RFP 22-026 Demand Response Mobility Software Instructions For Proposers Parts 1-4.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Demand Response / Mobility Software RFP No. 22-026

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 22-026

DEMAND RESPONSE/MOBILITY SOFTWARE

Date Issued: August 1, 2022

Pre-Proposal Conference: August 15, 2022 8:30 AM PDT (Mill Creek Conference Rm)

* Non-Mandatory *

Requests for Question Deadline: August 18, 2022 4:00 PM PDT

Response to Questions: August 24, 2022 5:00 PM PDT

Proposal Closes & Responses Due: September 8, 2022 4:00 PM PDT

Project Manager: Ben Sawyer, Contracted Services Manager

Procurement Contact Charleen McCurdy, Procurement & Contracts Analyst

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

Demand Response Mobility Software RFP No. 22-026

TABLE OF CONTENTS

RFP 22-026

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. 22-026

Issue Date: August 1, 2022 Proposal Due: September 8, 2022 Time: 4:00 PM PDT

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 to replace our current ADA Paratransit routing and dispatching software system.

The software solution will be fully automated, providing real-time, batch order taking, scheduling and dispatching of paratransit transportation trips. It will be on an open architecture and integrated with Automatic Vehicle Locater (AVL) and MDT or tablet technology. The software will include an IVR messaging system that automatically notifies passengers about upcoming trips, which will allow the passenger to confirm or cancel.

The software will perform route optimization functions, based on real street network data with the ability to provide route and turn-by-turn-driving directions. Training shall be provided by the successful proposer to all SAMTD and contracted staff members to full proficiency in use of the software and hardware. 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, 2022 (estimate)

• Final contract completion – Three (3) years after successful implementation

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 22-026 DEMAND RESPONSE/MOBILITY 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).

* 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:

Charleen McCurdy Procurement & Contracts Manager Salem Area Mass Transit District 555 Court St., NE Suite 5230 procurement@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.

mailto:procurement@cherriots.org

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, September 8, 2022.

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 shall not be accepted without a prior extension of the closing date or time by SAMTD. 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.

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 the 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 it may discover upon examination of the Proposal documents within the time limits for Requests for Clarifications in Section 13.

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 http://www.cherriots.org/en/about-us/procurement 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 SAMTD’S 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 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 PART 1, Section 3, subsection 1.A.6 for alternate methods for submitting electronic files.

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 the issuance of the Notice of Intent to Award resulting Contract, SAMTD will provide the following information to interested parties upon request:

A. The number of Proposals SAMTD received;

B. The name of the successful Proposer C. A summary of the evaluations; and D. 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 the Notice of Intent to Award 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 Intent to Award Contract. 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

Not required for this solicitation

F. PROMPT PAY ACT

All Proposer must comply with the applicable Prompt Payment Act provisions, 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 22-026

DEMAND RESPONSE/MOBILITY SOFTWARE:

Date Issued: August 1, 2022 Pre-Proposal Conference: August 15, 2022 8:30AM PDT (Mill Creek Conf. Rm)

* Non-Mandatory * Requests for Question Deadline: August 18, 2022 4:00PM PDT Response to Questions: August 24, 2022 5:00PM PDT Proposal Closes: September 8, 2022 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 a 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 Charleen McCurdy, Procurement & Contracts Analyst at the address set forth above in PART 1, Section 3, subsection 1.A.(4) or via email procurement@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, the 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.

Questions, clarification requests, and /or RFP change requests must be received by August 18, 2022 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.

mailto:procurement@cherriots.org

14. PRE-PROPOSAL CONFERENCE – NON-MANDATORY

A Pre-Proposal Conference will be held on August 15, 2022 at 8:30 AM 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-Proposal conference are not binding upon SAMTD unless confirmed by written Addendum.

• To attend in person:

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

• To participate via teleconference:

To access via video:

https://meet.google.com/xfb-ixpg-gfc

To access via telephone:

(US)+1 615 802 0799

PIN: 312 985 427#

15. SITE VISITATION & VIEWING

Not available for this solicitation.

https://meet.google.com/xfb-ixpg-gfc

END OF PART 1

PART 2

SCOPE AND SPECIFICATIONS

Background

Mission Statement and Transportation Services Objectives

Salem Area Mass Transit District Mission Statement Connecting people with places through safe, friendly, and reliable public transportation services.

