RFP 2025-11 - Auto Pass Counters _ Auto Vehicle Location Systems.pdf

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MASS TRANSPORTATION AUTHORITY

REQUEST FOR PROPOSAL

Automatic Passenger Counter (APC) &

Automatic Vehicle Location Systems (AVL)

RFP# 2025-11

Issue date:

July 2, 2025

Bid due date and time:

August 6, 2025, 3:00 P.M. (EDT)

Contact Information:

Jesse Lambert Purchasing Agent

1401 S. Dort Highway Flint, MI 48503

Email: jlambert@mtaflint.org mailto:jlambert@mtaflint.org

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Table of Contents

SECTION 1. INTRODUCTION

SECTION 2. SCOPE OF WORK

2.1 PROJECT DESCRIPTION

2.2 AUTOMATIC PASSENGER COUNTERS (APC)

2.3 APC REPORTING REQUIREMENTS

2.4 COMPUTER AIDED DISPATCH/AUTOMATED VEHICLE LOCATION (AVL)

2.5 AVL REPORTING REQUIREMENTS

2.6 GENERAL REQUIREMENTS

2.7 HARDWARE DELIVERY AND INSTALLATION

2.8 SPARE PARTS

2.9 SOFTWARE

2.10 WARRANTY

2.11 DISASTER RECOVERY

2.12 TRAINING

2.13 CURRENT VEHICLES

2.14 CURRENT VEHICLE SYSTEMS

2.15 MTA CONTACT

2.16 PRE-PROPOSAL MEETING

2.17 SITE EXAMINATION

2.18 PROCUREMENT SCHEDULE

2.19 ANTICPATED PROJECT SCHEDULE

2.20 INTERPRETATIONS

2.21 USE OF BRAND OR TRADE NAMES

2.22 EXAMINATION OF PROPOSAL AND CONTRACT DOCUMENTS

2.23 APPROVAL OF SUBCONTRACTORS

2.24 CUSTOMER SERVICE

2.25 PRODUCT QUALITY

2.26 MINIMUM REQUIREMENTS FOR PRICING

SECTION 3. PROPOSAL SUBMISSION

3.1 SUBMISSION OF PROPOSALS

3.2 EQUAL EMPLOYMENT OPPORTUNITY

3.3 DISADVANTAGED BUSINESS ENTERPRISES .................................... Error! Bookmark not defined.

3.4 INELIGIBLE PROPOSERS

SECTION 4. PROPOSAL CONTENTS AND FORMAT

4.1 PROPOSAL CONTENT/FORMAT

SECTION 5. SELECTION CRITERIA

5.1 EVALUATION CRITERIA

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5.1 BEST AND FINAL OFFER

5.2 PRESENTATION AND INTERVIEWS (IF NECESSARY)

SECTION 6. GENERAL PROPOSAL CONDITIONS

6.1 NOTICE OF FORMAL SOLICITATION

6.2 METHOD OF RESPONSE

6.3 ACCEPTANCE OF TERMS AND CONDITIONS

6.4 FALSE, INCOMPLETE OR UNRESPONSIVE STATEMENTS

6.5 CLEAR AND CONCISE SUBMISSION

SECTION 7. INFORMATION FOR THE CONTRACTOR

7.1 CONTRACT DOCUMENTS

7.2 DATE AND PLACE FOR DELIVERING PROPOSALS

7.3 PRINTED FORM FOR PROPOSALS

7.4 OMISSIONS AND DISCREPANCIES

7.5 ACCEPTANCE OR REJECTION OF PROPOSALS

7.6 ACCEPTANCE OF PROPOSALS AND THE EFFECT

7.7 TIME FOR EXECUTING CONTRACT AND DAMAGES FOR FAILURE TO EXECUTE

7.8 NEWS RELEASES

7.9 PROPRIETARY/CONFIDENTIAL INFORMATION

7.10 PRIME CONTRACTOR RESPONSIBILITIES

GENERAL TERMS & CONDITIONS

ATTACHMENTS

ATTACHMENT A - NOTICE OF INTENT

ATTACHMENT B – PROPOSAL SUBMITTAL FORM

ATTACHMENT C - CHECKLIST FOR PROPOSAL SUBMISSION

ATTACHMENT D – PRICE PROPOSAL FORM

ATTACHMENT E - CERTIFICATE OF COMPLIANCE with FTA Clauses

ATTACHMENT F - DEBARMENT AND SUSPENSION CERTIFICATION FOR PROSPECTIVE CONTRACTOR

ATTACHMENT G - DEBARMENT AND SUSPENSION CERTIFICATION (LOWER-TIER COVERED TRANS.)

ATTACHMENT H - LOBBYING CERTIFICATION

ATTACHMENT J - BUY AMERICAN CERTIFICATION

ATTACHMENT K - NON-COLLUSION AFFIDAVIT

ATTACHMENT L - BID PROTEST PROCEDURES

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SECTION 1. INTRODUCTION

The Mass Transportation Authority (MTA) is the county-wide public transportation provider for the City of Flint and Genesee County, Michigan. The MTA family of services includes fourteen primary routes operating seven days a week, 70 peak period routes that supplement the primary routes at high demand times, county-wide on-demand paratransit services, and Rides to Wellness same day health and wellness transportation. MTA's regional service provides job-related transportation for Genesee County residents to places of employment in six adjoining counties, including Lapeer, Shiawassee, Eaton, Saginaw, Livingston and Oakland counties. In addition, through its Rides to Wellness program, MTA provides door through door, micro transit services for the elderly, elderly disabled, developmentally disabled, veterans, and the transportation-disadvantaged. MTA ridership for FY 2024 was 3.5 million passengers.

Located 70 miles north of Detroit in Genesee County, which includes the major urban City of Flint, and is comprised of urban, suburban and rural communities. It contains 650 square miles and has a population of approximately 425,000 residents. MTA provides service throughout the entire county and has seen significant growth in its rural service ridership in recent years as residents have moved out of the urban core and into more rural parts of the county. Innovative partnerships with its neighboring counties have allowed MTA to offer service to many residents of Mid-Michigan who live in rural parts of the State but need to travel to the urban core of Flint for work or medical care.

