RFP-23065 Transportation Routing and Scheduling Software -final.pdf

RFP-23065 RFP Template Effective Date:

Transportation and Routing Software 2/17/2021

200 EAST NORTH AVENUE

BALTIMORE, MD 21202

REQUEST FOR PROPOSALS

TRANSPORTATION ROUTING AND SCHEDULING SOFTWARE

RFP-23065

ISSUED BY: Procurement Office Baltimore City Public Schools 200 East North Avenue, Room 401 Baltimore, MD 21202 Attention: Ted King

RFP NUMBER: RFP- 23065

RELEASE DATE: Thursday, January 11, 2024

PRE-PROPOSAL

MEETING: Thursday, January 18, 2024 @ 1:00 p.m.

Held virtually via a Microsoft Teams Meeting

QUESTIONS DUE: Friday, January 19, 2023 @ 4:00 p.m.

PROPOSAL DUE DATE: Friday, February 2, 2024 @ 11:00 a.m.

Proposals submitted electronically to eMarylandMarketplace Advantage website

DIRECT INQUIRIES TO: Ted King

PH: 443-691-8677

FX: 410-545-6977

E-mail: trking@bcps.k12.md.us

Entities are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render an Entity’s Proposal unacceptable and subject to rejection. Questions and inquiries may be addressed as outlined in Part II, Item 4 of this solicitation. Any exceptions to the Baltimore City Public Schools’ (“City Schools’”) terms and conditions are not binding unless they are negotiated and affirmatively deemed mutually agreeable by the Entity and City Schools in an executed Contract. City Schools is not required to negotiate changes to its terms and conditions.

mailto:trking@bcps.k12.md.us

RFP-23065 RFP Template Effective Date:

Transportation and Routing Software 2/17/2021

TABLE OF CONTENTS

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

2.0 BACKGROUND

3.0 SCOPE OF SERVICES

4.0 EVERY STUDENT SUCCEEDS ACT (“ESSA”)

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

2.0 TERM OF AGREEMENT

3.0 PRE-PROPOSAL MEETING

4.0 QUESTIONS AND INQUIRIES

5.0 POINT OF CONTACT

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

7.0 CONTRACT TYPE

8.0 PAYMENT TERMS

9.0 TRAVEL REIMBURSEMENT

10.0 ELECTRONIC PAYMENT

11.0 RFP REVISIONS

12.0 SUBMISSION DEADLINE

13.0 PROPOSAL OPENING

14.0 DURATION OF OFFER

15.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

16.0 E-MARYLAND MARKETPLACE ADVANTAGE

17.0 INSURANCE

18.0 LIQUIDATED DAMAGES

19.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION BADGE

20.0 LIVING WAGE

21.0 BONDING

22.0 TERMS AND CONDITIONS

23.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

24.0 UNNECESSARILY ELABORATE BROCHURES

25.0 SERVICE LEVEL AGREEMENT

PART III: PROPOSAL FORMAT

1.0 PROPOSAL SUBMISSION FORMAT

2.0 VOLUME I: TECHNICAL PROPOSAL FORMAT

3.0 VOLUME II: FINANCIAL PROPOSAL

PART IV: EVALUATION AND SELECTION PROCEDURE

1.0 EVALUATION COMMITTEE

2.0 EVALUATION PROCESS

3.0 EVALUATION CRITERIA

PART V: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR RFP’S

APPENDIX B - CITY SCHOOLS GENERAL ARTICLES

APPENDIX C - REFERENCES

APPENDIX D - NON-COLLUSION CERTIFICATE

APPENDIX E - DEBARMENT AFFIDAVIT

APPENDIX F - ANTI-BRIBERY AFFIDAVIT

APPENDIX G - ETHICS CERTIFICATION

APPENDIX H - EDGAR

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Transportation and Routing Software 2/17/2021

APPENDIX I - FINANCIAL PROPOSAL FORM

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Transportation and Routing Software 2/17/2021

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

This Request for Proposals (“RFP” or “solicitation”) is soliciting Proposals from qualified Entities for provide transportation routing, planning and management software that supports the day-to-day planning, scheduling and operations of Baltimore City Public Schools (City Schools). Entities shall can provide a fully operational routing and scheduling solution, including configuration, customization, installation, training, testing, system maintenance and update service for all modules offered.

For the purposes of this RFP, the following definitions apply: “City Schools” refers to the Baltimore City Board of School Commissioners, which operates a system of public schools commonly known as the Baltimore City Public School System or Baltimore City Public Schools; “Entity” means any qualified, reliable, and interested broker, vendor, bidder, consultant, contractor, manufacturer, and/or other entity that responds to this RFP, as well as the entity awarded a Contract or otherwise duly authorized by City Schools to provide Services in accordance with applicable Laws; “Contract” or “Agreement” refers to the legally enforceable contract or agreement between City Schools and the Entity that is the successful respondent to this RFP; “Services” or “Work” refers to the work, deliverables, products, goods, materials, equipment, and/or services required to be provided or performed by the Entity under the terms of the Agreement; “Law” or “Laws” refers to any applicable federal, state, and local laws, regulations and rules, as well as Baltimore City Board of School Commissioners policies and administrative regulations, which are available at this link: www.baltimorecityschools.org/board-policies; and “Proposal” means a bid or submission to City Schools in response to this RFP.

