RFP 21-020 Contactless Fare Payment System - FPS - Instructions For Proposers Part 1-4 With Exhibits - Final.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Contactless Fare Payment System (FPS) RFP No. 21-020

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 21-020

CONTACTLESS FARE PAYMENT SYSTEM (FPS)

Date Issued: August 4, 2021

Pre-Proposal Conference: August 23, 2021 11:00AM PDT (Pringle Creek Conf. Rm.)

Requests for Question Deadline: August 27, 2021 4:00PM PDT

Response to Questions: September 2, 2021 5:00PM PDT

Proposal Closes & Responses Due: September 16, 2021 4:00PM PDT

Project Manager: Chip Colby, Information Technology Manager

Procurement Contact Daniel M. Knauss, Procurement & Contracts Manager

Submit Bid: Salem Area Mass Transit District Procurement & Contracts Department 555 Court Street NE, Suite 5230 Salem, Oregon 97301

TABLE OF CONTENTS

RFP 21-020

SECTION NO OF PAGES

1. RFP COVER PAGE……………………………………………………………………… 1

2. TABLE OF CONTENTS……………………………………………………………………1

3. PART 1 - INSTRUCTIONS FOR PROPOSER .……………………………………..… 8

4. PART 2 – SCOPE AND SPECIFICATIONS …………………………….…..……

5. PART 3 - EXHIBITS 1-14 – PROPOSAL FORMS .………….…..………………...…21

6. PART 4 – EVALUATION OF PROPOSALS …………………………………………….5

7. EXHIBIT A – FTA CLAUSES ………..…………..……………………..………….……25

8. EXHIBIT B – FORM OF CONTRACT .…………………………………………………20

9. EXHIBIT C – RECHARGE KIOSKS INSTALLATION DETAILS (PART 2) ………… 3

10. EXHIBIT D – VEHICLE FLEET LIST (PART 2)……………………………………

11. EXHIBIT E – BUS TECHNOLOGY INFRASTRUCTURE (PART 2) ……………...… 1

PART 1

INSTRUCTIONS FOR PROPOSER

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL (RFP)

RFP No. 21-020

Issue Date: August 4, 2021 Proposal Due: September 16, 2021 Time: 4:00 PM PDT

SAMTD OVERVIEW

SALEM AREA MASS TRANSIT DISTRICT (SAMTD) is a public transportation agency operating buses over routes in metropolitan areas providing transit and paratransit service in the urban growth boundary of the Salem- Keizer area and Marion and Polk counties. Other SAMTD services include Cherriots Shop and Ride, Cherriots Regional service, Paratransit service, travel training and rideshare information, including carpool and vanpool matching.

SAMTD operates 64 local route buses, 34 paratransit buses (Cherriots LIFT), 15 regional buses and several shopper shuttles. In addition, one commuter service connects SAMTD with Wilsonville to the North. SAMTD also manages rideshare services. SAMTD services operate Monday – Friday between the hours of 5:00 AM and 12:00 AM and Saturdays between 6:00 AM and 10:00 PM.

SAMTD Locations:

Administrative Offices General Manager, Finance, Customer Service, Marketing, Human Resources and part of the Operations Division are located at:

555 Court St N.E., Suite 5230 Salem, OR 97301

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave.

Salem, OR 97301 The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

SECTION 1: INTRODUCTION

SAMTD is soliciting Proposals for the design and implementation of a Contactless Fare Payment System (FPS), for SAMTD’s Fixed Route and Regional fleets (currently 78 buses). This new FPS will integrate directly with the relevant components of our existing 1st generation Intelligent Transportation System (ITS) configuration which consists of the following components:

• GMV Syncromatics CAD/AVL system, including AVAS

• Infodev Series 700 APC’s on Local buses and Series 400 on Regional buses

• Genfare Oddesy Validating Fareboxes This Fare Payment System will support SAMTD in our migration towards a more rider friendly and lower contact fare payment process.

A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation.

Successful Proposer shall be licensed by the State of Oregon to do the work required under this contract.

Successful Proposer shall obtain and maintain in current status all applicable permits and licenses.

For Scope and Specifications for this project, please see PART 2 of this RFP.

SECTION 2: PROJECT MILESTONES

• Notice To Proceed to successful contractor – November 1, 2021 (estimate)

• Substantial contract completion by – April 1, 2022 (estimate)

• Final contract completion by – June 30, 2022 (estimate)

SECTION 3: INSTRUCTIONS TO PROPOSER

1. A. Proposal Submission Requirements

Response shall be submitted in a sealed envelope / container to the following address and clearly marked “RFP 21-020 Contactless Fare Payment System (FPS)”.

Proposals must be submitted as follows:

1. One (1) original and four (4) copies of the response and proposal documents. One (1) copy must be unbound for ease of photocopy reproduction.

* See Item #6 below for acceptable alternative methods.

