Request_for_Proposals_for_Onboard_Bus_Video_Surveillance_System.pdf

CITY OF SANTA MONICA

REQUEST FOR PROPOSALS FOR ONBOARD BUS VIDEO

SURVEILLANCE SYSTEM

D600 DEPT OF TRANSPORTATION - SaMoDOT

RELEASE DATE: October 9, 2026

DEADLINE FOR QUESTIONS: October 16, 2026

RESPONSE DEADLINE: November 5, 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 - C. Architecture_Questionnaire

C - D. City of Santa Monica VISA Questionnaire

D - G. BBB_OBVSS_System_Requirements_Matrix

E - B. Enterprise_Core_Technologies

F - Technology Insurance Requirements - Including On Site Work

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

H - Software Maintenance Agreement Template

I - F. BBB_OBVSS_Cost_Proposal

J - Fleet_Information

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 for a turnkey Onboard Bus Video Surveillance System (OBVSS) for the Big Blue Bus fleet.

The project includes the design, equipment, installation, integration, maintenance and warranty services necessary to replace and modernize the existing OBVSS.

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.

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:

D600 DEPT OF TRANSPORTATION - SaMoDOT

Department Head:

Director SaMoDOT

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

Release Project Date October 9, 2026 mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Request for Proposals for Onboard Bus Video Surveillance System

Question Submission Deadline October 16, 2026, 3:00pm

Question Response Deadline October 21, 2026, 3:00pm

Proposal Submission Dead November 5, 2026, 3:00pm

Demonstrations as necessary. November 17, 2026 In person demonstration (top 3 preliminary scores) Time TBD

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 Specifications

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.

Primary Objectives

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

Request for Proposals for Onboard Bus Video Surveillance System

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.

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.

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

• Integration with Clever Devices is not required

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

• Apollo 4K

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

3.2.5 The current 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

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 NVR Scalability: The NVR shall support all cameras for the initial vehicle configuration and provide capacity for future expansion. The proposed architecture shall support up to thirty-two (32) IP camera channels. SMDOT does not currently anticipate installation of 32 cameras per vehicle; this capacity is required to provide flexibility for future fleet and camera expansion.

3.3.1.4 Camera/Resolution Capacity: The NVR shall support IP cameras meeting the resolution and camera-type requirements of this RFP, including fixed cameras, 360°/fisheye IP cameras, and 4K/UHD cameras.

The system shall support up to thirty-two (32) IP camera channels at a minimum resolution of 1920x1080, Full HD or FHD, and up to eight (8) cameras with a resolution of 3840x2160 (4K/UHD).

3.3.1.5 Discrete Inputs: The NVR shall support a minimum of six (6) discrete inputs.

Inputs shall support association of vehicle events, including brake application, turn signals, hazard lights, kneeling, wheelchair ramp deployment, or other available vehicle states, with the corresponding video.

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 G-Force/Event Detection: The OBVSS shall incorporate a 3-axis accelerometer or equivalent sensing capability capable of detecting vehicle acceleration/deceleration and G-force events. The system shall automatically create time-synchronized event tags within the associated recorded video.

3.3.1.9 Post-Ignition Operation: The NVR shall provide a user configurable automatic shutdown timer following vehicle ignition-off and shall be capable of continuing video and audio recording during that period. The Proposer shall identify the supported post-ignition recording duration.

3.3.1.10 Post-Ignition Video Download: 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.

3.3.1.11 The NVR shall be compatible with the electrical power characteristics of SMDOT’s fleet and have the ability to operate on 9-32 VDC.

Request for Proposals for Onboard Bus Video Surveillance System

3.3.1.12 Time Synchronization: The NVR shall maintain accurate, synchronized date and time across onboard recording, video, audio, metadata, event markers, and system logs. The system shall support automatic network time synchronization using Network Time Protocol (NTP) and shall be configurable to use the City’s designated NTP source.

The Proposer shall describe how accurate time is maintained during temporary loss of network connectivity or vehicle power.

3.3.1.13 Vehicle Data Integration: The NVR shall support the vehicle-system and metadata integration requirements specified in Sections 3.3.6.2 through 3.3.6.4.

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

3.3.1.15 Removable Storage and Manual Retrieval: The NVR shall utilize removable and interchangeable storage media housed in a removable drive caddy or equivalent configuration. The storage media shall be capable of being physically removed from the vehicle and accessed using a compatible review station or docking solution for manual video retrieval without reliance on vehicle communications.