2.0 BACKGROUND

City Schools serves the needs of public education in Baltimore City, covering approximately 77 square miles, with a residential population of more than 646,000. It is the fourth largest public-school system in the State of Maryland. City Schools operates 156 facilities over a ten-mile radius, which includes Pre-k, elementary, middle, and high schools as well as special education centers and alternative schools. The Central administration headquarters is located at 200 East North Avenue, Baltimore, Maryland.

City Schools is governed by the Baltimore City Board of School Commissioners (“Board”), which has 10 members (including a student member). The Board is appointed by the Mayor of Baltimore. The Board sets and oversees policy and implementation of regulations for the school system and approves all major appointments. The City Schools Chief Executive Officer reports to the Board.

City Schools currently has approximately 79,000 students supported by approximately 10,000 employees and an annual operating budget of approximately $1.3B.

The Office of Student Transportation manages both public and contractor transportation services for approximately 41,000 students.

• Curb-to-Curb (door-to-door) services are provided for approximately 6,000 students with a fleet of 75 public owned yellow buses, 250 contractor owned yellow buses, 50 public owned alternative vehicles, 65 contractor owned alternative vehicles and http://www.baltimorecityschools.org/board-policies

RFP-23065 RFP Template Effective Date:

Transportation and Routing Software 2/17/2021 approximately 100 taxi cabs. Student groups served are largely special education, homeless and ESOL.

• Corner-to-Corner services are provided for approximately 2,000 students with a fleet of 45 contractor owned yellow buses.

• Maryland Transit Authority services are provided for 34,000 eligible middle school and high school students.

The Office of Student Transportation has a budget of $34.0 million and 170 employees.

The routing division consists of 4 staff members; 2- Lead Technician-Routing and

Scheduling and 2- Technicians-Routing and Scheduling.

3.0 SCOPE OF SERVICES

A. GENERAL

The contractor shall furnish routing software, Cellular GPS system, and parent portal services for yellow school buses and alternative vehicles transporting Baltimore City Public School students.

B. ROUTING CONTRACTOR REQUIREMENTS

In general, the overall scope of services to be provided under the awarded contract can be comprised of the following major components for transportation routing, planning, and management software:

a. SYSTEM SOFTWARE/HARDWARE: Contractor provides transportation routing, planning, and management software and the appropriate infrastructure, resources, and technology to implement a successful program.

b. INSTALLATION SERVICES: Contractor provides installation services for products and holds all proper and applicable licenses and certifications to perform work.

c. SUPPORT SERVICES: Contractor provides qualified and experienced support staff to actively engage a successful program for the duration of the implemented system.

C. TURNKEY APPROACH

Contractor shall can provide a fully operational turnkey approach, including configuration, customization, installation, training, testing, system maintenance and update services for all modules offered by the firm. Transportation routing, planning, and management software may be comprised of various functionalities and modules as outlined herein. Offerors are encouraged to submit proposals on single or multiple modules/functionalities

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Transportation and Routing Software 2/17/2021

D. LICENCES

Contractor shall maintain in current status all federal, state and local licenses, bonds, and permits required for the operation of business conducted by contractor. Contractor shall remain fully informed of and in compliance with all ordinances and regulations pertaining to the lawful provision of services under the contract.

E. COMPLIANCE WITH CODES AND REGULATIONS

All equipment and installation shall comply with applicable current provisions and standards of the following, but not be limited to, as applicable to the device’s and component’s functions in the installed system:

i. National Electronic Code (NEC)

ii. Underwriters Laboratories, Inc. (UL)

iii. Federal Communications Commission (FCC)

iv. Institute of Electrical and Electronics Engineers (IEEE)

v. American National Standards Institute (ANSI)

vi. Bellcore Standards

vii. Electronic Industries Alliance/Telecommunications Industry Association (EIA/TIA)

viii. International Standards Organization (ISO)

ix. Occupational Safety and Health Administration (OSHA)

x. Local, State, and Federal Building Codes

xi. Family Educational Rights and Privacy Act of 1974 (FERPA)

F. EQUIPMENT STANDARDS

Equipment shall be state-of-the-art quality and design that ensures all on-board equipment will operate properly under the environmental conditions encountered including adverse temperature, humidity, dust/dirt, power variations, shock, and vibration. Waterproof and dust-proof housings should be offered for all equipment that are not water/dust resistant.

i. Equipment shall be tamper-proof.

ii. Equipment shall require long-life and high reliability under adverse conditions.

iii. All equipment shall be certified by the contract vendor to be compatible for the

Member’s intended purpose of demand-response and fixed route services.

iv. Equipment shall include all vehicle wiring and connectors required for the installation of equipment. Wiring and connectors shall be appropriate to the transportation environment where the equipment is to be installed. Shielded cables should be provided as necessary to avoid interference problems.

G. DOCUMENTATION

All proposed solutions shall be thoroughly documented for both technical and non-technical support staff and for end-user understanding. Documentation should include detailed product descriptions along with practical instructions on how to utilize the system and equipment.