The purpose of this Request for Proposal (RFP) is to solicit responses from qualified firms (Proposers) offering the functionality and capabilities identified to install Automatic Passenger Counter (APC) and Automated Vehicle Location (AVL) systems into fixed route buses and to provide additional functionality. MTA seeks a Proposer with the experience, expertise, and qualifications to provide a fully integrated APC and AVL System.

MTA expects to have one cloud based integrated system (with either a single system or integrated systems) that includes functions and capabilities listed in this RFP. Proposers who have high initial evaluation scores will be required to demonstrate their offered solution as part of the evaluation process.

The MTA will receive sealed Proposals electronically through Bidnet Direct on or before 3:00 p.m. on Wednesday, August 6, 2025 from qualified vendors. Proposals received from vendors will be opened privately.

The RFP, contract documents and existing plans can be obtained electronically on the Bidnet Direct website at https://www.bidnetdirect.com/ formally the Michigan Intergovernmental Trade Network (MITN) on or after July 2, 2025. Proposers will be able print out the proposal documents and outline specifications on Bidnet Direct. The Proposer shall be responsible for the cost of reproductions. As a vendor, you can register with the Bidnet Direct at the following website: https://www.bidnetdirect.com/ and be sure that you see all available bids and opportunities. Bidnet Direct will be used to issue any addenda or information relative to the RFP requirements.

A virtual Pre-Proposal meeting will be held on Wednesday, July 9, 2025 at 1:30 pm. E.D.T. All Proposers are highly encouraged to attend this Pre-Proposal meeting and sub-contractors are also encouraged to attend. This meeting is not a requirement.

https://www.bidnetdirect.com/ https://www.bidnetdirect.com/

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No Proposal may be withdrawn for a period of ninety (90) days after submission. Proposals offering less than ninety (90) days for acceptance by the MTA from the date set for opening will be considered non-responsive and will be rejected.

The MTA reserves the right to reject any or all Proposals and to waive irregularities or informalities as may be deemed in MTA’s interest. It is the MTA’s intent to award the project to the lowest most qualified, responsive and responsible Proposer for all phases of the construction work. MTA will make the award to the responsible Proposer whose proposal is most advantageous to MTA. Accordingly, MTA may not necessarily make an award to the Proposer with the highest technical ranking nor award to the Proposer with the lowest cost proposal if doing so would not be in the overall best interest of MTA.

MTA makes no representations, warranties or agreements with respect to this RFP. In addition, MTA makes no commitment to purchase any products or services or take any other action, including but not limited to, awarding a contract to the individual/firm submitting the most qualified responsive proposal.

MTA reserves the right to amend or cancel this RFP at any time for any or no reason. All amendments to this RFP shall be in writing.

SECTION 2. SCOPE OF WORK

2.1 PROJECT DESCRIPTION

Proposer shall design, furnish, install, test, and make operational the APC and AVL System for MTA. Proposer shall also provide supporting documentation drawings, training, warranty and technical support as specified herein. Proposer shall be responsible for all activities, tasks, equipment, system components, and services required to provide MTA with a turnkey APC and AVL System that is fully functional in accordance with the RFP requirements. The APC and AVL System shall be designed to permit the addition of new functional capabilities over its lifetime without significant replacement of existing components.

The complete and integrated APC and AVL System shall include the following, but not be limited to:

• Automatic Passenger Counter

• Automatic Vehicle Location

• Time of Arrival/Departure Information

• Route & Schedule Adherence

• Smart phone application

• Web based customer self-service application

• GTFS and GTFS-RT feed

• Capable Integration with Exterior Vehicle Destination Signs/Head Signs

• Integration with Cellular Mobile Data Routers

Proposer will provide the hardware specifications and make recommendations for workstations required to support the APC and AVL System and interfaces. The most cost-effective acquisition of workstations for dispatch, customer service, service planning and other users will be determined and procured by MTA. Proposer Should provide minimum requirements for equipment and standard software needed for each workstation. Any other specific software needed to operate workstations with the APC and AVL System solution shall be listed in the proposal and provided by the proposer. All fixed route buses at MTA are equipped with Cradle Point R1900 cellular routers/modems purchased from Kajeet. The proposer is expected to utilize this existing equipment for APC and AVL System communications.

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It is an important consideration for MTA to procure a comprehensive and fully integrated solution.

Increased importance will be given to solutions that provide maximum on-board

2.2 AUTOMATIC PASSENGER COUNTERS (APC)

The Proposer shall be responsible for the installation of all system components as a “turnkey” installation. The proposed system shall include all equipment, both hardware and software, needed to collect and report ridership data on MTA fixed route, peak route and regional transit buses.

APC System Specifications The scope of work for projects to be completed under this contract may include, but not be limited to the following:

• The APC system will accurately count passengers as they board and alight recording the data as a function of individual stops, routes and runs.

• Overall system performance will enable the exact determination of alighting and boarding passengers at each stop with an accuracy greater than 97%.

• The APC system will be designed and tested to produce highly accurate passenger counts, to demonstrate an ability to distinguish valid passengers from non-passenger objects, and to detect double-backs and re-crossings.

• Include a comprehensive set of passenger data reports including detailed and summary passengers by vehicle, run, trip, line, stop etc.

• Include and identify counts from unscheduled locations, including detours.

• Ability to be NTD Certified

• Ability to update route & stop data as necessary through the use of GTFS files or by other means

• The APC system will not interfere electronically with the operation of the transit vehicle or its onboard electronic equipment such as security equipment, engine controls, transmission or other electronic equipment.

• The APC system will be installed according to industry standards and recommended practices.

• System shall give the ability to create passenger counts without administrator or driver input.

