RFP 2021-03 Electronic Farebox Collection System.pdf

City of Janesville, Janesville Transit System Request for Proposals for Electronic Fare Collection System

(JTS RFP 2021-03)

February 12, 2021 101 Black Bridge Road

Janesville, Wisconsin 53545 www.janesvillewi.gov/JTS

July 8, 2021 101 Black Bridge Road

Janesville, Wisconsin 53545 www.janesvillewi.gov/JTS http://www.janesvillewi.gov/JTS http://www.janesvillewi.gov/JTS

Table of Contents:

I. OVERVIEW….…………………………………………………………….….…Pg. 3 II. GENERAL REQUIREMENTS………..………………………………….…….Pg. 4 III. PROPOSAL EVALUATION AND SELECTION…..………………….………Pg. 6 IV. GENERAL PROVISIONS………………………………..……….…..………..Pg. 7 V. PROPOSER REQUIREMENTS…….…………………………………..…….Pg. 9 VI. REQUIRED FORMS AND CERTIFICATIONS.…………………..………….Pg. 10 VII. SCOPE OF WORK…...……..…………….………………………….……….. Pg. 11 VIII. WARRANTY……………….……………….……………………………….….. Pg. 15 IX. SYSTEM TRAINING……….…………………………………………….…..... Pg. 15 X. CUSTOMER SERVICE SUPPORT…..……………………………………… Pg. 16 XI. IMPLEMENTATION.………………………………………………………....... Pg. 16 XII. PROJECT WORK SCHEDULE………………………………………………. Pg. 17 XIII. INTEGRATION WITH BELOIT (BTS)…..……………………….…………… Pg. 17 XIV. OPTIONAL INTEGRATIONS…..……………………………….………………Pg. 17 XV. OPTIONAL MAINTENANCE AGREEMENT………………….……………….Pg. 17 XVI. PROTEST PROCEDURE……………………………………………………….Pg. 18 XVII. FEDERAL CLAUSES…....……………………………..………………………..Pg. 21 XVIII. APPENDICES……………………………………………………………..……..Pg. 37

A. Certification Forms to be Submitted with Proposal B. Current Fleet List C. Fare Structure D. Price Proposal Form

I. Overview

1. Background

The City of Janesville/Janesville Transit System (JTS) is requesting proposals from qualified firms to provide an Electronic Contact-less Farebox Collection System.

JTS is a public transit system owned and operated by the City of Janesville (CoJ) as a division of the CoJ’s local, municipal government. JTS provides fixed-route bus service throughout the corporate boundaries of the CoJ with a connecting route to Beloit. JTS is operated out of the Transit Services Center located at 101 Black Bridge Road in Janesville, WI 53545. Janesville Transit System currently operates a fleet of seventeen (17) 35 ft Low Floor Diesel buses in regular service over approximately 460,000 total miles each year.

2. Service Hours/Ridership/Fare Structure

In FY 2019, Janesville Transit recorded a cumulative total of 28,903 service hours on its fixed route service for a total of 448,654 passengers at an average of 15.52 passengers per hour. In FY 2020, Janesville Transit recorded a cumulative total of 28,483 service hours on its fixed route service for a total of 265,841 passengers at an average of 9.33 passengers per hour.

Appendix C describes JTS fare structure.

3. Project Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified Proposers to procure a modern, contact-less electronic farebox solution with the following attributes:

1. Zero physical contact between driver and riders for purposes of fare sales or fare acceptance.

2. Hardware validator for modern fare collection.

3. Bus operator override for the use of cash transactions.

4. Wireless data transfer process.

5. A fare collection vault dump system for secure transfer of cash from vehicle farebox to vault. Cash shall not be accessible by staff from time of insertion into farebox to time of emptying into vault.

6. The latest version of back-office software for staff use.

7. Ability for riders to use an online portal to register their payment and add fares to their account, then presenting either a smart card or phone app to the driver

8. Payment option for purchase of fare materials outside of the bus, perhaps online;

via app; or physical kiosk

9. Transfer printer

Ease of use for both the rider and bus operator is a high priority along with training, customer support, spare parts, additional equipment as needed, preventative maintenance and repair of equipment as required throughout the useful life of the system. Proposers are encouraged to share other integrations as may be appropriate to the general scope of this RFP.

II. General Requirements

1. Proposal Calendar

RFP Issued July 8, 2021

Deadline for Proposer Questions, Comments & Requests for Clarification July 22, 2021

JTS Responds to Questions/Addenda July 29, 2021

RFP Submittal Deadline 12:00 Noon August 11, 2021

Interviews/Demonstrations/Negotiation Period (Anticipated)

August 19 – 31, 2021

Notice of Contract Award (Anticipated) September 10, 2021

2. Primary Contact Any questions, comments or requests for clarification are due from offerors on July 22, 2021 and must be submitted via email to Rebecca Smith, Transit Director, at smithr@ci.janesville.wi.us. Proposers may anticipate having an answer by July 29, 2021. JTS’ response to these submissions will be in the form of an Addendum.