RFP-23065 RFP Template Effective Date:

Transportation and Routing Software 2/17/2021

4.0 SYSTEM SOFTWARE

The transportation routing, planning, and management solution offered should have the following characteristics and the capacity to perform the tasks listed below at a minimum.

4.1 TECHNICAL INFRASTRUCTURE:

4.1.1 Easy to implement and fully scalable

4.1.2 Truly web-based, compliant with open browsers such as Firefox, Safari, Chrome, and Internet Explorer

4.1.3 Must be HTML5 compliant (No Flash components)

4.1.4 Networkable with unlimited users

4.1.5 Functional with neutral operating systems

4.1.6 Interface with mobile computing devices such as smartphones and tablets

4.1.7 Manage user permissions and log ins

4.1.8 Integration with other systems such as student information systems, global positioning systems, student tracking systems, etc.

4.2 SYSTEM FUNCTIONALITY AND DESIRED MODULES:

4.2.1 Map integration and management

4.2.2 Geo mapping/coding functions-ARCGIS comparability

4.2.3 Route and plan management

4.2.4 Driver management

4.2.5 Student tracking-Parent Portal

4.2.6 Redistricting and zone analysis/planning

4.2.7 Reporting

4.2.8 GPS tracking

4.2.9 Field trip management

4.2.10 Fleet maintenance and management

4.2.11 Information portal for parents and staff

4.3 SOFTWARE LICENSING: District-wide licensing for software program/modules should be made available.

4.4 IMPORT/EXPORT CAPABILITIES: Links and/or integration into other software systems as needed and capability to store data in industry standard structures that are available to third party programs, such as word processors, report writers, etc. System should support periodic downloads from current student management information system.

4.5 REPORTS: In addition to built-in reports, the ability to build, modify, and create customizable reports. Printing of reports using particular subsets (i.e. particular day, site, buses, students, drivers, routes, etc.) should be available. Reports should print to standard file formats, such as .XLS, .RTF, .XHTML, .HTML, and .PDF

4.6 SECURITY: Maintain procedures and controls for assuring that no information contained in its records or obtained from the system shall be used or disclosed, except as required to efficiently perform duties under the contract.

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Transportation and Routing Software 2/17/2021

5.0 INSTALLATION SERVICES

5.1 INSTALLATION SCHEDULE: Member and Contractor shall coordinate a schedule to ensure installation services are completed without disruption to school bus, and/or other departmental vehicle schedules. If requested, Contractor shall have after business or school hours, weekend or holiday installation options available. Once both parties agree upon schedule, Member shall provide Contractor access to vehicles and facilities as scheduled and Contractor shall complete the installation in the time allotted. Installation shall be done in a reasonable amount of time and be approved upon completion by the Member.

5.2 MANUFACTURER’S INSTRUCTIONS: Installation shall be in accordance with the manufacturer’s recommendations and industry standards and shall be accomplished by properly trained and skilled individuals. During installation, all connections and pieces of equipment shall be fully tested by a technical representative trained by the manufacturer.

5.3 SAFETY: All work shall be accomplished in conformance to current applicable OSHA safety requirements and any additional federal, state, or local fire or safety requirement.

Contractor must advise the Member when work performed is expected to be hazardous to school children, Member employees, and/or operators. In addition, clean up must be done daily and the worksite returned to original and safe condition upon completion of project.

5.4 CABLING: Installations of facility-based units may require cabling. The ability to provide cabling is requested, but not required. A Contractor who doesn’t provide cabling will not be automatically excluded from evaluations. A Member shall not be bound to use cabling services proposed under this contract and may use an alternative when it is in the best interest of the Member.

5.5 DIAGRAMS: Upon request, and prior to any installation, the Contractor shall provide the Member specific and complete wiring diagrams showing the connections between devices in vehicles. For facility cabling, cabling drawings showing the connections between devices and all floor plans and layouts showing all interconnected cabling of devices shall be provided upon request.

6.0 SUPPORT SERVICES

6.1 IMPLEMENTATION AND PROJECT MANAGEMENT: Implementation and project management services should include at a minimum all technological requirements, including data conversion, integration, logistics, testing, and support.

6.2 TRAINING: On-site and/or online training should be available the first year of the contract and subsequent years as needed.

6.3 SUPPORT AND UPGRADES: An annual support program should be available that includes support call assistance and a comprehensive help system within the program that incorporates all topics and information from the user’s manual. Software system upgrades should be available for each year fees are paid by the Member.

4.0 EVERY STUDENT SUCCEEDS ACT (“ESSA”)

Not applicable.

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PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are confidential and proprietary. The selected Entity agrees not to disclose or knowingly use any confidential or proprietary information of the Baltimore City Schools and/or third-party participant.

Entities are notified that City Schools has unlimited data rights regarding Proposals submitted in response to this solicitation. “Unlimited data rights” means that City Schools has the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, or perform publicly and display publicly any information submitted by the Entity in response to this or any solicitation issued by City Schools. City Schools will exempt information that is confidential commercial or financial information of an Entity, as defined by the Maryland Public Information Act (“MPIA”), Title 4 of the General Provisions Article of the Maryland Annotated Code. It is the responsibility of the Entity to clearly identify each part of its Proposal that is confidential commercial or financial information by stamping the bottom right-hand corner of each pertinent page with one-inch, bold face letters stating the words “confidential” or “proprietary”. The Entity agrees that any portion of the Proposal that is not stamped as proprietary or confidential is not proprietary or confidential. As a condition for City Schools keeping the information confidential, the Entity must agree to defend and hold City Schools harmless if any information is inadvertently released. Each Entity must submit a proprietary and confidential redacted copy of its Proposal to be used in responding to MPIA requests. However, and in accordance with the MPIA, Entities are hereby notified that every portion of the Proposal may still be subject to disclosure under the MPIA.

2.0 TERM OF AGREEMENT

The anticipated term of the Contract that City Schools intends to award pursuant to this RFP shall be for three years from the date after Board approval, and subject to the termination provisions set forth in the attached City Schools General Articles (Appendix B).

3.0 PRE-PROPOSAL MEETING

Prospective vendors are strongly encouraged to attend a Pre-Proposal Conference Microsoft TEAMS call that will be held on Thursday, January 18, 2024 at 1:00 p.m. EST.

Additionally, vendors are strongly encouraged to submit questions prior to this call.

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Transportation and Routing Software 2/17/2021

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While attendance at the pre-proposal meeting is not mandatory, the information presented is informative. All interested offerors are encouraged to attend in order to be better able to prepare an acceptable proposal.

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Entity orally. Questions shall be submitted in writing to the Point of Contact (see Part II, § 5.0). If the Entity is allowed to submit the Proposal in hard copy, the word "INQUIRY” and the RFP name and number must be noted on the envelope. Alternatively, inquiries may be e-mailed to the Point of Contact. The subject field of the e-mail must include "INQUIRY” and the RFP name and number.

To be given consideration, the questions must be received NOT LATER THAN Friday, January 19, 2024 at 4:00 p.m. EST. Questions that are deemed to be substantive in nature will be answered only in writing, with both the question(s) and answer(s) posted on https://emma.maryland.gov. Unless expressly authorized by the Point of Contact, contact by Entities with any other City Schools employee regarding this solicitation until the Contract is awarded by the Board will be considered by City Schools as an attempt to obtain an unfair advantage and result in non-consideration of the Entity’s Proposal.

5.0 POINT OF CONTACT

Ted King, Buyer Baltimore City Public Schools Office of Procurement 200 E. North Avenue Baltimore, MD 21202 Phone: 443-691-8677 E-mail: trking@bcps.k12.md.us

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

For purposes of the Contract awarded pursuant to this RFP, the City Schools Project Monitor is Jacinta Hughes, Director-Office of Pupil Transportation.

The Entity’s performance will be under the technical direction of the City Schools Project Monitor, who will be responsible for ensuring the Entity’s compliance with the requirements https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14439611488,,239348705 https://dialin.teams.microsoft.com/086aed28-7d04-4f8c-bdbb-89c4ddddf66e?id=239348705 https://dialin.teams.microsoft.com/usp/pstnconferencing https://aka.ms/JoinTeamsMeeting https://teams.microsoft.com/meetingOptions/?organizerId=25ecfd1a-aa92-4d30-a880-faec69d6b82b&tenantId=065bb2f4-6fe3-414f-a910-f2886305c814&threadId=19_meeting_N2RhMWE3NTUtNjZmZi00OWNlLThkNzAtM2U0ZjNhZmQwZTkw@thread.v2&messageId=0&language=en-US https://emma.maryland.gov/ mailto:trking@bcps.k12.md.us

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Transportation and Routing Software 2/17/2021 of the Contract to include managing the daily activities of the Contract, providing technical guidance to the Entity, and overall project scheduling and coordination. The Entity shall be accountable to the City Schools Project Monitor on all matters relating to the scope of Work.

7.0 CONTRACT TYPE

The Contract resulting from this solicitation will be a Requirements Contract.

8.0 PAYMENT TERMS

The prices, rates, and other compensation for Services performed is as described in the Agreement. When transportation or freight charges are billed to City Schools, a paid freight bill must accompany the invoice. Invoices received unaccompanied by such evidence will be paid only upon acceptance by City Schools. Cartage, handling, packaging, or boxing charges will not be allowed unless specifically so stated in the purchase order.

The Parties acknowledge and agree that the Entity’s invoices are to be submitted to City Schools in a timely manner, per the terms of a purchase order, after the Services have been provided to City Schools. If invoices are submitted more than one calendar year after the last date the Entity’s Services have been rendered or the last date when Services were accepted by City Schools, then City Schools shall have no obligation to pay for the stale invoices. City Schools shall have no obligation to pay for Services performed before City Schools approves the Agreement or after it terminates, in excess of the monetary amount of the Agreement, or prior to the issuance of a purchase order. The Entity shall comply with additional City Schools guidance regarding invoices, proposals, and quotes, available on the City Schools website (https://www.baltimorecityschools.org/sites/default/files/inline-files/Quote- InvoiceGuidancev10.6.20.pdf).