The system shall allow a removed storage unit to be replaced with another compatible storage unit so that the vehicle may be returned to service without waiting for video retrieval to be completed.

Proposers shall identify the storage media type (e.g., SSD, HDD, or equivalent).

3.3.1.16 Retention and Storage Sizing: The proposed onboard storage configuration shall provide a minimum of 600 hours of usable recorded-video retention per vehicle, representing approximately 30 days of typical vehicle operation, after accounting for redundancy, mirroring, formatting, and other storage overhead.

3.3.1.17 Storage calculations shall be based on continuous recording using the camera quantities, resolutions, frame rates, compression technology, bitrates, and other recording parameters proposed for each vehicle configuration. Calculations shall include the required 4K/UHD forward roadway camera and all other required camera coverage.

3.3.1.18 Proposers shall provide the storage-sizing calculations used for each proposed vehicle configuration, including camera quantity, resolution, frame rate, codec/compression technology, assumed average and/or maximum bitrate per stream, total installed storage, usable storage after redundancy and other overhead, and estimated hours of retained video.

3.3.1.19 Evidentiary Video Quality: Proposed recording, compression, and bitrate settings shall maintain evidentiary-quality video appropriate for incident investigation, safety, security, and liability review. Recording parameters shall not be reduced solely for purposes of satisfying the retention requirement.

3.3.1.20 Storage Redundancy: The onboard storage solution shall support redundant mirrored storage or equivalent fault-tolerant architecture.

Request for Proposals for Onboard Bus Video Surveillance System

3.3.1.21 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.

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

3.3.1.23 PoE Connectivity: The proposed system shall provide standards-based Power over Ethernet (PoE) connectivity sufficient to power and communicate with all required IP cameras under normal operating conditions (standard 802.3af; supporting a full 15.4W per port). The Proposer shall identify the applicable PoE standards, per-port capability, and any external PoE equipment required by the system.

Externally mounted PoE switches are permitted if installed within a secured electronics compartment of the bus.

Alternative connection methods to PoE are not desired.

3.3.1.24 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).

3.3.1.25 The NVR shall not impose unreasonable PoE port-assignment restrictions that limit SMDOT’s ability to replace, relocate, or reconfigure compatible cameras. The Proposer shall identify any camera-to-port restrictions or special power/connectivity requirements applicable to the proposed system.

3.3.1.26 Onboard Communications: The OBVSS shall provide onboard 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.

3.3.1.27 Health Indicator: The OBVSS shall provide an operator-accessible visual indication of basic system operating status (LED status display or equivalent) without requiring the operator to access the NVR or equipment compartment.

3.3.1.28 Operator Event Marker: 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.

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.

Request for Proposals for Onboard Bus Video Surveillance System

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

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 VMS Architecture: The Proposer shall describe the architecture of the proposed VMS, including client, browser-based, server, cloud, database, and other components required to provide the functionality specified in this RFP.

3.3.2.5 The VMS shall support integration with the City’s identity management environment.

3.3.2.6 Scheduled Retrieval: Authorized users shall be able to create video/data retrieval requests for immediate or scheduled processing and track the status of those requests through completion.

3.3.2.7 The VMS shall allow for the video to be:

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

o Downloaded and distributed without requiring additional proprietary software.

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

3.3.2.8 Automated Retrieval: The VMS shall support automated workflows for retrieving requested video/audio and collecting system-health and diagnostic information from fleet vehicles.

3.3.2.9 Date/Time Retrieval: VMS users shall be able to search for archived video by date and time.

3.3.2.10 Location-Based Retrieval: Authorized users shall be able to identify and retrieve recorded video using vehicle location as a search criterion in addition to date, time, vehicle, and other available metadata.

3.3.2.11 Database Language: The VMS shall maintain the information necessary to efficiently catalog, search, retrieve, manage, and associate video, audio, metadata, system-health information, and other required records. The Proposer shall describe the underlying data-management architecture or database.

Request for Proposals for Onboard Bus Video Surveillance System

3.3.2.12 Single-File Delivery: The VMS shall provide an efficient means of exporting the requested video files as a continuous reviewable file. Segmented video, or “blocks” are not acceptable.

3.3.2.13 Download Resumption: 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 Partial Downloads: Authorized users shall be able to begin reviewing available portions of requested video before the entire requested transfer has completed, where supported by the selected retrieval method, without compromising completion or integrity of the remaining download.