3. Proposal Submission Requirements Proposals must be submitted by 12:00 NOON on August 11, 2021. Please clearly reference “JTS RFP 2021-03” on the submittal cover. Proposals received after time specified may not be considered for award. Proposals received via facsimile (fax) or electronic mail (e-mail) shall not be considered.

Proposals not meeting specified delivery and method of submittal will not be opened nor considered as responsive. Proposals submitted must be mailed to or delivered to: Janesville Transit System; Rebecca Smith; 101 Black Bridge Road;

Janesville, WI 53545

4. Proposals shall be submitted as follows:

A. The proposal package consists of two (2) separately sealed volumes in distinct, separate sealed envelopes and clearly labeled “Price Proposal” and “Technical Proposal”.

B. Volumes shall be submitted in the following order:

Volume I – Cost/Price Proposal Hard Copies: One (1) original (an electronic version shall not be sent) Volume II – Technical Proposal Hard Copy: One (1) original, one-sided, no staples or permanent binding.

Electronic Copy: One (1) electronic copy of the Technical Proposal on flash drive.

Proposals in response to this RFP shall be considered received when both the physical hard copy and the electronic copy have been received by the addressee or designated agent.

mailto:smithr@ci.janesville.wi.us

Submission of a proposal shall constitute a firm offer to JTS for one hundred twenty (120) days from the date of closing. This request for proposal does not commit JTS to award a contract, to pay any cost incurred in preparation of a proposal, or to procure or contract for services. For further instruction refer to Section III, Proposal Evaluation and Selection.

No person or entity submitting a proposal in response to this RFP, nor any officer, employee, agent, representative, relative or consultant representing such a person (or entity) may contact through any means, or engage in any discussion concerning the award of this contract with any member of JTS staff or any employee of JTS during the period beginning on the date of proposal issue and ending on the date of the selection of the Contractor. Any such contact would be grounds for disqualification of the proposer. Contact with JTS staff during such time period must be limited to site visits, technical questions, and discussions leading to Best and Final Offers (BAFOs). The exception to this rule would be when the proposer being a current service provider is making contact concerning the current services being provided under separate and current contract.

5. Acceptance of Proposals A. Janesville Transit System reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities or irregularities in a proposal.

B. JTS reserves the right to withdraw this RFP at any time without prior notice and makes no representations that any contract or agreement will be awarded to any Proposer responding to this RFP.

6. Proposal Reservation A. Janesville Transit System reserves the right to postpone or delay proposal openings or contract award for its own convenience.

B. JTS will not be bound to any verbal or oral modifications to, or deviations from, the requirements set forth within this RFP. When provided by written request, Proposers may amend or withdraw their proposal prior to the RFP due date and time. Proposers may not change the wording of their proposal after the RFP closing date and time and no words or comments may be added unless requested in writing by JTS for purposes of clarification. JTS will be under no obligation to receive further information, whether written or oral, after the RFP due date.

C. JTS will not be liable in any event for any pre-contractual expenses incurred by the Proposer in preparation of responding to this RFP. The Proposer shall not include any such expenses as part of its proposal.

7. Agreement of Terms By submitting a proposal, the Proposer agrees to all the terms and conditions set forth within this RFP. Proposers must not alter any portion of the RFP document with the exception of adding information as requested and completing the Price Proposal document.

8. Modification of Terms JTS reserves the right to modify the terms, conditions, scope of work and provided data within this RFP at any time at its sole discretion prior to the final RFP due date.

9. Late Proposals Late proposals will not be accepted and will be left unopened.

10. Liability of Information JTS has placed considerable effort to ensure the accuracy of the data provided within this proposal and all attachments. The quantities listed do not obligate JTS to order or accept more than the actual requirements. Fluctuations in fleet, service requirements, or system restructure must be held permissible.

11. Tax Exemption City of Janesville, and JTS as a division of the CoJ is tax exempt. A copy of City of Janesville Certificate of Exemption Form will be provided upon request.

12. Proprietary Information Any information contained in a proposal that the Proposer considers proprietary must be clearly identified as such. JTS will respect requests for non- discloser of proprietary information to the extent that restricted information conforms to the Freedom of Information Act and any court rulings.

13. Addenda Any JTS changes or revisions, or any Proposer requests for clarification/revision to the RFP requirements must be communicated by written correspondence and received by the deadline as indicated in the proposal calendar. A copy of each addendum will be placed on CoJ/JTS’s website https://www.janesvillewi.gov/departments-services/rfp-rfq-bid-postings and posted on Vendor Net where the RFP has been advertised. All changes/revisions or accepted Proposer requests for clarification/revision will be incorporated into the terms and conditions of any resulting Agreement.

III. Proposal Evaluation and Selection

1. Basis for Award A contract award will be made to the Proposer whose overall proposal is the most advantageous to JTS. Such determination will be made at the sole discretion of Janesville Transit System.