Proposed solution must need zero manual input from any source for start-up.

APC Sensors The passenger counting sensor features will include but are not limited to the following:

• Acquisition of passenger counts by means of sensing devices at all vehicle doors with recording of route and geolocation information, including real time clock/clock synchronization features for accurate time/date stamp mark of data.

• Detection zones will be fully adjustable for the requirements of different bus designs.

• Counting accuracy will not be affected by normal variables including but not limited to: - The reasonable speed at which a person passes under the sensor. A passenger remaining immobile at the sensor location. Any other obstruction of the sensor. Variations in light and temperature within the operational specifications of the APC system.

• Obstruction of the counter (passengers remaining immobile in the counter sensor field) that could affect the count accuracy will be noted in the data.

• Counting accuracy will also include features to reduce or eliminate counting inaccuracies caused by passengers carrying items such as packages, boxes or briefcases onto the vehicle.

• The sensors will differentiate between boarding and alighting passengers from either door of the vehicle.

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2.3 APC REPORTING REQUIREMENTS

The APC system shall meet the following reporting requirements but not limited to:

• Easy to use, straightforward user interface.

• Shall meet all current minimum accuracy requirements from the Federal Transit Administration

(FTA) National Transit Database (NTD).

• Shall not exceed 5% total variance between manual counts and APC counts for system benchmarking

• Accurate reports that have been cleaned of all errant data.

• Ability to track and report on all current NTD data requirements including vehicle revenue miles

(VRM), vehicle revenue hours (VRH), deadhead miles, deadhead hours, unlinked passenger trips (UPT), and passenger miles travelled (PMT).

• 1-click NTD S-10 reporting is preferred.

• Customizable reports for specific time periods (annually, monthly, weekly, daily, hourly) and ability to filter data by weekday service, Saturday/Sunday service, or all service days.

• Ability to calculate on-time performance (OTP) is a plus.

• Ridership reports that can be aggregated by stop, route, or trip.

• Ability to export reports in Excel, and PDF data formats.

• Shall be capable of reporting and identifying faulty and malfunctioning sensors.

• Shall provide a daily process report on the status of APC data upload to the system and server.

• Shall provide a Trip Report including: load factor, boardings, alighting, runtime, distance, passengers per mile, passenger miles, and maximum load point by route, direction, route pattern and stop by stop.

• Shall provide a real time view of APC data.

NTD APC Certification Requirements The Proposer shall provide necessary information on National Transit Database (NTD) requirements for APC based samples to be permitted for annual reporting, including but not limited to:

• APC Certification Plan

• APC Benchmarking Plan

2.4 AUTOMATED VEHICLE LOCATION (AVL)

MTA is seeking a Vehicle Tracking System utilizing GPS technology in conjunction with a vehicle location and mapping software to track vehicle locations en route and in real-time and provide a visual mapping display. The primary purpose of the system is to improve the quality of MTA’s fixed-route service and emergency response capabilities to the public. This system must provide route and vehicle information in real-time via web interface to passengers, the dispatcher, and managerial personnel. The system must be equipped with reporting capabilities to accurately data stream operation service information (e.g., route timing, passenger wait time, trip counts, operator performance, vehicle speed and movement). This is essential for the completion of performance metrics, the analysis of daily operation, and long-term project planning and analysis. The Vehicle Tracking System must include the functionality for hardware/software components to be installed on at least thirty (30) buses. The Proposer shall be responsible for the installation of all system components as a “turnkey” installation. The proposed system shall include all equipment, both hardware and software, needed to collect and report ridership data on MTA fixed route, peak route

8 | P a g e and regional transit buses.

AVL Core Requirements The core requirements for AVL system to be completed under this contract may include, but not be limited:

• The Vehicle Tracking Software (VTS) must utilize GPS in conjunction with vehicle location and mapping software to accurately track bus locations en route in real-time and provide a visual mapping display. The GPS readings of the bus location must occur in real-time with vehicle location information posted on a Graphic User Interface map display available on a public website and viewable through various devices (Smartphone, Kiosk, Bus Stop, PC, etc.). The system must be equipped with a notification service, whereupon users can subscribe and be able to select one route or multiple routes and be notified when the next bus is coming.

• Real time tracking means that a vehicle’s location is reported via an automatic vehicle location (AVL) device installed on each vehicle and transmitted to an internet server with a delay of not more than 2 seconds. This is done through the use of GPS for pinpointing the location and a wireless communication system for transmitting the information to an internet server. The SOFTWARE PROVIDER must recommend a solution and/or partner for data transmission and indicate their recommended rate of transmission for a system such as this.

• The Vehicle Tracking Software must provide a graphical user interface Graphic User Interface real-time automatic vehicle location data display. Vehicle icon on the map display shall clearly indicate Vehicle ID, Route Direction, and Location. Further layered information on the vehicle must include Run Trip, Date/Time and Speed. The SOFTWARE PROVIDER must provide detailed explanation of existing maps and software mapping components and how they work with other components of the system. Screen shots of display windows utilized by dispatch and/or the passenger must be provided describing key features, attributes, and the information available within the mapping component. The SOFTWARE PROVIDER must describe in detail all traveler supported components that it provides, to include the features within each component as well as software and hardware required for implementation.

• The Vehicle Tracking software must include one integrated map with detailed maps of the service area region. The map views must include standard map display features (zoom in/out, panning, etc.). The maps must have an automatic refresh feature with the option of refreshing the map view ‘upon-demand’ by the dispatcher. The geo-spatial object management portion of the system must provide capabilities to trace routes, place stops and landmarks on the map for dispatchers and the general public to see. The mapping component shall also include a navigational request.