3.3.2.15 Live Video Monitoring: 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 Adaptive Video Streaming: The system shall support configurable primary and secondary video streams, or equivalent adaptive-streaming functionality, to optimize bandwidth utilization for live viewing and remote video access over cellular and Wi-Fi networks without reducing the quality of locally recorded evidentiary video.

3.3.2.17 Mapping: The VMS shall provide map-based visualization of available vehicle-location data in conjunction with live and/or recorded video, allowing authorized users to correlate vehicle movement and location with the associated video timeline.

3.3.2.18 Metadata Display: During video review, authorized users shall be able to view applicable time-synchronized vehicle and event metadata required by this RFP in conjunction with the associated video.

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

3.3.2.20 Health Alerts: The VMS shall automatically identify reportable system-health conditions and notify designated SMDOT personnel. Notification methods shall include email and may include additional configurable notification methods.

3.3.2.21 System Health Monitoring: The VMS shall provide fleet-level and individual-vehicle health information sufficient to identify, diagnose, and troubleshoot failures involving NVRs, cameras, storage, communications, and other monitored OBVSS components, as well as historical logs for maintenance diagnosis.

3.3.2.22 Hosting: The proposed VMS shall be capable of deployment using either the City-provided on-premises environment or a Proposer-provided cloud-hosted environment.

3.3.2.23 Pricing Alternatives – Hosting Options

Request for Proposals for Onboard Bus Video Surveillance System

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

1. Utilization of the City of Santa Monica’s existing on-prem server environment (identify pricing separately using Category I of the Cost Proposal), and

2. A Proposer-provided cloud-hosted VMS solution (Use Category H-Recurring Costs in Cost Proposal).

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

3.3.3 IP Cameras

3.3.3.1 IP Cameras/PoE: The base camera solution shall utilize digital IP cameras that receive power and data connectivity through PoE or an equivalent standards-based architecture. Analog HD/AHD are not acceptable for new camera installations.

3.3.3.2 Resolution: Except where a higher resolution is expressly required in Section 3.3.4, newly provided cameras shall record at a minimum native resolution of 1920x1080.

3.3.3.3 Low Light / IR Cameras: Cameras shall provide usable evidentiary video throughout the anticipated lighting conditions of the vehicle environment. Interior cameras and exterior cameras requiring nighttime coverage shall incorporate infrared illumination or equivalent low-light technology appropriate to the proposed camera location.

3.3.3.4 Microphones: Interior camera coverage shall support synchronized audio recording. The Proposer shall identify the microphone configuration and whether microphones are integral to the cameras or provided through another component of the proposed solution.

3.3.3.5 Exterior Environmental Protection: Exterior-mounted cameras and associated exposed components shall be designed for transit-vehicle exterior service and shall have an environmental rating of IP67 or greater.

3.3.3.6 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.

Attachment I shows current camera placement for most models, however, diagrams for each bus model are not available. Proposers should defer to the requested minimum coverage requirements described in this scope rather than existing camera placement.

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

Request for Proposals for Onboard Bus Video Surveillance System securement, articulation, stairwell, and exterior hazard zones. Blind 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. 166 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.

A single camera may satisfy more than one required coverage area where the Proposer demonstrates that the proposed field of view provides complete evidentiary coverage of each applicable area.

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

Request for Proposals for Onboard Bus Video Surveillance System

Curbside exterior (front to rear / rear to front)

1080p minimum Pedestrian, bicycle, and curbside conflicts

Streetside exterior (front to rear / rear to front)

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

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

Request for Proposals for Onboard Bus Video Surveillance System

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. Existing Camera Reuse: SMDOT will consider the continued use of existing serviceable IP cameras currently installed on fleet vehicles where such cameras are compatible with the proposed OBVSS and satisfy applicable system performance and coverage requirements.

Proposers shall provide separate unit pricing for replacement cameras by applicable camera type as part of the Cost Proposal in Category G.

Following award and prior to installation on each vehicle, the Contractor shall inspect and evaluate existing IP cameras to determine their condition, compatibility with the proposed OBVSS, and suitability for continued service. The Contractor shall identify cameras recommended for reuse and cameras recommended for replacement and shall provide the basis for each replacement recommendation.

Replacement of existing cameras shall be subject to SMDOT approval. Existing cameras approved for reuse shall be fully integrated into the proposed OBVSS and shall meet applicable functional, video-quality, coverage, and system-integration requirements of this specification.