Evaluation and selection of a proposal by JTS will include as follows:

Evaluation Elements Max Points Proposer Qualifications: Proposer understands the overall project requirements. Proposer displays expertise and experience with working with similar transit agency projects of similar scope and type. Background experience and qualifications of key personnel are appropriate in relation to their assigned work tasks and relative to the overall project goals.

https://www.janesvillewi.gov/departments-services/rfp-rfq-bid-postings

Proposed Solution: Proposer has offered a modern, functional and fully integrated design that meets the current required needs of JTS and allows for future adaptability and innovation. Proposed timeline for completing this project is also a factor.

Project Management Plan: Proposer appears organized and has proposed a concise and logical removal, installation, implementation and training plan. Project schedule is well-defined with roles, responsibilities and goals clearly identified.

Price: Proposed pricing is logical and provides value to JTS. Proposer was detailed and followed the Proposal Price requirements outlined within the RFP.

Project Manager Experience: Background experience and qualifications of Project Manager are appropriate in relation to the overall project objectives, goals and schedule.

TOTAL POINTS 100

IV. General Provisions

1. Formal Contract

Submission of a proposal constitutes an offer to perform the work specified and will be bound by the terms contained or referenced herein. Upon acceptance of an offer, and upon award of a contract to the successful Proposer (if JTS chooses to extend an award) this Request for Proposal together with the completed and executed required forms herein, and all attachments hereto, together with the contract shall collectively constitute the Contract documents. JTS also reserves the right to award a contract solely on the basis of the initial proposal without interviews, discussions, or negotiations. Therefore, offers should be submitted to JTS on the most favorable terms possible, from a cost or price and technical standpoint.

2. Contract Term

Any agreement arising from this RFP will be offered for a period of three years with the option for two (2) additional years beginning the date of contract signature as agreed upon by both parties. The Proposer shall not in any way assign or transfer its rights or interests under this agreement in any way whatsoever without prior written consent and final approval by JTS.

3. Termination of Service JTS may terminate this contract, in whole or in part, at any time by thirty

(30) days prior written notice to the successful Proposer. In the event of termination, all property and finished or unfinished documents and other writings prepared by the Proposer shall become the property of JTS. The Proposer shall be entitled to compensation for services properly performed up to the date of notice of termination of this agreement including all reimbursable expenses.

4. Proposed Pricing

Proposers must submit all price proposals in the format identified on the provided Price Proposal Form (Appendix D). All costs associated with purchase, installation (including all necessary connectors and mounting plates/brackets), shipping, warranties, start-up, repair costs, training, etc. must be itemized and clearly identified.

5. DBE/SBE

It is the policy of JTS that disadvantaged and small business enterprises as defined in 49 CFR, Part 23, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with funds under this agreement. Consequently, the DBE/SBE requirements of 40 CFR, Part 23 apply to this agreement. The Proposer agrees to ensure that disadvantaged and small business enterprises as defined in 49 CFR, Part 23, have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with funds provided under this agreement. In this regard all respondents shall take all necessary and reasonable steps in accordance with 49 CFR, Part 23, to assure that disadvantaged and small business enterprises have the maximum opportunity to compete for and perform contracts. Respondents shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of this RFP.

The City has established a 3% transit DBE goal with a 0.66% race conscious, 2.34% race neutral split for FFY 2020-2022. A separate contract specific goal has not been established for this procurement.

6. Insurance Requirements The selected Proposer will submit to JTS, prior to contract execution, certificates of the Proposer’s insurance coverage indicating the presence of coverages and limits no less than the following:

1. Workers’ Compensation:

Coverage A. Statutory Benefits.

Coverage B. Employer’s Liability.

Bodily Injury by accident $1,000,000 each accident Bodily Injury by disease $1,000,000 policy limit Bodily Injury by disease $1,000,000 each employee

Coverage must include a Waiver of Subrogation endorsement as it pertains to the Proposer’s negligence.

2. Commercial Auto Coverage:

Auto Liability limits of not less than $1,000,000 each accident, combined Bodily Injury and Property Damage Liability insurance. Certificate to reflect coverage for “Any Auto” or “All Owned, Scheduled, Hired and Non-Owned”.

3. Commercial General Liability:

Each Occurrence Limit $1,000,000

Personal Injury/Advertising Injury Limit $1,000,000 General Aggregate Limit $2,000,000 (Other than Products/Completed Operations)

V. Proposer Requirements

1. Business Firm and Staff Requirements – 3 pages maximum

The Proposer shall provide a general description of its firm and background as it relates to the scope of this project.. The Proposer shall outline the following:

A. Business name, address, primary contact information and an organizational chart as it relates to this project.

B. Business name, address and primary contact information of any subcontractors.

C. Detail demonstrating the business and staff capabilities to perform all aspects of this particular project.

D. Primary Project Manager.

E. List of key Technical Personnel and their proposed responsibilities to the project.

F. Information regarding key project team members projected workload and estimated work days/hours in participation with this project.

G. If any work is to be subcontracted, provide a description of the services the subcontractor will perform along with key staff members and their role within this project.

H. Detail regarding the Proposer’s previous experience with similar or related projects of the size and scope of this RFP.