2. One (1) electronic PDF format version of the response and proposal documents on a USB flash drive.

3. Digital signatures on forms are permitted.

4. Submit with a cover letter to:

Daniel M. Knauss Procurement & Contracts Manager Salem Area Mass Transit District 555 Court St., NE Suite 5230 dan.knauss@cherriots.org

5. In the event of any conflicts between the hard copy and the electronic copy, the hard copy will prevail.

6. COVID-19 Considerations:

An email submission with electronic signatures submitted on or before the proposal close date and time will be accepted and considered a timely response to our solicitation.

SAMTD will also accept an electronic formatted version (thumb drive preferred) of the proposal documents, which are received at the SAMTD office on or before the proposal close date and time, and this submission will also be accepted and considered a timely response to our solicitation.

Additionally, SAMTD will also accept hard copy proposals that are received on or before the proposal close date, however an electronic formatted version is also required. Proposals delivered via US Mail can continue to be sent to the address identified in the solicitation.

mailto:dan.knauss@cherriots.org

Proposals must be received by SAMTD by 4:00 p.m., Pacific Time, September 16, 2021.

B. Accommodation For People With Disabilities - People with disabilities who wish to request special accommodation, (e.g., sign language interpreters, Braille, etc.) need to contact SAMTD seven (7) working days prior to the scheduled proposal opening.

C. Exceptions / Modifications To Drawings And Specifications - Proposer may not take exception to, or modify any part of, the Drawings or Specifications.

D. Right of Rejection / Cancellation and Irregularities - SAMTD reserves the right to reject any or all Proposals, or part thereof, to accept one or more items of a proposal without obligation as to other items.

SAMTD reserves the right to cancel this RFP / solicitation at any time without liability prior to execution of a contract by SAMTD if it is in SAMTD’s or the public's best interest and is not liable for any costs the firm incurs while preparing or presenting the proposal. All Proposals will become part of the public file without obligation to SAMTD. SAMTD enforces the right to wave irregularities anytime through the solicitation process.

E. Late Proposals - Proposals submitted or received after the date and time indicated herein may not be accepted. Requests for extensions of the proposal closing date or time may be requested prior to the deadline for receipt of Proposer questions noted above. Timely requests will be considered, but SAMTD reserves the right to extend the due date or decline to extend the due date at its sole discretion.

F. One Proposal; Partial Proposals – A Proposer may not submit more than one (1) Proposal in response to this solicitation. No partially completed Proposals will be accepted and will be rejected if not properly completed based on the solicitation guidelines.

G. Single-Proposer Responsibility - Single-Proposer responsibility is required under this RFP. Each

Proposer responding to this RFP must propose all professional services/goods and provide all materials, equipment, supplies, transportation, freight, special services, and other work described or otherwise required herein for each project task.

H. Withdrawal or Modification of Proposals – Proposals shall not be modified after the due date and time for Proposal submittal. Proposals may be withdrawn by Proposer before Proposal due date and time as specified within this solicitation.

I. Requests for Clarification or Modification - All requests for clarification or modification of the RFP shall be made in accordance with Section 3, 13 of this RFP. All requests submitted prior to the deadline for receipt of questions shall be responded to and made available to all interested Proposer. Where applicable, Proposer is required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

J. Required Forms: If a form does not apply to your business or Proposal, please mark the form “Not Applicable.” Sign and date each form. Some forms may require notarization. Failure to complete all forms will result in your Proposal being ruled nonresponsive. Nonresponsive Proposals will not be evaluated or awarded a contract.

K. Addenda - Modifications to this RFP shall be made only by addenda to the solicitation. Verbal or faxed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposer and included in their Proposals. All addenda issued by SAMTD shall be acknowledged by Proposer on the Acknowledgement of Addenda form.

L. Experience and Qualifications (REQUIRED) – Proposer must demonstrate to the satisfaction of SAMTD that they possess the qualifications, experience, skill, licenses, necessary facilities, and financial resources required to perform the contract services in a satisfactory manner and within the required time.

1. Introduction or Cover Letter: Provide a brief introduction of the Proposer, and/or an introduction of all members who may be involved in the contract resulting from this RFP.

Describe primary business experience of the Proposer, length of time in business, organizational structure, size, capabilities, financial ability of Proposer to fulfill obligations of resultant contract award, ownership, the location of office(s), telephone number, email address, web-address, and any other information that the Proposer deems pertinent and introductory in nature.

2. Qualifications of Proposer: The Proposer shall describe its knowledge and past project experience relevant to SAMTD’s needs as listed in the Scope and Specifications in PART 2 of this RFP, including the Proposer’s direct experience on projects of similar size, scope and complexity.

M. Ambiguity in Specifications - Proposer shall promptly notify the SAMTD Procurement Manager at the address listed in Section 3, 1.A of this RFP, of any ambiguity, inconsistency, or error that they may discover upon examination of the Proposal documents.

N. DBE (Disadvantaged Business Enterprise): SAMTD has an overall agency goal of 2.49 percent for the utilization of DBEs using race neutral means. SAMTD strongly encourages and expects Proposer to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposer are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of the contract including the results of all pre-award negotiations and post-award change orders/modifications. SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

O. Substitution of Materials: BASE PROPOSAL MUST BE BASED UPON SPECIFIED MATERIALS.

Substitution of materials from those specified must be requested in accordance with the detailed requirements found in the Project Specifications. For the substitutions to be considered the Proposal Form must be accompanied by an alternate price and a detailed description, with drawings and manufacturer’s written specifications as may be necessary, on a separate form which fully describes the proposed alternate methods and materials.

