9.6 Cloud Hosting, Redundancy, and Cybersecurity Requirements The Proposer shall provide a detailed description of the cloud hosting architecture, including at a minimum:

• Primary hosting region and backup / failover region

• System redundancy and high-availability design

• Automated data backup and disaster recovery procedures

• Recovery time objective (RTO) and recovery point objective (RPO)

• Data encryption in transit and at rest

• Role-based access controls and multi-factor authentication

• Audit logs for user access, exports, deletions, and system changes

• Cybersecurity monitoring, intrusion detection, and vulnerability management

• Patch management and update deployment process

• Compliance with applicable CJIS, public records, and City IT security requirements

3.3.9.7 All video, audio, metadata, and exported evidence files shall remain the property of the City of Santa Monica. The Proposer shall provide a documented process for evidence retention, chain of custody, export logging, and legal/public records retrieval.

3.3.9.8 Where the system may be used for law enforcement coordination, evidentiary retention, or investigative purposes, the Proposer shall identify how the solution supports CJIS-aligned security controls, including access logging, encryption, and U.S.-based data residency where applicable.

3.4 Additional Components

3.4.1 The OBVSS shall include a remote LED status display which shows the health status of the system and is easily viewable by the driver without opening the equipment cabinet.

3.4.2 The OBVSS shall include a driver-accessible event marker button or equivalent operator-initiated trigger that allows the operator to manually flag and preserve video associated with an incident or noteworthy event.

Request for Proposals for Onboard Bus Video Surveillance System

Activation of the event marker shall create a time-stamped event tag within the system and preserve a configurable pre-event and post-event video segment from all relevant camera views for expedited retrieval and evidentiary review.

The event marker shall be easily accessible to the operator from the driver compartment and shall not interfere with safe vehicle operation.

The Proposer shall identify whether the event marker function is integrated with existing vehicle controls, multiplex inputs, or requires dedicated hardware.

3.4.3 The system shall have the ability to capture speed and location of the vehicle via

GPS.

3.5 Installation

3.5.1 All installations of new OBVSS equipment will be performed at the following locations:

Big Blue Bus: 1660 7th Street, Santa Monica, CA 90401

3.5.2 SMDOT will provide space for OBVSS equipment to be stored during the project at the following lockable and secure location:

Big Blue Bus Maintenance Facility: 1660 7th Street, Santa Monica, CA 90401

3.5.3 Installer will be responsible for removing existing OBVSS.

3.5.4 Installation will be handled by the vendor or the vendor’s selected sub-contractor.

3.5.5 Pilot Installation and Approval

3.5.5.1 Prior to fleet-wide installation, the Proposer shall complete pilot installations on at least one (1) standard 40-foot bus and one (1) 60-foot articulated bus, if applicable.

3.5.5.2 Pilots shall be reviewed and approved by SMDOT prior to the commencement of full fleet deployment.

3.5.6 Installation Work Plan and Schedule

3.5.6.1 The Proposer shall provide a detailed fleet installation schedule, including projected daily/weekly vehicle quantities, installation sequence, milestone dates, and estimated total project duration.

3.5.7 Maximum Vehicle Downtime

3.5.7.1 Instillation activities shall be coordinated to minimize vehicle downtime.

3.5.7.2 No vehicle shall be out of service for installation for more than one (1) service day without written approval from SMDOT.

3.5.8 Post-Installation Functional Verification

3.5.8.1 Following installation on each vehicle, the Proposer shall perform functional verification testing including, at a minimum:

• All camera views

• Audio recording

• Live view functionality

• Wireless offload

Request for Proposals for Onboard Bus Video Surveillance System

• Rear-view monitor / MFD integration

• Reverse trigger activation

• Passenger entry monitor display

• GPS and metadata capture

3.5.9 Operational Acceptance Period

3.5.9.1 Following completion of fleet installation, the system shall undergo a thirty (30) day operational acceptance test period during which system functionality, wireless downloads, live viewing, storage, and alerting functions shall be verified prior to final project sign-off.