3.3.5 Audio

3.3.5.1 The OBVSS shall provide synchronized audio recording sufficient to support incident and evidentiary review within the passenger compartment. Audio shall remain time-synchronized with the associated video and shall be attributable to the applicable recording source or vehicle area. Authorized users shall be able to select and review available audio independently as necessary during video review. The proposed solution shall provide intelligible audio under typical transit operating conditions, recognizing normal vehicle and passenger background noise.

3.3.6 Multiplex / Multi-Function Display Integration

3.3.6.1 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).

3.3.6.2 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

Request for Proposals for Onboard Bus Video Surveillance System

• Door open / close status

• Kneel and ramp deployment

• Other available multiplex discrete inputs and J1939 / CAN signals

3.3.6.3 The primary purpose of vehicle-system metadata integration is to support accident, incident, and evidentiary video review. At a minimum, SMDOT expects the proposed system to capture and associate with the corresponding video, where available from the vehicle's J1939, CAN/multiplex, discrete-input, GPS, or OBVSS interfaces, the following information: date/time, vehicle identification, GPS location, vehicle speed, brake application/status, left and right turn-signal status, hazard-light status, reverse-gear status, door open/closed status, kneel activation, wheelchair-ramp deployment, G-force/event data, and operator event-marker activation.

3.3.6.4 The metadata shall be time-synchronized with the associated video and available for display during video review and evidentiary retrieval.

3.3.6.5 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. Proposer shall identify whether the proposed video-output/interface method is HDMI (digital output) or BNC (analog output).

3.3.6.6 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.

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

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

3.3.7 Passenger Entry Monitor Integration and Replacement

3.3.7.1 The proposed OBVSS shall provide the cost to replace the 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.

3.3.7.2 The Proposer shall identify all required hardware, cabling, signal converters, mounting brackets, and software configuration necessary for installation.

3.3.7.3 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

Request for Proposals for Onboard Bus Video Surveillance System

• 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

3.3.7.4 Pricing for this optional alternate shall be provided separately in the Cost Proposal Schedule under Category I and shall not be considered part of the base proposal.

3.3.8 Wireless and Cellular Communications

3.3.8.1 SMDOT currently utilizes existing onboard communications equipment associated with other vehicle systems, including Clever Devices and CradlePoint router infrastructure.

3.3.8.2 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.

3.3.8.3 Proposers shall not assume use of the City’s existing Clever Devices / CradlePoint communications environment as the primary OBVSS communications path.

3.3.8.4 Wireless Performance and Remote Configuration: Through the Proposer's selected communications solution, the system shall support live video streaming over yard Wi-Fi and cellular connectivity and facilitate remote configuration of the onboard camera system.

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

3.3.8.6 Wi-Fi/Cellular Retrieval: The system shall support remote retrieval and transfer of requested video, audio, metadata, and system information through both SMDOT yard Wi-Fi and the proposed cellular communications solution.

3.3.8.7 Communications Standards: The proposed onboard communications solution shall support current commercial 4G LTE and 5G cellular service and shall be compatible with SMDOT's wireless environment. Wi-Fi connectivity shall support the standards necessary to operate with the City's existing yard infrastructure, including 802.11ax, and shall support 5 GHz operation for high-volume video offload. Proposers shall identify all supported wireless standards and frequency bands.

3.3.8.8 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

Request for Proposals for Onboard Bus Video Surveillance System o Recurring monthly / annual cellular service costs o Optional managed service costs

3.3.9 Cloud Hosting, Redundancy, and Cybersecurity Requirements

3.3.9.1 The Proposer shall complete and submit the City's required Vendor Information Security Assessment (VISA) Questionnaire and Technology/Architecture Questionnaire.

The questionnaires shall be considered part of the Proposer's technical response and shall provide the requested information regarding system architecture, cloud hosting, cybersecurity, data protection, access management, backup/disaster recovery, integrations, and related technology requirements.

3.4 Installation

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

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

SMDOT can provide two (2) buses per day and two (2) maintenance bays to conduct the work.

Installation may take place between 5:00 AM and 1:00 PM, seven (7) days a week.

3.4.2 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

3.4.3 Installer will be responsible for removing existing OBVSS.

3.4.4 Disposal of Sensitive Data: Items containing sensitive data such as hard drives shall be done through a certified disposal process.

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

3.4.6 Pilot Installation and Approval

3.4.6.1 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.

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

3.4.7 Installation Work Plan and Schedule

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

3.4.8 Maximum Vehicle Downtime

3.4.8.1 Installation activities shall be coordinated to minimize vehicle downtime. SMDOT can provide two (2) buses per day.

