RFP 21-035 Incident Management Software - Instructions For Proposers Part 1-4 With Exhibits - Final.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Incident Management Software RFP No. 21-035

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 21-035

INCIDENT MANAGEMENT SOFTWARE

Date Issued: October 13, 2021

Pre-Proposal Conference: October 25, 2021 9:30AM PDT (Via Teleconference Only)

* Non-Mandatory *

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

Response to Questions: November 1, 2021 5:00PM PDT

Proposal Closes & Responses Due: November 10, 2021 4:00PM PST

Project Manager: Tom Dietz, Director of Operations

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 21-035

SECTION NO OF PAGES

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

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

3. PART 1 - INSTRUCTIONS FOR PROPOSER .……………………………………..… 9

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

5. PART 3 - EXHIBITS 1-14 – PROPOSAL FORMS .………….…..………………...…20

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

7. EXHIBIT A – FTA CLAUSES ………..…………..……………………..………….……23

8. EXHIBIT B – FORM OF CONTRACT .…………………………………………………22

PART 1

INSTRUCTIONS FOR PROPOSER

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL (RFP)

RFP No. 21-035

Issue Date: October 13, 2021 Proposal Due: November 10, 2021 Time: 4:00 PM PST

SAMTD OVERVIEW

Salem Area Mass Transit District (SAMTD) is the public transportation agency operating fixed-route, regional express, and paratransit service in the urban growth boundary of the Salem-Keizer area, as well as Marion and Polk counties. SAMTD services include Cherriots Local, Cherriots Regional, Cherriots LIFT (paratransit service), Cherriots Shop and Ride, Travel Training, and Transportation Options, which promotes additional services such as carpool and vanpool matching.

SAMTD operates 64 local buses, 43 paratransit buses (Cherriots LIFT), 15 regional buses (Cherriots Regional), and five shopper shuttles. Most SAMTD services operate seven days a week.

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 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 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 – December 13, 2021 (estimate)

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

• Final contract completion by – May 1, 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 21-035 Incident Management Software”.

Proposals must be submitted as follows:

1. One (1) original and three (3) copies of the technical response and proposal documents in a sealed container. One (1) copy must be unbound for ease of photocopy reproduction.

One (1) copy of the price proposal in a separate, sealed envelope marked, “Price Proposal.”

(See Price Proposal Form Exhibit #13). No mention of the price proposal shall be made in the response to the technical requirements of this Request for Proposal.

* 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 Salem, Oregon 97301 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.

Proposals must be received by SAMTD by 4:00 p.m., Pacific Time, November 10, 2021.

mailto:dan.knauss@cherriots.org

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 PART 1, Section 3, subsection 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 PART 1, Section 3, subsection 1.A(4) 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 writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal http://www.cherriots.org/en/about-us/procurement 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. Organization & Format. Proposals shall be typed and submitted on 8.5 by 11 inch paper bound securely. See Section 3, 1.A.6 for alternate methods for submitting electronic files.

Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals should be organized with the following headings and subheadings. Each heading and subheading shall be separated by tabs or otherwise clearly marked:

Tab 1: Cover page, Tab 2: Signed Request for Proposal Form, and Table of Contents Tab 3: Response to Mandatory Requirements (Part 2 Scope, Section 3.1) Tab 4: Response to Part 2 Scope, 3.2 Organization Capabilities Tab 5: Response to Part 2 Scope, 3.3 Staff Qualifications Tab 6: Response to Part 2 Scope, 3.4 Proposer References Tab 7: Response to Technical Requirement: 4.1 Incident Creation Tab 8: Response to Technical Requirement: 4.2 User Access/Accounts Tab 9: Response to Technical Requirement: 4.3 ICS forms Tab 10: Response to Technical Requirement: 4.4 Daily Operations Tab 11: Response to Technical Requirement: 4.5 Integrated Mapping Viewer Tab 12: Response to Technical Requirement: 4.6 OGC Application Program Interface Tab 13: Response to Technical Requirement: 4.7 Resource Management Tab 14: Response to Technical Requirement: 4.8 Common Operating Picture Tab 15: Response to Technical Requirement: 4.9 User-Friendly, Intuitive Graphical