Transportation Service Objectives Deliver high quality transportation services that enhance independence and mobility for customers through:

• Reliable service delivery

• Courteous and professional assistance

• System safety and security

Communicate effectively with customers by:

• Listening to, valuing, and using customer feedback

• Educating customers regarding optimal use of SAMTD services

Be responsible to the community by:

• Using public resources efficiently

• Effective use of shared ride scheduling

• Continuous improvement of services and processes

Cherriots LIFT Program History SAMTD ADA Complimentary Paratransit service provides demand responsive transportation services to people with disabilities in the Salem-Keizer Urban Growth Boundary (UGB) serving Marion and Polk counties. SAMTD began Cherriots LIFT Paratransit service in 1992 to meet the Americans with Disabilities Act (ADA) requirements.

At that time, the booking of trips on ADA/Paratransit was contract centralized call taking, scheduling, and dispatching for the Cherriots LIFT service. SAMTD subsequently eliminated trip denials, implemented next day service, and is fully ADA compliant.

The Cherriots LIFT service currently operates origin-to-destination service according to service standards that meet or exceed the standards set forth in the ADA law.

Customer Base Persons eligible for the Cherriots LIFT service have a physical condition or disability that precludes them from using the regular fixed route transportation service. The condition or disability must pass a medical certification to determine eligibility. Cherriots LIFT also provides transportation for clients sponsored by social service agencies that contract with SAMTD. Customers must be registered in the program before receiving a ride, with the exception of Cherriots LIFT applicants being transported to eligibility assessments. Approximately 14,838 active customers are eligible to receive Cherriots LIFT service.

Currently 58% of registered Cherriots LIFT customers have full or unconditional eligibility, with 16% having conditional eligibility, and 26% temporary or visitor eligibility. Transportation Services Contractor will be assigned a number of rides for persons who are traveling to the Cherriots LIFT Eligibility Office. These passengers may not be Cherriots LIFT eligible and no fare will be required for the trips.

The Cherriots LIFT Ride Guide can be found at: www.cherriots.org/lift

Ridership Cherriots LIFT provides approximately 12,400 one-way trips per month. At this time, Cherriots LIFT does not provide trips on certain holidays. See service calendar for specific dates.

Days and Hours of Operation Cherriots LIFT Paratransit operates within the Cherriots service area during all of the days and hours which Cherriots Fixed Route service is in operations. Cherriots LIFT, then, provides service between 5:00 a.m. and 12:00 a.m. Monday through Friday, 6:00 a.m. through 10:00 p.m. Saturday, and 8:00 through 6:00 p.m. Sunday.

Cherriots Shop and Ride (Shopper Shuttle / Dial-a-Ride) The Cherriots Shop and Ride service is for older adults (60 years of age or older) and people with disabilities.

All Shop and Ride vehicles are ADA accessible; anyone with a disability or using a mobility device can ride.

Cherriots Shop and Ride serves the Salem-Keizer UGB. Service is available Monday through Friday from 8:15 am to 5:15 pm.

Cherriots Shop and Ride Ridership The Shop and Ride service provided approximately 4,500 trips in FY2020-21.

Technical Specifications

Proposals must comply with the following technical specifications:

A. General Description

• The software shall be fully automated, providing for real-time and batch order taking, and scheduling and dispatching of paratransit transportation trips.

• The software shall be operable on modern web browsers such a Chrome, Explorer, Firefox, for example running on Window 10 and above workstations.

• The mapping software must be fully compatible with the mapping software used by the Mobile Data Terminals (MDTs) or tablets. It shall be based on an open architecture and integrated with Automatic Vehicle Locator (AVL) and MDT or tablet technology.

• The software shall have multi-user capability which allows more than one (1) user at a time working at different workstations to access and effectively use the software for all associated activities.

• The software solution must be virtual environment compatible and provide an easy-to-use and intuitive graphical user interface and utilize a major relational database management system that will allow for mission critical database management capabilities.

• The software must include an Interactive Voice Response (IVR) messaging system that automatically notifies passengers about upcoming trips, which will allow the passenger to confirm or cancel.

• The software shall include the ability to automatically notify clients when their vehicle is 10 minutes away from their pickup. The software should include the ability to book trips online through a web-based portal that is customizable with SAMTD logos and contact information.

• The software must perform route optimization functions, based on real street network data.

• The ability to provide route and turn-by-turn driving directions is highly desirable.

http://www.cherriots.org/lift

B. System Features

• The software shall allow for the ease of inputting addresses using partial street names, cross streets, common places and aliases.

• The software shall include security features to limit access to each major function according to predeter-mined authorization.

• Access by various staff shall be adjustable by authorized SAMTD staff.

• The software must time stamp, date and identify the user for each transaction.

• The software shall assign each address with GPS coordinates.

• The software Help should be available on-line; software versions shall upgrade automatically with little to no system downtime.

C. Client Features

For each client, the software shall display the following:

• Names; Identification number; Street address, Building name and number; Unit name or number; tele-phone number (at least two telephone numbers); city, state, zip code; GPS coordinate; birth date; regis-tration date; expiration date; emergency contact name and telephone numbers (at least two); sponsor;

ADA category; mobility aides, and additional passenger; fare;

• The software shall have the ability to advise the user of special needs of the client. For example: If the client is sight impaired and needs braille to communicate.

• The software shall have a 200 character minimum manifest comment; and

• Two or more user-labeled character memos for each client.

• The software shall display the date of the client’s most recent minimum trips (minimum of 10). client’s address on the map, allow for copying an existing client’s information when needed,

• The software must have the ability to link clients that normally travel together, allowing reservationist to make one reservation for two people when necessary.

• Suspended Service System shall be capable of temporarily suspending a client’s eligibility for service.

System shall permit entry of both a start date and end date of the time period when the client’s ridership privileges are suspended. During this period, system shall not permit trip booking. System shall have provisions, in the event an individual customer’s service is temporarily or permanently suspended, to display a warning alert or physically block a reservation agent from booking a suspended client’s trip.

• Client database shall efficiently and easily manage up to 15,000 registered users. Client database shall have easy ability to look up passengers by name with auto-complete feature or by other data such as date of birth or address.

D. Routing and Scheduling

• The number of keystrokes required to book a passenger should be minimal.

• Software must allow the usage of a mouse to input information.

• The dispatchers and ADA staff must be able to easily toggle between different screens while a customer is on the telephone.

• Dispatching tools must be simple to use and efficient to enter and retrieve information.

• Software must be capable of scheduling up to 35 peak vehicles and up to 2500 passenger trips per day.

• The software dispatch component must be very flexible and configurable for each dispatcher and ADA staff member.

• Dispatchers and ADA staff should have the ability to create custom dispatch data views based on the type of dispatching methods performed.

• Describe all the tools available to the dispatchers and ADA staff and how they automate the dispatching function.

• The software shall generate a confirmation number for each call-in reservation, any revised call-in reser-vation, and for any call-in trip cancellation.

• Users must be able to easily query the software by confirmation numbers to display transactions.

• Software shall alert or prevent user from scheduling trip origins or destinations that are outside of the service area and/or beyond the service days and hours of operation.

• Software shall provide alerts to user when violating user-specified policies on travel times.

• Software shall provide alerts for selected trip ineligibility based on ¾ mile radius of fixed route service relevant to particular calendar days of service.

• Software shall allow user to view maps that illustrate fixed route bus routes and bus stops relative to location of trip origins and destinations.

• Software shall provide for manual mapping of addresses if system’s map does not recognize an address.

• Software shall have the ability to book passenger trips at least two (2) weeks in advance and allow for user to adjust this advance booking parameter.

• Software shall prompt to automatically find an earlier or later time for scheduling when a requested time is not available, based on the number of operators available.

• Software shall allow for separate 200-character minimum pickup and drop-off comments for each trip.

• Comments shall be displayed on the mobile data terminal or tablet for each passenger trip and printed on the manifests (when used) for drivers.

• Software shall allow for the deletion of individual or all trips for the displayed client.

• Software shall prompt to automatically find an earlier or later time when scheduling a call-in order when the request time is not available up to 1 hour before or 1 hour following.

o If and where this is not possible software will have ability to highlight scheduling dilemma.

• Software shall display possible double-booking conflicts when scheduling a call-in order.

• Software shall give three (3) choices for each additional trip order including reverse, return to pick-up, or leave from drop-off.

E. Dispatching

• The software shall allow the dispatcher to manually override the assigned route and pickup or drop-off time for each trip.

• Software shall display any selected route on the map, with multiple stops at a single location indicated.

• Software shall display all dispatch activity for any route and allow the dispatcher to add dispatch activity notes.

• Software shall allow for a specific driver to be assigned to a route and allow the dispatcher to change a vehicle number.

• Software shall display multiple routing solutions and rank the best route assignments upon request.

• Software shall consider capacity constraints of each vehicle or route.

• These constraints shall be adjustable and easily altered on a day-to-day basis.

• Software shall calculate actual non-revenue hours and mileage as well as actual revenue hours and miles for all vehicles on a daily basis.

• Software shall have the ability to display one route at a time or multiple routes.

• Software shall allow users to easily transfer passenger trips from a selected route(s) based on least in-cremental mileage.

• Software shall be able to easily display a list of all of the day’s scheduled trips for a client.

• Software shall allow for ability to manually override batched trips to be moved to an alternate route.

• The driver’s name, driver number, and vehicle number must be assigned to routes.

• Software shall provide users the ability to schedule driver breaks.

• Software shall provide the number of trips for each route and track driving speed history.

• Software shall easily print vehicle manifests daily.

• Software shall have the ability to take into consideration different travel times during specific peak hour traffic periods, in congested areas, and at places where physical barriers affect travel load and unload time.

• Software shall allow for users to override, on a one-day or permanent basis, travel speeds due to road construction and traffic pattern changes.

F. Mobile Data Terminals (MDT) or Tablets and Vehicle Tracking

• Proposers are asked to offer their best solution by providing Mobile Data Terminals (MDT). Proposers may offer an off the shelf android tablet or a purpose built tablet for use in a vehicle.

• Currently, SAMTD will need to equip 70 vehicles with five (5) spares.

• MDT’s or tablets shall display client names, any mobility aids used by clients, dispatch and scheduling comments, fare/sponsor, pickup and drop-off address, business name/building name for each pickup or drop-off.

• Passenger trips shall be displayed on MDT’s or tablets in ascending order of estimate stop times.

• MDT’s or tablets shall display multiple client pickups and drop-offs from same address. MDT’s or tablets shall allow drivers to input fare collection information and should display any additional passenger and trip information.

• MDT’s or tablets shall automatically update and display for drivers’ schedule changes such as cancella-tions, new trips, and revised pickup times.

• MDT’s or tablets shall visually and audibly alert drivers of new message and schedule changes.

• MDT’s or tablets shall automatically capture revenue and non-revenue hours and miles; and revenue hours and miles between each pickup and drop-off.

• MDT’s or tablets shall provide a feature that allows driver to manually input mileage interval between pickups and drop-offs as needed.

• MDT’s or tablets shall allow driver to enter no showing clients, cancellations, or late client boarding’s.

• MDT’s or tablets shall allow drivers to login by name and/or number.

• MDT’s or tablets shall maintain all data if vehicle is shutoff for any prolonged period of time.

• Real-time location of vehicles shall be displayed to dispatchers with updates every one – two (1-2) sec-onds. MDT’s or tablets shall allow for drivers to scroll up and down through their schedule.

• MDT’s or tablets shall automatically update trip data without driver action.

• MDT’s or tablets purchased from the proposer, must be compatible with proposed software.

MDT’s or tablets shall meet the following specifications:

• Minimum 6” in height x 3.5” in width display, backlit color touch screen with adjustable backlighting

• Audio speaker/adjustable volume

• Integrated GPS receiver with built-in antenna or multi-function antenna operating with cellular data tran-sition

• Dust and water resistant.

• Able to function effectively in temperature, humidity, and vibration extreme environments

• Real-time data communication

• Automatic schedule updates

• User defined reporting data intervals

• Device locking mechanism in vehicle to prevent theft or removal

• Automatic vehicle location capability

• GPS location, vehicle speed, vehicle direction

• Odometer and mileage tracking for revenue and non-revenue mileage and hours

• Real-time and historical vehicle tracking

• Manifest (schedule) stop listing in ascending order

• Automatic updates to the manifest (schedule) in real-time

• Audible tone when update is received

• Color coding

G. Reports

The software shall generate and print the following various reports:

• Daily driver manifests with multiple formats, if needed when MDT or tablet is not functioning properly

• Reports that include all National Transit Database Data sorted by weekdays, Saturday and Sunday

• Monthly and yearly listing of sponsored trips

• Listing of client expiration dates in chronological order

• Daily, monthly and yearly report that totals passenger trips, cancellations, no-shows, and late boardings

• Tracking of missed trip information

• On-time performance report with adjustable parameters

• Vehicle location report with speed history

• Dispatch listing sorted by client, route, vehicle, time, and by time and client

• Client trips sorted by client, date, and by trip type

• Daily trips sorted by client, route, and by time

• Integrated report generator for creating client, standing order, and dispatch reports

• Client no-show or cancellation report for selected periods of time

• Client name and mailing address in mailing label format

• Customizable reports using user-generated report parameters

H. Upgrades

The contractor shall provide all upgrades at no charge during the initial support period and during any additional contracted support periods.

Upgrades shall be implemented without interruption of system users. Any and all upgrades shall be made known to SAMTD project manager prior to implementation.

I. Annual Maintenance and Support

Live telephone support shall be provided during normal business hours: Monday through Friday, 8:00am through 5:00pm Pacific Time.

Support shall provide SAMTD staff with complete customer care in solving problems or issues that may arise.

The contractor must include the following as part of their annual maintenance and support costs:

• All software license and mapping license fees

• All related third-party costs

• All cellular and data transmission costs.

• Proposer shall secure, obtain, and include the cost of data plans for SAMTD data transmission as part of their annual maintenance and support costs

• All maintenance fees and technical support costs

• Free upgrades as provided by the selected vendor

• New features and functionality at no additional cost

J. Installation and Implementation

• The contractor shall include all installation of software and data conversion as part of this project.

• The contract shall convert all existing client data into contractors’ solution format.

K. Training

• Complete training shall be provided by the contractor to all SAMTD and contracted staff members so as-to train them to full proficiency in use of the software and hardware as part of this project.

• On-site training shall occur at SAMTD offices in Salem, Oregon. Additionally, at least one (1) representa-tive of the contractor shall be on-site at SAMTD office during the first two (2) days of live implementation.

• Proposers shall provide, as part of their proposal, a detailed pre-implementation and post implementation training program that specifically identifies critical path training topics, the amount of training to be pro-vided in hours for reservationists, dispatchers, drivers, and department manager.

• The proposer shall provide, as part of their proposal, a complete description of training documentation available to SAMTD as part of the project.

L. Hardware Requirements

• Software must be operable on modern web browsers such as Chrome, Explorer, Firefox, etc. running on workstations using Window 10 and above.

M. Data Security

• The contractor shall comply with Security Standards for the Protection of Electronic Protected Health Information found at 45 CFR Part 160 and 164, Subparts A, C and E. This rule, commonly known as the Security Rule, was adopted to implement provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

• The contractor and any third-party subcontractors used by the contractor shall ensure that full compliance be maintained at all times with the requirements of HIPAA, 45 CFR Part 160 and 164, Subparts A, C and E, as amended.

• The contractor shall be fully responsible for backup of all data including client data, daily schedules, and anything else required to ensure full restoration of data and schedules in the event of data loss or cata-strophic failure.

