RFP 22-029 Transit Signal Priority Project - Instructions For Proposers Part 1-4 With Exhibits - Final.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Transit Signal Priority Project RFP No. 22-029

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 22-029

TRANSIT SIGNAL PRIORITY PROJECT

Date Issued: August 25, 2022

Pre-Proposal Conference: September 9, 2022 10:00AM PDT (Mill Creek Conf. Rm.)

• Non Mandatory

Requests for Question Deadline: September 13, 2022 4:00PM PDT

Response to Questions: September 16, 2022 5:00PM PDT

Proposal Closes & Responses Due: September 30, 2022 4:00PM PDT

Project Manager: Chip Colby, Information Technology Manager

Procurement Contact Daniel M. Knauss, Procurement & Contracts Manager

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

TABLE OF CONTENTS

RFP 22-029

SECTION NO OF PAGES

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

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

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

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

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

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

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

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

PART 1

INSTRUCTIONS FOR PROPOSER

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL (RFP)

RFP No. 22-029

Issue Date: August 25, 2022 Proposal Due: September 30, 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 route buses, 43 paratransit buses (Cherriots LIFT), 15 regional buses Cherriots Regional), and five shopper shuttles. Most SAMTD services operate seven (7) 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 services to provide and install a Transit Signal Priority (TSP) system. The system will be interfaced with the SAMTD Intelligent Transportation Systems (ITS) and configured for operation on SAMTD buses. The purpose of the system is to facilitate a green light cycle to be held longer when approaching a high-transit corridor intersection, and when a bus is behind schedule, allowing an opportunity for the bus to catch-up, thus aiding its return to schedule. In certain locations, the system also will allow the bus to use right turn only lanes, with dedicated right turn only signals, to be used as bus queue-jump lanes.

The Term of a resultant contract will be a five (5) year base term with two (2) additional one (1) year option periods.

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

SECTION 2: PROJECT MILESTONES

• Notice To Proceed to successful contractor – December 1, 2022 (estimate)

• Substantial contract completion by – December 31, 2027 (Base Term Estimate)

• Final contract completion by – December 31, 2029 (If All Options Years Are Exercised - 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 22-029 Transit Signal Priority Project”.

Proposals must be submitted as follows:

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

* See Item #6 below for acceptable alternative methods.

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

3. Digital signatures on forms are permitted.

4. Submit with a cover letter to:

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

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 30, 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.

mailto:procurement@cherriots.org

C. Exceptions / Modifications To Scope Specifications - Proposer may not take exception to, or modify any part of, the Drawings (if applicable), Sample Contract Terms 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 must 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 closing date and time for Proposal submittal. Proposals may be withdrawn by Proposer before closing date and time as specified within this solicitation.

I. Requests for Clarification or Modification - All requests for clarification or modification of the RFP shall be made in accordance with Section 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 Proposers. Where applicable, Proposer is required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

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

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

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

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

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

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

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

http://www.cherriots.org/en/about-us/procurement

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

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

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

2. PREPARATION OF PROPOSAL

A. Proposals must be:

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

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

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

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

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

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

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

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

3. BASE PROPOSAL

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

4. ADDITIVE OR DEDUCTIVE PROPOSAL ITEMS

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

5. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

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

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

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

6. PROPOSAL AMOUNT

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

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

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

7. PROPOSAL RESULTS

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

A. The number of Proposals SAMTD received;

B. The name of the successful Proposer; and C. A summary of the evaluations;

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 Notice of Intent to Award.

SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

8. CONTRACT AWARD

A. RESPONSIVENESS OF PROPOSAL

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

1. Is received at the proper date and time.

2. Meets the stated requirements of the proposal form.

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

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

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

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

7. Demonstrated ability to comply with schedule.

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

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

B. APPARENT SUCCESSFUL PROPOSER

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

C. PROPOSAL SELECTION PROCESS

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

D. EFFECTIVE DATE OF THE CONTRACT

SAMTD will notify the successful Proposer and provide the successful Proposer with a written Notice of 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

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 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 (if applicable), 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 22-029 Transit Signal Priority Project:

Date Issued: August 25, 2022 Pre-Proposal Conference: September 9, 2022 10:00AM PDT (Mill Creek Conf. Rm.)

* Non-Mandatory *

Requests for Question Deadline: September 13, 2022 4:00PM PDT Response to Questions: September 16, 2022 5:00PM PDT Proposal Closes: September 30, 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 proposal, any changes to SAMTD’s RFP will be conveyed in writing by SAMTD to the Proposer determined to be in the competitive range.

Proposer may submit questions, request clarification, or request a change to the RFP by submitting a written request to Daniel Knauss, Procurement & Contracts Manager at the address set forth above in Section 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, Proposer are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

Questions, clarification requests, and /or RFP change requests must be received by September 13, 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.

14. PRE-PROPOSAL CONFERENCE – NON-MANDATORY

A Pre-Proposal Conference will be held on September 9, 2022 at 10:00AM in person and via Teleconference. Suppliers who are considering proposing for this solicitation are strongly encouraged to attend. Statements made by SAMTD at the Pre-Proposal conference are not binding upon SAMTD unless confirmed by written Addendum.

• To attend in person:

Salem Area Mass Transit District Location: Salem Area Mass Transit District 555 Court Street N.E., Suite 5230

• To participate via teleconference:

To access via video:

https://meet.google.com/dmy-mxxk-mjc

To access via telephone:

(US)+1 470-735-3125

PIN: 917 687 409#

15. SITE VISITATION & VIEWING

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

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

Chip Colby, IT Manager / Project Manager ……………….………… 503-361-7501

END OF PART 1

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

PART 2

SCOPE AND SPECIFICATIONS

1.1 PROJECT DESCRIPTION

Transit Signal Priority (TSP) is a tool that the Salem Area Mass Transit District wants to use to make its transit service faster and more reliable for its customers, thereby increasing the attractiveness to travelers of using public transit over their personal automobiles for their daily trips throughout the service area.

TSP is accomplished by technology in the traffic signal controller being informed as a bus approaches the intersection, and technology advising the traffic signal controller of its status in relation to the schedule it is following. If specific scheduling parameters are met, a TSP event is requested, the traffic signal controller then applies its internal algorithm to make adjustments within the timing software of the signal operation. For the purposes of this Scope of Work, all references to TSP in the context of this project relate to the application of TSP for Green Light Extension. Although, projects for additional technology to implement TSP for queue jumps and/or bus only signals may be considered in the future.

Our use of TSP is not the same as signal preemption used by rail or emergency vehicles. Preemption for emergency vehicles makes a call to the signal controller, which then inserts a phase until the vehicle passes through the intersection. This action causes the coordinated signal system to come out of coordination, disrupting traffic flow for that cycle and the cycles required to transition the system back into coordination.

It is the desire of SAMTD that the TSP system be operated conditionally related to the traffic signals and the bus route schedules. In cooperation with The City of Salem Public Works Department (hereafter referred to as The City) TSP timing parameters will need to be developed for each intersection and bus route schedule prior to implementation. Requests for TSP may or may not be served by the traffic signal depending on the TSP operating parameters at each intersection.

TSP systems can contribute directly to lower fuel and maintenance operations costs due to reduced braking, stopping, and idling at intersections. In addition to the reduction of wear and tear on components, TSP can also potentially improve operational on-time performance, which combined can measurably reduce capital mainte-nance and fuel costs while improving the customer experience.

Transit Operations

SAMTD currently uses an automated vehicle location (AVL) system on each of the buses. The AVL software provides Real-Time information for each bus, by run number. Cellular communications via onboard Cradlepoint routers (IBR1100 and IBR900) are used to communicate between buses and the AVL system. It is SAMTD’s desire to use the CAD/AVL (specifically GMV Syncromatics) technology on the buses for providing the vehicle headway on-time schedule data for TSP interface.

Transit Monitoring and Performance

Management of the transit system relies heavily on monitoring to assess the cost effectiveness of various routes and for targeting of service improvements. Four key measures that are assessed routinely on both a system level and route level are 1) Farebox recovery ratio; 2) Route on-time performance; 3) Route segment run time and; 4) Passengers per revenue hour, with reporting through the National Transit Database.

1.2 SCOPE OF SERVICES

Funding for the TSP project comes via an OR 2018-2021 STIP 18-21-3643 grant with local share provided by the Salem Area Mass Transit District. The proposer must be familiar with the FTA and ODOT contracting requirements.

The initial project phase calls for implementation of a TSP system for the SAMTD fixed route transit fleet with initial deployment in one high traffic corridor along Lancaster Drive in east Salem. The project includes supplying equipment for the operation of TSP on up to 22 intersections, inclusive of all communications TSP equipment, training for SAMTD and The City traffic department staff, and for warranty and maintenance services.

The total duration of the TSP project will last several years, and thus will need to be phased, dependent on the project deployment timeline, with the first 22 intersections being known as Phase 1, or the Lancaster Corridor Intersections. Two additional phases are anticipated to occur over the next 3 to 5 years; Phase 2 – Core Route intersections, and Phase 3, Bordering and ODOT intersections.

Proposers are required to provide a detailed project plan, which includes the following.

● Overall project schedule

● Project Manager / Project Lead and supporting staff

● Scope of work breakdown with milestones

● Implementation plan

● Kick-off meeting

● Progress calls or meetings

The proposed solution shall include and provide necessary support for the installation, configuration, programming, testing and turn-on of all intersection and any vehicle related TSP components, systems and software.

“Train the Trainer” approaches are encouraged to help The City and SAMTD staff become self-supporting.

The proposer shall assume complete responsibility for the supplied hardware, software, functionality, licensing, installation, performance optimization, testing, training, and maintenance of the TSP system components based upon the technical specifications and features contained in this document.

The proposer shall propose a complete and fully operational system that meets or exceeds the specifications described herein. If the proposers system, upon installation, does not meet the performance and technical re-quirements of this specification and any resulting contract, all additions or modifications required to meet those requirements shall be at the sole expense of the proposer.

The TSP system shall meet the following minimum requirements.

The TSP system shall consist of vehicle equipment, components and devices, intersection equipment, compo-nents, and devices, and software solution for management of all TSP activity, programming, analysis, adminis-trative, and configuration functionality. The proposer shall provide a TSP system whereby all TSP equipment, components, devices, software, and related communications infrastructure are designed, manufactured and tested as a system of components and will meet or exceed the requirements defined herein.

SAMTD would also consider a cloud-based, software TSP system, more specifically solutions that require no hardware in the field, including but not limited to signalized intersections and vehicles. An exception shall be made for one Contractor-provided hardware device in the demilitarized zone (DMZ) to enable communication between the cloud and the traffic signal communications network, and associated device-specific cabling nec-essary to properly install and secure this device at Traffic Management Center.

The proposer shall complete the following tasks that are listed in more detail in the Base Work Plan.

1. TSP Project Management

2. TSP Install Preparation

3. TSP System Components

4. Furnish and Install specified Intersection Priority Request Communications Equipment

5. Furnish and Install specified TSP System Software

6. Assist in Development and Implement TSP Signal Timing Parameters

7. TSP System Acceptance Testing

8. TSP System Warranty and Spare Parts

9. TSP System Training

10. TSP System Documentation

Following is a description of each of the tasks:

Task 1: TSP Project Management

1. The proposer shall designate a Project Manager to be the primary point of contact responsible for managing all aspects of the project.

DELIVERABLE: A project management plan with deliverables scheduled by task and timeline. Ongoing communication and coordination with SAMTD and The City.

Task 2 - TSP Install Preparation

1. The proposer shall identify all the necessary preparation items for the bus fleet and intersections to begin the installation process.

2. The proposer shall verify that they can perform the necessary vehicle location for proper solution operation from the GTFS data provided by SATMD. See Appendix B for details.

DELIVERABLE: Installation plan.

Task 3 - TSP System Components

The proposer shall provide a TSP system with all components necessary to deliver a functioning TSP system. They are identified as follows.

1. TSP System Software - The TSP system software will be cloud based and will support all necessary system configuration and processing of operational information such as stops and route data, block data, and run data. SAMTD uses Trapeze for this data so the TSP system software will need to be able to obtain that data from Trapeze or via some form of static feed. The TSP system software will include the ability to enable/disable TSP capability by vehicle, a group of vehicles, by each specific route, variation, and/or for all routes and/or all vehicles. The configuration of the activation points and predefined lateness thresholds and other conditional priority measures shall be made available through the TSP system soft-ware.

2. Additional TSP Peripheral and Auxiliary Items - Additional equipment racks, auxiliary panels with addi-tional priority or preemption inputs/outputs and communications ports shall be available as part of the complete TSP system installation to meet the requirements defined herein, unless proposing an alterna-tive software-only solution.

DELIVERABLE: Fully functional TSP system with detailed system operations plan.

Task 4 - Furnish and Install Intersection Priority Request Communications Equipment

1. The proposer shall assess the current intersection controllers and related equipment for compatibility at existing signals capable of providing TSP for data connection capability as part of the design review process. SAMTD has identified 22 locations where the proposer will need to assist The City with upgrad-ing signal equipment for use with TSP (see Appendix A).

2. The Solution must support the National Transportation Communications for Intelligent Transportation Systems Protocol (NTCIP), specifically NTCIP 1202, Object Definitions for Actuated Traffic Signal Con-troller (ASC) and NTCIP 1212, Object Definitions for Signal Control and Prioritization (SCP). The Solution must place TSP calls using NTCIP to individual intersections as needed by transit vehicles, while limiting impact to surrounding traffic.

3. The Solution must support NTCIP 1211, Object Definitions for Signal Control and Prioritization (SCP).

NTCIP 1211 sets standardization for Transit System Priority (TSP). Fundamentally, TSP consists of three components: a Priority Request Generator (PRG), a Priority Request Server (PRS), and the Coordinator

(CO).

The PRG shall:

a) Produce an estimate of the time of service desired for a fleet vehicle approaching the signalized inter-section. This estimate is intended to represent the vehicle’s arrival time at the intersection and can range from zero (0) (representing a request for immediate service) to a time in the future.

b) Produce an accurate estimate of the transit vehicle’s time of departure from the intersection. This estimate is intended to represent the vehicle’s departure time from the intersection and can range from zero (0) (representing a vehicle at the intersection) to sometime in the future.

c) Send a request for signal priority, which consists of the time of service desired, the time of estimated departure, and the priority strategy desired to the PRS.

d) Send and receive the status of a priority request from the PRS.

4. Railroad and emergency vehicle preemption shall supersede that of the Solution.

5. The proposer shall interface with the signal controller software as needed to meet the TSP functional specifications defined herein.

6. The TSP system will obtain vehicle location, heading, and speed information. The TSP system shall process the vehicle information to ensure that the vehicle is within a trigger point area, heading toward the intersection from an appropriate direction, within the appropriate priority conditions, requesting priority and within a configurable range. If these conditions are met, the TSP system will generate a priority call to the nearest intersection in the direction of the approaching vehicle.

DELIVERABLE: TSP intersection equipment.

Task 5 - Furnish and Install TSP System Components

1. The proposer shall provide a system software solution to manage and report on TSP.

2. The TSP System software shall be capable of the following features and functionality:

o Manage and track all configurations and the modification of changes made through the TSP sys-tem, including all configuration information defined herein.

o Report on all configuration parameters, settings, activity, errors, and statuses across all config-ured intersections and related TSP system information.

o Be scalable. Additional TSP equipment, components, and devices shall be supported with corre-sponding increases in system processing, memory, and storage capacity.

o Display the current operational status of each traffic signal phase, active priority calls, and recently logged calls by intersection and vehicle, and recent system events including equipment and com-munications status by intersection and vehicle (unless no additional hardware is required to be installed in the vehicles).

o Provide a messaging alert feature for logging messages when designated priority calls or system events occur.

o Archive and report on all collected log and configuration information in a central database. Support the analysis of all system log data through sorting, filtering, and pivot table analysis of all log fields.

o Provide reporting capabilities on system activity, usage, usage by vehicle, route, by intersection and by time.

o Provide TSP optimization reporting to adjust, add, or remove TSP trigger points to meet overall TSP operating efficiency.

3. The TSP system shall provide an intuitive, simple, and secure internet-accessible graphical user interface (GUI) or approved equivalent to configure the TSP check-in and check-out points using GPS coordinates. The Solution’s GUI shall be browser-agnostic and operate on all versions of Microsoft Edge, Microsoft Internet Explorer, Apple Safari, Mozilla Firefox, and Google Chrome currently supported by their respective Contractors. The TSP system activity logs shall be automatically downloaded to the sys-tem or approved equivalent.

4. The Solution’s GUI will provide a live map showing real-time locations of all transit vehicles and current TSP and relevant signal operation information such as an intersection’s phase statuses.

5. All TSP activity shall be logged by the TSP system including but not limited to unique event iden-tifier number, vehicle ID number, route, date, time, GPS location, TSP enable/disable, and signalized intersection number and name. The TSP system shall also store priority TSP calls, check-in and check-out points.

6. The TSP system shall provide TSP maintenance and management capabilities to authorized per-sonnel with restricted login names, passwords, and system access rights to create, modify, and delete system attributes including but not limited to, users by agency (using unique identification numbers), vehicle classification, vehicle numbers, intersection names, conditions, etc. The TSP system shall have the capability to deactivate TSP requests when the door is open and reactivate priority calls when the door is closed.

DELIVERABLE: TSP system.

Task 6 - Develop and Implement TSP Signal Timing Parameters

1. Data-encoded communication shall request the traffic signal controller to advance and/or hold a traffic signal display selected from signal phases normally available based on the traffic timing plans or configurations in place at each signalized intersection slated for TSP.

2. The TSP system shall operate on a first come first served basis since multiple bus routes may be approaching the same intersection from the same or other directions at the same time.

3. The proposer or appropriate subcontractor shall assist with the development and programming of TSP signal timing plans at each intersection traffic signal controller. Proposer or subcontractor must be licensed and authorized to perform work on The City’s traffic signals.

DELIVERABLE: TSP signal timing plans developed and programmed.

Task 8 - TSP System Acceptance Testing

1. The proposer shall partner with The City to provide TSP programming and maintenance services after the service test is completed covering these identified TSP daily, weekly, monthly, quarterly and annual operational management and maintenance activities as well as dedicated services to assist The City and SAMTD staff with meeting the TSP performance metrics of the project.

2. The proposer shall provide a complete TSP maintenance and service plan in print and electronic file format.

DELIVERABLE: TSP acceptance testing documentation.

Task 9 - TSP System Warranty and Spare Parts

1. The proposer will provide warranty documentation for all equipment to cover a period of five (5) years from time of project completion. A complete set of spare parts inventory should be available.

2. SAMTD may choose as an option to purchase an extended warranty for five (5) additional years.

3. The proposer will keep and provide a complete inventory of spare replacement parts, and possibly pro-vide shelf spares for required components.

DELIVERABLE: Warranty documentation and complete inventory list of spare parts.

Task 10 - TSP System Training

1. The proposer will provide a comprehensive training to The City and SAMTD staff on installation, opera-tions and troubleshooting the complete TSP system.

DELIVERABLE: Comprehensive training and a complete set of training materials, four (4) hard copies and two (2) electronic copies.

Task 11 - TSP System Documentation

1. The proposer will provide a complete set of system drawings, equipment inventory and any other rec-ords in print and standard editable electronic file format.

DELIVERABLE: Complete system documentation.

APPENDIX A

Inventory List of Phase 1 TSP Intersections

Salem Area Mass Transit District

Traffic Signal Locations for High Traffic Corridors

Lancaster and Hayesville Lancaster and Ward Lancaster and Cooley Lancaster and Silverton Lancaster and Devonshire Lancaster and Beverly Lancaster and Wolverine Lancaster and Sunnyview Lancaster and Market Lancaster and D st Lancaster and Denver Lancaster and Center Lancaster and Auburn Lancaster and Amber Lancaster and State Lancaster and Regal Cinema Lancaster and Durbin Lancaster and Macleay Lancaster and Rickey Lancaster and Highway 22 Lancaster and Hagers Grove Lancaster and Kuebler

APPENDIX B

SAMTD GTFS Realtime Data

The GMV Syncromatics feeds and related data for SAMTD GTFS can be found at:

live.cherriots.org/gtfs live.cherriots.org/gtfs-rt/vehiclepositions live.cherriots.org/gtfs-rt/tripupdates live.cherriots.org/gtfs-rt/alerts

And the spec for the data format is found at:

https://developers.google.com/transit/gtfs-realtime

If building an integration with this data, the proposer is advised to not create any business logic based on the values in our feeds as they may change in the future.

END OF PART 2

https://developers.google.com/transit/gtfs-realtime

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. Please 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. 22-029, entitled ”Transit Signal Priority Project,” as issued on August 25, 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 ________________________, and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers.

I am the person responsible in my firm for the price(s) and the amount of this offer.

I state that:

1. The price(s) and amount of this offer have been arrived at independently and without consultation, communication, or agreement with any other contractor, Proposer, or potential Proposer.

2. That neither the price(s) nor the amount of this…