User Interface Tab 16: Response to Technical Requirement: 4.10 Document Management Tab 17: Response to Technical Requirement: 4.11 Incident Roster Tab 18: Response to Technical Requirement: 4.12 Reporting Capabilities Tab 19: Response to Technical Requirement: 4.13 System Interface Capabilities Tab 20: Response to Technical Requirement: 4.14 Display/Views Tab 21: Response to Technical Requirement: 4.15 Task Management Tab 22: Response to Technical Requirement: 4.16 Positional Checklist Tab 23: Response to Technical Requirement: 4.17 Situational Reports Tab 24: Response to Technical Requirement: 4.18 Browser Compatibility Tab 25: Response to Technical Requirement: 4.19 Mobile Access Platforms Tab 26: Response to Technical Requirement: 4.20 Archive Data Tab 27: Response to Technical Requirement: 4.21 Back-up and Recovery of Data Tab 28: Response to Technical Requirement: 4.22 Technical Support Tab 29: Response to Technical Requirement: 4.23 Documentation and Training Tab 30: Response to Technical Requirement: 4.24 System Tab 31: Response to Technical Requirement: 4.25 Deployment and Implementation Tab 32: Required forms (Part 3) Tab 33: Other information

C. 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.

D. 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.

E. 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.

F. 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.

* This requirement is “Reserved” for this solicitation and is not required at this time.

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, handling, and storage of materials; (2) the availability of labor, material, equipment, and roadways; (3) uncertainties of weather, river stages, tides, ground water, or similar climatic and/or physical conditions that may have impact; (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 for work performed on site.

The Proposer also acknowledges that it has satisfied itself as to character, quality, and quantity of materials or obstacles to be encountered. 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 pricing 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.

B. Travel Costs. Any travel costs associated with the Proposal shall be incorporated into the Price Proposal. This includes lodging, meals, transportation, and tips. SAMTD shall not pay travel costs.

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. Proposal is prepared and submitted in accordance with Section 3, 2 “Preparation of

Proposal”.

5. 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.

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

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

8. Demonstrated ability to comply with schedule.

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

10. 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, and meeting the other requirements established in PART 4 and the 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. [Reserved]

10. [Reserved]

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 21-035 Incident Management Software:

Date Issued: October 13, 2021 Pre-Proposal Conference: October 25, 2021 9:30AM PDT (Via Teleconference Only)

* Non-Mandatory *

Requests for Question Deadline: October 27, 2021 4:00PM PDT Response to Questions: November 1, 2021 5:00PM PDT Proposal Closes: November 10, 2021 4:00PM PST

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 PART 1, Section 3, subsection 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.

mailto:dan.knauss@cherriots.org

Questions, clarification requests, and /or RFP change requests must be received by October 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 October 25, 2021 at 9:30AM via Teleconference only.

Suppliers who are considering proposing for this solicitation are strongly encouraged to attend.

Statements made by SAMTD at the Pre-Proposal conference are not binding upon SAMTD unless confirmed by written Addendum.

• To participate via teleconference:

To access via video:

https://meet.google.com/rxi-fnjj-qbg

To access via telephone:

(US)+1 415-993-2798

PIN: 175 171 309#

15. SITE VISITATION & VIEWING

Not available for this solicitation.

END OF PART 1

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. Introduction and Background

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for commercial off-the-shelf; configurable, web-based, vendor hosted Incident Management Software Solution that is for planning, responding, and managing issues related to safety, security, and emergency management.

The Salem Area Mass Transit District/Cherriots (SAMTD) intends to use the results of this solicitation to award a contract to one successful Proposer.

2. Scope of the Project

2.2.1 Project description

SAMTD seeks to implement 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.

SAMTD would coordinate the planning and management for emergency incidents with state and federal agencies, National Guard, counties, tribes and local municipalities, as well as volunteer and private sector partners. SAMTD primary service area includes two counties in Oregon (Marion and Polk) with multiple transit centers and two contractors.

The software solution will be accessed by departmental staff and used for supplying data for state and federal reports. That data will be shared with state and local law enforcement agencies, as well.

The software solution must have a user-friendly, intuitive graphical user interface that can be learned quickly by non-IT users.

The software solution must have the capability to manage incident creation/use. Included with incident creation is the authority to determine who can create, view and modify data within an incident. In addition, the ability to map the incident, resources and log entries are required.