P. Contractor’s License Law & Bond Requirements: Proposer shall comply with, and require all of their subcontractors to comply with Federal, State, County, and City contractor’s licensing laws, and be duly registered and licensed thereunder. Proposer shall provide a performance bond and a labor and material payment bond, each in the amount of (100%) of the subcontract price unless otherwise noted in the individual Proposal package.

Note: A Performance Bond and a Payment Bond is not required for this solicitation.

Q. Solicitation and Attachments – The Solicitation and any attachment or exhibit to this RFP will be incorporated into and made a part of the resulting Contract. In the event of a conflict between the provisions contained in the body of this RFP, the solicitation, and any attachment or exhibit, the terms in the body of the resulting Contract will control.

R. Waiver of Liens: The Proposer is responsible for the payment of all bills for labor and materials furnished by, or to, their subcontractors and itself. Upon presentation of the billing, subcontractor shall certify that they are submitting such lien waivers for all of their lower tier subcontractors and material suppliers that have furnished services or materials for the previous billing period. A Bond in lieu of Waivers will not be satisfactory.

S. Subcontractor’s Agreement: In submitting this Proposal, the Proposer hereby agrees, if awarded a Contract, to enter into and execute SAMTD’s standard form of contract agreement.

T. Value Engineering: Base Proposal MUST be based upon specified materials. However, Proposer are encouraged to submit value engineering cost Proposals for Owner/Engineer review. These items can be submitted on the Proposal Form and clearly marked “Value Engineering Ideas”.

U. Protest: Duty to Exhaust Local Procedures. Once the Contractor exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA. Protests shall only be accepted from participating Proposer and must be submitted in http://www.cherriots.org/en/about-us/procurement writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement by telephone at 503-588- 2424.

V. Certification: By submitting its Proposal, Proposer certifies that it is in compliance with the State of

Oregon statutory requirements governing registration of corporations and/or assumed business names.

Further, by submitting its Proposal, Proposer certifies that it is, and that its subcontractors are, in compliance with the State of Oregon statutory requirements governing registration of with the Oregon Construction Contractors Board.

2. PREPARATION OF PROPOSAL

A. Proposals must be:

i. Submitted on the Proposal forms, or copies of forms, furnished by SAMTD, and

ii. Signed. If the Proposal is made by a corporation, it shall be signed by the corporation’s authorized designee.

iii. The address of the Proposer shall be typed or printed on the Proposal in the space provided.

B. The Proposal may require Proposer to submit prices for one or more items, including:

(1) lump sum proposal; (2) lump sum Proposal alternate prices; (3) unit prices; or (4) any combination of items (1) through (3) above.

C. SAMTD requires proposing on all items (including alternates and unit prices). Failure to do so may disqualify the proposal. If proposing on all items is not required by the specific proposal package documents, Proposer should insert the words “NO PROPOSAL” in the space provided for any item on which no price is to be submitted.

D. Proposer MUST comply with the requirements in the Proposal Documents. Modifying the proposal forms, conditioning or limiting the proposal, or offering to perform work not requested by the Proposal Documents may disqualify the proposal.

E. Proposer must submit the most recent two (2) years of audited financial statements. This information, along with the proposal documents, will be utilized to provide SAMTD information that will lead to a financial ability determination. Financial statements may include P&L Statements, Income Statements, Balance Sheets, Tax Returns, and other company information that may help SAMTD make a financial ability to perform a resultant contract determination.

3. BASE PROPOSAL

The Proposer agrees to hold all pricing for period of one-hundred twenty (120) days from the date of the proposal opening.

4. ADDITIVE OR DEDUCTIVE PROPOSAL ITEMS

The Proposer agrees to hold all alternate and unit prices for one-hundred twenty (120) days from the date of the proposal opening.

5. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

By submitting this proposal, the Proposer acknowledges that it has taken steps necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to: (1) conditions bearing upon transportation, and disposal, handling, and storage of materials; (2) the availability of labor, material, equipment, water, electric power, and roadways; (3) uncertainties of weather, river stages, tides, ground water, or similar climatic and/or physical conditions that may have impact on the site; (4) the conformation and conditions of the ground; (5) the character of equipment and facilities needed preliminary to and during the work; (6) compliance with the project quality control program; and

(7) compliance with the Proposer’s safety plan as approved by SAMTD, and all applicable Occupational Safety and Health Administration (OSHA) regulations.

The Proposer also acknowledges that it has satisfied itself as to character, quality, and quantity of materials or obstacles to be encountered insofar as the information is reasonably ascertainable from an inspection of the site, as well as from the drawings, specifications and reports issued with this proposal package and to be made a part of this contract. Any failure of the Proposer to take the actions described and acknowledged in this paragraph will not relieve the Proposer from responsibility for estimating properly the difficulty and cost of successfully performing the work.