2. Minimum Qualifications

Proposers and their Subcontractors must be primarily engaged in the supply and installation of the type of equipment specified within this RFP. The Proposer shall have two (2) or more United States of America clients that are a Bus Transportation Authority or Agency of a similar or greater size than JTS (17 or more buses) that are currently utilizing contractor’s proposed electronic fare collection systems in the operation of buses for at least six (6) consecutive months.

3. Performance Bond

No Bond is required.

4. References – 1 page maximum The Proposer shall provide a minimum of three (3) references that demonstrate experience with working with public transit agencies and prior projects of this type as outlined within the Scope of Work of this RFP.

5. Project Schedule – 1 page maximum The Proposer shall provide a tentative schedule for delivery, installation and training of their proposed equipment and systems. The outlined schedule and timeline from kickoff to completion will be a consideration in the evaluation of an award.

6. Project Management – 3 pages maximum The Proposer must provide a detailed description of the relevant qualifications and experience of each of the following individuals:

A. Project Manager (See Appendix A, Form H) B. Key Technical Personnel C. Field Service Engineer(s)/Equipment Installers/Trainers

The Proposer must describe how they will manage key personnel responsibilities including but not limited to:

A. Schedule of the work to be performed.

B. Relationship with JTS personnel as outlined in the Scope of Work.

C. Proposer’s approach to managing each individual’s work schedule, approach to the project scope, cost control and project as a whole.

7. Delays The Proposer shall notify JTS, in writing, of any delays including all relevant details that may threaten the timely performance and completion of the project schedule.

8. Communications

Communications in connection with the project scope shall be delivered in writing by either the Proposer’s Project Manager or JTS’ Project Manager determined by the initiator of the communication. Telephone calls may be used to expedite communications by either party but shall not be considered the official communication until confirmed in writing.

VI. Required Forms and Certifications

The following required forms MUST be signed, dated and returned with each proposal. (See Section XVIII Appendices; Appendix A and B):

Appendix A:

1. Form A: Signature Affidavit

2. Form B: overall Federal Regulation Compliance

3. Form C: Compliance with Specifications

4. Form D: Debarment-Suspension Certification

5. Form E: New Restrictions on Lobbying

6. Form F: Disadvantage Business Enterprise (DBE) Certification

7. Form G: Acknowledgement of Addenda

8. Form H: Proposer Qualification

9. Form I: Buy America Certification

Appendix D: Price Proposal Form – choice of PDF or Excel version

VII. Scope of Work

1. Project Scope The primary scope of the project is to replace of our current farebox system with an automated, fully integrated, modern, contact-less and adaptable fare collection solution. Ease of use for the rider, bus operator; maintenance staff; and administration are a high priority. The system must include a hardware validator for fare collection and a bus operator override for the use of cash transactions.

The system must accept U.S. currency; provide for the processing of transfers; and smart cards and/or app.

2. Agency Objectives

JTS requires the system to be a field proven solution. At a minimum, the proposed solution must provide the following:

A. Accept all types of U.S. only currency; verifying coins, validating $1, $2, $5, $10, and $20 bills, and processing convenience passes, transfers, fare adjustments and smart cards.

B. Record each associated transaction with the time and location of the accepted fare.

C. Accurately and securely compile all transactional records to permit a complete audit and analysis of passenger boarding statistics.

D. Provide for wireless data transfer and automated daily cashbox vault dump.

E. Provide a collection vault dump system for secure transfer of cash from vehicle farebox to vault. Cash shall not be accessible by staff from time of insertion into farebox to time of emptying into vault.

F. Provide uncomplicated maintenance of all hardware and software components.

G. Cost effectiveness and extended service life of the system.

3. Current Fare Collection Services Equipment JTS currently utilizes the following fare collection system equipment:

A. Genfare CENTSaBILL electronic validating farebox (Qty: 17) B. 27-Button Operator Control Unit (OCU) (Qty: 17) C. Manual revenue collection system portable vault (Qty: 1)

4. Current Bus Fleet/Farebox List

JTS has a fleet of seventeen (17) buses encompassing a combination of Fixed Route and Tripper Service. Reference Appendix B for fleet list and bus type.

5. Social Justice Initiatives –1 page maximum The Proposer shall describe available social justice initiatives, including whether fare capping is an option.

6. Sample Reports – 4 pages maximum

The Proposer shall supply samples of backend software reports regarding ridership and fare types sufficient for JTS to understand the reporting capabilities of the system.

7. Sample Back End Software & Customer Interface – 2 pages maximum The Proposer shall describe the capabilities of the back end software used by staff and the customer interface or online portal, including screenshots.

8. Transfer Printer – 1 page maximum

A. The Proposer shall describe how transfers are printed and administered.

B. A Transfer Printer shall be installed on all buses for any passenger that requires a transfer ticket in addition to the standard fare. The Transfer Printer shall interface with the Farebox and Operator Control Panel and shall dispense tickets automatically once the proper fare type and ticket option has been selected on the Operator Control Panel and the proper amount of cash is inserted into the Farebox. The Transfer Printer shall be able to use thermal print and be able to print Date/Time, Day Code, Agency Name, etc.