Built-in electronic Incident Command System (ICS) forms must be included in the software solution. The ICS forms shall be customizable to meet SAMTD’s business needs. The ICS forms shall have the capacity to create, review, approve and publish Incident Action Plans (IAP).

Proposed product should have intuitive workflow aspects to move items through the various phases with archival functions for older reports.

The software solution must allow the ability to manage and modify the software, including adding/deleting/changing data fields and labels; create and modify displays/ views, reports and menus within the solution; and meet business needs without assistance from the vendor.

The software solution must be accessible from Mobile Devices, including cell phones and tablets (i.e. Apple IOS, Android, etc.). Users must be able to create an incident, enter information into the event log, view GIS/Mapping data and upload documents and pictures from Mobile Devices.

2.2.2 Vendor-provided system documentation and user manuals are required. In addition, administrator and “train-the-trainer” training is also required on-site at SAMTD’s facilities in Salem, OR. The number of administrators and train-the-trainer candidates will be determined by SAMTD.

2.2.3 Current Operations

Currently, SAMTD uses multiple databases and spreadsheets as its incident management solution; however, SAMTD has grown beyond the sustainable threshold of this approach.

• Assistance in data migration will be considered as a part of this project.

3. General Proposal Requirements

3.1 Mandatory Requirements

The following requirements are mandatory and the proposer must satisfy them to be considered for the award of this RFP.

The Incident Management Software solution shall meet the following;

3.1.1 The solution must be a commercial off-the-shelf, configurable, web-based, vendor-hosted incident management software solution.

3.1.2 The solution must be web-based access for the following devices: desktops, laptops, tablets, and Mobile Devices on both iOS and Android operating systems.

3.1.3 The solution must be compatible with the following HTML 5 compliant browsers

Chrome, Safari, Firefox, Edge.

3.1.4 The solution must be highly reliable with history of 99.9 % availability and accessible

24 hours a day, 7 days a week.

3.1.5 The solution must have Production and Test Environments and Redundant Servers for Disaster Recovery.

3.1.6 Passwords must comply with SAMTD IT protocols.

3.1.7 The software must support SAML for Single-sign-on.

3.1.8 Technical support is required during the business hours of Monday – Friday, 8:00 AM to 5:00 PM, Pacific Time and 24 hours a day, 7 days a week during large-scale exercises or an emergency. SAMTD will be the sole judge of what constitutes an emergency.

3.1.9 The software solution must have SSL for encrypting all connections between the browser and the host environment.

3.1.10 The software solution must be Compliant with National Incident Management System (NIMS). All forms, Incident Action Plans, lists, organizational charts, and resource types conform to NIMS requirements.

(See http://www.fema.gov/national-incident-management-system for NIMS details)

3.1.11 The software solution must have the capability to manage users’ access through roles and permissions.

3.1.12 The software solution must have the ability to customize the Integrated ICS forms.

3.1.13 The software solution must have a Resource Management tool.

3.1.14 The software solution must have the ability to log incident information.

3.1.15 The software solution must have an Integrated GIS Mapping viewer that is ESRI compatible.

3.2 Organization Capabilities

Requirement: Document a proven history of providing your Incident Management Software solutions to state and federal agencies, National Guard, counties, tribes, local municipalities, transit agencies and private sector partners.

3.2.1 Describe your firm’s experience and capabilities in providing your Incident Management Software solution in an Enterprise environment to a minimum of three clients within the past five years. At least one experience should include implementing http://www.fema.gov/national-incident-management-system an Enterprise solution to a state-level organization and to an organization with a minimum user base of 2,000, both of which may be satisfied through the same client.

Be specific; identify the client, client’s organization, implementation timeline, number of users, system hierarchy and results. Also include details concerning follow-up maintenance, support and customization for the client.

3.3 Staff Qualifications

3.3.1 Identify the key staff that the firm will assign to fulfill software solution requirements.

Detail who would be the contract manager(s), project manager(s), IT manager, web developer, web administrator, database developer and database administrator and support staff assigned to the software solution.

3.3.2 Detail the general technical qualifications and expertise of staff to be assigned to the software solution Contract.