3.5.10 Restoration of Vehicle Interiors and Equipment Compartments

3.5.10.1 The Proposer shall restore all vehicle panels, equipment compartments, wireways, mounting surfaces, and interior finishes to original condition following installation activities.

3.5.11 As-Built Documentation

3.5.11.1 The Proposer shall provide as-built documentation for each vehicle type, including wiring diagrams, camera locations, monitor connections, NVR locations, and multiplex integration points.

3.6 Warranty

3.6.1 The Proposer’s solution shall provide the City with a warranty for the system for a minimum of one (1) year warranty on all provided hardware and maintenance support.

3.6.2 The one (1) year warranty period shall begin at completion and sign off of the project.

3.6.3 The Contractor shall provide the City the option of purchasing extended warranties for the system for an additional five (5) years [i.e.. Years 2-6], exercised at the City’s sole discretion.

3.6.4 System support during the warranty period shall include technical support for all hardware and software, as well as providing, licensing, installing and integrating all released software patches and upgrades for the system.

3.6.5 All software updates, security patches, firmware updates, bug fixes, and technical support for the VMS, mobile applications, onboard NVR firmware, and associated system components shall be included at no additional cost during the base warranty and maintenance support term.

3.7 Training

3.7.1 Initial training for operations and maintenance staff shall be conducted in person at BBB’s Maintenance Facility at 1660 7th Street, Santa Monica, CA 90401

3.7.2 Vendors shall provide a detailed training plan including topics to be covered, and quantity of training hours, for maintenance and operational users.

Request for Proposals for Onboard Bus Video Surveillance System

3.7.3 Technical training for maintenance shall include, at a minimum:

• All aspects of maintaining the OBVSS include but are not limited to repair, replacement, installation, troubleshooting, diagnostics, and preventative maintenance activities of all OBVSS components.

• All aspects of using the VMS system include, but are not limited to, video retrieval, reporting, alert management, troubleshooting, and advanced user regarding configuration of the system, user access, and assets.

3.7.4 User guides, troubleshooting manuals, preventative maintenance instructions, equipment material lists, wiring diagrams, or other documented materials for the use and maintenance of system and associated hardware are required.

• These materials should be provided in digital form.

3.8 Customer Support

3.8.1 Return Merchandise Authorization (RMA) Process

Vendor to provide a thorough explanation of the RMA process including but not limited to:

• Steps required to initiate RMA

• Method of submitting an RMA request

• Average turnaround time for repair, replacement or refund

• Whether expedited RMA processing is available for critical failures

• Communication channels for tracking updates on RMAs

• Any costs to the customer related to the RMA process (e.g. shipping)

3.8.2 Preventative Maintenance

3.8.2.1 Vendor shall provide documented instructions for recommended preventative maintenance (PM) activities, including recommended PM frequency, and PM inspection checklist of onboard equipment, including NVR units, cameras, power supplies, and connectivity modules.

3.8.3 Software and Firmware Updates

3.8.3.1 Periodic updates to security system software, mobile viewing apps, and firmware to address vulnerabilities and enhance functionality.

3.9 Optional Emerging Technology / AI Capabilities (Non-Mandatory)

3.9.1 The City is interested in understanding currently available or emerging artificial intelligence (AI), computer vision, analytics, or pilot-stage capabilities that may enhance onboard safety monitoring, operational awareness, risk mitigation, or liability management.

3.9.2 This section is optional and is provided for informational purposes only.

Responses to this section shall not be part of the base proposal evaluation and shall not affect proposer responsiveness.

3.9.3 Examples of such capabilities may include, but are not limited to:

• Automated passenger counting and occupancy analytics

• Operator distraction or inattentive driving detection

Request for Proposals for Onboard Bus Video Surveillance System

• Passenger fall event detection

• Door-area incident analytics

• Mobility device / wheelchair securement monitoring concepts

• Passenger behavior analytics related to boarding and alighting

• Hazard-zone awareness and passenger movement analytics

3.9.4 Proposers currently developing, piloting, testing, or commercially offering such capabilities may provide a separate narrative description of:

• Current maturity level

• Existing deployments

• Active pilot programs

• Known limitations

• Required hardware or cloud dependencies

• Expected implementation timeline

3.9.5 Any optional AI or advanced analytics capability shall be submitted as a separately priced optional alternate, clearly segregated from the base proposal cost.