• The proposed solution shall allow SAMTD staff to easily save daily schedules on local hard drives or servers, however, this shall not serve as the primary means of backup.

END OF PART 2

PART 3

PROPOSAL FORMS

EXHIBITS 1-14

SALEM AREA MASS TRANSIT DISTRICT EXHIBITS

The following items must be included in your proposal in order to receive consideration. Failure to complete all forms included in this package may result in your proposal being ruled nonresponsive. Nonresponsive Proposals will not be considered for a contract award. If a form does not apply to your business or bid, please mark the form “Not Applicable.” Sign and date each form and/or certification.

Proposer Sample Invoice (Please provide)

Proposer Financial Statements (Please provide)

Exhibit #1 – Proposal Form

Exhibit #2 – Acknowledgement of Addenda to RFP

Exhibit #3 – Non-Collusion Affidavit

Exhibit #4 – Organizational Conflict of Interest

Exhibit #5 - DBE Participation Commitment Statement

Exhibit #6 - DBE Letter of Intent

Exhibit #7 - DBE Affidavit

Exhibit #8 - DBE Unavailable Certification

Exhibit #9 - Contractor’s Representations & Warranties Certification

Exhibit #10 - Federal Debarment & Suspension Certificate

Exhibit #11 - Certification Regarding Lobbying

Exhibit #12 – Buy America Certification

Exhibit #13 – Price Proposal Form

Exhibit #14 – References

EXHIBIT #1

PROPOSAL FORM

The undersigned (“Proposer”), upon acceptance by SAMTD, agrees to furnish all labor, freight, transportation, materials, equipment, services, supplies, and other work in accordance with the Request for Proposal No. 22-026, entitled ”DEMAND RESPONSE MOBILITY SOFTWARE,” as issued on August 1, 2022.

PROPOSER: The undersigned certifies as follows:

1. That he/she has read and understands all requirements and specifications of the Request For Proposal (RFP) (including any exhibits also posted); and

2. That he/she agrees to all requirements, specifications, terms, and conditions of the Solicitation referenced above; and

3. That he/she will furnish the designated item(s) and/or service(s) as Proposed in the Proposal; and

4. That he/she certifies under penalty of perjury that Proposer is, to the best of his/her knowledge, not in violation of any Oregon tax law; and

5. That his/her company has been certified as one of the following registered business classifications:

DBE ______ MBE _______ WBE _______ ESB _______ Veteran-Owned _______

Corporation ______ Other, identify: ______________________________________________

Resident Proposer (Oregon): _____ Yes _____ No

6. Federal Tax I.D. Number: D&B (Dun’s) Number:

Firm's Name:

Firm's Address:

Contact Person E-mail

Authorized Signature Date

Telephone Number Fax Number

Name of Project Manager and Title

7. Accounts Receivable Address, if different from above:

Proposer understands and agrees that, by his/her signature, if awarded the contract for the project, he/she is entering into a contract with SAMTD that incorporates the terms and conditions of the entire Request for Proposal package.

Proposer understands that this Proposal constitutes a firm offer to SAMTD that cannot be withdrawn for one-hundred twenty (120) calendar days from the date of the deadline for receipt of Proposals. If awarded the contract, Proposer agrees to deliver to SAMTD the required insurance certificates within ten (10) calendar days of the Notice of Award.

IMPORTANT: This form must be signed below by an authorized representative of the proposing firm, to authenticate the Proposal.

Authorized Signature: Date:

Printed Name:

Title:

EXHIBIT #2

ACKNOWLEDGMENT OF ADDENDA

The following form shall be completed and included in the Proposal.

Failure to acknowledge receipt of all addenda may cause the Proposer to be considered nonresponsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the Proposal.

The undersigned acknowledges receipt of the following addenda to the documents:

Addendum No. Dated

Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated

Contractor Name: __________________________________________________

Signature of Authorized Representative: ________________________________

Printed Name: _________________________________Date:________________

Title/Position: _______________________________________________________

EXHIBIT #3

NON-COLLUSION AFFIDAVIT

I state that I am (the sole owner) (a partner) (an officer) (an agent) of ________________________,…