RFP 21-035 Incident Management Software - Addendum 1 with Exhibits - Final.pdf

RFP 21-035 – Addendum #1

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSALS

RFP 21-035

INCIDENT MANAGEMENT SOFTWARE

ADDENDUM #1

Salem Area Mass Transit District is providing information and making changes / additions / modifications / revisions as an Addendum to RFP 21-035.

The following changes, clarifications and SAMTD responses to questions posed to date are hereby provided to all proposers:

1. Question: Can companies from Outside USA can apply for this? (like, from India or Canada)

Response: Yes, however all solicitation requirements must be met.

2. Question: Would companies outside of the United States need to come over there for meetings?

Response: Yes.

3. Question: Can we perform the tasks (related to RFP) outside of the USA? (like, from India or Canada)

Response: Yes; however, preferred that it is done in the USA.

4. Question: Can we submit the proposals via email?

Response: Please refer to solicitation instructions Part 1, Section 3, 1.A (4) for proposal submission instructions. Submit electronic responses to dan.knauss@cherriots.org. Salem Area Mass Transit District is an Oregon Cooperative Procurement Program (ORCPP) member. ORCPP members do not currently have access to electronic bid/proposal submission through OregonBuys.

5. Question: Please clarify if SAMTD requests vendors submit exceptions or redlines, if any, to the clauses and contractual language included in Exhibits A and B or if modifications will be determined after award?

Response: Please see Instructions For Proposers Part 1, Section 3, Subsection 1(C) and, Part 1, Section 3, Subsection 1(I) and, Part 1, Section 3, Subsection 13 for instructions pertaining to mailto:dan.knauss@cherriots.org

RFP 21-035 – Addendum #2 this question.

6. Question: Total anticipated users during adverse annual weather?

Response: This would be a group of 17 users.

7. Question: Number of 3rd party vendor/supplier integrations with open API's? National Weather Service, USGS, HR Systems etc...

Response: The District currently does not have any other programs to integrate.

8. Question: How many employees are going to be using the system? (This would be anyone involved in viewing and interacting with the case or data - This doesn't include the public person submitting a form or complaint).

Response: We anticipate no more than 6 at a time (concurrent), but those would be floating licenses and not just 6 total people at SAMTD.

9. Question: Is administration required to have a unique sign in? In other words, do they need to have a user authorization to view certain content or for documentation of work step completion?

Response: Yes, there is a need for access level privileges that segregate functions that require more rights to access specific information and/or functions that is different from that of a typical reporting user. So, for example, Administrator, Supervisor, Reporter and Viewer.

10. Question: We request SAMTD grant a four (4) week extension to the Proposal Closing Date to ensure quality responses from all vendors.

Response: SAMTD will agree to extend the close date by two (2) weeks. The new close date will be 11/24/21 at 4:00PM PST.

11. Question: The perception from what was read in the requirements is this is may have been an emergency response, or emergency management tool, but it is more tracking of smaller incidents, or violations an ordinance? Is this an emergency response tool that deals with other agencies?

Response: That is correct. We have an emergency management arm of our safety and security piece and we want it to be integrated into this, but this is not the main focus of this system. To have the ability would be beneficial.

12. Question: Those reporting the incident, will only be employees, or will clients and passengers be able to report as well?

Response: Incidents, personal contact complaints or other incident types may be reported by an employee, a passenger or a third party, such as someone who was a witness. It is desired that others be allowed to report an incident as well, either through an anonymous form that is part of the tool itself or via an interface provided as part of an email message or a form completed from our District website. cherriots.org.

13. Question: With this type of information, would it be necessary to have the solution on Fed because of PII data?

Response: Yes.

14. Question: Will this solution need to be scalable, or will it be a point solution? Are you expecting to expand on it in the future?

Response: We don’t see the need currently to expand this. Our service area is within an urban growth boundary and we have some regional service, but expanding beyond that is unlikely.

15. Question: You stated in the RFP there would be 2,000 users. Will there be 2,000 people that are inserting a request, or would they be working on the incident that was created?

Response: That is the anticipated maximum number of people anyone would ever access, but if there is a licensing or configuration reason why this number cannot be larger, please specify. For the purposes of licensing, the total number of unique users would be well under 100, with the previously stated likelihood of it never being more than 6 concurrent users.

16. Question: In the RFP section 223 you mention the current operations. There is a statement that says, assistance in data migration will be considered part of the project. Without knowing the scope of your databases, etc. how do you propose we scope that element into our proposal?