3.9.6 The City makes no representation that any optional AI capability will be purchased, evaluated, or implemented as part of this procurement.

3.10 Optional Non-Revenue Vehicle Camera System (Non-Mandatory)

3.10.1 In addition to the fixed-route fleet, the City operates approximately fifteen (15) non-revenue service support vehicles. As an optional alternate, the Proposer may provide forward-facing or other recommended vehicle camera recording solutions for these vehicles.

3.10.2 This section is optional and is provided for informational purposes only.

Responses to this section shall not be part of the base proposal evaluation and shall not affect proposer responsiveness.

3.10.3 If proposing this option, the Proposer shall describe:

• The recommended camera hardware and recording platform.

• Whether the solution integrates with the proposed OBVSS Video Management System.

• Storage methodology (onboard, cloud, or hybrid).

• Video retrieval process.

• GPS, date/time, and event metadata capabilities.

• Cellular connectivity requirements, if applicable.

• Warranty and support provisions.

3.10.4 The Proposer shall identify any differences between the proposed vehicle solution and the transit bus OBVSS, including any limitations related to integration, software functionality, or video management.

3.10.5 Pricing for this optional alternate shall be provided separately in the Cost Proposal Schedule and shall include, at a minimum:

• Camera hardware

• Recording device (if required)

Request for Proposals for Onboard Bus Video Surveillance System

• Installation

• Mounting hardware

• Software licensing

• Cellular equipment and service (if applicable)

• Warranty

• Any recurring subscription or cloud-hosting fees

3.11 Project Deliverables

The Proposer shall deliver the following:

3.11.1 OBVSS Solution: A fully functional, turnkey Onboard Video Surveillance System (OBVSS) solution for the Big Blue Bus fleet that meets all technical, operational, installation, integration, and performance requirements outlined in this RFP, including onboard hardware, cameras, network video recorders (NVRs), communication devices, and Video Management System (VMS) software.

3.11.2 Implementation Services: Complete project implementation services including pilot installation, fleet-wide installation, removal and disposal of existing OBVSS equipment, configuration, integration with existing vehicle systems and displays, testing, acceptance support, and final system commissioning.

3.11.3 System Integration Services: Complete integration with existing and/or proposer-provided onboard communications equipment, vehicle multiplex systems, Multi-Function Displays (MFDs), passenger entry monitors, Wi-Fi and cellular communications infrastructure, and City identity management systems, as applicable.

3.11.4 Documentation: Complete system documentation including user manuals, maintenance guides, administrator guides, wiring diagrams, as-built drawings, camera layout schematics, training materials, and technical support documentation.

3.11.5 Support and Warranty Services: Ongoing warranty coverage, software and firmware updates, maintenance support, Return Merchandise Authorization (RMA) procedures, and technical support services for the duration of the warranty and maintenance term.

3.11.6 Future Fleet Compatibility and Replacement Standard:

Any hardware, software, cameras, NVRs, monitors, communications equipment, or associated components installed after the initial fleet deployment, whether as part of future vehicle procurements, warranty replacements, spare part use, lifecycle refresh, or repair activities, shall be fully compatible with the deployed OBVSS platform and shall be of equal or better quality, performance, and durability than the originally installed components.

Where originally specified components are discontinued, obsolete, or no longer commercially available, replacement equipment shall be the current manufacturer-supported equivalent or newer generation technology, provided that such replacement maintains full compatibility with the City’s existing OBVSS architecture, VMS software, camera layouts, and vehicle integration requirements.

Request for Proposals for Onboard Bus Video Surveillance System

Any replacement or future-installed components shall not reduce system functionality, video quality, retention capability, interoperability, or operational performance.

3.11.7 Project Management: Comprehensive project management including project schedule, installation sequencing plan, pilot deployment plan, communication methods, quality assurance plan, testing plan, acceptance plan, and final project closeout documentation.