• The Vehicle Tracking System must include a Route Management module which can be utilized by the dispatcher to effectively manage the route and determine the location of any vehicle in service. The system must provide the dispatcher the necessary real-time information to manage vehicle fleets whether they are on fixed routes, in the yard, or on special on-demand detours on route. The system must display the time each bus arrives at each stop per route and the “wait times” (e.g., how long the bus is at the stop). The software must include a GUI real-time dispatch display that clearly indicate status (i.e., color-coding), with emphasis on bus arrival times at designated stops based on the average speed of the bus and traffic impacts. The Vehicle Tracking System must have the ability to track on-time performance and gage whether a vehicle is running on time. The vehicle icon on the dispatch display must clearly indicate Vehicle ID, Route, Directional Status, Arrival Time, Departure Time, and Date & Time of last GPS update.

• The Vehicle Tracking System must include a public interface that provides customers with

9 | P a g e bus location information. At a minimum, the bus locations are to be displayed on a map available on the web. Desired functionality includes details available for each bus (showing route, time at last stop or last time point, minutes late/early, etc.). The SOFTWARE PROVIDER must also describe other information distribution interfaces that are available with their product such as stop-based electronic displays, text/SMS messaging , etc. MTA may not choose to implement these additional features if their ongoing cost is too high, but the availability of multiple interfaces will be an important benefit.

• The Vehicle Tracking System must be able to provide vehicle history tracking as well as historic playback. Access to all real-time, static, and archived vehicle location data must also be available to any third-party applications or vendors as determined by MTA for any purpose. The SOFTWARE PROVIDER must indicate which method would be used within their RFP response.

2.5 AVL REPORTING REQUIREMENTS

The AVL system shall meet the following reporting requirements but not limited to:

• System shall provide web-based reports that allow customer to run transit system more efficiently. Desired reports include:

o On-Time Performance (available by driver, stop number, and vehicle)

• System shall provide a report that tabulates the percentage of on-time performance that is defined by MTA (eg. one (1) minute early, over five

(5) minutes late) o Headway Report o Travel time Report o Hours in service Report o Mileage Report to include total mileage, scheduled, and actual by day, route, driver and vehicle o Raw passenger data

• Ability to see all of a particular vehicle’s arrivals and departures for the day o Off-Route Report o Speeding Report

• Reports shall allow for time based comparison (e.g. last week vs. this week) and historical reporting.

• Reporting data must be captured and remain accessible for at least three (3) years.

• Reports shall be exportable to standard Microsoft document format (Excel, Word) and/or PDF format and must be available to client instantly.

• History tool that allows administrators the option to select viewing the entire system at once, by route, or by bus.

• System shall include a report for number of bikes or mobility devices boarded, and the option to add additional custom reports as defined by MTA at any point in the length of the contract.

• Easy to use, straightforward user interface.

• Accurate reports that have been cleaned of all errant data.

2.6 GENERAL REQUIREMENTS

The Proposal shall meet the following requirements but not limited to:

Public Website o Users shall have ability to view only routes that are of interest to them or all.

o System must have the ability for route remembrance for users.

o System must provide arrival estimates to give riders more detail about anticipated vehicle arrival times.

10 | P a g e o Users shall have the System remember chosen routes from past times they have loaded the website.

o System shall provide a module that allows Trip planner and other content to be provided on Customer’s own website.

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

o System shall continuously update the web page (whenever a new estimated time of arrival (ETA) is determined, bus is added/removed, etc.), without the user being required to refresh the webpage.

Mobile Phone Access o System must provide interface that shows steady vehicle movement without reloading on internet-enabled mobile phones. System must provide access to announcements on internet- enabled mobile phones.

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

o System must have the ability to integrate fixed route and on-demand service area maps and arrivals allowing users to view both services in one app.

o System must provide a free-to-download native iPhone and Android application.

o System shall provide an optional notification platform for smartphones where riders can enter in a recurring schedule for impending bus arrival notifications. This must work without the rider opening the app.

o System must offer a Mobile App (iPhone and Android) for customer use free of charge for end user. Preference would be given for a “White-label” app, but other options will be considered.

2.7 HARDWARE DELIVERY AND INSTALLATION

The installation of the completed and integrated APC and AVL System shall include the following, but not be limited to:

• MTA prefers a vendor who can deliver and install a fully functional, tested and operational system by May 1, 2026.

• All proposals must include a Gantt chart or similar detailed, step by step project management time line, outlining specific tasks, responsibilities, and dates from start to finish for this project.

• The chart must include specific dates when MTA personnel must be available to work with the Contractor.

• Vendor shall identify key staff and their roles in the installation process.

It is the desire of MTA, and the responsibility of the Proposer to limit disruption to service during the period of installation and to minimize the period during which multiple systems are operational. The Proposer shall provide an Installation Plan for MTA approval. This Plan shall include the following but not limited to:

• Identification of required work and storage area

• Identification of required utilities

• Proposed work schedule (schedule shall include the requirement of vehicle availability necessary to support the proposed schedule)

• Any utility or service requirements to support the installation

• Identification of support needed from MTA

• Placement diagrams for all equipment per vehicle model

• Placement diagrams for all transit stations

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• Detailed wiring diagrams for all installations including wire tabulation, locations, sizes, identification, and clamping

• Process for removal of old system equipment

• Process for disposition of old system equipment

• Modifications to garage facilities

2.8 SPARE PARTS

The Proposer shall prepare and submit to MTA a recommended list of spare parts and consumables to maintain and support the APC and AVL System. The spare parts list shall be grouped by equipment, module, part, etc. Each item listed shall contain at least the following information: item-name, description, original manufacturer's name, part and number. Spare parts that are common to more than one equipment type, module, or subassembly shall be suitably cross-referenced.

The Proposer’s proposal shall include recommended spares with their expected life cycle. Any reduced requirement for spares based on long life cycles shall be favorably received.

The stock level shall be consistent with the normal replacement anticipated. This level shall be a function of the total equipment in service and the availability from the Proposer's normal supply operation for such parts.

The Proposer shall provide a list of any equipment required for testing.

The Proposer must provide the spare parts lists, and equipment requirements and pricing for this section. MTA requires Proposer to lock in the price of all spare parts for a period of five (5) years.