Response: Our current way is a very manual process, it is uploaded into a .pdf/word document, then scanned. We are not experts on getting legacy data into a new system. Our process is very archaic and part of the reason for the project to automate and digitalize the information we have.

17. Question: To expand out on the fedrant requirement, is this preferred or would SOX2 compliance be acceptable in replacement of FEDRA?

Response: SAMTD does not fully understand this question and is continuing to attempt to obtain an answer. If the supplier who asked this question can refine or restate it, please do so and email it to dan.knauss@cherriots.org. If we are able to determine a response to this question, it will be supplemented in an additional Addendum in the future.

18. Question: Could you clarify the system(s) you would be looking for delivery of integrations with third party systems as part of this initiative? Can you speak to your perspective on what the systems would be required, there is the ability to integrate and the integration portion so do you know of what systems may be required to complete this?

http://cherriots.org/ mailto:dan.knauss@cherriots.org

Response: As stated previously, we currently do not have any systems to integrate. We are looking to have a single point of data entry, collection, and mining. All of it being digital and not paper.

19. Question: Is there a cjust requirement?

Response: At this time there is no requirement.

20. The Proposal Close Date has been extended. The new Proposal Close Date and Time is 11/24/21 at 4:00PM PST.

21. The Agenda for Pre-Proposal Conference that was held on 10/25/21 is attached as Exhibit A to this Addendum.

22. The Attendance Sheet for the Pre-Proposal Conference that was held on 10/25/21 is attached as

Exhibit B to this Addendum.

23. The Meeting Minutes from the Pre-Proposal Conference that was held on 10/25/21 are attached as Exhibit C to this Addendum.

All other specifications and terms and conditions remain unchanged.

By: Daniel M. Knauss Procurement & Contracts Manager

Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Salem, Oregon 97301 November 1, 2021

INCIDENT MANAGEMENT SOFTWARE

PRE-PROPOSAL MEETING AGENDA

SAMTD RFP No. 21-035 Project Name: Incident Management Software

Monday October 25, 2021 at 9:30 AM SAMTD Administrative Offices, 555 Court Street NE, Salem, OR 97301 (Via Teleconference)

A. WELCOME

1. Sign-in sheet

2. Introductions

a. Procurement Contact: Dan Knauss, Procurement & Contracts Manager

b. Project Manager: Tom Dietz, Director Of Operations

B. PROJECT DESCRIPTION, DELIVERY METHOD & SCHEDULE

1. Description: SAMTD is requesting Proposals for a commercial off-the-shelf, configurable, web-based, vendor-hosted Incident Management Software Solution for planning, responding and managing issues related to safety, security, emergency management. The software solution shall include documentation, tracking, and sharing of information associated with daily operations, events, and accidents/incidents. 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 the resultant contract.

• All items or services to be furnished under the solicitation and resultant contract shall meet all applicable state and federal requirements of the Occupational Safety and Health Standard.

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

2. Delivery Method—Project will be performed under a single Prime Contract.

3. Project Schedule and Completion Time:

a. Notice of Intent To Award: November 25, 2021 (Estimate)

b. Notice Proceed: December 20, 2021 (Estimate)

c. Service completion:

• Substantial Contract Completion on or before April 1, 2022 (Estimate)

• Final Completion on or before May 1, 2022 (Estimate)

C. PROPOSAL PROCESS AND PROPOSER INSTRUCTIONS

1. Request for Proposal, Plans, Specifications, Addenda, and other related documents for this project are available on the procurement page of the State of Oregon OregonBuys website.

www.oregonbuys.gov Notice #S-KS2410-00000984

2. Important Dates:

a. Submit Questions Deadline: October 27, 2021: 4:00PM PDT

b. Issue Addendum Response to Questions: November 1, 2021: 5:00PM PDT

c. Solicitation Closes: November 10, 2021: 4:00PM PST

d. Issue Notice Of Intent To Award: November 25, 2021: (Estimate)

e. Contract Award and Notice To Proceed: December 20, 2021: (Estimate)

3. Required Proposal Submittals — See required items on Salem Area Mass Transit District “Instructions For Proposers” and “Exhibits” included in the Request For Proposal.