3.3.3 Provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the software solution Contract.

3.3.4 Detail the number of hours for each key staff member that you estimate will be needed to fulfill the software solution Contract.

3.4 Proposer References

Proposers must include in their proposal a list of all clients/buyers/organizations with whom the proposer has done business similar to that required by this solicitation within the past five (5) years. This information shall be submitted on the provided form listed as Exhibit #14 References.

Please utilize additional sheets as necessary. References may be contacted to assess the quality of work performed and personnel assigned to the project. The results of any reference contacts may be used in the evaluation of the proposal

4. Technical Requirements

Provide explanations and supporting documentation to support the responses to the requirements in this PART 2, Section 4.

4.1 Incident Creation

Requirement: The ability to create templates within the solution to view and organize information needed to manage incidents.

4.1.1 Describe how the solution is able to create templates to view and organize information needed to manage incidents. Explain how these templates can be customized to meet our business needs.

4.1.2 Explain how the solution is designed to support disasters, special events and emergencies on a statewide basis.

4.1.3 Describe the incident template creation process.

4.1.4 Describe the administrative function used to control who can create, view, and modify data within an incident.

4.2 User Access / Accounts

Requirement: Provide for individual, unique user accounts to an unlimited number of users.

4.2.1 Define the solution’s capability for a delegated authority to manage permissions and user access to different parts of the solution through roles and permissions on a user-by-user basis.

4.2.2 Explain how users self-register for an account and how user’s registration request is submitted to a delegated authority based on specific areas of access.

4.2.3 Define the ability to create customized views for different user roles (example – operations vs logistics).

4.2.4 Describe how many concurrent users can the solution support?

4.2.5 Explain the surge capability to expand the number of concurrent users during an emergency?

4.2.6 Describe the solution’s ability for an annual account verification to confirm registered users’ continued use of the solution.

4.2.7 Describe the process for the system administrators to delete inactive user account information but retaining historical information in already existing forms/reports.

4.2.8 Describe the end-user password recovery process when the password is forgotten.

4.3 Incident Command System (ICS) Forms

Requirement: All ICS forms must come standard with the software solution and must be updated as new forms are released.

4.3.1 Describe the ability of the software to customize ICS forms, including who has the ability to perform the customizations.

4.3.2 Describe the software’s ability to save/share/print individual ICS forms as well as full Incident Action Plan (IAP).

4.3.3 Describe the software’s ability to create a workflow from review to approval of the

IAP.

4.3.4 Describe the software’s capabilities to create, review, approve, and publish IAP automatically from the ICS forms.

4.3.5 Explain if the software can auto-populate common data between ICS forms. (e.g.

Position Name, Incident Name).

4.3.6 Describe the solution’s ability to auto-correct spelling errors and add words to the software solutions dictionary.

4.4 Daily Operations

Requirement: The ability to record and track daily events not associated with a particular incident.

4.4.1 Describe the ability to log and track daily operations within a collaborative environ-ment.

4.4.2 Describe the solutions ability to develop customizable forms for inputting, tracking and reporting on response data, including drop-down menus, radio buttons, and text entry.

4.4.3 Describe the ability for a customized single screen of several display/views in a “dash-board” view.

4.5 Integrated Mapping Viewer

Requirement: Basic mapping needs and viewing capabilities within the Incident Management

Software.

4.5.1 Describe how the software would provide viewing capability and geolocation creation of incident management data, such as resources, incident sites, log entries, etc.

4.5.2 Define the ability to access Open Geospatial Consortium (OGC) web feeds, both secure and open datasets, such as access to Wisconsin National Guard GIS web feeds and weather GIS feeds from the National Weather Service.

4.5.3 Describe the navigation tools available for the software.

4.5.4 Describe the ability to identify data via click or mouse over.

4.5.5 Describe how to view table of attributes.

4.5.6 Describe the ability of the software to print a map, not just a print screen image.

4.5.7 Describe the ability to add a legend.

4.5.8 Describe how to turn layers on and off.

4.5.9 Describe the ability to change base maps.

4.5.10 Define how to measure distance and area.

4.5.11 Describe the support for mouse coordinate display.

4.5.12 Describe the GIS Mobile Devise capabilities (e.g. smartphone and tablet).

4.5.13 Describe the ability to customize symbol style, color, etc.

4.5.14 Describe an administrative console that allows administrators the ability to make configuration changes to the base map.

