RFP 2025-25 Transit Fare Collection V8.pdf

CITY OF GREEN BAY

REQUEST FOR PROPOSAL

RFP #: 2025-25

Title: Fare Collection System

City Agency: Green Bay Metro Transit

Due Date: January 15, 2026 @ 2:00 PM (CST)

CC:

31800, 93600, 95294 i

Table of Contents

1 NOTICE TO PROPOSERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Proposals

1.6 Appendix A: Standard Terms & Conditions

1.7 Multiple Proposals

1.8 City of Green Bay Contact Information

1.9 Inquiries, Clarifications, and Exceptions

1.10 Addenda

1.11 Bid Distribution Networks

1.12 Interviews/Site Visits/Meetings

1.13 Acceptance/Rejection of Proposals

1.14 Withdrawal or Revision of Proposals

1.15 Subcontracting or Third-Party Payments

1.16 Non-Restrictive Specifications and Vendor Alternates

1.17 Non-Material and Material Variances

1.18 Public Records

1.19 Contract Quantities

1.20 Usage Reports

1.21 Proposal Evaluation

1.22 Proposal Scoring

1.23 Award and Final Offers

1.24 Partial Award

1.25 Negotiate Contract Terms

1.26 Cost Proposal

1.27 Tax Exempt

1.28 Appeals Process

1.29 Proposers Responsibility

2 BACKGROUND INFORMATION

2.1 Scope of Work

2.2 Background

2.3 Operational Requirements

3 Required Submittals

3.1 Deliverables and Completion

3.2 Scoring Criteria

3.3 Insurance/Indemnification Requirements

3.4 Delivery

3.5 Bid Bonds, Performance Bonds

3.6 Term

4 REQUIRED INFORMATION AND CONTENT FOR SUBMITTAL OF PROPOSALS

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Cost Proposal

Form E: Technical Requirements

Form F: References

Appendix A: Standard Terms & Conditions

1 NOTICE TO PROPOSERS

1.1 Summary

The City of Green Bay Metro (“City”) is soliciting Proposals from qualified vendors for a Fare Collection System (FCS). Vendors submitting Proposals (“Proposers”) are required to read this Request for Proposals (“RFP”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver Proposals no later than the due date and time indicated below. The City will reject all late Proposals:

RFP Issue Date: 12/01/2025

Questions Due Date: 12/12/2025

Addendum Posted Date: 12/19/2025

Proposal Due Date:

Interviews and Presentations from selected candidates:

Award recommendation to GBM Transit Commission:

01/15/2026 2:00 PM CST

Week of February 2nd, 2026 02/18/2026

1.3 Format

The City will not consider illegible Proposals.

Elaborate Proposals (i.e., expensive artwork) beyond that sufficient to present a complete and effective Proposal, are not necessary or desired.

Please include one (1) original and five (5) copies of your Proposal. Please also include an electronic version of your Proposal on a USB flash drive.

Complete and return Forms A through E to the City of Green Bay Purchasing Department by January 15, 2026 @ 2:00 PM (CST).

1.4 Labeling

All Proposals must be clearly labeled:

Proposer’s Name and Address

RFP #: 2025-25

Title: Fare Collection System Due: January 15, 2026 @ 2:00 PM (CST)

All email correspondence must include RFP #2025-25 in the subject line.

1.5 Delivery of Proposals

Delivery of hard copies to: City of Green Bay Purchasing Department

100 North Jefferson St. Room 410 Green Bay, WI 54301

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

Note: When mailing your response via a third-party delivery service, the outside of the packaging MUST be clearly marked with the RFP name and number. This ensures that the Proposal can be delivered to the correct Purchasing Agent without having to open the Proposal.

1.6 Appendix A: Standard Terms & Conditions

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. City of Green Bay Standard Terms and Conditions are the minimum requirements for the submission of Proposals.

1.7 Multiple Proposals

Multiple Proposals from Proposers are permitted; however, each must fully conform to the requirements for submission. Proposers must sequentially label (e.g., Proposal #1, Proposal #2) and separately package each Proposal. Proposers may submit alternate pricing schemes without having to submit multiple Proposals.

1.8 City of Green Bay Contact Information

The City of Green Bay Purchasing Department administers the procurement function:

Purchasing Department 100 North Jefferson St. Room 410 Green Bay, WI 54301

PH: (920) 448-3048

FAX: (920) 448-3050

purchasingag@greenbaywi.gov

Contacting City staff outside of the Purchasing Department regarding this RFP without written consent from the Purchasing Department may result in your proposal being rejected.