6. PROPOSAL AMOUNT

The Proposer acknowledges that the details of the specifications accurately reflect the Scope of the Work on which the Proposer is submitting its proposal. Proposer should base their proposal amounts on the following elements:

A. All labor, material, equipment, overhead, and compensation to complete all of the work under each particular heading as shown in the Proposal Documents at the time of proposal.

SAMTD is not subject to taxation; no federal or other taxes (excise, luxury, transportation, sales, etc.) shall be added to proposal amount.

7. PROPOSAL RESULTS

Following any resulting Contract award, SAMTD may provide the following information to interested parties:

A. The number of Proposals SAMTD received;

B. The name of the successful Proposer; and C. The total resulting contract price, including descriptions of items, quantities, and unit prices, if practical.

SAMTD will attempt to give notice under this paragraph promptly after contract award. SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

8. CONTRACT AWARD

A. RESPONSIVENESS OF PROPOSAL

A proposal will be considered responsive if it meets the following requirements:

1. Is received at the proper date and time.

2. Meets the stated requirements of the proposal form.

3. Exhibits #1 - #14 under this solicitation are all completed and returned with the proposal.

4. The Contractor is licensed/registered within the State of Oregon at the time of proposal due date and is not banned from proposing by the Bureau of Labor and Industries.

5. The proposal is accompanied by a proposal guarantee, if required.

6. Complies with the State of Oregon and Federal requirements as applicable.

7. Demonstrated ability to comply with schedule.

8. Demonstrates performance of similar projects relative to size, schedule, etc.

9. Demonstrates the management resources and financial capacity to effect performance of the work.

B. APPARENT SUCCESSFUL PROPOSER

The apparent successful Proposer, for purpose of award, shall be the highest scoring responsive and responsible Proposer inclusive of additive or deductive proposal alternates and within the funds available for the project.

C. PROPOSAL SELECTION PROCESS

The successful Proposer shall be selected on the basis of having submitted a responsive and responsible proposal for this proposal package, other requirements established in PART 4, and other requirements of the proposal documents.

D. EFFECTIVE DATE OF THE CONTRACT

SAMTD will notify the successful Proposer and provide the successful Proposer with a written Notice of Contract Award. The successful Proposer shall return a signed copy of the Contract as well as all other documents required to be signed or provided such as bonds, insurance certificates, etc. The Contract will only become effective when all parties sign the contract and the Proposer provides all other documents required to be signed or provided such as bonds, insurance certificates, etc. Work performed and all costs incurred prior to SAMTD signature shall be the sole responsibility of the Proposer.

E. PAYMENT AND PERFORMANCE BONDS

Proposer must provide proposal, payment and performance bonds in their base price. Where indicated on the Proposal Form and according to the Bonding Requirements attached hereto provide a Deduct for removing requirements from Contract.

1. Proposal Bond Requirements (Construction)

Not required for this solicitation

2. Performance and Payment Bonding Requirements The successful Proposer shall be required to obtain performance and payment bonds as follows:

a. Performance bonds (Not required for this solicitation)

b. Payment bonds (Not required for this solicitation)

F. PROMPT PAY ACT

All Proposer must comply with the Prompt Payment Act, if selected. Failure to do so will be considered a material breach of contract.

9. MINIMUM WAGE AND PREVAILING WAGE REQUIREMENTS

10. APPLICABILITY OF RESULTING CONTRACT

11. PROPOSAL DOCUMENTS

The following documents form a part of and are included in the Proposal Documents:

A. Proposal Solicitation Documents Complete.

B. Scope, Drawings, and Specifications for the Project.

C. Project Schedule Milestone Dates.

12. SCHEDULE OF PROPOSAL PROCEDURES

The anticipated project procurement timetable is as follows for Proposal Solicitation RFP 21-020 Contactless Fare Payment System (FPS):

Date Issued: August 4, 2021 Pre-Proposal Conference: August 23, 2021 11:00AM PDT (Pringle Creek Conf. Rm.)

* Non-Mandatory *

Requests for Question Deadline: August 27, 2021 4:00PM PDT Response to Questions: August 2, 2021 5:00PM PDT Proposal Closes: September 16, 2021 4:00PM PDT

13. QUESTIONS, CLARIFICATIONS AND CHANGES TO RFP

SAMTD reserves the right to make changes to the RFP. All changes to the RFP, prior to the receipt of Proposals, shall be electronically distributed through addendum. Failure to acknowledge receipt of an addendum may cause a proposal to be rejected as non-responsive. Following receipt of proposal, any changes to SAMTD’s RFP will be conveyed in writing by SAMTD to the Proposer determined to be in the competitive range.

Proposer may submit questions, request clarification, or request a change to the RFP by submitting a written request to Daniel Knauss, Procurement & Contracts Manager at the address set forth above in Section 3, 1.A.(4) or via email dan.knauss@cherriots.org. The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposer are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

Questions, clarification requests, and /or RFP change requests must be received by August 27, 2021 at 4:00 PM Pacific Time. SAMTD will evaluate any question or request submitted, but reserves the right to determine whether to respond or accept the requested change.