EXHIBIT A RFP 21-035

Addendum 1

SALEM AREA MASS TRANSIT DISTRICT

Incident Management Software http://www.oregonbuys.gov/

PRE-PROPOSAL MEETING AGENDA

SAMTD RFP No.: 21-035 Incident Management Software Monday October 25th, at 9:30 AM SAMTD Administrative Offices, 555 Court Street NE, Salem, OR 97301 (Via Teleconference)

D. SAFETY AND SECURITY

1. Safety Requirements—Job Site Conditions

• The successful proposer shall take all necessary precautions for the safety of all personnel on the job site, and shall comply with the Contract Documents and all applicable provisions of federal, state and municipal safety laws and building codes to prevent accidents or injury to persons on, about or adjacent to the premises where the Work is being performed. The Owner's Authorized Representative has no responsibility for Work site safety. Work site safety is the responsibility of the successful proposer.

2. Site Visitation & Viewing

• Not available for this solicitation

E. INSURANCE

Requirements as identified in RFP 21-035 Exhibit B - Sample Contract, Special Contract Conditions, Section SP.7 “Insurance”.

F. BONDING

This requirement is “Reserved” for this procurement.

G. SPECIAL CONSIDERATIONS

1. Compliance with local requirements for the Jurisdictions where work is performed.

2. Coordination with SAMTD Security and Business Operations. SAMTD Project Manager will be liaison with these SAMTD organizations.

H. SAMTD SUPPLEMENTARY CONDITIONS & SUPPLEMENTARY INSTRUCTIONS

Please review all solicitation documents thoroughly to ensure complete understanding of all supplementary conditions and instructions.

1. Please review Part 1, Section 3, Subsection 2 (A-F) regarding preparation of proposals.

I. TOUR OF AREA WHERE WORK IS TO BE PERFORMED

There will be no tours associated with the Conference today.

J. SCOPE OVERVIEW BY SAMTD PROJECT MANAGER

K. QUESTION & ANSWER PERIOD

SIGN IN SHEET

FOR PRE-BID CONFERENCES, PRE-PROPOSAL CONFERENCES, BID OPENINGS

IFB OR RFP NUMBER: __RFP 21-035______________ GRANT NUMBER: _______________________________ PAGE _____ OF ________ DATE: ___10/25/21/2021___________ PROJECT TITLE: __Incident Management Software_____________

_____ PRE-BID __XX__ PRE-PROPOSAL _____ BID OPENING _____ WALK THROUGH

ATTENDANCE LIST

NAME

FIRM

REPRESENTED ADDRESS CITY/STATE/ZIP TELEPHONE F

A X

EMAIL

Dan Knauss SAMTD CH2 Salem, OR 97301 503-361-2555 dan.knauss@cherriots.org

Tom Dietz SAMTD Del Webb Salem, OR 503-361-7552 tom.dietz@cherriots.org Kathy Martens SAMTD CH2 Salem, OR 97301 503-361-7531 kathy.martens@cherriots.org Lyell Marks Western Integrated

Systems

530.575.2675 lyell.marks@westint.com

Randall Lay Elliott Data System 618.530.1333 rlay@elliottdata.com Sherie Campbell ServiceNow 208.971.6600 Sherie.campbell@servicenow.com Bruce Chaplin Hexagon 805.216.2555 bruce.chaplin@hexagon.com Debbie Fukutomi Plexosgroup 770.331.4605 deborah.fukutomi@plexosgroup.com Cam Towse Resolver 416.989.1315 cam.towse@resolver.com Andre Bisorca Acorio, LLC 360.464.7407 abisorca@acorio.com Brian Rockwell ServiceNow 425.894.5311 Brian.rockwell@servicenow.com David Armstrong Hexagon 512.623.0531 david.armstrong@hexagon.com Ian Needham Identisys 503.716.0815 ian_needham@identisys.com Ted Smith Omnigo 866.421.2374 x ted.smith@omnigo.com

Adam Wachter MTX 317.213.1080 Adam.wachter@mtxb2b.com Chris Vuillaume CrisisGo, Inc. 818.585.9183 Chris.vuillaume@crisisgo.com Brad Pond Juvare 803.215.6449 Brad.pond@juvare.com Kathy Valerio Juvare 770.595.2901 Kathy.valerio@juvare.com Matthew Cornin Juvare 561.889.2666 Matt.cronin@juvare.com

EXHIBIT B RFP 21-035

Addendum 1

SALEM AREA MASS TRANSIT DISTRICT

Incident Management Software mailto:Sherie.campbell@service mailto:bruce.chaplin@hexagon.com mailto:Chris.vuillaume@crisisgo.com