3.11.8 Training Services: Initial and follow-up training for operations, maintenance, safety, and administrative users, including system use, video retrieval, diagnostics, troubleshooting, preventive maintenance, and system administration.

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 (information uploaded not associated with this question will not be reviewed).

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

Request for Proposals for Onboard Bus Video Surveillance System

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 References*

List a minimum of three (3) client references for whom comparable services were provided to in the last five (5) years. References shall include project scope, fleet size, implementation date, systems integrated, contract value, and current client contact information. 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

5.1.4 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.

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

5.1.6 Cost Proposal*

Submit a complete Cost Proposal that includes the total cost to furnish, deliver, install, configure, test, train, and place into operation a fully functional Onboard Bus Video Surveillance System (OBVSS) in accordance with the requirements of this RFP.

In addition to providing the total proposed project cost, please complete the attached Cost Proposal Schedule. All pricing shall be provided in sufficient detail to clearly identify one-time implementation costs, recurring costs, optional alternates, and any other applicable charges associated with the proposed solution. The Cost Proposal shall also include any assumptions, exclusions, or additional costs not specifically identified elsewhere in the proposal.

Please download the below documents, complete, and upload.

Documents uploaded not related to this question will not be reviewed.

• OBVSS_Cost_Proposal_Schedul...

https://government-project.s3.us-west-2.amazonaws.com/290153/bf823034-8eab-4d09-8e77-96e97ff19195_OBVSS_Cost_Proposal_Schedule.xlsx

Request for Proposals for Onboard Bus Video Surveillance System

5.2 Minimum Qualifications

Confirm if your firm meets the following minimum qualifications:

5.2.1 Complete the attached “OBVSS System Compliance

Requirements”. Select “Yes” if vendor can comply. Select “No” if vendor can’t comply. If response is “No” provide an exception and reason in the column provided. Please download the below documents, complete and upload. *

Please download the below documents, complete, and upload.

• BBB_OBVSS_System_Requiremen...

*Response required

5.2.2 Minimum of five years of experience designing, supplying, installing, integrating, and supporting onboard video surveillance systems for public transportation or comparable commercial fleet environments. *

☐ Yes

☐ No

*Response required

5.2.3 Successfully completed at least three OBVSS implementations, including at least one public transit fleet installation of comparable scope, technical complexity, or vehicle quantity. *

☐ Yes

☐ No

*Response required

5.2.4 Has sufficient qualified personnel, technical resources, service capacity, and financial capability to complete the pilot, fleetwide deployment, training, warranty, and support obligations within the required schedule. *

☐ Yes

☐ No

*Response required

5.2.5 The OBVSS complies with US DOT Buy America terms. *

☐ Yes

☐ No https://government-project.s3.us-west-2.amazonaws.com/290153/66e21045-d311-4baf-ab66-3d3252875a57_BBB_OBVSS_System_Requirements_Matrix.xlsx

Request for Proposals for Onboard Bus Video Surveillance System

5.2.6 The OBVSS complies with all National Defense Authorization Act (NDAA) section 889(a)(1)(b). *

☐ Yes

☐ No

*Response required

5.2.7 VISA Questionnaire*

Please download the below documents, complete, and upload. Other documents uploaded will not be reviewed.

• VISA_Questionnaire_(1).pdf

*Response required

5.2.8 Architecture Quesionnaire*

Please download the below documents, complete, and upload. Other documents uploaded will not be reviewed.

• Architecture_Questionnaire.pdf

*Response required

5.2.9 Will your company be able to provide a demonstration of your products and software, either virtually or in person?*

☐ Yes

☐ No

*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?

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) https://government-project.s3.us-west-2.amazonaws.com/290153/9a44387a-4fb2-4aad-852a-00fe7b3240c0_VISA_Questionnaire_%281%29.pdf https://government-project.s3.us-west-2.amazonaws.com/290153/789d35ba-f4cc-40b9-a6fb-d04dfff96dee_Architecture_Questionnaire.pdf

Request for Proposals for Onboard Bus Video Surveillance System

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…