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

3.4.9 Post-Installation Functional Verification

3.4.9.1 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

• Rear-view monitor / MFD integration

• Reverse trigger activation

• Passenger entry monitor display

• GPS and metadata capture

3.4.10 Operational Acceptance Period

3.4.10.1 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.

3.4.11 Restoration of Vehicle Interiors and Equipment Compartments

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

3.4.12 As-Built Documentation

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

Request for Proposals for Onboard Bus Video Surveillance System

3.5 Warranty

3.5.1 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.

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

3.5.3 The Proposer shall provide the City the option of purchasing extended warranties for the system for an additional four (4) years, exercised at the City’s sole discretion.

3.5.4 Warranty Support and Updates: During the base warranty and maintenance support term, the Proposer shall provide technical support for all hardware and software and shall provide, license, install, and integrate all applicable software updates, security patches, firmware updates, bug fixes, and manufacturer-released upgrades for the VMS, mobile applications, onboard NVRs, and associated system components at no additional cost to the City.

3.6 Training

3.6.1 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

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

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

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

• All aspects of using the VMS system including, but not limited to, video retrieval, reporting, alert management, troubleshooting, and advanced user-functions, including system configuration, user access, and asset management.

3.6.4 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.

3.7 Customer Support

3.7.1 Return Merchandise Authorization (RMA) Process

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

o Steps required to initiate RMA o Method of submitting an RMA request

Request for Proposals for Onboard Bus Video Surveillance System o Average turnaround time for repair, replacement or refund o Whether expedited RMA processing is available for critical failures o Communication channels for tracking updates on RMAs o Any costs to the customer related to the RMA process (e.g. shipping)

3.7.2 Preventative Maintenance

3.7.2.1 Proposer 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 Optional Emerging Technology / AI Capabilities (Non-Mandatory)

3.8.1 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.

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

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

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

o Automated passenger counting and occupancy analytics o Operator distraction or inattentive driving detection o Passenger fall event detection o Door-area incident analytics o Mobility device / wheelchair securement monitoring concepts o Passenger behavior analytics related to boarding and alighting o Hazard-zone awareness and passenger movement analytics

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

o Current maturity level o Existing deployments o Active pilot programs o Known limitations o Required hardware or cloud dependencies o Expected implementation timeline

Request for Proposals for Onboard Bus Video Surveillance System

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

Use Category I-Optional Equipment & Services of the Cost Proposal attachment.

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

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

3.9.1 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 vehicle camera recording solutions for these vehicles. The desired coverage is forward-facing camera coverage only.

3.9.2 This optional alternate is requested for informational and pricing purposes only and shall not be considered a mandatory requirement of this procurement. The pricing for the optional non-revenue vehicle camera solution may be provided on a cost-per-vehicle basis. Proposals that do not include this optional capability shall not be deemed non-responsive.

3.9.3 If proposing this option, the Proposer shall describe:

o The recommended camera hardware and recording platform.

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

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

o Video retrieval process.

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

o Cellular connectivity requirements, if applicable.

o Warranty and support provisions.

3.9.4 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.

3.9.5 Pricing for this optional alternate shall be provided separately in the Cost Proposal under Category F and shall include, at a minimum:

o Camera hardware o Recording device (if required) o Installation o Mounting hardware o Software licensing o Cellular equipment and service (if applicable)

Request for Proposals for Onboard Bus Video Surveillance System o Warranty o Any recurring subscription or cloud-hosting fees

3.10 Optional Ridership / APC Validation Capability

SMDOT is interested in VMS functionality that facilitates manual validation of ridership and/or Automatic Passenger Counter (APC) data using onboard video.

3.10.1 Proposers shall describe any available functionality that allows authorized users to efficiently review passenger boarding and alighting activity for a selected vehicle, route/trip, date, and time period. Such functionality may include identification of door-open/door-close events, navigation between passenger boarding events, generation of consolidated boarding/alighting video, or other methods that reduce the need to review continuous trip video.

3.10.2 Proposers shall describe the proposed method for identifying passenger boarding/alighting or door events, any required integration with existing vehicle systems or APC/CAD-AVL data, and any additional hardware, software, licensing, or integration required.

The functionality is desirable, but it is not a mandatory requirement. Pricing shall be identified under Category I of the Cost Proposal.

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)

Request for Proposals for Onboard Bus Video Surveillance System 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.

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 Letter of Transmittal*

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

Request for Proposals for Onboard Bus Video Surveillance System

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…