SAMTD RFP No.: 21-035 Page | 1

October 25, 2021 at 9:30 AM

INCIDENT MANAGEMENT SOFTWARE

PRE-PROPOSAL MEETING MINUTES

SAMTD RFP No. 21-035 Project Name: Incident Management Software

Date: Monday, October 25, 2021 at 9:30 AM Location: SAMTD Administrative Offices, 555 Court Street NE, Salem, OR 97301 (In Person and Via Teleconference) SAMTD Present: Dan Knauss, Procurement & Contracts Manager; Tom Dietz, Director of Operations Guest Attendees: (See attached attendance sheet) Recorder: Kathy Martens, Executive Assistant, Deputy General Manager Agenda Items

A. Welcome [Dan Knauss]: Dan began by welcoming the guests to the meeting.

Participants in the call introduced themselves and provided contact information.

1. Introductions

a. Procurement Contact: Dan Knauss, Procurement & Contracts Manager

b. Project Manager: Tom Dietz, Director of Operations

B. Project Description, Delivery Method & Schedule [Dan Knauss]: Dan provided the below description of the purpose of this meeting and went over doing business with

SAMTD.

1. Description: SAMTD is soliciting Proposals for a commercial off-the-shelf, configurable, web-based, vendor-hosted Incident Management Software Solution for planning, responding and managing issues related to safety, security, emergency management. The software solution shall include documentation, tracking, and sharing of information associated with daily operations, events, and accidents/incidents. 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 the resultant contract.

• All items or services to be furnished under the solicitation and resultant contract shall meet all applicable state and federal requirements of the Occupational Safety and Health Standard.

• Successful proposer shall obtain and maintain in current status all applicable

EXHIBIT C

RFP 21-035

Addendum 1

SALEM AREA MASS TRANSIT DISTRICT

SAMTD RFP No.: 21-035 Page | 2

October 25, 2021 at 9:30 AM permits and licenses.

2. Delivery Method—Project will be performed under a single Prime Contract.

3. Project Schedule and Completion Time:

a. Notice of Intent To Award: November 25, 2021 (Estimate)

b. Notice Proceed: December 20, 2021 (Estimate)

c. Service completion:

• Substantial Contract Completion on or before April 1, 2022 (Estimate)

• Final Completion on or before May 1, 2022 (Estimate)

C. PROPOSAL PROCESS AND PROPOSER INSTRUCTIONS [Dan Knauss]: Dan provided the details regarding related documents and important dates. He also reminded the meeting attendees to look at the total instruction package to ensure they have submitted all of the required documents.

1. Request for Proposal, Plans, Specifications, Addenda, and other related documents for this project are available on the procurement page of the State of Oregon OregonBuys website.

www.oregonbuys.gov Notice #S--KS2410-00000984

2. Important Dates:

a. Submit Questions Deadline: October 27, 2021: 4:00PM PDT

b. Issue Addendum Response to Questions: November 1, 2021: 5:00PM PDT

c. Solicitation Closes: November 10, 2021: 4:00PM PST

d. Issue Notice Of Intent To Award: November 25, 2021: (Estimate)

e. Contract Award and Notice To Proceed: December 20, 2021: (Estimate)

3. Required Proposal Submittals — See required items on Salem Area Mass Transit District “Instructions For Proposers” and “Exhibits” included in the Request For Proposal.

D. SAFETY AND SECURITY [Dan Knauss]: Dan read the following Safety Requirements.

1. Safety Requirements—Job Site Conditions

• The successful proposer shall take all necessary precautions for the safety of all personnel on the job site, and shall comply with the Contract Documents and all applicable provisions of federal, state and municipal safety laws and building codes to prevent accidents or injury to persons on, about or adjacent to the premises http://www.oregonbuys.gov/

SAMTD RFP No.: 21-035 Page | 3

October 25, 2021 at 9:30 AM where the Work is being performed. The Owner's Authorized Representative has no responsibility for Work site safety. Work site safety is the responsibility of the successful proposer.

2. Site Visitation & Viewing

• Not available for this solicitation

E. INSURANCE [Dan Knauss]

Requirements as identified in RFP 21-035 Exhibit B - Sample Contract, Special Contract Conditions, Section SP.7 “Insurance”.

F. BONDING [Dan Knauss]

This requirement is “Reserved” for this procurement.

G. SPECIAL CONSIDERATIONS [Dan Knauss]

1. Compliance with all local requirements for the Jurisdictions where work is performed.

2. Coordination with SAMTD Security and Business Operations. SAMTD Project

Manager will be liaison with these SAMTD organizations.

H. SAMTD SUPPLEMENTARY CONDITIONS & SUPPLEMENTARY INSTRUCTIONS [Dan Knauss] Please review all solicitation documents thoroughly to ensure complete understanding of all supplementary conditions and instructions.

1. Please review Part 1, Section 3, Subsection 2 (A-F) regarding preparation of proposals.

I. TOUR OF AREA WHERE WORK IS TO BE PERFORMED [Dan Knauss] There will be no tours associated with the Conference today.

J. SCOPE OVERVIEW BY SAMTD PROJECT MANAGER [Tom Dietz] The scope of work for this project is in the introduction. We have safety, risk and security functions within the District. In our operations group, which includes bus operators, supervisors and managers, who work very closely with safety, risk and security on items such as vehicle collisions to personal contact issues which are from someone who is not adhering to ordinances on the transit mall or breaking rules of the code of conduct on a bus trip. We are looking for a software that is a centralized system that will handle a hand

SAMTD RFP No.: 21-035 Page | 4

October 25, 2021 at 9:30 AM written incident report or a collision report, be uploaded into a central system and have the ability to query that information to run reports and to upload into the national transit database (NTD) and to track trends and exclusions. We integrate with local law enforcement, Salem Police Department and the Marion County sheriff’s department through Intergovernmental Agreements (IGA). Within the scope of work it is requested this system be compatible with law enforcement, but we are not looking for a software system that will upload or download sharing information with these entities more than sharing an incident report or a video clip.

K. QUESTION & ANSWER PERIOD

• Supplier Question: The perception from what was read is this is may have been an emergency response, or emergency management tool, but it is more tracking of smaller incidents, or violations an ordinance? This is not an emergency response tool that deals with other agencies?

o SAMTD Response: That is correct. We have an emergency management arm of our safety and security piece and we want it integrated into this, but this is not the main focus of this system, but to have the ability would be good.

• Supplier Question: Those reporting the incident, will only be employees, or will clients and passengers be able to report as well?

o SAMTD Response: Incidents, personal contact complaints, could be reported by an employee, a passenger, or a third party, someone who was a witness. Others will be allowed to report an incident.

• Supplier Question: With this type of information, would it be necessary to have the solution on Fed “something” because of PII data?

o SAMTD Response: Yes.

• Supplier Question: Will this need to be scalable, or will it be a point solution? Are you expecting to expand on it in the future?

o SAMTD Response: We don’t see the need currently to expand this. Our service area is within an urban growth boundary and we have some regional service, but expanding beyond that is unlikely.

• Supplier Question: You stated in the RFP there would be 2,000 users. Will there be 2,000 people that are inserting a request, or would they be working on the incident that was created?

o SAMTD Response: No, that would be the maximum that anyone would ever touch. Those accessing the system for licensing purposes would be under 100.

• Supplier Question: In the RFP section 223 you mention the current operations. There is a statement that says, assistance in data migration will be considered part of the project. Without knowing the scope of your databases, etc. how do you propose we scope that element into our proposal?

SAMTD RFP No.: 21-035 Page | 5

October 25, 2021 at 9:30 AM o SAMTD Response: Wasn’t sure that response could be answered right away. Our current way is a very manual process, it is uploaded into a .pdf/word document, then scanned. We are not experts on getting legacy data into a new system. Our process is very archaic and part of the reason for the project to automate and digitalize the information we have.

• Supplier Question: To expand out on the fedrant requirement, is this preferred or would SOX2 compliance be acceptable in replacement of FEDRA?

o SAMTD Response: This question would need to be forwarded to our legal department. We do have particular sensitivity to protecting that personal information. Dan let those on the call know, that any questions not answered today, they will be answered in the addendum.

• Supplier Question: Could you clarify the system(s) you would be looking for delivery of integrations with third party systems as part of this initiative? Can you speak to your perspective on what the systems would be required, there is the ability to integrate and the integration portion so do you know of what systems may be required to complete this?

o SAMTD Response: This question will need to be deferred.

• Supplier Question: Is there a C-just requirement.

o SAMTD Response: This question will need to be deferred.

Dan informed suppliers that any additional questions be submitted in writing after this meeting. Dan will acknowledge receipt of questions received. The deadline to submit questions is October 27, 2021 at 4:00 PM. The District will publish all responses to questions submitted in an Addendum to be released on November 1, 2021.