9. Fare Media Processing Requirements

The Proposer shall ensure that:

A. Upon insertion or presentation to the farebox, electronic fare documents are immediately read.

B. If there is no data, or if the data is corrupted, unrecognizable, or invalid, the farebox will immediately reject the fare.

C. Provide the ability to allow or reject the use of specific fare types based on off-peak and peak time.

The farebox must validate an electronic fare document against the currently active fare sets within the following parameters:

A. Expiration Date (Is the fare document expired?)

B. Usage Period (Is the fare document being used during the permitted times/days?).

C. Issuing Agency (Was the fare document issued by an authorized agency?)

D. Document Type (Is the fare document type valid?)

E. Passenger Fare Category (Is the fare category acceptable for the present time/date and class of service?).

F. Remaining Value and Rides (Is there available value or rides to pay the fare).

G. Transfer Information (Does the transfer comply with the conditions of use for the category of transfer?).

H. Passback for period passes (Is the fare being used by a second person for a second time on the same bus?).

I. Bad Number (Is the fare document’s serial number bad listed?).

10. Stored Ride/Stored Value Card Processing

General Requirements:

A. Stored value and stored ride cards shall be pre-encoded for a specific amount or number of rides and distributed off the bus.

B. The Proposer shall ensure that when a stored value or ride card is presented, the farebox is able examine the card to determine that there is adequate value or rides to pay the fare.

C. Proposer shall ensure that the farebox will deduct the proper amount and re-encode the card with the remaining rides and value.

D. In the event the card does not have adequate value to pay the full fare, the farebox shall be able to accept a “split payment” transaction in which a combination of cash and the remaining funds on the card are used to pay the fare.

E. Allows for the purchase additional fares via website through a third-party host.

11. Fare Collection System Features

A. The fare collection system must conform to the methods for purchase and processing of public transit fare transactions and data collection of all transactional information as sales data, operational errors, passenger information, and operator commands.

B. The proposed solution must provide for a removal and replacement of all major component parts for efficient use of maintenance labor time and eliminating the need to remove a vehicle from service.

C. The proposed solution should provide for a farebox that monitors the operating system part components to the extent with which the bus operator has the ability to “reboot” components as an initial troubleshooting fix.

D. The solution shall allow for changes to fare amounts or fare policies in the back-office system which utilizes an intuitive feature to modify the soft touch buttons on the OCU on the farebox.

E. The recording and reporting of ticket usage will be reported in the back-office system.

F. The Farebox location will permit accessibility to cash vault for easy manual removal of the cashbox.

G. The Farebox must meet the required maneuvering and reach ranges of ADA compliance.

12. Farebox Mounting – 1 page maximum

The Proposer shall describe how the farebox is mounted within the bus and any parts, equipment or reinforcements necessary to ensure a sturdy mount.

13. Wireless Data Transfer – 1 page maximum

A. The Proposer shall describe the wireless data transfer process and any equipment or data cards necessary to ensure suitable downloads/uploads.

B. The wireless data transfer probing process should maximize convenience and reliability while minimizing labor and time required for accomplishing this essential task.

C. The data transfer process must provide maximum security and involve as minimal intervention by JTS personnel as possible.

D. Data upload should begin automatically as buses return to the JTS Transit Services Center and when the farebox is within range of a wireless access point.

E. The average time to download/upload data shall be executed within a reasonable timeframe for all vehicles.

F. Preference will be also be given to hardware designs which allow for wireless updates to component parts firmware and farebox functionality.

G. A portable data transfer method shall be provided in the event a bus is unable to execute the data transfer process at the wireless access point.

H. The portable data transfer method shall be capable of storing all information from every farebox with full transactional database records.

I. The portable method will provide the same functionality and data as the wireless data transfer process. Data shall be stored in solid state, RAM memory.

14. Maintenance Requirements

All farebox equipment shall operate upon the voltage requirements of the vehicles in which they are installed. The proposed farebox solution will be assessed with respect to the following capabilities:

A. Simplicity of preventive maintenance service and the ability to easily identify and resolve known defects.

B. Self-diagnostics that identify problems automatically to report errors and alert the bus operator without interrupting or halting operations.

C. Provides the ability to defer service or repair of a malfunctioning farebox to the end of the scheduled route at a minimum. Buses should be kept running and reliably collecting fares until it is convenient for maintenance to diagnose, repair, or replace the farebox.

D. Provides back-office reports that allow maintenance to view trends or potential patterns of failure of the fare collection system.

E. Proposer shall inform how firmware updates are completed; preference is given for wireless updates.

15. Test Equipment and Special Tool Requirements

A. Appropriate test bench and test stand equipment shall be provided to maximize the effectiveness and efficiency of the testing and maintenance of the fare collection solution over its entire service life cycle.

B. The test bench equipment shall be capable of providing the necessary requirements for In-house component troubleshooting and equipment repair.

C. The test bench equipment shall provide the necessary provisions to communicate with the back-office computer to simulate the solution installed in the field and shall be used to troubleshoot equipment issues in a controlled environment.