2.9 SOFTWARE

The software of the completed and integrated APC and AVL System shall include the following, but not be limited to:

• At the time of implementation, the software must be the current version and compatible with the vendor’s hardware.

• Vendor must always ensure that MTA is utilizing the latest approved software version available and provide a detailed plan for any upgrades that may occur are to be handled

(eg. Cost, frequency of anticipated upgrades, implementation plan for upgrades).

2.10 WARRANTY

The Proposer shall warrant that the APC and AVL System furnished under this contract is free from defects in material and workmanship under normal operating use and service.

The warranty shall commence upon the date of complete APC and AVL System acceptance. If during the warranty period, any replacement, repair, or modification on any APC, and AVL System component, made necessary by defective design, materials, or workmanship is not completed within five (5) calendar days, the warranty period shall be extended by the number of days equal to the delay period.

The warranty on items determined to be with pervasive defects shall be extended for the time of the original warranty remaining at the time the pervasive defect was identified. This extended warranty shall begin on the repair/replacement date for corrected items.

The Proposer warrants that the Software (including any Licensed Software) shall:

• Be of a language that is commercially available and for which software tools are available

• Not contain viruses or pre-programmed devices which will cause any software utilized by

MTA or other users to be erased or become inoperable or incapable of processing accurately

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• The Software and each module and function thereof shall be capable of operating fully and correctly on the combination of the equipment purchased

• The Software does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the Software.

No warranty period shall end unless finished documentation is provided and approved by MTA.

2.11 DISASTER RECOVERY

The Proposer shall develop and implement a Disaster Recovery Plan for continuing operations, with a minimum of downtime, in the event of failures of the hardware components, network components, software applications and systems, environmental factors, or other operating emergencies. The Proposer shall be able to re-constitute normal operation within two (2) hours of any failure or emergencies as described above. The Proposer shall document all procedures necessary to maintain orderly operations in the event of emergencies.

The Proposer shall list all system failures and situations or events that will trigger disaster recovery procedures. The Proposer shall prepare a disaster recovery plan for approval by MTA.

At a minimum, the disaster recovery plan shall include the following:

• List of resources required to conduct on-site and off-site recovery

• Description of the escalation process, including contact lists and alternates to provide for emergency coverage of operations, staffing, technical support, and management

• Description of how the Proposer shall provide formal arrangements for emergency replacement of parts, repair services, and technical services

• Descriptions of how the Proposer shall restore and recover lost or corrupt data from back-ups and archives

• A ranking of primary, secondary and non-critical applications with assigned minimum recovery times required to prevent a financial loss

• Description of a test program that will verify the effectiveness of all disaster recovery methods and procedures

• A detailed architectural overview of the backup, recovery, and disaster recovery systems

• A data backup system and architecture for the backup and recovery of the APC, and AVL

System back-office.

• Recovering and transferring of data files from removable storage in the event of a primary data storage failure

• Description of the notification procedure to MTA staff

• The Proposer shall provide Disaster Recovery/business continuity Licenses at no additional cost.

• The Proposer shall warrant that the APC and AVL System furnished under this contract is free from defects in material and workmanship under normal operating use and service.

2.12 TRAINING

The Proposer shall provide a program to train personnel in all details of the APC and AVL System including but not limited to the equipment, hardware, support and diagnostic equipment, and software provided under this contract. The Proposer shall be responsible for training designated personnel in accordance with the requirements specified in this section.

Training shall include course development, the provision of instructors, the supply of handouts and manuals, the preparation of classroom aids, and all other items as required to satisfactorily prepare personnel to operate the supplied APC and AVL System.

At a minimum, the Proposer must provide a training program that is comprehensive enough to bring employees designated by MTA to the level of proficiency required for operations of the

13 | P a g e furnished equipment. Formal training shall include both classroom and practical work and shall be augmented by informal follow-up as needed. Practical training on equipment shall occupy a significant portion of all training classes. Training should be oriented to the job classification of the students.

Training mock-ups shall be provided to assist with the training. The mock-ups shall be retained by MTA for in-house training. All training classes will be scheduled with MTA personnel and shall not take place more than eight weeks prior to the first day of planned operation. MTA reserves the right to videotape training sessions conducted by the Proposer for review and future use.

2.13 CURRENT VEHICLES

The following table depicts the current vehicle fleet that needs to be outfitted with the APC System and AVL System /Sub-systems/Components/Equipment:

ID Model Year Make Model Size # Doors

2200 2017 BLUEBIRD VISION 37 FT BUS 1

2201 2017 BLUEBIRD VISION 37 FT BUS 1

2202 2017 BLUEBIRD VISION 37 FT BUS 1

2203 2017 BLUEBIRD VISION 37 FT BUS 1

2204 2017 BLUEBIRD VISION 37 FT BUS 1

2205 2017 BLUEBIRD VISION 37 FT BUS 1

2207 2017 BLUEBIRD VISION 37 FT BUS 1

2208 2017 BLUEBIRD VISION 37 FT BUS 1

2210 2017 BLUEBIRD VISION 37 FT BUS 1

2209 2017 BLUEBIRD VISION 37 FT BUS 1

2206 2017 BLUEBIRD VISION 37 FT BUS 1

2211 2017 BLUEBIRD VISION 37 FT BUS 1

2212 2017 BLUEBIRD VISION 37 FT BUS 1

2213 2018 BLUEBIRD VISION 37 FT BUS 1

2214 2018 BLUEBIRD VISION 37 FT BUS 1

2221 2020 BLUEBIRD VISION 37 FT BUS 1

2220 2020 BLUEBIRD VISION 37 FT BUS 1

2224 2021 BLUEBIRD VISION 37 FT BUS 1

2225 2021 BLUEBIRD VISION 37 FT BUS 1

2228 2021 BLUEBIRD VISION 37 FT BUS 1

2235 2021 BLUEBIRD VISION 37 FT BUS 1

2226 2021 BLUEBIRD VISION 37 FT BUS 1

2223 2021 BLUEBIRD VISION 37 FT BUS 1

2227 2021 BLUEBIRD VISION 37 FT BUS 1

2229 2021 BLUEBIRD VISION 37 FT BUS 1

2230 2021 BLUEBIRD VISION 37 FT BUS 1

2231 2021 BLUEBIRD VISION 37 FT BUS 1

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2233 2021 BLUEBIRD VISION 37 FT BUS 1

2238 2021 BLUEBIRD VISION 37 FT BUS 1

2222 2021 BLUEBIRD VISION 37 FT BUS 1

2236 2021 BLUEBIRD VISION 37 FT BUS 1

2232 2021 BLUEBIRD VISION 37 FT BUS 1

2237 2021 BLUEBIRD VISION 37 FT BUS 1

2234 2021 BLUEBIRD VISION 37 FT BUS 1

2239 2024 BLUEBIRD VISION 40 FT BUS 1

2240 2024 BLUEBIRD VISION 40 FT BUS 1

2241 2024 BLUEBIRD VISION 40 FT BUS 1

2242 2024 BLUEBIRD VISION 40 FT BUS 1

2243 2024 BLUEBIRD VISION 40 FT BUS 1

2244 2024 BLUEBIRD VISION 40 FT BUS 1

2246 2024 BLUEBIRD VISION 40 FT BUS 1

2247 2024 BLUEBIRD VISION 40 FT BUS 1

2248 2024 BLUEBIRD VISION 40 FT BUS 1

2249 2024 BLUEBIRD VISION 40 FT BUS 1

2250 2024 BLUEBIRD VISION 40 FT BUS 1

2251 2024 BLUEBIRD VISION 40 FT BUS 1

2252 2024 BLUEBIRD VISION 40 FT BUS 1

2253 2024 BLUEBIRD VISION 40 FT BUS 1

17001 2015 ELDORADO AXESS

40 FT HYDROGEN

FUEL CELL BUS

1216 2016 GILLIG G27D102N4 40 FT BUS 2

1218 2016 GILLIG G27D102N4 40 FT BUS 2

1222 2017 GILLIG G27D102N4 40 FT BUS 2

1223 2017 GILLIG G27D102N4 40 FT BUS 2

1233 2018 GILLIG G27D102N4 40 FT BUS 2

1235 2018 GILLIG G27D102N4 40 FT BUS 2

1236 2018 GILLIG G27D102N4 40 FT BUS 2

1237 2018 GILLIG G27D102N4 40 FT BUS 2

1239 2018 GILLIG G27D102N4 40 FT BUS 2

1241 2018 GILLIG G27D102N4 40 FT BUS 2

1242 2018 GILLIG G27D102N4 40 FT BUS 2

1234 2018 GILLIG G27D102N4 40 FT BUS 2

1238 2018 GILLIG G27D102N4 40 FT BUS 2

1240 2018 GILLIG G27D102N4 40 FT BUS 2

1243 2018 GILLIG G27D102N4 40 FT BUS 2

1244 2019 GILLIG G31D102N4 40 FT BUS 2

1245 2019 GILLIG G31D102N4 40 FT BUS 2

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1246 2019 GILLIG G31D102N4 40 FT BUS 2

1247 2019 GILLIG G31D102N4 40 FT BUS 2

1248 2019 GILLIG G31D102N4 40 FT BUS 2

1249 2019 GILLIG G31D102N4 40 FT BUS 2

1250 2019 GILLIG G31D102N4 40 FT BUS 2

1251 2019 GILLIG G31D102N4 40 FT BUS 2

1252 2019 GILLIG G31D102N4 40 FT BUS 2

1254 2019 GILLIG G31D102N4 40 FT BUS 2

1253 2019 GILLIG G31D102N4 40 FT BUS 2

1255 2019 GILLIG G31D102N4 40 FT BUS 2

1256 2019 GILLIG G31D102N4 40 FT BUS 2

1262 2019 GILLIG G31D102N4 40 FT BUS 2

1258 2019 GILLIG G31D102N4 40 FT BUS 2

1259 2019 GILLIG G31D102N4 40 FT BUS 2

1260 2019 GILLIG G31D102N4 40 FT BUS 2

1261 2019 GILLIG G31D102N4 40 FT BUS 2

1263 2019 GILLIG G31D102N4 40 FT BUS 2

1257 2019 GILLIG G31D102N4 40 FT BUS 2

1264 2019 GILLIG G31D102N4 40 FT BUS 2

1265 2019 GILLIG G31D102N4 40 FT BUS 2

16001 2024 HOMETOWN STREETCAR 35' FT TROLLEY BUS 2

16002 2024 HOMETOWN STREETCAR 35' FT TROLLEY BUS 2

16003 2024 HOMETOWN STREETCAR 35' FT TROLLEY BUS 2

1209 2015 MCI D4500 45 FT L BUS 1

1211 2015 MCI D4500 45 FT L BUS 1

1208 2015 MCI D4500 45 FT L BUS 1

1213 2015 MCI D4500 45 FT L BUS 1

1210 2015 MCI D4500 45 FT L BUS 1

1214 2015 MCI D4500 45 FT L BUS 1

1215 2015 MCI D4500 45 FT L BUS 1

1228 2017 MCI D4500 45 FT L BUS 1

1230 2017 MCI D4500 45 FT L BUS 1

1231 2017 MCI D4500 45 FT L BUS 1

1229 2017 MCI D4500 45 FT L BUS 1

1232 2017 MCI D4500 45 FT L BUS 1

1266 2002 MCI D4500 45 FT L BUS 1

1275 2002 MCI D4500 45 FT L BUS 1

1278 2002 MCI D4500 45 FT L BUS 1

1270 2002 MCI D4500 45 FT L BUS 1

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17002 2024 NEW FLYER XHE40

40' FT HYDROGEN

FUEL CELL BUS

17003 2024 NEW FLYER XHE40

40' FT HYDROGEN

FUEL CELL BUS

1280 2003 OPTIMA STREETCAR 29 FT L BUS 2

2.14 CURRENT VEHICLE SYSTEMS

This section provides an overview of MTA’s current CAD/AVL system, applications, vehicle types, onboard vehicle systems/equipment, and MTA’s technology network infrastructure.

The purpose of this overview is to give the Proposer an idea of the current equipment that is available on the vehicles or as part of the technology infrastructure that may be utilized by the Proposer. The Proposer must offer capability to integrate with existing and concurrent systems such as Genfare, Twin Vision, Luminator, Optibus without compromising efficacy of overall system.

The Proposer shall not consider this as an all-inclusive list and MTA is not responsible for determining the fitness or suitability for use of this equipment. It is the responsibility of the Proposer to determine what equipment can be utilized with its proposed solution and take that into account in the pricing section of the proposal. The Proposers may ask questions during the pre-proposal conference or submit in writing for additional information and clarification.

Onboard Systems & Equipment Qty Manufacturer/Model Driver Radio to Dispatch 1 Motorola digital mobile 2-way radio

Mobile Data Terminal (MDT) 2 Moovit TimePro Tablet

Integrated Vehicle Unit (IVU) 0 none

Driver Control Unit 0 none

Camera & DVR System varies AngelTrax 12-Channel Vulcan Series with various Vulcan Series Low Profile Cameras

Automatic Vehicle Location (AVL) System 1 Moovit TimePro

Computer Aided Dispatch (CAD) system 1 Optibus

Automatic Passenger Counter (APC) 0 none

Destination/Head Sign 1 Twin Vision Smart Series III Destination/head sign with internal control console

AVA System - varies Luminator Infotainment annunciator system with 18.5” IP Monitor

Cellular Wireless Routers 1 Cradle Point R1900 mobile router

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Antenna 3 Antenna 1 is a two-way radio antenna ;

Antenna 2 is the Cradle Point Router Antenna which is Celluar/WIFI/GPS

Onboard LED Variable Message Sign 0 None

Transit Signal Prioritization 0 none

Farebox 1 Genfare Fast Fare Networking Farebox

2.15 MTA CONTACT

The Successful Vendor shall direct discussions of the Study’s progress and any issues or questions that may arise during the performance of this Contract to Jesse Lambert, Purchasing Supervisor. Please contact via email at jlambert@mtaflint.org. MTA reserves the right to assign other staff members to this task as needed.

2.16 PRE-PROPOSAL MEETING

A virtual Teams Pre-Proposal meeting will be held July 9, 2025, at 1:30 p.m. E.D.T. To request an invitation to the pre-proposal meeting, please email Jesse Lambert, Purchasing Supervisor jlambert@mtaflint.org.

All Proposers are highly encouraged to attend this Pre-Proposal meeting and sub-consultants are also encouraged to attend.

Proposers will be given additional requirements and instructions for this project. Proposers not in attendance shall be held responsible for any requirements discussed at the Pre-Proposal meeting. No allowance or extra compensation concerning any matter or thing about which the Proposer might have fully informed themselves will be allowed.

2.17 SITE EXAMINATION

Before submitting a proposal, each Proposer shall be responsible for inspecting the work site to arrive at a clear understanding of the conditions under which the work is to be done. The Proposer shall have compared the study site to the Scope of Work and completely understand all conditions affecting the execution of the work.

2.18 PROCUREMENT SCHEDULE

Upon the execution of an MTA Contract Agreement, the MTA Chief Operating Officer will issue a written notice to proceed to the Consultant specifying a date on which the Vendor shall start work.

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MTA Notice To Proceed Schedule:

Milestone Date Date of Issue July 2, 2025 Pre-proposal Conference July 9, 2025, 1:30 PM EDT Deadline for Written Questions July 23, 2025, 5:00 PM EDT Response to Questions July 30, 2025 Proposals Due August 6, 2025, 3:00 PM EDT Initial Evaluation of RFP submittals August 6 - 15, 2025 Interviews/Demonstrations August 6 - 15, 2025 Final Evaluation of RFP submittals August 15 - 29, 2025 Notice of Preliminary Award September 9, 2025 MTA Board Approval September 25, 2025 Notice to Proceed (Phase 1) October 1, 2025

2.19 ANTICIPATED PROJECT SCHEDULE

The Vendor shall diligently perform his work, to complete the entire contract in the shortest possible time and not later than the time stipulated. The “time stipulated” shall mean the completion date set forth in the contract plus any extensions authorized in writing.The Proposer shall include a timeline for each project based on typical industry trends and the Proposer’s experience on projects of these types.

MTA expects a project start of October 1, 2025. The below table provides MTA’s expectation for the implementation of the APC and AVL System. Proposers should recommend an implementation plan that will meet MTA’s timeline.

The APC System and services described in this RFP shall be delivered, installed and made ready for complete operations within 6 months after MTA issues the Notice to Proceed.

a. Vendor must describe their go-live strategy, which shall include their implementation plan.

b. Project required to be completed by May 1, 2026

APC System/AVL Project Delivery

Schedule Description Timeline APC System/PIDS - Phase 1 Base Notice to Proceed/Kick-off October 1, 2025 Design and Configuration NTP + 3 Months Mini Fleet Pilot Test NTP + 4 Months Full Fleet Installation and Training NTP + 5 Months Testing and Go-live Readiness NTP + 6 Months Go-Live and Phase 1 Acceptance NTP + 7/8 Months

AVL System – Phase 2 Optional Notice to Proceed/Kick-off TBD Design and Configuration TBD Mini Fleet Pilot Test TBD

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Full Fleet Installation and Training TBD Testing and Go-live Readiness TBD Go-Live and Phase 2 Acceptance TBD

2.20 INTERPRETATIONS

• If Proposer is in doubt as to true meaning of any part of the Proposal Documents, submit a written request for interpretation. Proposers submitting a request are responsible for its prompt and actual delivery. Interpretations shall not be made orally.