The Entity’s invoices shall be approved for payment by the City Schools Project Monitor only after the City Schools Project Monitor is satisfied that the Entity is performing the Services and has prepared the invoice as required by the Agreement. Prior to approving any Entity invoices for payment, City Schools, through any authorized representative, has the right at all reasonable times to inspect, or otherwise evaluate, the Services performed or being performed at the premises on which it is being performed. If any inspection or evaluation is made by City Schools on the premises of the Entity or any of its subcontractors, the Entity shall provide and shall require its subcontractors to provide all reasonable facilities and assistance for the safety and convenience of City Schools representatives in the performance of their duties. All inspections and evaluations shall be performed so that they will not unduly delay the Services.

Within thirty (30) days after receipt of each invoice and accepting the Services, City Schools shall, except as provided in the Agreement, pay for the Services performed when approved by the City Schools Project Monitor. A payment schedule will be jointly developed between City Schools and the Entity. City Schools reserves the right to submit payment using an electronic payment method, such as credit card, Single Use Account, or Automated Clearing House. The Entity shall not assess City Schools with any additional charge, fee, or price for the use of these electronic payment methods.

Regardless of any other provisions of the Agreement, failure of the Entity to submit required reports when due or failure to perform or deliver acceptable Services will result https://www.baltimorecityschools.org/sites/default/files/inline-files/Quote-InvoiceGuidancev10.6.20.pdf https://www.baltimorecityschools.org/sites/default/files/inline-files/Quote-InvoiceGuidancev10.6.20.pdf

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Transportation and Routing Software 2/17/2021 in City Schools withholding or limiting payments under the Agreement until such time as City Schools determines that the Entity has met the performance terms as established by this Agreement, unless such failure arises pursuant to Article 7 (“Force Majeure”) of the City Schools General Articles and without the fault or negligence of the Entity. City Schools shall promptly notify the Entity of its intention to withhold or limit payment of any invoice submitted.

If at any time City Schools determines that a cost for which payment has been made is a disallowed cost, such as overpayment, City Schools shall notify the Entity in writing of the disallowance or claim for unallowable costs. City Schools shall also state the means of correction, which may be, but shall not be limited to, adjustment of any future claim submitted by the Entity by the amount of the disallowance, or to require repayment of the disallowed amount by the Entity.

The Entity shall fully comply with any bid, payment, performance bond and/or other bonding or surety obligations as set forth in this RFP.

9.0 TRAVEL REIMBURSEMENT

Hotel and meal expenses are limited to the U.S. General Services Administration (“GSA”) Per Diem Rate http://www.gsa.gov/Per Diem. In no event will meals totaling more than the GSA Per Diem Rate be reimbursed. A detailed receipt for all meals must be submitted on the Entity’s or other suitable Expense Account Form upon return. The receipt should include the date, name of the restaurant, and an itemized listing of what was purchased. Meals charged to the room must also include a detailed receipt. City Schools will not reimburse an individual for the purchase of alcoholic beverages, which are the sole responsibility of the traveler. The traveler must also include a copy of the conference agenda when applicable. The cost of transportation, including air and ground transportation, should be loaded into the hourly rates for personnel.

10.0 ELECTRONIC PAYMENT

City Schools has the ability to process payments to contractors electronically using the CTX+ (“Corporate Trade Exchange”) payment format. The payment format will contain summarized information and will not provide details concerning each invoice amount included in the check total if the depositing bank does not accept CTX+ format. Entities must contact their bank in order to receive the CTX+ format and the depositing bank may charge a fee for this format. Entities need to discuss potential charges with their bank.

Please complete and submit the Authorization for Entity Payment - ACH form. Forms can be obtained by visiting the City Schools procurement website at https//www.baltimorecityschools.org/procurement. City Schools will only process ACH forms for awarded Entities.

11.0 RFP REVISIONS

Should it become necessary to revise any part of this RFP, addenda will be posted on https://emma.maryland.gov. All addenda, amendments or changes issued shall be deemed received by the Entity, provided they are posted to eMaryland Marketplace Advantage or the City Schools website. Failure of any Entity to receive or acknowledge receipt of such addenda or interpretation shall not relieve any Entity from any obligations under this RFP as amended by all addenda. All addenda so issued shall become part of the Contract award.

http://www.gsa.gov/portal/content/104877?utm_source=OCM&utm_medium=print-radio&utm_term=HP_01_Requested_perdiem&utm_campaign=shortcuts https://emma.maryland.gov/

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12.0 SUBMISSION DEADLINE

Proposals for this solicitation are being accepted solely online through eMaryland Marketplace Advantage (https://emma.maryland.gov). The Bid Due date is Friday, February 2, 2024, at 11:00 am local time. Offeror’s response shall be submitted in two PDFs (one technical and one financial) on-line to eMaryland Marketplace Advantage.

Hard copy submissions will not be accepted. All Proposals must be submitted electronically as a combined pdf document.

13.0 PROPOSAL OPENING

RFP Proposals are not opened publicly, but in the presence of at least two City Schools employees. Once the Proposals are opened, the Office of Procurement will prepare a document that summarizes the Proposals received. This document will be available for inspection after the Intent to Award letter is issued.

14.0 DURATION OF OFFER

A Proposal submitted in response to this solicitation is binding upon the Entity and is considered irrevocable for a minimum of 180 days following the closing date for receipt of initial Proposals or the closing date for receipt of a best and final offer, if applicable.

15.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

During the MBE/WBE goal determination process, this solicitation was not assigned M/WBE goals pursuant to City Schools Administrative Regulation DJA-RA, Procurement, pertaining to Minority and Women’s Business Enterprises (MBE/WBE Requirements).

16.0 E-MARYLAND MARKETPLACE ADVANTAGE

eMaryland Marketplace Advantage (https://emma.maryland.gov) is the primary site for

City Schools to transmit solicitations over $50,000. This website also serves to publish any addenda, associated materials, Entity/offeror questions and City Schools’ responses, and other solicitation related information.

Notices of solicitations are also posted on our website www.baltimorecityschools.org in accordance with the Maryland Annotated Code, State Finance and Procurement Article § 13-103 Competitive Sealed Bids, Article § 13-104 Competitive Sealed Proposals, and Article § 13-107 Sole Source Procurements.

The eMaryland Marketplace Advantage law became effective on June 1, 2008 and requires units of State government, including those otherwise exempt from State procurement law, and all local government entities, to publish notices of procurement and procurement awards on the State’s e-commerce website eMaryland Marketplace Advantage (“eMMA”). All Entities are required to register with eMaryland Marketplace Advantage, so that the award notice can be properly published.

17.0 INSURANCE

Insurance requirements are set forth in Article 20 of the attached City Schools General Articles (Appendix B). The Entity shall submit with their Proposal a Certificate of Insurance http://www.baltimorecityschools.org/

RFP-23065 RFP Template Effective Date:

Transportation and Routing Software 2/17/2021 that complies with § 19-116 of the Insurance Article, Maryland Annotated Code. The Baltimore City Board of School Commissioners should be named as Additional Insured on the Entity’s insurance and named as Certificate Holder. The Entity’s insurance shall be effective at time that the Entity submits its Proposal. If the Certificate of Insurance contains a minor irregularity, the Entity will be allowed five (5) business days to cure the minor irregularity or be determined non-responsive. The Insurance Certificate shall meet the insurance coverage required by Article 20 of the attached City Schools General Articles.

18.0 LIQUIDATED DAMAGES

N/A

19.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION

BADGE

Depending upon the type of services that the Entity performs and the Entity’s access to students and/or student records, the Entity’s (and its subcontractor’s) employees may be required to submit to a criminal background check and fingerprinting. Also, such employees may be required to obtain a photo identification badge. A full statement of these requirements is set forth in Article 18 (“Obligations Regarding Criminal Records of Individuals Assigned to Work in City Schools Facilities”) of the City Schools General Articles (Appendix B).

20.0 LIVING WAGE

During the term of the Contract resulting from this solicitation, the Entity shall pay its employees a Living Wage in accordance with Baltimore City Living Wage legislation and regulations. Baltimore City’s current Living Wage can be obtained by going to https://civilrights.baltimorecity.gov/wage-commission/wages#living or by contacting the Baltimore Wage Commission at 410-396-4835. The award amount of the Contract resulting from this solicitation cannot be increased for the Entity’s failure to factor into its Proposal any future increases in the Living Wage rates in effect at the time of this solicitation during the initial Contract term.

21.0 BONDING

N/A

22.0 TERMS AND CONDITIONS

City Schools plans to enter into a contractual agreement with the Entity, subject to these RFP General Terms and Conditions and the Special Conditions for this RFP (Appendix A). The Contract between City Schools and the Entity shall include the City Schools General Articles (Appendix B), unless modified in writing by City Schools.

In the event of conflict between the City Schools General Articles (Appendix B) and these General Terms and Conditions or the Special Conditions (Appendix A), the City Schools General Articles shall take precedence.

In the event of a conflict between this RFP and any of the terms and conditions proposed by any Entity or incorporated in any acknowledgement of Contract awarded to the https://civilrights.baltimorecity.gov/wage-commission/wages#living

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Transportation and Routing Software 2/17/2021 successful Entity, then, and in such event, the terms and conditions stated herein shall take precedence, unless modified in writing by the Director of Procurement.

Any exceptions to City Schools’ terms and conditions are not binding unless they are: (i) negotiated and deemed mutually agreeable by the successful Entity and City Schools;

and (ii) memorialized in a binding agreement between the successful Entity and City Schools. Proposals must clearly identify any variances from, or exceptions or objections to: (i) the specifications in this RFP; (ii) each term and condition of the City Schools General Articles (Appendix B); (iii) these General Terms and Conditions; and (iv) the Special Terms and Conditions (Appendix A). In the absence of any response to the contrary, City Schools will conclude that the Entity agrees to and will hold the Entity strictly accountable to City Schools for: (i) the specifications in this RFP; (ii) each term and condition of the City Schools General Articles (Appendix B); (iii) these General Terms and Conditions; and (iv) the Special Terms and Conditions (Appendix A). City Schools is not required to negotiate changes to its terms and conditions, and Entities should note that any variance from the aforementioned terms and conditions may provide the basis for City Schools to reject the Entity’s Proposal. In particular, the following provisions are non-negotiable: (i) the Special Terms and Conditions (Appendix A); and (ii) the provisions set forth in the following Articles in the City Schools General Articles (Appendix B)—Articles 5 (“Entity’s Responsibilities”), 6 (“Subcontractors”), 10 (“Termination”), 11 (“Non- Appropriation”), 12 (“Disputes”), 13 (“Integrity, Ethics, and Conflicts of Interest”), 14 (“Publication and Publicity”), 15 (“Data Collection and Confidential Information”), 16 (“Intellectual Property”), 18 (“Obligations Regarding Criminal Records of Individuals Assigned to Work in City Schools Facilities”), 19 (“Indemnification and Liability”), 20 (“Insurance”), 21 (“Order of Precedence”), 23 (“Governing Law and Jurisdiction”), 24 (“Entire Agreement”), 25 (“Successors and Assigns”), 26 (“Guarantee”), and 27 (“Notice”).

In addition, any deviation by the awarded Entity, without prior documented approval, will be grounds for rejection of the Services or of any goods, and/or equipment when delivered.

23.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

Entities shall submit a State of Maryland Certificate of Good Standing or other State of Maryland issued documentation verifying the Entity is in Good Standing with the Department of Assessments and Taxation of Maryland and/or registered to do business in the State of Maryland. The Maryland Certificate of Good Standing must be issued no later than sixty (60) days prior to the Proposal Due Date. If the Certificate of Good Standing contains a minor irregularity, the Entity will be allowed five (5) business days to cure the minor irregularity or be determined non-responsive. Certificates of Status may be obtained online by visiting the following website: https://egov.maryland.gov/BusinessExpress/

This requirement applies to both Domestic and Foreign (out of state) Entities. Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201 at 888-246-5941, to determine and apply for the appropriate documentation.

24.0 UNNECESSARILY ELABORATE BROCHURES

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective Proposal are not desired and may be construed as an indication of the Entity’s lack of cost consciousness. Elaborate artwork and expensive visual and other presentation aids are neither necessary nor wanted.

https://egov.maryland.gov/BusinessExpress/

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25.0 SERVICE LEVEL AGREEMENT

A service level agreement specifying the guaranteed uptime and describing credits for performance below this guaranteed level must be provided with your Proposal, and it must be at least as robust as the sample set forth below:

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SERVICE LEVEL AGREEMENT

To the extent that the Services provided by the successful Entity according to the terms of this Agreement awarded pursuant to this RFP constitute digital content to be provided through an online platform (“Digital Content Product”), this Service Level Agreement (“SLA”) governs the use of such Digital Content Product in accordance with the Agreement.

A. Definition. “Availability” shall mean the availability of the Digital Content Product for use by City Schools or City Schools Users to access, view, upload, and download content. The Entity shall use commercially reasonable efforts to make the Digital Content Product available with a Monthly Uptime Percentage of at least 99.9% during any calendar month. Subject to the SLA Exclusions, if the Entity does not meet the Service Level Commitment, City Schools will be eligible to receive a Service Credit.

Any unavailability of the Digital Content Product resulting from scheduled maintenance for which the Entity provided notice under Section 3 of this SLA will not be deemed to be non-Availability, except to the extent such scheduled maintenance time is in excess of four (4) hours in the applicable calendar month.

B. Measurement. Availability measurements of the Digital Content Product shall be performed by the Entity.

C. Service Level Commitment. During each calendar month, the Entity shall provide an average combined Availability of no less than 99.9%.

D. Incident Management Procedure. The Entity shall respond to an incident resulting in City Schools loss of use or functionality of the Digital Content Product (“Incident”) in accordance with time intervals and other requirements corresponding to the applicable Incident priority levels set forth in the below table. Incident priority levels will be reasonably determined by the Entity in a manner consistent with the below descriptions. City Schools shall provide commercially reasonable assistance to the Entity in connection with the Entity’s efforts to respond to an Incident.

E. Uptimes and penalties. Every month, the Entity will compare confirmed actual uptime to the targets described in the table below. In the event that actual uptime does not meet the targeted uptime, the following credits will be issued to City Schools, on a monthly basis.

Service Level based on the actual uptime

Remedial action/penalties

Above 99.95% Remedial action will be taken to address issues causing any downtime.

98.00 to 99.94% 10% credit of fee for affected calendar month will be posted to next billing cycle, and remedial action will be taken to address issues causing any downtime.

95.00 to 97.99% 25% credit of fee for affected calendar month will be posted to next billing cycle, and remedial action will be taken to address issues causing any downtime

93.00 to 94.99% 50% credit of fee for affected calendar month will be posted to next billing cycle, and remedial action will be taken to address issues causing any downtime

Below 93% 100% and, at Authorized User’s sole discretion, termination of such Authorized User’s order

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The Entity will provide an incident response and escalation schedule meeting the following minimum requirements:

Incident Priority Level Definition of Incident Priority Level

Response and Resolution Guarantees

Critical An incident causing application failure, downtime

Entity will respond to incident within 30 minutes and will resolve incident within 4 hours.

High An incident causing loss or failure of critical/essential functionality required to do business for which no temporary workaround is available

Entity will respond to incident within 2 hours and will resolve incident within 8 hours.

Medium An incident causing loss or failure of critical/essential functionality for which a temporary workaround is available

Entity will respond to incident within 4 hours and will resolve incident within 12 hours.

Low An incident causing loss of non-essential functionality for which a temporary workaround is available

Entity will respond to incident within 8 hours and will resolve incident within 24 hours.

Please Note: In the event that City Schools reports an Incident outside of the Entity’s normal business hours, the respective time for the Entity to respond to such Incident shall carry over to the next business day.

F. Notification. The Entity shall make available to City Schools monthly uptime data for City Schools to determine whether an unacknowledged non-Availability incident has occurred in the previous calendar month. To receive credit for a non-Availability incident that has not been acknowledged by the Entity, City Schools must notify the Entity within ten (10) business days after the end of the calendar month in which the non-Availability incident occurred and include therein the dates and times of each such incident.

G. Amounts. Unless otherwise mutually agreed upon by the Parties or otherwise stated in the

General Articles (Appendix B to the RFP; Attachment I to the Agreement), any and all remedies stated herein for any particular month shall not exceed the amount of the Agreement fee applicable for such month. Any credits provided by the Entity against future payments shall not affect City Schools’ obligation to pay to the Entity amounts already due and payable.

H. Credits. In all places where the term “credit” is used in this SLA, the parties acknowledge and agree that such term shall be understood to mean a credit that is to be applied against future amounts that become due and owing from City Schools to the Entity.

I. Exclusions. The service level commitments stated herein shall not apply under any of the following circumstances: (i) any usage by City Schools of the Digital Content Product that violates the Agreement; (ii) failure of any components or systems that are supplied by the City Schools; (iii) force majeure events as described in the City Schools General Articles;

(iv) City Schools’ negligent, reckless, or intentional acts or omissions, or the negligent, reckless, or intentional acts or omissions of City School Users; (v) delays caused by City

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Schools, City Schools facilities, or City Schools equipment, or lack of access to facilities due to City Schools’ acts or omissions; and (vi) downtime arising from service and maintenance activities performed by or for the Entity that occur during normal service periods.

J. Notifications of Scheduled Maintenance. The Entity shall provide City Schools at least twenty-four (24) hours advance notification of scheduled maintenance to the Digital Content Product. Notwithstanding the foregoing, scheduled maintenance shall not occur Monday through Friday between 7 a.m. and 6 p.m.

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PART III: PROPOSAL FORMAT

1.0 PROPOSAL SUBMISSION FORMAT – TWO-PART SUBMISSION

City Schools will only except proposal responses submitted electronically to eMaryland Marketplace Advantage (https://emma.maryland.gov).

Offeror’s response shall be submitted as two PDFs on-line to eMaryland Marketplace Advantage

Entities shall submit in separate attachments the following:

• Volume I - Technical Proposal

• Volume II - Financial Proposal

2.0 VOLUME I: TECHNICAL PROPOSAL FORMAT

Each Proposal must include a table of contents, and all pages in the Technical Proposal must be numbered consecutively from beginning to end and separated by tabs as described below:

TAB A. TRANSMITTAL LETTER

Technical Proposals are to be accompanied by a brief transmittal letter prepared on the Entity’s letterhead and signed by an individual who is authorized to commit the Entity to the Services and requirements in the RFP and Proposal. This transmittal letter shall include:

1. The name, title, address, telephone number, and electronic mail address of the person authorized to bind the Entity to the Contract, and who will receive all official notices concerning this RFP.

2. The Entity’s Federal Tax Identification Number or Social Security Number.

3. A brief statement of the Entity’s understanding of the Work to be done, the commitment to perform the Work within the time period, and a statement of why the firm believes it is best qualified to perform the engagement.

4. A statement that the Proposal is a firm and irrevocable offer for a period of one-hundred eighty (180) days.

5. Acknowledgement of all Addenda to this RFP.

TAB B. TABLE OF CONTENTS

TAB C. EXPERIENCE AND CAPABILITIES

Entity shall provide information on past and current experience with rendering services similar in size and scope to those in this RFP. This description shall include:

1. Summary of the services offered, including: the number of years the Entity provided these services; the number of clients and geographic locations the Entity

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Transportation Routing and Scheduling Software 2/17/21 currently serves, etc. and has served; and, if a past customer, why the Entity is no longer providing services.

2. Organizational chart of the Entity showing: the major components of the unit(s) that will be performing the requirements of the Contract; where the management of the Contract will fall within the organization; and what resources will be available to support this Contract in primary, secondary, and back-up roles.

3. Name all key personnel who will perform Work under the Contract and include each individual’s resume. Include work history, educational background and indicate the proposed role/function of each individual.

TAB D. FISCAL INTEGRITY/FINANCIAL STATEMENTS

1. The Entity shall include in its Proposal completed audited financial statements including the auditor’s notes, for its last two fiscal years. If the Entity has not had its financial statements audited by an independent accounting firm, the Entity must submit such un-audited financial statements as it has. Some acceptable methods include but are not limited to one or more of the following:

a. Recently audited (or best available) financial statements

b. Dunn and Bradstreet Report and Rating

c. Standard and Poor’s Report and Rating

d. Lines of credit

e. Evidence of a successful financial track record

f. Evidence of adequate working capital

2. Entity shall identify any claims filed by or against the Entity during the past five (5) years. For each claim, please provide: case caption including case number, court in which the matter was filed, a summary of the allegations, and resolution, if applicable.