D. The test stand equipment should include a mobile diagnostic option for remote, in-service, testing of ALL farebox components including wiring harnesses and plug-in receptacles for all modules and components.

E. The Proposer shall supply any specialized tools or additional equipment that may be necessary to properly maintain or repair the fare collection system. Both portable and shop tool equipment shall be provided.

16. Spare Parts The Proposer shall provide JTS a comprehensive list of replacement, or spare parts. JTS will purchase spare parts on an “as needed” basis. The spare parts list shall include the following:

A. Proposer part number B. Description C. Issue quantity (i.e. – each, box, pack, etc.)

D. Part cost E. Estimated delivery lead-time of each part F. Essential function of the component G. Warranty period of each part

VIII. Warranty –2 pages maximum

1. The entire fare collection system, including test equipment, tools, and required hardware/software shall be warranted for a minimum period of twelve (12) months for use in regular service. The warranty shall cover, at a minimum, the repair or replacement of all provided equipment, tools, service and any related software or hardware updates necessary for continued operation of the fare collection system.

2. The Proposer shall include an explanation of the following:

A. The type of warranty coverage provided for each component/service.

B. The procedure for reporting and processing a warranty request including all necessary paperwork and contact information.

C. Provisions for spare parts, service, and labor including estimated lead-times to avoid potential service disruptions.

D. Pricing for optional longer warranty periods.

IX. System Training –4 pages maximum

1. Training Schedule All proposals must include a training schedule for all designated JTS maintenance, operations, I.T. and other pertinent support staff. The schedule must include the training curriculum, material, and estimated time per support group.

2. Training Requirements At a minimum, the training schedule must include:

A. Onsite “Train the Trainer” training to designated JTS staff on how to operate the Fare Collection System equipment. JTS would then train all staff responsible for driving JTS buses on how to operate the fare collection system.

B. Onsite training for all JTS staff who are responsible for the proper repair and maintenance of the Fare Collection System equipment.

C. Virtual training to designated JTS staff for the online portal D. Training must take place Monday thru Friday, during JTS’s designated hours of operation.

3. Training Plan

The Proposer shall provide a plan to train all designated JTS personnel that have direct interaction with the specifics of the Fare Collection System. The training plan shall address the following areas at a minimum:

A. Fare Collection System installation B. Fare Collection System repair and general maintenance C. Fare Collection System troubleshooting D. Bus Operator Farebox operations (Must include a quick user guide for

Operator use in the bus) E. Farebox vault dump operations F. Back-Office system administration including problem troubleshooting G. Back-Office system reporting H. Back-Office system planning I. Back-Office system finance J. Back-Office system maintenance K. Troubleshoot basic areas of repair and technical concerns.

The plan shall include appropriate documentation and training aides as necessary.

Maintenance manuals must cover all aspects of the furnished Fare Collection Equipment.

X. Customer Service Support –1 page

1. The Proposer shall describe their customer support services.

2. The Proposer shall provide qualified technical support to assist JTS by telephone or email during standard JTS business hours (Monday – Friday, 8:00 a.m. – 5:00 p.m. CT).

3. The Proposer shall provide customer support that has been appropriately trained to assist JTS staff with diagnosing and resolving all areas of operative and technological repair.

XI. Implementation

1. Project Timeline All proposals must include an estimated project timeline starting from the execution of an official contract by JTS.

2. Installation, Testing and Acceptance A. All on-bus equipment installations shall be completed during non-peak JTS service hours whenever possible.

B. The successful Proposer shall provide JTS a schedule which will include estimated dates of equipment delivery and installation for JTS review and approval.

C. Respondents shall provide a detailed acceptance testing plan at the time of RFP submittal for review by JTS. The written plan shall define in detail the manner of testing the system (hardware and software) for its compliance with the functional requirements stated within this RFP, including the requirement to meet the JTS’s reporting requirements in accordance with the National Transit Database

(“NTD”).

D. The successful Proposer shall supply all materials, personnel, labor, tools, etc. required for the proper installation, implementation, testing and training of the Farebox Collection System equipment.

E. JTS shall be responsible for all power arrangements and for any electrical infrastructure modifications that may be necessary for the installation of the back-office infrastructure or wireless data transfer.

F. The Proposer shall provide JTS at least thirty (30) days advanced written notice of any required electrical infrastructure modifications.

G. All Fare Collection System equipment and supplies shall be delivered directly to JTS main operations “FOB destination, freight prepaid”.

XII. Project Work Schedule

1. All work shall be performed at JTS Transit Services Center. The work schedule and hours shall be sensibly coordinated with JTS operations, maintenance, I.T.

and administrative staff to ensure minimal disruption of day- to-day operations.

2. JTS will provide designated work and storage space for all Proposer, or Proposer Subcontractor, personnel and equipment.

3. JTS Project Manager will coordinate with the Proposer the scheduling of all work to be performed.

4. JTS will have final approval of the scheduling of all installation activities.

5. Proposer will state the anticipated time frame from initial installation to implementation and Kick-off go live with new system.