• Direct all questions in writing to:

Jesse Lambert jlambert@mtaflint.org

• Any interpretation, correction or change of the Proposal Documents will be made by written addenda emailed electronically prior to the Proposal deadline. Copy of such addendum will be mailed to each individual or entity issued Proposal Documents. All addenda are part of the Proposal Documents. Interpretations, corrections, or changes of the Proposal Documents made in any other manner will not be binding and Proposers shall not rely upon such interpretations, corrections and changes.

• It shall be understood and agreed upon by the Vendor that the work shall be completed in every detail, even though every part of each item involved is not completely defined. The Vendor shall be held to provide all labor and materials for the completion of work intended and described.

2.21 USE OF BRAND OR TRADE NAMES

The use of brand names, trade names, types, styles, model numbers and serial numbers are intended to be descriptive only and not intended to restrict competition. Specific brand names will be used as a comparative measure of the safety, quality and performance against all proposal submissions. However, other brand names, types, styles, model numbers have to be “equal” and meet the minimum requirements of the OEM.

2.22 EXAMINATION OF PROPOSAL AND CONTRACT DOCUMENTS

The Proposer represents that the proposal is based upon the materials, systems and equipment required by the Proposal Documents without exception. The Proposer shall compare existing conditions with the requirements of the Scope of Work. No allowances or extra payment will be made to the Consultant for or on account of costs or expenses occasioned by their failure to comply with the provisions of this sections or by reason of error or oversight on the part of the Contractor or on account of interferences by the MTA’s or other contractor’s activities.

The Proposer represent that they have read and acknowledged that the project schedule along with the related requirements are acceptable.

2.23 APPROVAL OF SUBCONTRACTORS

• No Prime Contractor/Vendor whose proposals is accepted shall (a) substitute an subcontractor, or (b) permit any sub-contract to be voluntarily assigned or transferred or allow it to be performed by anyone other than the original subcontractor listed in the original proposal with without advance written approval of MTA. No subcontractor may be replaced without the written approval of MTA.

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• MTA reserves the right to reject any subcontractor whom the Owner has experienced poor performance on past projects.

2.24 CUSTOMER SERVICE

Vendor will provide 24/7 support when needed in case of severe emergencies. Vendor must be accessible via phone, web and e-mail, at a bare minimum. Vendor shall respond to MTA’s inquiries at a minimum within one business day of receipt of contact for regular non-emergency correspondence. The Maintenance and Technical Support shall include, but not limited to:

• Maintenance and support for APC, and AVL System software

• Upgrades/Patches of APC and AVL System software

• Upgrade Frequency (major and minor releases)

• Maintenance and support for APC and AVL System equipment

• Remote desktop support

• Telephone support

• Service Level support and resolution

• Equipment Response and Resolution

• Software Response and Resolution

2.25 PRODUCT QUALITY

MTA is committed to the principal of zero defects and will insist on that same commitment on the part of the Vendor. The Vendor shall make adequate provisions to ensure that documents, materials and workmanship meets or exceeds the specifications of this RFP. The Vendor shall establish and maintain quality control procedures throughout the entire contract term.

2.26 MINIMUM REQUIREMENTS FOR PRICING

Proposers shall provide a firm fixed price for the performance of this contract as detailed in Section 2. Scope of Work on the Price Proposal Form (Attachment D). Transportation and daily expenses are the responsibility of the Proposer and shall not be included as an additional expense for this contract or be eligible for reimbursement by MTA.

The price shall include all requested deliverables as indicated in Contract Documents RFP 2025- 11 and addendums) and any additional services that are included as part of the overall proposed solution. Transportation and daily expenses are the responsibility of the Proposer and shall not be included as an additional expense for this contract or be eligible for reimbursement by MTA.

The Cost Proposal Form and other payment verifications shall be completed in entirety and submitted in a separate file labeled “RFP #2025-11 Cost Proposal”.

Prices quoted shall be a firm fixed price from date of contract. Any contract or price revisions shall be based on industry price changes and supported by adequate detail to document same. Any cost revisions shall not be allowed or implemented without prior consent of the MTA Purchasing Department.

It is understood that all proposed prices shall remain in effect for at least ninety (90) days from the date of the proposal opening to allow for the award and that, if chosen the successful Contractor, the prices will remain firm through the term of the contract.

Any contract or price revisions shall be based on industry price changes and supported by adequate detail to document same. Any cost revisions shall not be allowed if requested or implemented without prior consent of the MTA Purchasing Department. All prices must be FOB

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Destination. The Price Proposal Form shall be signed by a duly authorized representative of the Proposer’s company.

SECTION 3. PROPOSAL SUBMISSION

3.1 SUBMISSION OF PROPOSALS

Proposers shall send proposals electronically through Bidnet Direct on or before 3:00 P.M. (EDT), August 6, 2025. Proposers must register with Bidnet Direct to upload and submit proposal.

Proposals submitted by facsimile or email will not be accepted. Any electronic altering of this RFP shall be grounds for rejection of your submission. All Proposals become the property of the MTA.

The MTA will not photocopy your proposal documents for the purpose of complying with this provision requiring duplicate copies. Failure to provide the required number of complete duplicate copies may result in rejection of your proposal. Proposals received in response to this RFP shall be considered received at the time actually received by the addressee or designated agent. Late proposals shall not be considered.

The MTA reserves the right to waive any informality in the Request For Proposal; to reject any or all proposals; and to make any award which it considers to be in the best interest of the MTA. The MTA reserves the right to use whatever reasonable and prudent evaluation techniques it deems appropriate.

No Proposal may be withdrawn for a period of ninety (90) days after submission. Any questions or request for clarification regarding this Request for Proposal must be presented by July 23, 2025 and addressed to:

Purchasing Jesse Lambert Purchasing Supervisor…