4.5.15 Describe the GIS administrator privileges. Are they separate from system administrator’s privileges?

4.5.16 Describe the types of GIS files that can be exported from the GIS Mapping viewer.

4.6 Open Geospatial Consortium (OGC) Application Program Interface (API)

Requirement: The API should allow for the publishing of incident management data services in an OGC-compliant format.

4.6.1 Explain the OGC-compliant services including but not limited to Web Map Service, Web Map Tile Service and Web Feature Service.

4.6.2 Describe an administrative module that allows power users or administrators to build secure web services to individual datasets that allows for GIS software to consume these datasets and view them.

4.7 Resource Management

Requirement: Resource Management includes the tracking of resources, the availability of resources, and the deployment of resources (i.e. vehicles, staff, etc.).

4.7.1 Explain the ability to customize the resource catalog.

4.7.2 Describe the solution’s ability to request and track resources from deployment through demobilization, including the ability to create a mission/task and assign the mission/task to an individual or group.

4.7.3 Describe the ability to assign a resource to an incident.

4.7.4 Describe the ability to locate the resource on an interactive mapping tool within the software.

4.7.5 Describe the solutions ability to maintain a list of resources.

4.7.6 Explain how the resource catalog displays the resource information (e.g. home location, multiple contact information, NIMS Kind, type, cost, Emergency Support Functions).

4.7.7 Describe the ability of the resource catalog to inventory, track availability and update status as resources are deployed and demobilized? (e.g. If there are four boats in inventory and one boat is deployed, will the resource catalog show three boats are available).

4.8 Common Operating Picture

Requirement: Compiling data from multiple sources to ensure the same understanding and awareness of the incident status.

4.8.1 Explain administrative authority to control incident sharing between local, state, and federal and private sector entities to create a common operating picture.

• Collect and compile information at subordinate levels (municipal, county, and agency levels)

• Ability to share subordinate levels information between subordinate levels.

• Aggregate subordinate level data to summarize incident information at the SEOC level.

4.8.2 Describe how multiple incidents can be viewed or linked within the same incident (i.e.

information from a county incident can be viewed within an SEOC incident).

4.8.3 Explain how the viewing of multiple incidents information is shared between incidents.

4.8.4 Describe the ability for a customized single screen of several incidents in a

“dashboard” view.

4.9 User-friendly, intuitive Graphical User Interface

Requirement: Demonstrate that the solution can be learned quickly by non-technical staff.

4.9.1 Describe the graphical user interface for desktop. Explain how it is intuitive and easy to learn.

4.9.2 Describe the graphical user interface for Mobile Devices.

4.9.3 Explain how the solution can be customized by system administrators without being dependent upon the vendor (examples – adding/deleting/changing data fields, labels, creating display/views and menus).

4.9.4 Describe the ability of individual users to customize their view on a desktop computer or in a browser.

4.10 Document Management

Requirement: Provide secure document and file management function.

4.10.1 Define how the solution provides for secure documentation management. Include file types, folder structure (including the number of subfolder levels allowed) and any limitations on file size, file type or folder structure.

4.10.2 Describe the ability to select multiple documents to upload (e.g. drop and drag or browse to select files).

4.11 Incident Roster

Requirement: Provide secure document and file management function.

4.11.1 Define the mechanism for roster for sign-in and sign-out of position-specific roles with real-time time stamps that are also user-modifiable.

4.11.2 Explain the ability to customize the roster.

4.11.3 Define the ability for user sign in and sign out on Mobile Devices.

4.12 Reporting Capabilities

Requirement: Provide for reporting solutions.

4.12.1 Describe the ability to export data to different file types (e.g. Word, Excel, and PDF).

4.12.2 Explain how to conduct queries throughout the solution and build customizable reports (e.g. adding headers\footers, graphics.).

4.12.3 Describe the standard reports included in the solution and include sample reports.

4.13 Solutions Interface Capabilities

Requirement: Provide the ability for integration with other information solutions.

4.13.1 Describe the ability to interface with CAD, EMABAS, MASS.

4.13.2 Describe any additional interfaces that the solution has the capability to interface with.

4.14 Display / Views

Requirement: Ability to create customizable displays/views.

4.14.1 Describe the ability for real-time updates of status changes (e.g. non-disruptive auto-refresh).

4.14.2 Describe the capability to create a display/view of aggregated data into a summary view.

4.14.3 Describe display/view that visually displays status information reported by subordinate levels, partner agencies (e.g. damage assessment, power outages, critical infrastructure, EOC activation) and the ability to customize the display/view.

4.14.4 Describe display/view that allows for the tracking of incident details, statuses, contact information, position name, names of those reporting information, etc.

4.14.5 Define the solution’s ability to color-code the display/view for status changes.

4.14.6 Describe if the solution has the ability for a scrolling news ticker for significant incident information.

4.14.7 Describe if the solution has the ability to set and send an email notification when lists/log entries have been updated or added to individual users or positions.

4.14.8 Describe the standard display/views included with the solution and include sample screen shots.

4.15 Task Management

Requirement: Ability to assign tasks to individual users or positions.

4.15.1 Describe the ability to assign tasks to users or positions.

4.15.2 Describe the ability to notify users/positions of assigned tasks and the task status.

4.16 Positional Checklist

Requirement: Checklist/Template for specific positions.

4.16.1 Define the ability of the solution to create and modify interactive positional checklist/templates for specified position.

4.16.2 Describe the ability to update when tasks are completed.

4.17 Situational Reports

Requirement: Integrated Situation Reports.

4.17.1 Describe the Situation Reports included with the solution.

4.17.2 Describe the ability to customize the Situational Report for state and federal agencies, counties, tribes and local municipalities and the ability to be exported to MSWord and

PDF.

4.17.3 Describe the ability to build the Situation Reports from Event Logs and other fields within the solution.

4.17.4 Describe review to approval workflow of the Situation Report.

4.18 Browser Capability

Requirement: Ability to work with multiple web browsers.

4.18.1 List the type(s), version(s), and platform(s) of browser software supported by the solution.

4.18.2 Describe the timeframe for the support of new browser versions (e.g., within 30 days of Release to Manufacturing).

4.18.3 Describe any limitations for supported browsers software (e.g. functions not available).

4.18.4 Does the solution require any specific plugins for certain features to function, such as Java or Active-X?

4.19 Mobile Access Platforms

Requirement: Ability to function on Mobile Devices using multiple mobile platforms.

4.19.1 Describe how the solution can be accessed using Mobile Devices.

4.19.2 Define which mobile platforms and devices are compatible with the solution.

4.19.3 Describe the ability of the solution to upload pictures and documents from a Mobile

Device.

4.19.4 Describe the ability to enter information into event logs from a Mobile Device.

4.19.5 Describe the ability to create an incident from a Mobile Device.

4.19.6 Describe the ability to view GIS/Mapping data from a Mobile Device.

4.19.7 Identify which functions of the solution are available on Mobile Devices. Also identify which functions of the solution are not available from Mobile Devises.

4.20 Archive Data

Requirement: Ability to archive data including incidents, daily operations, etc.

4.20.1 Describe the ability to close/lock/archive inactive incidents.

4.20.2 Describe the ability to view archived incidents and ability to control who can view archived incidents.

4.21 Back-up and Recovery of Data

Requirement: Provide for security of data, backup and recovery of data.

4.21.1 Describe the onsite and offsite backup and disaster recovery capability to ensure 24 hours a day, 7 days a week, 365 days a year availability.

4.21.2 Describe how the data center is secured physically and virtually, as well as any third party industry certifications achieved (SAS70, SSAE 16, SOC 2 or similar).

4.21.3 Describe method for data storage and location(s).

4.21.4 Explain if there is a Disaster Recovery (DR)/Business Continuity (BC) Plan in place.

4.21.5 Provide the results of the most recent DR/BC test.

4.22 Technical Support

Requirement: Provide technical support to ensure appropriate and efficient use of the software solution.

4.22.1 Describe technical support provided and the location of support staff.

4.22.2 Describe how 24 hours a day, 7 days a week technical support during large-scale planned events or emergencies would be handled.

4.22.3 Describe the process for submitting problem notifications, defect notices, and change requests; include timing requirements for acknowledgement…