XIII. Integration with Beloit Transit – 1 page maximum JTS jointly operates a regional bus route named Beloit Janesville Express (BJE) with the Beloit Transit System (BTS), a separate transit system owned by the City of Beloit, WI.

Beloit Transit uses Lecip fareboxes. Please share whether your farebox solution can integrate with BTS for purposes of our shared bus route; or describe how transit agencies manage this difference if an electronic integration isn’t possible.

XIV. Optional Integrations – 1 page maximum per integration

JTS asks proposers to describe any optional integrations available. Examples of integrations may include:

• Use of mobile app in replacement of or in addition to registered fare cards

• Mobile app ticketing

• Mobile app payment

• Ticket purchasing via third party website

• Any options involving barcodes

XV. Optional Maintenance Agreement

1. Maintenance Agreement – 1 page maximum JTS may have an interest in purchasing a maintenance agreement. An explanation of the various options and type of coverage provided should include the following:

A. Response time B. Various cost structures C. Specifics for providing service, troubleshooting, parts and labor D. Specifics regarding lead time for hardware repair/replacement E. Specifics regarding software patches and version upgrades

2. Proposers shall include pricing options for their offered maintenance agreement(s) as part of their proposal.

XVI. Protest Procedure

Protests of an interested party regarding the procurement actions of the City shall be considered and determined in accordance with the following procedures.

A protest which is submitted by a party that is not an interested party, or which is not in accordance with these procedures shall not be considered by the City and will be returned to the submitting party without any further action by the City.

Any interested party may file a protest with the City on the following grounds:

• The City has failed to comply with applicable Federal or State law;

• The City has failed to comply with its procurement procedures;

• The City has failed to comply with the terms of this solicitation, including the failure to adhere to the evaluation criteria set forth in the solicitation.

• The City has issued restrictive or discriminatory specifications.

A protest must be filed in writing and include the following:

1. Identity of the contact person for the protestor, including name, title, address, telephone, fax, and email addresses. If the contact point is a third party representing the protester, the same information must be provided, plus a statement defining the relationship between the protester and the third party.

2. Name of the procurement solicitation.

3. A detailed statement of the grounds for the protest, including all relevant facts and the Federal or State law or the provision of the City procurement procedures, or specific term of the solicitation alleged to have been violated.

4. Any relevant supporting documentation the protesting party desires the City to consider in making its decision.

5. A complete discussion of the basis for the protest, including all supporting facts, documents, or data; and

6. A statement of the specific relief requested.

The protestor is solely responsible for the completeness and validity of the information provided. Any documents relevant to the protest should be attached to the written submission. Documents which are readily available on the internet may be referenced to an appropriate link.

A protest may be decided solely upon the written submission. The protest submission should therefore include all materials necessary to support the protester’s position. Additional or supplemental materials may only be submitted at the request of, or with the permission of, the protest reviewer.

All protests must be received between the hours of 8:00 AM and 4:30 PM, Monday through Friday.

Protests should be submitted to:

Director of Neighborhood and Community Services City of Janesville City Hall 1st Floor 18 N. Jackson Street, Janesville, WI 53546 (street) PO Box 5005, Janesville WI 53547-5005 (mailing)

If any of the information required by this section is omitted or incomplete, the City will notify the protestor, in writing, within one (1) day of the receipt of the protest, and the protestor will be given one day to provide the omitted or incomplete information in order for the protest to be further considered.

This provision only applies in the case of a failure to state any grounds for a protest and does not apply to stating inadequate grounds for a protest or the failure to submit documentation.

Timing Requirements and categories of protests The City will consider the following categories of protests within the time period set forth in each category:

Protests regarding solicitation documents A protest related to the technical scope or specification, terms, conditions, or form of a solicitation must be received no later than ten (10) from the issuance of the request for proposals; if the protest addresses an amendment to the solicitation, it must be received no later than ten (10) working days prior to the date established for opening bids or receipt of proposals or five (5) working days after the date of issuance of the amendment, whichever is later; in no event, however, may a protest of this nature be submitted after bids or proposals are received. Any protest based on such grounds filed after that date will not be considered by the City.

Protests regarding proposal evaluation or contract award:

All bidders/proposers will be notified of the recommended award, upon a determination by JTS. This notice will be transmitted to each proposer at the email address contained in its proposal form. Any proposer whose proposal is valid at the time of the staff determination may protest the recommended award on one or more of the following grounds:

• That the recommended award does not meet the requirements of the solicitation;

• That the bid or proposal recommended for acceptance does not meet the criteria of the solicitation for an award;

• That the evaluation process conducted by JTS is improper, illegal, or the decision to recommend an award is arbitrary and capricious.