1.9 Inquiries, Clarifications, and Exceptions

Proposers are to raise any questions they have about the RFP document without delay. Direct all questions, in writing, to the Purchasing Department Administrator listed in Section 1.8.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the Administrator and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda – see

1.10 below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to proposal terms, conditions, specifications and dates stated within the Proposal package. However, the City of Green Bay reserves the right to disqualify any and all Proposals submitted which include exceptions, if deemed not in the City’s best interests.

1.10 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda to its Proposals distribution websites – see 1.11 below. It is the Proposers responsibility to regularly monitor the websites for any such postings. Proposers must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.11 Bid Distribution Networks

The City of Green Bay posts all Request for Proposals, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Proposers responsibility to regularly mailto:purchasingag@greenbaywi.gov monitor the Proposal distribution network for any such postings. Proposers’ failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Proposers.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies proposal network. Registration is free. http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National proposal network – Free subscription is available to access

Proposals from the City of Green Bay and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

Home Page: www.demandstar.com

1.12 Interviews/Site Visits/Meetings

Proposers may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFP process. Such presentations, meetings or site visits will be at the Proposers expense. If interviews and/or site visits are conducted, the Selection Panel may choose to assign additional points for these processes or reevaluate, re-rate and/or re-rank the finalists’ proposals based upon the written documents submitted and any clarifications offered in the interviews.

1.13 Acceptance/Rejection of Proposals

The City reserves the right to accept or reject any or all Proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any Proposer responding to this request. The City expressly reserves the right to reject any and all Proposals responding to this invitation without indicating any reasons for such rejection(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.14 Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to opening of Proposals.

1.15 Subcontracting or Third-Party Payments

All subcontracting shall be pre-approved upon award by Green Bay Metro before any work begins.

Subcontractors must abide by all terms and conditions of the proposal. The prime contractor shall be responsible for all subcontractor(s) work and payment.

1.16 Non-Restrictive Specifications and Vendor Alternates

Specifications are intended to define the general level of quality and performance of this purchase and not to restrict competition. Vendors may offer one or more alternates with lesser or greater features, however the City reserves the right to make its selection based on the best interest of the City. Vendors offering alternates shall submit, with their Proposal, an itemized comparison with this specification, http://vendornet.state.wi.us/vendornet http://www.demandstar.com/ documenting equivalence for quality, performance, etc. Failure to identify exceptions or deviations in this manner may be a basis to declare the Proposal as non-responsive. If in your opinion, any of the specifications, terms and conditions of this RFP prevents you from offering a Proposal, consideration will be given to a Vendor’s request for change.

1.17 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.18 Public Records

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”⎯defined in State of Wisconsin

Statutes⎯may be held confidential.

Proposers shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a Proposal in its entirety, price Proposal information, or the entire contents of any resulting contract. The City will not provide advance notice to Proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Proposals from public view⎯until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Proposals will be available for review in accordance with such laws.

1.19 Contract Quantities

The estimated annual quantities identified within this RFP are for Proposal purposes only and are based on historical data. The City does not guarantee to purchase any specific quantity or dollar amount.

Proposals that state the City must guarantee a specific quantity or dollar amount may be disqualified.

1.20 Usage Reports

Annually, the successful Proposers shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.21 Proposal Evaluation

Green Bay Metro’s (GBM) Evaluation Committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the Evaluation Committee except at the request of the Purchasing Department.

The Proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in the Proposal being rejected. In the event that all Proposers do not meet one or more of the mandatory requirements, GBM reserves the right to continue the evaluation of the Proposals that most closely meet the mandatory requirements of this RFP.

1.22 Proposal Scoring

Accepted Proposals will be reviewed by an Evaluation Committee and scored against the stated criteria.

The Evaluation Committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the Proposals. The Evaluation Committee's scoring will be tabulated and Proposals ranked based on the numerical scores received. The award will be given to the responsible and responsive Proposer who offers the best combination of addressing the criteria.

The criteria are listed in order of importance, but some criteria may not be given equal weight. Proposals will be scored using the following criteria:

Description Points

System Capabilities 40

Experience, References, Product Demo 35

Cost 25

TOTAL 100

1.23 Award and Final Offers

The City will have sole discretion as to the methodology used in making the award. Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible Proposer after the original evaluation process is complete. Alternatively, the highest Proposer or Proposers may be requested to submit Best and Final Offers (BAFO). If the City requests a BAFO, they will be evaluated against the stated criteria, scored, and ranked by the Evaluation Committee. The award will then be granted to the highest scoring Proposer following that process. However, a Proposer should not expect that the City will request a BAFO. Final selected Proposal will be brought to the Transit Commission Committee for approval of award.

1.24 Partial Award

Unless otherwise noted, it will be assumed that Proposers will accept an order for all or part of the items/services priced.

1.25 Negotiate Contract Terms

The City reserves the right to negotiate the terms of the contract, including the award amount, with the selected Proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring Proposer, the City may negotiate a contract with the next highest scoring Proposer.

1.26 Cost Proposal

Purchasing will score the cost Proposals by prorating with the lowest cost Proposal given the highest score. The formula is as follows: Calculation of points awarded to subsequent Proposals will use the lowest dollar Proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost Proposal score.

Lowest Cost Proposed Constant _ X Maximum Points Assigned to Cost = Score Other Proposed Cost

1.27 Tax Exempt

The City of Green Bay as a municipality is exempt from payment of federal excise taxes and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005458. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be requested through the Purchasing Department. Our tax-exempt number is ES 047920.

1.28 Appeals Process

Notices of Intent to Protest and Protests must be made in writing. Protestors should make their protests as specific as possible and should identify provisions that are alleged to have been violated.

The written Notice of Protest must be filed with Transit Director, Green Bay Metro, 901 University Ave.

Green Bay, WI 54302, and received no later than 72 business hours after the Intent to Award Notice is issued.

1.29 Proposers Responsibility

Proposers shall examine this RFP and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the requirements of the resulting contract.

2 BACKGROUND INFORMATION

Proposers are to review this section and prepare and submit a “Technical Proposal” outlining detailed responses to items in 2.3 Operational Requirements. Proposers shall also complete and submit Form E – Technical Requirements. You can use the comment section for any notes, but the responses should be with your Technical Proposal. Use the current layout of the Technical Requirements when developing your Proposal.

2.1 Scope of Work

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to replace GBM’s aging fare collection/sales system with a modern, state-of-the-art Fare Collection System (FCS) for fixed route, and on demand services and to provide support, additional equipment, services, and maintenance on an as-needed basis throughout the useful life of the system. The selected vendor must furnish, install, test, and deliver into service a complete FCS, meeting the requirements herein.

2.2 Background

1. RFP Setup:

Any additional materials required to be included in the submittal with the Technical Requirements form are italicized in section 2.3.

2. Green Bay Metro System:

GBM is a Division of the City of Green Bay, which operates as a Department within the City of Green Bay. GBM provides fixed route, paratransit, and microtransit service across 5 different municipalities, including the City of Green Bay, Village of Allouez, Village of Ashwaubenon, Village of Bellevue and City of De Pere. Green Bay had a population of 107,395 as of the 2020 Census and has since grown. Green Bay is the home to the Green Bay Packers, University of Wisconsin Green Bay and other surrounding colleges. GBM provides 11 full service and three limited-service fixed routes using 29’, 35’ and 40’ buses. Operating on weekdays from 5:15am to 11:30pm, and Saturdays from 7:45am to 7:45pm. Green Bay Metro totaled 779,041 fixed-route, and 68,836 microtransit rides in FY2024.

GBM has contracted with several private companies since 1988 to provide paratransit and on demand service. Tidewater Transit (VIA) currently provides those services for GBM. VIA helps get rides to and from designated transfer points to connect to fixed route service from outside our main zone. After the fixed route service ends, microtransit service will cover the entire service area. GBM’s system is unique compared to many other transit systems.

3. Current Fleet:

GBM’s current fleet consists of 30 fixed route buses (25 Gillig) (5 New Flyer). Tidewater Transit (VIA) consists of 12 vehicles consisting of Cutaways, Ford Transits and Chrysler Pacificas.

4. Current Fare Collection Systems:

GBM’s fixed route buses currently use Genfare Odyssey fare boxes and e-fare readers. Mobile ticketing is currently provided by Genfare for both modes of service. We do not issue transfers.

Physical passes and smartcards are sold at GBM’s passenger lobby along with a variety of outlets around Green Bay. A complete list of current sale outlets is available here: Where to Buy a Pass.

https://www.greenbaywi.gov/276/Where-to-Buy-a-Pass https://www.greenbaywi.gov/276/Where-to-Buy-a-Pass

GBM’s microtransit vehicles’ current fare collection system is done through handheld validators.

Microtransit fares use the same passes as fixed route and can be paid by cash or with credit card. Drivers do not give change back. Rides are currently booked through an app or by phone.

2.3 Operational Requirements

1. Overall System Requirements

Vendors must be able to demonstrate success with implementing a secure, user-friendly Fare Collection System (FCS) for a public transit system. Please see Form E, Technical Requirements.

Proposers must submit a response that meets or exceeds the specifications herein. The method and means of providing the system shall be under exclusive control, management and supervision of the selected contractor in compliance with the specifications herein. Except as otherwise agreed to, the services provided in the system shall be provided solely within the continental United States and on computing and data storage devices residing therein. During implementation of the new system, the existing program must remain functional until the new system has been implemented, tested and accepted by GBM.

Proposer shall offer a means for continual improvement of system and system parameters, such as recurring bi-weekly or monthly touchpoint meetings with GBM staff.

2. Mobile Ticketing

A “net revenue system” is when a contractor retains a portion of the fare revenue and remits the net proceeds to the transit agency. In reporting section 21.9 of Form E Technical Requirements, please explain this process.

Passengers must have the ability to purchase and store all fare options on mobile devices, purchase mobile tickets using cash and provide features for riders with disabilities. Mobile ticketing should be a contactless validation process, e.g. visual validation, RFID, or QR scan.

3. Cash Loading and Fare Distribution Network

Access to the new FCS will be provided by a robust network of locations (retail networks, TVM’s, or a combination) that will enable customers to obtain fare media and load cash value onto accounts, if applicable. This will improve access to the new FCS for un- and underbanked individuals by allowing them to present a credential for their account (such as a reloadable smart card or a mobile ticketing application), pay cash, and have the value added to their account immediately. If utilizing an account-based system, customers must be able to view account transaction history.

GBM is open to any solution that meets this functional need of providing a robust network of retail sales locations.

4. Fare Capping

GBM would like the option to implement a fare capping payment system, including customizable fare cap price thresholds for different services and rider types. Fare capping policies, such as rolling or calendar-based capping timelines, must be customizable to align with GBM policies.

The system should support separate fare cap price thresholds (day pass, weekly pass, 30-day pass) for different services and different rider categories (such as full fare, reduced fare, student, college). GBM should have the ability to set multiple fare cap time periods, each with their own capped price threshold, for example a day fare cap, a week fare cap, and/or a monthly fare cap.

Describe the fare capping capabilities of the FCS. Describe how a customer can track their progress towards the various fare caps at all times.

5. Equipment and Consumables

Proposals should outline all equipment and consumables (such as physical fare media) used as a part of the FCS solution, including detailed descriptions, counts, life expectancy and uses. All costs must be in the cost proposal, and not in this response to Specifications.

Equipment must reliably operate in a public transit environment under all weather conditions, - 40°F to 120°F, without degradation to the system. Onboard equipment, including onboard validators and operator consoles, if proposed, will be designed, built, and installed for the harsh, high shock and vibration operating environment in which the system components will be installed.

Operation of the FCS in this environment will not in any way impair equipment performance throughout the required useful life of the system.

Onboard equipment, including onboard validators and operator consoles will be protected to prevent degradation in performance from exposure to moisture or dust raised by inclement weather or interior cleaning. Operation of the fare collection equipment in this environment will not in any way impair equipment performance throughout the required useful life of the system.

6. Central Management and Reporting System (CMRS)

A system is required for central configuration, monitoring, control, and reporting of all equipment and programs within the system.

Data collected, processed and transmitted by the system are the sole property of GBM and will not be shared or distributed without GBM’s express permission. GBM will retain access to all the data, except Personally Identifiable Information (PII) data directly for the life of the contract.

GBM does not agree to the use of any customer data that flows through the application proposed.

The vendor shall not use any of this data to sell to 3rd parties to curate specific advertisements within the application.

7. Implementation Plan

Upon acceptance by GBM, the awarded contractor shall supply within ten (10) days of award an Implementation Plan that includes:

A. A work breakdown structure – a hierarchical chart showing the top-down relationship of all tasks and activities for Project completion;

B. A summary project control chart showing all the tasks, the critical path and task dependencies;

C. A milestone chart with completion dates;

D. A work plan of specific tasks, including responsibility for each task, level of effort in terms of people hours and beginning and ending dates. The plan should also include installation, testing and acceptance plan and dates; and

E. A conversion plan that includes a description of how the system will interact with existing processes and procedures.

The Proposer shall provide one point of contact for all project management services for full implementation of the project, including coordinating regular project meetings/conference calls;

providing regular progress reports and documenting schedule updates; configuring system design; and managing full installation.

8. Acceptance Testing Plan

The final, agreed-upon plan, shall define in detail the manner of testing the system (hardware and software) for its compliance with the requirements stated within this RFP.

Upon approval by GBM, the Acceptance Testing Plan shall become the basis for acceptance of the functional performance of the system and may be used as a performance indicator for payment purposes.

If GBM requires a modification to the Acceptance Testing Plan during the contract term, but before final acceptance, the contractor shall respond to GBM’s request for change in the Acceptance Testing Plan within seven (7) calendar days.

Initial testing will be used to verify that the system is operating with the GBM requirements as described in this RFP. The Contractor shall submit a system-wide test plan detailing the transactions, conditions and desired results to GBM for approval prior to placing the system into production mode. The Contractor shall make all adjustments and modifications to the system to conform to GBM requirements at the Contractor’s cost and expense.

9. Financial Processing

Proposers shall outline all payment methods accepted through all elements of the FCS, including detailed descriptions of fare media available. Describe how the system notifies operators and passengers of expired fares or insufficient funds, as well as fare override options available for no-or short-fare riders.

10. Wireless Data Transfer

It is desired that the FCS offer a wireless data transfer process. The wireless data transfer process should maximize convenience and reliability while minimizing labor and time required for accomplishing this essential task. The data transfer process must provide maximum security and minimal intervention by GBM personnel as much as possible.

Data upload should begin automatically as buses return to the Garage and when within range of a wireless access point. The average time to download/upload data should be executed within a reasonable timeframe for all vehicles.

If a wireless data transfer method is offered, a portable data transfer method must be provided in the event a bus is unable to execute the data transfer process at the wireless access point. The portable data transfer method shall be capable of storing all information from all equipment with full transactional database records. The portable method will provide the same functionality and data as the wireless data transfer process.

11. Upgrades, Maintenance Fees

GBM reserves the right to negotiate terms of the maintenance agreement, if any, prior to finalizing the Agreement.

The system should have a future upgrade path for software and hardware (if applicable) for a minimum of five (5) years. The selected vendor shall ensure that the risk of obsolescence to the hardware is minimized through the selection of standardized parts and readily available peripheral hardware (if required).

The awarded contractor shall provide bug fixes, corrections, modifications, enhancements, upgrades and new releases to the system to ensure functionality and meet GBM’s operational needs. Any browser-based programs, on external FCS or CMRS, must work with current version and three prior versions of Microsoft Edge, Mozilla, Firefox and Google Chrome internet browsers throughout the term of the contract.

GBM must be notified in writing at least thirty (30) days in advance of upgrades that require updated software, hardware, higher speed connectivity, etc.

The submitted cost proposal shall include all planned software and hardware upgrades for the entire contract. There shall be no extra charges to GBM for upgrades during the first three (3) years after implementation.

No additional charges, fees, costs or expenses shall be charged to GBM for changes to the hardware or software that were not disclosed to GBM prior to award of the project.

12. Cash Handling and Security

The Contractor will be responsible for maintaining system security, both physical and logical access controls on all equipment, mobile app, and website, and compliance with PCI/DSS, HIPAA, ADA, and protection of riders’ PII. The system must adhere to all federal and state privacy laws and acts. System will be fully compliant with latest industry security standards, including PCI, Europay, Mastercard and Visa (EMV), PII, tokenization and latest encryption standards.

System must accept cash and coins on board all vehicles as well as any vending machines.

Contractor shall be responsible for maintaining the system’s fraud control capabilities for the duration of the contract, including backend fraud detection.

Cash payment process shall include protection so that cash is not accessible by staff from the time of purchase to the time of secure collection.

13. Service Level Standards, Customer Service

Please describe service level standards, including time frames and system availability after commissioning along with guaranteed call and email response times for GBM staff.

14. Spare Parts

The proposer shall provide on the cost proposal, if applicable, a list of recommended spare parts, recommended quantities, part numbers, a description of each module and an itemized cost for each recommended item.

15. Test Equipment, Training Equipment, User Training

The awarded contractor shall provide equipment needed (if any) for testing, training, and user training. Any testing equipment required must be listed on the cost proposal. Furthermore, following System Acceptance, Proposer will ensure that GBM has access to ongoing technical support services and training and receives prompt warranty support when necessary.

Examples of required training typically include FCS installation, FCS repair and general maintenance, FCS troubleshooting, bus operations (must include quick user guide for operator use on the bus), farebox vault dump operations (if vault is required), back-office system (BOS) administration (including problem troubleshooting), BOS reporting, BOS planning, BOS finance, BOS maintenance, troubleshooting basic areas of repair, and technical concerns.

16. Warranty

The entire FCS, including test equipment, tools, and required hardware/software shall be warranted for a minimum period of twelve (12) months for use in regular service from the time it is installed/accepted. 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 FCS.

17. Disaster Recovery Plan

If utilizing a cloud-based system, the awarded contractor shall develop and implement a Disaster Recovery Plan for continuing operations in the event of a disaster. A copy of this Disaster Recovery Plan must be submitted to GBM prior to Acceptance.

18. Network Connectivity

Should the proposer’s system rely on network connectivity, proposer shall describe within their proposal how the system will integrate with GBM’s current systems. GBM vehicles currently utilize Cradlepoint R1900.

19. Payment Card Industry (PCI) Compliance

Awarded contractor is responsible for compliance with PCI Data Security Standards, including all audit and compliance activities, including, but not limited to the following:

A. Conduct the required security assessments and remain PCI compliant for the term of this contract;

B. Provide verification annually, or as requested by GBM, of continued compliance with PCI

Security Standards Council; and

C. Notify GBM within 24 hours of discovery of any security breach.

20. Marketing

Submit a draft Marketing Plan with the response for implementation to ensure successful adoption of the new system. The Marketing Plan should cover all aspects of the FCS, including passenger training on using on-board equipment, mobile ticketing, and any off-site equipment and/or web-based systems.

21. Open-Standards and Architecture

The proposed system must be an open-standards and architecture based modular that allows for comprehensive integration capabilities with other vendors to integrate into the system. The platform will be designed to add services as needed on an on-going basis, which shall be achievable by establishing and using open protocols and allowing GBM and/or its chosen partners/vendors to access the system data at no additional cost.

22. Rights in Data

GBM shall maintain ownership of all data, formatting scripts, design templates and domain where they are not already an open-source product.

23. Software Licenses

GBM reserves the right to negotiate terms of the software license prior to finalizing the contract.

24. Performance Measurements

To be successful, implementation of the new FCS must include measurement of the success of the project. Metrics should be established and used to measure the overall project as well as each project phase from planning to post launch operations. The metrics should align with GBM’s strategic goals. Potential metrics that should be considered:

A. Rider and community satisfaction;

B. System usage and penetration by fare media type;

C. Budget and schedule adherence;

D. Agency resources required for implementation and operation;

E. Up time and time between failures;

F. Percentage of transactions completed within the transaction window;

G. Fare recovery; and

H. Retail network utilization (# of transactions, revenue from those transactions).

GBM must approve of final performance measures to be used.

25. Additional Capabilities

GBM is interested in learning more about the additional capabilities of a proposer’s system, beyond the requirements outlined within this scope of work. Please include in your response to this RFP any additional system capabilities you believe would be beneficial to GBM. Please note that the additional capabilities will not be considered in the scoring process.

A. Integrations – Please describe any integrations between your system and other trip planners, rideshare, bike share and parking. Also, any other potential integrations that might improve efficiency of the GBM Transit System.

B. Future Payment Options – Please describe any other payment options your system is currently capable of.

3 Required Submittals

Respondents must include the following with their response in their final bid. Awarded contractor must provide Final of each of the required draft plans as agreed to by GBM within two weeks of award.

Completed Form E - Technical Requirements Form.

Completed – Milestones

Draft Implementation Schedule & Plan

Draft Acceptance Testing Plan

Draft Training Plan

Draft Marketing Plan

Draft Retail Network Sales Plan

1. Relevant Codes, Laws & Statutes

Bidders must meet all applicable federal clauses, codes, laws, ordinances, statutes, standards, rules, and regulations. The latest revisions in effect at the time of Final System Acceptance shall apply. In the case of conflict between the provisions of different codes, laws, ordinances, statutes, standards, rules, and regulations, the more stringent requirement will apply..

3.1 Deliverables and Completion

1. Deliverables

The following must be provided a minimum of 2 weeks after award:

• Final Implementation & Schedule Plan

• Final Installation & Disposition Plan

• Final Acceptance Testing Plan

• Final Training Plan

• Final Marketing Plan

• Final Retail Network Sales Plan

• Final Disaster Recovery Plan

2. Completion

Suggested Payment schedule. Final milestones to be negotiated with awarded Proposer.

• 15% for plan approval

• 35% for go live

• 50% for final sign off

3.2 Scoring Criteria

Located in Section 1.22

3.3 Insurance/Indemnification Requirements

It is hereby agreed and understood that the insurance required by the City of Green Bay is primary coverage and that any insurance or self-insurance maintained by the City of Green Bay, GHBA its officers, council members, agents, employees or authorized volunteers will not contribute to a loss. This insurance shall be written for not less than any limit of liability specified herein, or required by law, whichever is greater, notwithstanding that the policy may have lower limits applying elsewhere in the policy. All applicable insurance and endorsements shall be in full force and evidenced prior to commencing work and remain in force until the entire job is completed or the length of time that is specified in the contract.

1. GENERAL LIABILITY COVERAGE

A. Commercial General Liability

(a) $1,000,000 general aggregate

(b) $1,000,000 products - completed operations aggregate

(c) $1,000,000 personal injury and advertising injury

(d) $1,000,000 each occurrence limit

B. Claims made form of coverage is not acceptable.

C. Insurance must include:

(a) Premises and Operations Liability

(b) Blanket Contractual Liability including coverage for the joint negligence of the City of Green Bay, GBHA, its officers, council members, agents, employees, authorized volunteers and the named insured

(c) Personal Injury

(d) Explosion, collapse and underground coverage

(e) Products/Completed Operations

(f) Independent Contractors

2. BUSINESS AUTOMOBILE COVERAGE

A. Minimum Limits - $1,000,000 Combined Single Limit for Bodily Injury and Property Damage each accident

Must cover liability for "Any Auto" - including Owned, Non-Owned and Hired Automobile Liability

3. WORKERS COMPENSATION AND EMPLOYERS LIABILITY

A. Must carry coverage for Statutory Workers Compensation and Employers Liability minimum limit of:

$100,000 Each Accident $500,000 Disease Policy Limit $100,000 Disease - Each Employee

4. ADDITIONAL PROVISIONS

* Additional Insured – On the General Liability Coverage, the City of Green Bay, and its officers, council members, agents, employees, and authorized volunteers shall be “Additional Insureds.”

* Endorsement -The Additional Insured and Workers Compensation Subrogation Waiver policy Endorsements must accompany the Certificate of Insurance.

* Indemnification VENDOR hereby agrees to indemnify, defend and hold harmless the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers, and each of them, from and against any and all suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, interest, attorneys’ fees, costs and expenses of whatsoever kind or nature in any manner directly or indirectly caused, occasioned, or contributed to in whole or in part or claimed to be caused, occasioned, or contributed to in whole or in part, by reason of any act, omission, fault, or negligence, whether active or passive, of VENDOR or of anyone acting under its direction or control or on its behalf, even if liability is also sought to be imposed on City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers. The obligation to indemnify, defend and hold harmless the City of Green Bay, GBHA, its elected and appointed officials, officers, employees, agents, representatives and volunteers, and each of them, shall be applicable unless liability results from the sole negligence of the City of Green Bay, GBHA, its elected and appointed officials, officers, employees, agents, representatives and volunteers.

VENDOR shall reimburse the City of Green Bay, GBHA, its elected and appointed officials, officers, employees, agent or authorized representatives or volunteers for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.

In the event that VENDOR employs other persons, firms, corporations or entities (sub-contractor) as part of the work covered by this Agreement, it shall be VENDOR’S responsibility to require and confirm that each sub-contractor enters into an Indemnity Agreement in favor of the City of Green Bay, GBHA its elected and appointed officials, officers, employees, agents, representatives and volunteers, which is identical to this Indemnity Agreement.

* Waiver of Workers Compensation Subrogation - The workers’ compensation policy is to be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses paid under the terms of the policy that arises from the work performed by the named insured for or on behalf of the City of Green Bay.

* Certificates of Insurance - A copy of the Certificate of Insurance must be on file with the Risk Management.

* Notice - City of Green Bay requires written notice of cancellation.

* Acceptability of Insurers - No insurance required hereunder shall be carried with an insurer not authorized to do business in Wisconsin. The City reserves the right to disapprove of any insurance company. A minimum AM Best Rating of A-VII is required.

Proposers are strongly encouraged to send the insurance requirements and endorsement information to their insurance agent prior to RFP closing date and time to expedite the contract execution process.

3.4 Delivery

Proposer must provide a recommended detailed project delivery schedule that ensures the system Components are operational, including the time necessary to test the equipment, in advance.

3.5 Bid Bonds, Performance Bonds

N/A

3.6 Term

5 Year Term is desired.

4 REQUIRED INFORMATION AND CONTENT FOR SUBMITTAL OF PROPOSALS

a. Form A- Signature Affidavit

b. Form B- Receipt of Forms and Submittal Checklist

c. Form C- Vendor Profile Information

d. Form D- Cost Proposal

e. Form E Technical Requirements

f. Form F- References

g. Federal Certifications, Signed

Form A: Signature Affidavit

This form must be returned with your response.

In signing Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Proposals, that Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Proposals have not been knowingly disclosed prior to the opening of Proposals to any other Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Proposals, declares that the attached Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Proposers shall provide the information requested below. Include the legal name of the Proposers and signature of the person(s) legally authorized to bind the Proposers to a contract.

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

Form B: Receipt of Forms and Submittal Checklist

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit N/A

Form B: Receipt of Forms and Submittal Checklist N/A

Form C: Vendor Profile N/A

Form D: Cost Proposal N/A

Form E: Technical Requirements

Form F: References N/A

Federal Clauses and FTA Certifications

Appendix A: Standard Terms & Conditions N/A

Addendum #

Addendum #

Addendum #

Addendum #

COMPANY NAME

Form C: Vendor Profile

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award)

CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

ORDERS/BILLING CONTACT

Address where City purchase orders/contracts are to be mailed and person the department contacts concerning orders and billing.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

Form D: Cost Proposal

Prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:

• All Inclusive – Covers all direct and indirect necessary expenses including but not limited to;

travel, telephone, copying and other out-of-pocket expenses.

• Not To Exceed – The actual fees shall not exceed the amount specified in fee proposal.

• Fixed Fee – All prices, rates, fees and conditions outlined in the proposal shall remain fixed and valid for the entire length of the contract and any/all renewals.

Any pricing increases or additions must be agreed upon in writing by both parties.

DESCRIPTION OF ITEMS

Vendors must detail all costs associated with the fare collection system for the term of the agreement.

These costs shall include any capital costs, licensing fees, administrative fees, operating costs and any related costs for the term of the agreement.

Vendors shall describe whether these costs are one-time cost, a recurring cost based on a time period, or a variable cost based upon system utilization as reflected in ridership, revenue, number of transactions, or other such measures.

Vendors shall also detail any costs not conforming to the categories outlined within this paragraph.

In order to provide GBM with a uniform way of comparing the costs of the various responses, vendors shall provide GBM with a proposed cost structure that provides for the following:

a. Unit prices for GBM purchase of capital equipment for the duration of the agreement.

b. Enumeration of one-time costs related to system installation, testing and startup.

c. All ongoing operational, administrative, and transactional fees, for the duration of the agreement.

These could be fixed, or percentage based.

Any other costs not specifically addressed within the categories above.

For the purpose of pricing these proposals, vendors shall create a pricing table. Please include summary of quantities and transactions estimates. These estimates of quantities, revenue, ridership, and transactions are only estimates, provided solely for pricing this solicitation; these estimates shall not be construed as any form of guarantee or interpreted as having any meaning beyond providing a uniform set of estimates upon which pricing can be estimated.

Vendors are responsible for clearly detailing any assumptions in their pricing model based on variables

TOTAL COST (USD) $

Questions:

1. What is the lead time after notice to proceed? .

Note: Requirements Questionnaire (next page)

FORM E: TECHNICAL REQUIREMENTS

The following “mandatory” and “graded” requirements require a response. Responses to each requirement must be detailed and concise. External links for responses will not be accepted.

Functional Fit Codes:

F Fully Provided "Out-of-the-Box"/Fully Compliant w/ Requested Actions

TP Third Party Software Required

CO Configuration (no changes to underlying source code)

R Provided w/ Reporting or Interface

CU Custom Development to Underlying Code Required

NA Not Available

Info Only Functional Fit Not Required. Respond In Full In The Comment Section

The Following "Mandatory" and "Graded" Requirements Require A Response.

Mandatory…