Proposer shall not rely on oral or written representations regarding this RFP unless issued in writing as an addendum by the SAMTD Procurement & Contracts Department.

14. PRE-PROPOSAL CONFERENCE – NON-MANDATORY

A Pre-Proposal Conference will be held on August 23, 2021 at 11:00AM in person and via Teleconference. Suppliers who are considering proposing for this solicitation are strongly encouraged to attend. Statements made by SAMTD at the Pre-Bid conference are not binding upon SAMTD unless confirmed by written Addendum.

• To attend in person and attend a site walk through:

Salem Area Mass Transit District Location: Pringle Creek Conference Room 555 Court Street NE, Suite 5230

• To participate via teleconference:

To access via video:

https://meet.google.com/scp-cvkf-wuo

To access via telephone:

(US)+1 414-909-7070

PIN: 675 861 332#

15. SITE VISITATION & VIEWING

Proposers may view the site areas where work is to be performed.

Proposers may submit requests to view the site where work is to be performed. Viewing may take place between the hours of 9:00AM – 3:00PM, Monday – Friday. Proposer must have an appointment scheduled in advance. If a Proposer arrives to view the site without a prior appointment, SAMTD may not accommodate the request. To schedule an appointment to view the site please contact:

Chip Colby, Information Technology Manager ……………….………… 503-361-7501

END OF PART 1

mailto:dan.knauss@cherriots.org https://meet.google.com/fgr-tjdk-dkh?hs=122&authuser=0 tel:%E2%80%AA+1%20636-373-8778%E2%80%AC

PART 2

SCOPE AND SPECIFICATIONS

1. Background / Current State

The Salem Area Mass Transit District (SAMTD) serves the Salem, Keizer and surrounding rural areas in the mid-Willamette Valley in Oregon. Service consists of Local, Regional and Paratransit / Demand Response services that operate out of four primary physical locations in the area; The Downtown Transit Center (DTC) in downtown Salem, the Keizer Transit Center (KTC) in Keizer just off of Interstate 5, the MV Transportation facility off of 25th Ave NE and the Cherriots Operations Center and Maintenance Facilities off of Del Webb Ave in Salem.

SAMTD currently accepts cash and mylar mag-stripe passes on board all local fixed-route buses. Operators on local fixed-route buses also sell these mylar mag-stripe day passes dispensed through the farebox. Cherriots regional buses accept cash and select flash-passes with the latter as part of Route 1X services operated jointly with SMART in Wilsonville. Customers are able to purchase single day passes, monthly passes, and other reduced fare passes at the Customer Service department at the SAMTD Downtown Transit Center in Salem.

SAMTD also partners with select retail partners throughout the community to sell monthly passes. Social service agencies may purchase monthly passes to distribute to their clients or signup for our employer pass program.

SAMTD is seeking to simplify fare collection by implementing an electronic, account-based contactless fare payment system. The Fare Payment System (FPS) should aid SAMTD in reducing the burden of validating fares incurred by operators, and the complexity of managing many different fare instruments. Customers will benefit through increased payment options, convenience of pass management, and facilitated boarding experience.

SAMTD's goals for a successful implementation of a new contactless fare payment system include simplification of fare collection for the agency, providing new and more convenient payment options for riders, increased availability of ridership data, and reducing the burden of fare collection on SAMTD staff. Successful implementation will not increase the workload of the agency but will provide new options for fare validation and payment. SAMTD seeks a simple, proven solution that will allow transit operations to continue much like today.

SAMTD's current technical resources, as they pertain to this project, are as follows:

Fareboxes:

• SPX GenFare (GFI) Odyssey Validating Fareboxes (local buses)

Vehicle Data Communications:

• Cradlepoint IBR1100 or IBR900 Routers (local and regional buses)

Local and Regional CAD/AVL:

• GMV Syncromatics CAD/AVL System, including AVAS

Passenger Counting:

• Infodev APC’s Series GW400 with DA400 sensors Local buses and Series SW400 with DA200 sensors on Regional buses

A new Contactless Fare Payment System (FPS) will support SAMTD in its migration towards a more rider friendly and lower contact fare payment process, improving both fare options for the public and expediting the boarding process. Furthermore, the agency will be able to collect, analyze, and act upon fare and service information generated from the FPS system, as a standalone system or integrated with the Intelligent Transportation System (ITS) components identified above.

A successful FPS is envisioned to provide the following outcomes:

• Provide electronic fare collection through delivery of a contactless, validating, open fare payment system.

• Flexible fare structure that allows for accommodation of a variety of fare structures, fare capping, and group pass programs.

• Can support fare structures and fare media that work across other FPS ready transit systems to encourage connections with other regional partners.

• Support informed decision making with increased data availability and quality to support analysis, planning, and fair collection measurement. This includes the ability to provide reports by fare type, location, time, and date.

• Optimize efficiency and effectiveness by improving the boarding process.

• Supports credit-card based open fare payment systems as offered by Apple, Google and others.

• Transit App / Payment Portal integration permitting online customer account management including the review of funds available on SAMTD issued NFC passes, with the ability to manage and add additional funds.

2. General Requirements

SAMTD seeks a contactless fare payment system that will:

• Have the capability to begin implementation ninety (90) days of receipt of the Notice to Proceed to the successful Proposer.

• Electronically validate fare media including, but not limited to, contactless smart cards and/or a mobile application.

• Support an account-based system.

• Allow SAMTD to easily manage fare rules to meet current and future fare policy.

• Provide appropriate access to different user groups to data generated by the system.

• Provide enhanced and expanded customer self-service capabilities that allow customers to purchase and reload smart fares, passes, and tickets.

• Ensure that SAMTD customers always receive the best and most appropriate fare.

• SAML Integration preferred for Administrator and Staff user account management.

3. Scope of Work

The successful Proposer will host, operate, and support an account-based electronic fare collection system that must:

• Be account-based.

• Validate fares electronically.

• Include a smart phone application and/or a contactless smart card, though other types of fare instruments are also desirable to SAMTD.

• Be fully ADA compliant, including all hardware, software, and equipment included in the proposal.

• Utilize equipment that is reliable and typically functions as needed outside of regular planned maintenance.

• Support any future system changes by being expandable and flexible to accommodate new modes, services, and business practices.

• Integrate with the GMV Syncromatics CAD/AVL system, to ensure that fare system data can be tagged with identifying information (such as, route, stop ID or name, location, operator ID).

• Provide software and accounting tools that allow straightforward reconciliation and cash management.

• Provide separate production and test environments to support training and testing without impacting live systems operation or data.

Note: As part of the implementation of our first generation ITS systems implementation, SAMTD has implemented J1708 communication between our existing Genfare Odyssey fareboxes and the GMV Syncromatics CAD/AVL system. SAMTD intends to continue to use these fareboxes for the collection of cash fares for the foreseeable future. The contactless fare payment system must be able to function in this environment without interfering with the intended use of either system, or the integration of the two systems, with the expectation that the integration of FPS with the GMV Syncromatics CAD/AVL system will provide the necessary communication path for all fare related information.

3.1 Fare Media

SAMTD desires systems that include support for contactless smart cards and NFC enabled mobile devices. All proposed fare devices should be capable of being validated by the system as a validating fare solution required;

flash-pass and/or operator verified passes will not be considered. SAMTD is also interested in other types of fare media (e.g., paper tickets with QR/barcodes, mobile wallets, and open payments) that can also be validated by the system. SAMTD is interested in learning how the proposed system will be accessible by the greatest number of potential riders, including the income-restricted, elderly, and persons with disabilities.

• If the system is proposed to include contactless smart cards:

The system must support the use of student/university IDs for institutional partners who participate in the Group or Employer Pass Program.

Proposer should describe standards applicable for the proposed smart card system (e.g., ISO

14443).

Proposer should describe the possibility for SAMTD to customize contactless smart cards with branding, the ability to print rider photographs onto the cards, etc.

Proposer will be the source for SAMTD to procure contactless smart cards at implementation and in the future. Proposer shall provide SAMTD most favored pricing for contactless cards at implementation and for the life of the contract.

• If the system is proposed to include a mobile phone application:

The application should electronically validate through Near Field Contact (NFC) technology or through an optical scanner. Visual validation by SAMTD staff will not be accepted as a primary means of ticket validation.

The application shall support both Android and iOS.

Proposer shall describe how many versions of Android/iOS they currently support and intend to support in the future.

Proposer shall describe either the specific mobile devices / operating systems their application will run on or the percentage of all mobile phones in the United States the proposed application will support.

The phone application shall allow users to manage customer accounts with all features listed under the Mobile Application section of the User Web Portal requirements listed in this scope of work.

• Proposer shall describe all other payment methods they currently support or plan to support in the future, including, but not limited to:

Single use contactless cards

Paper tickets with optical validation capability (e.g., QR codes, bar codes, etc.)

Open payments (contactless credit cards) Google Pay/Apple Pay/Samsung Pay and similar future systems

• All transactions adding or removing value and/or passes to fare media should be recorded and available immediately upon completion of the transaction.

3.2 Hardware

SAMTD currently operates SPX GenFare Odyssey validating fareboxes on all Cherriots local fixed-route vehicles and cash only fareboxes on all Cherriots regional buses. Farebox replacement is not part of this project.

SAMTD will continue to maintain existing cash fareboxes. The proposed system must allow SAMTD to operate service similarly to current operations.

For all hardware below:

• Proposer shall describe the interface and usage of the hardware.

• Proposer shall describe the useful life of the hardware.

• Proposer shall describe the warranty available

• Proposer shall detail the percentage of items returned for repair in a calendar year

• All equipment delivered under this contract shall be suitable for use in a transit environment and be field-proven at other transit agencies in North America and/or installed and demonstrated on SAMTD’s vehicles at our location.

• Proposer shall describe their typical installation time/process for each piece of hardware.

On-board Validators

• The system must include validators able to be installed on all of SAMTD local and regional buses without blocking operator line of sight or requiring significant changes to the existing cockpit configuration.

• Validators shall use the existing onboard systems for either wired or wireless communications or describe how they perform in either configuration.

• Proposer shall detail and be prepared to demonstrate the first-tap accuracy and speed of onboard validators for all supported fare media types.

• Validators shall integrate with the existing CAD/AVL system to enable:

Single sign-on for bus operators Automated capture of current route and trip information Appending of route and trip information to fare payment transaction records

• Validators must be capable of validating fare media proposed for the system and should include all sensors required to do so (e.g., NFC, optical scanner, etc.).

• Validators should be capable of validating fare media in real-time at a speed that allows SAMTD to operate without increasing dwell times. Proposer shall describe the processing speeds of the proposed solution.

• Proposer shall describe how validators operate if cellular data service is interrupted or unavailable.

• The system shall be capable of being configured to allow all-door boarding if validators are installed at all doors of a bus, at SAMTD’s discretion.

• Proposer shall describe the ability of the system to support tap on/tap off to collect origin and destination data.

Proposer should describe any additional costs related to tap on/tap off features.

Proposer should describe the logic of tap on/tap off functionality given SAMTD’s operating environment.

Proposer should describe any abilities to incentivize tap off by riders (e.g., providing promotions, etc.).

All validators shall be capable of remote, real-time monitoring of status and health by SAMTD staff.

Proposer shall describe all features of validators including any lights, sounds, screens, integration with onboard GMV Syncromatics MDTs, and the configurability of all features.

Proposer shall describe how drivers are able to override a rejected card or missed tap.

Proposers shall describe troubleshooting tactics for any common issues with the validators during real-world use.

Mobile Validators

• Proposer shall describe the ability of the system to support a mobile based validation application.

While the District does not utilize fare inspectors, the need may arise where passenger volume on a bus may necessitate rapid boarding with a post boarding validation.

Proposer should describe any additional costs for this application.

Proposer shall identify an application and not dedicated fare inspection appliance.

Reload Kiosks

As an option, SAMTD is interested in the possibility of reload kiosks for use at SAMTD transit centers. The Kiosks will not accept cash and will not dispense any media, they are simply tools intended for account management. If the system is capable of having reload kiosks, kiosks must meet the following specifications:

• Kiosks must be hardened against vandalism.

• Kiosks must allow customers to:

Add money to account (credit, debit) Check balance on account Buy and activate fares on account De-activate account

• Any fare or monetary value added to an account appears in the account immediately.

• As the Kiosks are NOT Ticket/Fare Media Vending Machines they must be serviceable by SAMTD

Information Technology staff.

• Proposer shall describe the specifications necessary for Kiosk installation, including all hardscape requirements, electrical requirements, and network connectivity.

• Proposer will describe features of their reload kiosks that make them accessible and ADA compliant.

Future Integration

SAMTD is interested in utilizing the system on paratransit and Mobility on Demand vehicles at a later date.

• Proposer shall describe the possibility for implementation on paratransit vehicles with no CAD/AVL running but with access to an active cellular data connection.

• Proposer shall describe the possibility for implementation on vehicles operating a Mobility on Demand service, such as TransLoc or Via.

• Proposer shall describe delineation in data and reporting of validation and fare revenues for paratransit vehicles and for Mobility on Demand vehicles.

3.3 Customer Account Management

• Proposer shall describe their model for customer account management including features like the following:

Managing multiple passes in both web/mobile portal and in boarding, or family pass (e.g., family or group home) Other scenarios in which multiple fare media are managed under one account Fare capping Managing both stored value and passes (e.g., monthly pass) within one account Lost/replacement passes Ability to print photos or custom SAMTD information on passes Associating a promotional value with an account or fare media Ability for community partners or businesses to sponsor rides or discounts

• Proposer shall describe their model for dealing with non-validated fares. Does the system have the capability to store the “negative” value when a tap is rejected and the operator allows the customer to ride anyway?

Customer User Web Portal

The system shall include a User Web Portal (also available via mobile browser) with at least the following features:

• Create a user account

• Check balance on account, view status of previously purchased passes and transaction history

• Add money to account

• Add fare media to account (e.g., a card that has been purchased, or associate a mobile phone)

• Buy a pass (monthly, etc.)

• Buy and activate fares, including creating auto-reload of passes or amounts

• De-activate fare media or entire account

Customer Mobile Application

If a mobile application is proposed as part of the system, the mobile application must include at least the following features:

• All features found in the Customer User Web Portal

• The ability to use the mobile application to act as fare media at validators

Institutional Portal

The system shall include an Institutional Portal that allows Group Pass Program administrators and other institutional partners to manage participant accounts. The Institutional Portal shall include at least the following features:

• Allow institutions and Group Pass Program administrators to manage their list of active participants using a user-friendly interface and also via bulk uploads in a standard format (e.g., csv).

• Allow institutions and Group Pass Program administrators to use pre-existing RFID-enabled cards such as student IDs or employee badges as their fare media and associate that ID badge with an account in the institutional portal.

• Allow institutions and Group Pass administrators to de-activate participants.

• Provide SAMTD specified reporting capabilities for authorized users.

Retail Portal

The system shall include a Retail Portal that allows retail partners to distribute SAMTD fare media and add value to existing accounts. The Retail Portal shall include at least the following features:

• Add money to account (via cash/debit/credit).

• Check balance on account.

• Sell a pass (monthly, etc.).

• Sell and activate fare media.

• The retail portal shall protect customer information such that retail partners do not have access to personal, identifying information that is not necessary to complete the transaction. Proposer shall describe what information would be accessible by retail partners.

Customer Service Portal

The system shall include a Customer Service Portal for use by SAMTD staff. The Customer Service Portal shall include at least the following features:

• All features of the Retail Portal

• Ability to change eligibility of an account for a specific fare type (youth, senior fare or low-income, etc.)

• Ability to de-activate account

• Ability to de-activate lost/stolen fare media

• Proposer shall describe the ability within the system for Customer Service Representatives to investigate and/or resolve account-based questions (e.g., a customer who claims that the system charged them twice for one ride). If these questions are to be answered by the Proposer, describe the customer support system that would be used.

3.4 Reporting

• The system shall include a robust reporting system capable of reporting on at least the following types of data:

Revenues by date, fare type, pass program, and route Usage of different fare media, pass programs, and individual passes by date, stop name or ID, and route Financial transactions that allow for auditing, reconciliation, accrual accounting, other functions required for accounting with generally accepted accounting principles (GAAP) Anonymized demographic data of ridership by route, stop name or ID, and fare type

• The system shall include the ability to automatically send pre-defined reports to specified SAMTD staff at specified intervals (e.g., daily, weekly, monthly, etc.) via e-mail.

• The system shall include the ability to create user custom and ad-hoc reports with filtering options such as date range, route, fare type, etc., that can also be emailed at specified intervals.

• The system shall include reports and alerts on the health and status of all hardware in the system, including, but not limited to, validators and reload kiosks.

• The system shall include a data warehouse that SAMTD can access.

The data warehouse shall provide authorized SAMTD staff to export raw data for use by SAMTD.

SAMTD will own all data in the data warehouse.

Data in the data warehouse should be anonymized to minimize potential breach of privacy for customers.

• Proposers shall describe the capabilities of the system to provide reports and data to SAMTD staff and other authorized users (e.g., Institutional Program Portal administrators) anonymously to protect the privacy of SAMTD’s riders.

3.5 System Security

• All bank card processing and transactions shall comply with industry standard security, including, but not limited to, PCI-DSS and PA-DSS standards. Proposer shall describe financial transaction data security standards employed by the system.

• Proposer will identify and detail their experiences with any major security breaches (i.e., customer data compromised) and what steps have been taken to avoid future breaches.

• The system will be provided as a service to SAMTD, as such, the Proposer shall be responsible for securing all data stored in databases, the data warehouse, and all other data collected by the system. Proposer shall describe data storage security standards employed by the system.

• All information transmitted by the User Web Portal, Mobile Application, Institutional Portal, Retail Portal, Customer Service Portal, Reload Kiosk, Validators, and any other components of the system must be transmitted using industry-standard security protocols. Proposer shall describe security protocols employed in the transmission of customer data and financial transactions.

• Proposer shall describe the methods, techniques, and approaches to system security, encryption, and user authentication used by the system.

• Proposer shall describe SAML integration or other single-sign-on methodology.

• All software administration shall support role-based security (Administrator, Data manager, User

Management, Reports Administrator, etc).

• The system shall continuously monitor for real or potential intrusions, fraudulent transactions, unauthorized access, or other security breaches.

The system shall notify specified SAMTD staff of real or potential security breaches.

Proposer shall describe the types of monitoring performed by the system to detect security breaches and the notification process.

• Proposer shall describe the type and frequency of data and payment compliance auditing.

• Proposer will carry a cyber security insurance policy that will cover all remediation and ransom costs where SAMTD data has been compromised, should a breach take place.

3.6 Integration

• The system shall provide the ability to integrate with SAMTD’s current financial software, Accufund, through CSV export or other proposed solution as mutually agreed to.

• Proposer shall describe the ability of the system to integrate with other financial / ERP software, such as Tyler Munis, particularly through APIs or other automated methods.

• Proposer shall describe the ability of the system to use APIs to integrate with other systems or software, such as TNCs, bike share, bike lockers, etc.

• For all Proposer hosted solutions the Proposer shall provide a test environment that is separate from the production environment so that integration testing of patches or new releases do not contaminate production data.

3.7 Implementation

• Proposer shall provide, install, and test all software, hardware, and equipment within ninety (90) days after receiving Notice to Proceed and prior to Go-Live.

• Proposer shall provide a comprehensive implementation plan, including required resources, access, and other needs.

• Proposer shall provide training for initial use and train the trainer access for SAMTD employees.

• Proposer shall provide subject matter expert (SME) training and advances technical training for the software and hardware components of the system.

• Proposer shall provide best practices, including samples, of external marketing and communications prior to implementation, and post implementation.

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