The protest must be received by JTS at the address specified in the solicitation, no later than five (5) calendar days after the date such notification is publicly posted or sent to the bidder or proposer, whichever is earlier. A written decision stating the grounds for allowing or denying the protest will be transmitted to the protestor and the proposer recommended for the award in a manner that provides verification of receipt. Such decision shall be final, except as provided in appeals below or by applicable law or regulation. Upon receipt of a protest of this type, the protest reviewer shall notify all offerors and any other known interested parties of the receipt and nature of the protest and request an extension of the validity period of their offers, if appropriate. Unless the protest reviewer determines that delay will be prejudicial to the interest of JTS or that the protest lacks substantial merit, the award will be withheld pending disposition of the protest. Should one or more offerors refuse a requested extension of the validity of an offer, the protest reviewer may reject such proposal unless it is determined that the protest can reasonably be resolved, and the award process continued without the need for such extension. Delay in an award shall be considered prejudicial to JTS if:

• The equipment, supplies, or services are urgently required; or

• Failure to make a prompt award will economically or operationally damage JTS.

Should the protest be upheld in whole or in substantial part, the Source Selection Chair may either (1) revise the evaluation process to correct the matter protested; or (2) cancel the solicitation in its entirety. In the event that JTS proceeds with an award for one of the reasons stated above, and the protest is subsequently upheld, the Source Selection Chair shall determine whether the performance of the contract will reasonably permit its termination in order to correct the protested matter. Such termination shall be for the convenience of JTS.

Protest Review The City will notify the protestor within three (3) days of timely receipt of a protest that the protest is being considered.

In the notification, the City will inform the protestor of any additional information required for evaluation of the protest and set a time deadline for submittal of such information. If the City requests additional information and it is not submitted by the stated deadline, the City may either review the protest on the information before it or decline to take further action on the protest.

In its sole discretion, the City may give notice of any protest to other bidders or proposers in the procurement involved and may permit any such party to submit information to the City regarding the merits of the protest. The City shall set a time deadline for the submittal of such comments, which will be no less than five (5) days after notification of the protest.

The City may, in its sole discretion, hold an informal conference to review the merits of the issues raised by the protest. All interested parties will be invited to participate in the conference. Any information provided at the conference will only be considered by the City in deciding the protest if it is submitted to the City in writing within three (3) days after the conference.

Effects of Protest on Procurement Action Protests regarding solicitation documents or process:

Upon receipt of a timely protest regarding the solicitation process or the solicitation documents, the City may postpone the opening of the proposals until the resolution of the protest. The filing of the protest will not, however, change the date on which proposals are due, unless the City determines, and so notifies all proposers, that such a date change is necessary and appropriate to carry out the goals of the procurement.

Protests regarding proposal evaluation or contract award:

Upon receipt of a timely protest regarding the evaluation of proposals or the award of the Contract, the City may suspend contract approval or other pending action, or issue a stop work order if appropriate, until the resolution of the protest. In this event, the successful proposer may not recover costs resulting from any delay through a change order.

Ability to proceed Notwithstanding the pendency of a protest, the City reserves the right to proceed with the appropriate step or action in the procurement process or in the implementation of the Contract in the following cases:

• Where the service to be procured is urgently required.

• Where the City determines, in writing, the protest is vexatious or frivolous.

• Where delivery or performance will be unduly delayed or other undue harm to the City will occur, by failure to make the award promptly.

• Where the City determines that proceeding with the procurement is otherwise in the best interest of the public.

Summary Dismissal The City also reserves the right to summarily dismiss all or any portion of a protest that raises legal or factual arguments or allegations that have been considered and adjudicated by the City in a previous protest in the same solicitation or procurement action.

Protest Decision After review of a protest submitted, including information provided by the protestor and other parties, the results of any conferences with the protestor, and the City’s own investigation and analysis, the Director of Neighborhood & Community Services shall issue a written decision on the protest.

The decision shall be the final and binding agency action. Except in exceptional circumstances, the decision of the Director of Neighborhood & Community Services will be rendered within 30 days after the date all relevant information is submitted pursuant to the deadlines set forth.

If the protest is upheld, the City will take appropriate action to correct the procurement process and protect the rights of the protestor, including re-solicitation of proposals, revised evaluation of proposals, the City’s determinations, or termination of the Contract.

If the protest is denied, the City will lift any suspension imposed and proceed with the appropriate stage of the procurement process or the Contract.

Appeals The FTA’s role is limited to considering matters that are primarily a Federal concern. Accordingly, Circular 4220.1F, Chapter VII, Sec. 1.b that provided for direct appeals to the FTA is no longer applicable. The FTA is not obligated to review any protest. Protests addressing JTS’ DBE program may be submitted to the U.S. Department of Transportation, Office of Small and Disadvantaged Business Utilization, in accordance with 49 CFR Part 26 and guidance issued there under.

The City may proceed with the procurement in spite of a pending protest at the FTA if any of the following conditions are met:

• The service or item to be procured is urgently required.

• The delivery or performance will be unduly delayed by failure to make the award promptly.

• The failure to make a prompt award will otherwise cause undue harm to the City or the Federal

Government.

XVII. Federal Clauses

NO GOVERNMENT OBLIGATION TO THIRD PARTIES

No Obligation by the Federal Government.

(1) The Purchaser and Contractor acknowledge and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the Federal Government, the Federal Government is not a party to this contract and shall not be subject to any obligations or liabilities to the Purchaser, Contractor, or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying…