RFP 25-005 EAMS Intructions to Proposers_Final~1.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 25-005

ENTERPRISE ASSET MANAGEMENT SOFTWARE

1. The Salem Area Mass Transit District (SAMTD) seeks proposals from qualified firms to provide

Enterprise Asset Management System software as described in Section 2 of this Request for Proposal (RFP).

2. SAMTD utilizes the State of Oregon’s e-procurement system OregonBuys. Proposers are asked to register online at https://oregonbuys.gov/bso/view/login/login.xhtml. In the event solicitation addenda are issued only registered Bidders will be notified via email of the availability of addenda for download. Acknowledgement of addenda will be required for proposals to be considered responsive.

3. All communications, including any requests for clarification, additional information, questions about the scope of work, final contract or anything else concerning this RFP must be addressed in writing to the Procurement Department @ procurement@cherriots.org. Failure to follow this requirement may result in SAMTD determining the proposal to be non-responsive.

4. Proposers are advised that this project is funded by the Federal Transportation Administration. As such, all Federal rules and regulations will apply to the procurement and final contract. SAMTD is limited in its ability to approve any deviations to the contract terms outlined in Appendices A through C.

https://oregonbuys.gov/bso/view/login/login.xhtml mailto:procurement@cherriots.org

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Contents Part 1 – Introduction 3

Part 2 – Scope of Work 4

Part 3 – Submission Guidelines 14

Part 4 – Proposal Evaluation 22

Part 5 – Special Terms and Conditions 26

Part 6 – Confidentiality 27

Part 7 – Proposers Checklist 28

Included as separate attachments Appendix A – General Terms and Conditions Appendix B – Sample Contract Appendix C – Federal Terms and Conditions Appendix D - Current Asset List Appendix E - Work Order Example Appendix F - Work Order Report Appendix G - Purchase Order Example Appendix H - Purchase Order Report Appendix I - Database Report (Includes system users & roles) Appendix J - Inventory Report Appendix K - Vehicle Maintenance Report Appendix L - Vehicle Problems Report

Included as a single separate PDF file Exhibit 1 – Proposal Form Exhibit 2 – Non-Collusion Affidavit Exhibit 3 – Organizational Conflict of Interest Exhibit 4 – DBE Determination of Good Faith Effort Exhibit 5 – Contractor’s Representations & Warranties Certification Exhibit 6 – Federal Debarment & Suspension Certificate Exhibit 7 – Certification Regarding Lobbying Exhibit 8 – Buy America Certification

Included as a separate Excel file Exhibit 9 – Price Proposal Form Exhibit 10 – Compliance Matrix

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Part 1 – Introduction

SALEM AREA MASS TRANSIT DISTRICT (“SAMTD” or “Cherriots”) is a public transportation agency operating fixed-route transit and paratransit service within the urban growth boundary of Salem and Keizer, and regional express service between communities in Marion, Polk, and Linn counties. Other SAMTD services include Cherriots Shop and Ride, travel training and rideshare (Cherriots Commuter Options) information including carpool and vanpool matching.

SAMTD operates 68 Cherriots local buses, 43 Cherriots LIFT (paratransit service), 19 Cherriots Regional express buses and 4 Cherriots Shop and Ride buses (shopper shuttle and dial-a-ride). In addition, Cherriots Route 1X is a commuter service that connects Salem with Wilsonville and the Portland Metro area to the North. SAMTD also manages ride share services called Cherriots Commuter Options.

SAMTD Locations:

Administrative Offices The Cherriots General Manager, Communication, Finance, and Human Resources departments are located at:

555 Court St NE, Suite 5230, Salem, OR 97301.

Operations, Contracted Services, and Maintenance The Transportation, Maintenance, and Planning and Development Departments are located at the Del Webb Operations Headquarters. The Del Webb facility also includes the parking area for buses not in service:

3140 Del Webb Ave NE, Salem, OR 97301.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

Additional information about SAMTD can be found at www.cherriots.org

SAMTD is soliciting proposals from qualified providers of Enterprise Asset Maintenance System software. This project is Federally funded through Federal Transportation Administration (FTA) §5307 funds. In an effort to encourage competition as well as ensure that SAMTD accurately outlined the project goals and expectations, SATD does not publish individual project budgets.

Proposers are required to adhere to the terms and conditions of the solicitation packet. SAMTD will not negotiate any aspect of the required service or Contract once the Notice of Intent to Award is issued.

SAMTD will not make any concessions for Proposers who are not completely familiar with the scope or Contract requirements.

All submittals become the property of SAMTD and are subject to public disclosure after award.

Equal Opportunity: Small, minority, veteran, women-owned, and Disadvantaged Business Enterprises (DBE), as defined by 49 CFR Part 26, are encouraged to submit Proposals in response to this solicitation. SAMTD ensures non-discrimination in the award and administration of all Contracts, creates a level playing field where businesses can compete fairly and remove barriers to the participation in our contracts.

End of Part 1 - Introduction http://www.cherriots.org/

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Part 2 – Scope of Work

2. A Introduction & Background

SAMTD currently utilizes FleetNet for its Enterprise Asset Maintenance System (“EAMS”) as an On Premises (“On Prem”) solution. FleetNet was acquired by Avail several years ago. Avail has discontinued support of the FleetNet On Prem solution and is migrating contracted users to its updated and rebranded Software as a Service (“SaaS”) model. The current model SAMTD is using does not meet the agency’s needs and does not work efficiently. There is no integration with other software SAMTD utilizes, there is little to no reporting, and the system is out dated and not supported. SAMTD also does not have an existing contract with Avail to provide this solution but has been paying for annual licensing and maintenance.

SAMTD utilizes data contained within its EAMS to generate required reports utilized for the National Transit Database, Federal Transportation Administration, and Oregon State Auditors. EAMS is also used for inventory tracking and ordering, asset tracking, and work order tracking and reconciliation. As a recipient of Federal funds, SAMTD must follow strict requirements for maintaining legacy data and tracking assets.

SAMTD desires the new solution to be provided in a SaaS model and anticipates a total of 70 users accessing the system.

The new solution must integrate and provide bi-directional data functionality with:

● Tyler Technologies Enterprise ERP for financial and payroll modules including o Accounts Payable o Technician Burdened Rates o Parts and Fuel Usage and Inventory o Requisitions process - ordering and receiving of parts are linked o Adjust inventory and record expenses when parts are used on a work order o Pull technician time from work order system into Tyler Munis directly or export into Data file that can be imported into Tyler Munis

● Fuel Serve for fluid and fuel usage monitoring/inventory functions including o Fuel tracking o Fluid levels o Track and update mileage

● Avail Technologies Dashboard for CAD/AVL functions including o Vehicle health & welfare o Preventative maintenance compliance o Defects

● ARC GIS/ESRI

o Latitude/Longitude o Stop locations

● Google Stop Inventory Spreadsheet o Shelter o Signage o Trash cans o Other amenities

Some portions of Tyler Technologies ERP and Trapeze software, which is used for dispatching, are on premises (“On Prem”). At this time, SAMTD does not require the new EAMS to integrate with Trapeze.

Any proposed SaaS solution must seamlessly work/integrate with the On Prem modules.

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SAMTD envisions this software to track assets and provide notification when maintenance and service is due including, but not limited to:

● Heavy-Duty revenue fleet o Diesel o Compressed Natural Gas (CNG) o Battery Electric (BEB)

● Cutaway revenue fleet (Paratransit)

● Passenger cars, SUVs, and mini-vans

● Shop truck(s)

● BEB charging stations

● Shop equipment and tools

● Bus stops and shelters

● Fixed structures

● Other serviceable assets

A copy of the latest asset list is provided in Appendix D with revenue fleet outlined in Part 1 above.

Linear assets such as guard rails are not tracked by SAMTD. Historical active asset data dating back to 2007 will need to be retained and brought into the new system. No vehicle asset information for previously disposed vehicles is needed.

Work Orders for vehicle maintenance are currently issued via paper copy with an average of 750 work orders being issued for the last three (3) months. A sample of Work Order raw data and a work order have been provided as Appendix E and F. Only SAMTD’s facilities team utilizes smartphones for work orders and those are limited to specific bus stops and bus shelters. Vehicle technicians are not using a mobile solution currently, however, SAMTD is interested in this opportunity with the new solution as a potential value add. Because of the age of the current system, SAMTD does not utilize Vehicle Maintenance Reporting Standards (VMRS) coding. Currently, linking and unlinking work orders to the actual service is easy with only a few clicks and SAMTD desires to retain this ease of functionality in the new SaaS solution. Similarly, the ability to include significant commentary on a work order is very restricted in the existing software, and the printed version of the work order is significantly different than the physical copy, which does cause some confusion at times.

Purchase Orders for vehicle and facilities needs are issued out of FleetNet. Invoices and receipt documentation (“Receiver” in EAMS-60 of Compliance Matrix Exhibit 10) are manually reconciled in FleetNet before being processed and paid by Finance in Tyler Technologies Enterprise ERP. Inventory is manually counted (annually) and reconciled. A sample of Purchase Order raw data and a Purchase Order is provided in Appendix G and H.

The current system also provides information relating to parts tracking, mean distance between failures, warranty tracking, odometers after fueling, and road call details. Much of this is kept manually and is time consuming and error prone. Similarly, staff manually complete exports of parts and fuel usage into Tyler Technologies Enterprise ERP for month end reporting. This is also time consuming.

At this time, the functionality to create an assembly Bill of Material is entirely manual and cumbersome.

There is a lot of clicking between screens and room for error on this time consuming process.

SAMTD classifies users of the current system as follows. A roster with roles for licensing and functions is included in Appendix I.

User Type #r of Users Permissions Viewer 8 Run reports, approve WO/PO User 45 Enter and execute work orders Administrator 7

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2. B Technical Requirements & Scope of Work

Proposers are directed to review Exhibit 10 - Compliance Matrix. SAMTD requires, at a minimum, for the successful solution to provide the features identified as “Required” on the Compliance Matrix as standard Commercial Off the Shelf (COTS) or require a low level of configuration.

For features that are on a Proposers roadmap, but not yet released to production, indicate that the feature in the column for Roadmap (RDMP) on Exhibit 10 – Compliance Matrix. Provide detail in the comments of the specific EAMS feature about when it will be released and any other pertinent information that enables a thorough evaluation.

The EAMS solution will be deployed in six (6) key phases: Initiation, Planning and Design, Execution, Training, Testing, and Deployment and Closure.

SAMTD intends to negotiate milestone payments for each Phase with the awarded contractor. As a public entity, SAMTD is permitted to only provide pre-payment for required software licenses. Any implementation services or hardware provided by the awarded Contractor will be paid after SAMTD staff acceptance of the work and any agreed on deliverables.

Documentation provided for deliverables must cover all installations, testing and training plans, configurations, processes, integrations, design diagrams, and any other material related to the overall project.

Phase 1: Initiation

Contractor’s Responsibilities

SAMTD Responsibilities Deliverables

• Conduct kick-off meeting

• Conduct orientation session

• Develop and maintain the project schedule

• Develop and maintain the

Data Dictionary to be finalized by Go Live acceptance

• Ensure all appropriate stakeholders attend the kick-off and orientation

• Schedule the kick-off and orientation and provide meeting facility

• Provide input for the project schedule

• Identify key stakeholders

• Delivery of kick-off meeting and orientation

• Project schedule with critical path and recovery plan.

• Data Dictionary

The Initiation phase defines the objectives for the project and provides an opportunity for Contractor’s project team to align with SAMTD regarding project requirements, approach, and timelines. Key tasks associated with this phase include:

• Conducting an on-site project kick-off meeting.

• Conducting an on-site EAMS orientation demo.

• Confirming Contractor’s understanding of project goals and objectives.

• Agreeing on project methodology and scope of services effort.

• Identifying potential project risks and mitigation strategies.

• Discussing and agreeing on a preliminary project plan, project schedule, and project resources required to execute the plan.

• Reviewing roles and responsibilities for Contractor and SAMTD resources.

Contractor will develop a mutually-acceptable plan and schedule for the work to be completed and identify the resources and timeframe required for the efforts. The plan and schedule will include a recovery plan in the event work is delayed for more than ten (10) working days. Contractor will provide updated schedules on a bi-weekly basis throughout the implementation to go live acceptance.

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Phase 2: Planning and Design

Responsibilities

SAMTD Responsibilities Deliverables

• Conduct current state and future state workshops

• Map future state processes

• Conduct SAMTD interviews; prepare and deliver preliminary SAMTD status report; update and present final SAMTD status report

• Conduct system setup consulting workshops

• Develop a “Data Load Sequence Guide” explaining the system design and how it meets SAMTD needs

• Develop and present regular project updates

• Configure modules in accordance with the Data Load Sequence Guide, the Design Options Guide, and support approved SAMTD workflows in EAMS environments

• Conduct software demonstrations

• Develop design specifications for all custom development items

• Transition existing data from FleetNet for cleaning, validation and integration to new solution

• Confirm required API’s for 3rd Party integrations

• Participate in Business Process Assessment (SAMTD) meetings

• Ensure SAMTD’ resources are available to meet the schedule for completion

• Provide documentation on business processes including maintenance practices, codes, and key reports

• Highlight critical processes related to the operation of all proposed software

• Review preliminary design guide SAMTD and provide feedback

• Support workshops and provide appropriate attendees

• Provide crosswalk for definitions of all applicable Contractor EAMS data elements based on configuration options presented in the workshops

• Provide facilities for meetings and workshops

• Review setup and configuration options with additional stakeholders

• Provide necessary support during Contractor’s configuration of the EAMS environments

• Provide sample data for Contractor to utilize during the software demonstrations

• Provide facilities for and participate in the software demonstrations

• Participate in the custom development design process and provide signoff on each specification

• Begin review and validation of FleetNet data and ensure it meets the appropriate data element type formats,

• Delivery of final consolidated SAMTD report

• Completed system setup consulting workshops

• Data Load Sequence Guide

• System Design Options

Guide

• Configured Software in

EAMS environments

• System demonstrations

• Bi-weekly schedule updates

• If applicable, completed

Test Environments.

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• Coordinate existing FleetNet data download to be integrated to Test environment, if applicable

As an option, the successful Proposer may be required to provide a functioning Test Environment by Phase 2 of the Implementation that will be utilized throughout the life of the contract. In the event SAMTD requests a Test Environment, the completion of the Test Environment will be added as a deliverable for Phase 2. Contractor will push any system upgrades to the Test Environment to allow SAMTD time to verify operability with any 3rd party integration. At least annually, the Test Environment will be updated with SAMTD production data. (See Exhibit 9 Price Proposal).

Following the conclusion of the project kick-off, the Contractor’s project team will conduct an analysis of SAMTD’s operational processes, business rules, infrastructure and integration points in order to reach a mutual understanding of the specifications and reach an agreement on the design intent.

All required 3rd party software integrations are outlined in Part 2.A.

Key tasks associated with the Planning and Design phase include:

• Reviewing current operational policies and procedures as they relate to SAMTD processes, including pain points with current Software and discussion of best practice recommendations.

• Discussing specific Software configuration items and customizations.

• Discussing existing infrastructure and how operations can be improved, as well as how the

Software will fit into the existing infrastructure.

• Reviewing testing, training, and go-live transition strategies and timelines.

• Evaluating existing process documentation.

• Establishing an understanding of current processes by surveying key stakeholders through questionnaires.

• Following up on interviews of key process owners, as required.

• Creating preliminary documentation of business processes and mapping them to Contractor’s software.

• Leading workshops to validate and refine preliminary business processes.

• Leading software demonstrations to showcase the preliminary workflows in Contractor’s solution.

• Finalizing workflows in a SAMTD report.

• Coordinating with 3rd party software providers for all integration requirements.

• Completion of functional Test Environment with SAMTD data, if selected as an option by SAMTD.

• Coordinating download of current FleetNet data for upload to new EAMS software.

The SAMTD report will include an assessment of SAMTD’ maintenance activities to identify the critical practices and procedures that can be improved using Contractor’s EAMS. The SAMTD report will be comprised of Current State Analysis, Future State Workshops and Preparation of SAMTD report.

The single FleetNet data source is SQL server based and there are no additional legacy systems from which data will be migrated. The data that is expected to be imported from FleetNet includes:

● Vehicle work order information

● Asset information

● Parts inventory information

Please refer to Appendices D, F, and H-M for raw sample data that SAMTD requires for migration. A full copy of the data will be provided to the selected Contractor.

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Phase 3: Execution

Responsibilities

SAMTD Responsibilities Deliverables

• Perform Internal Acceptance Testing (IAT) to ensure data and configurations have been properly entered into EAMS

• Perform Installation Testing to ensure applications are connected to the appropriate database(s) and general software functionality is working as designed

• Configure baseline EAMS modules based on System Design Option Guide developed during System Setup Consulting

• Configure the mapping GIS module

• Develop functional and/or technical design specifications for Contractor- side of custom integrations based on requirements of the SAMTD report

• Provide final end-to-end specification documents for customizations to SAMTD for approval

• Develop and provide data loading templates

• Support with subject matter expertise and guidance during data gathering

• Assist SAMTD staff with data conversion, including migration and cleanup

• Load data into environments

• Troubleshoot and resolve issues during the data load process

• Validate all data loads have completed successfully

• Perform one (1) mock cutover data loads for dynamic data

• Obtain mapping service and any other 3rd party license(s) from 3rd party provider(s).

• Provide staff able to make decisions on each custom specification

• Provide and monitor method of data exchange or “handshake” for each integration

• Review and approve the functional and/or technical design specifications within ten (10) days of submission

• Coordinate the collection of data elements and provide in Contractor-provided data loading templates

• Complete data review and cleaning to ensure the data is consistent and cleansed to meet the appropriate data element type formats, and all required fields have been provided

• Assist in correcting data loading errors when errors are the result of missing or incorrect data

• Review and approve data loads to new environment

• Ensure resources are available to meet the schedule for completion

• GIS data properly displaying in EAMS

• Software is installed/upgraded and configured in the test environment

• Approved functional and/or technical design specifications

• Completed custom development items

• Custom development items deployed to the environments

• Data Load Templates

• Data successfully loaded in environments

• Completed data conversion

• Completed IAT and

Installation Testing

• Customization documents, if applicable

• Bi-weekly schedule updates

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Internal Acceptance Testing (IAT) is completed remotely by Contractor before any Software is installed/upgraded in SAMTD’ environment. After unit and regression testing is completed, the Contractor will run a series of tests in a local testing environment to ensure that all Software is functioning properly.

Following the completion of IAT and with final SAMTD approval, Contractor will work with SAMTD to remotely install/upgrade and configure the software in SAMTD’ environment.

Installation Testing is designed to ensure the Software is functioning properly. Contractor will validate the following:

• Applications are connected to the appropriate database(s).

• General software functionality is working as designed.

• All configurations and settings are functioning as agreed upon in the SAMTD report.

In addition, Contractor will create initial users and user groups, (with administrator rights), and will confirm that these initial users have access to the areas necessary to proceed with software setup activities.

Contractor will work with SAMTD to configure the EAMS modules necessary to support the business process workflows as agreed to in the SAMTD. Upon completion of this transfer of information, SAMTD’ core team will be able to configure various EAMS screens as they deem appropriate.

Contractor will provide the services to configure the Mapping Geographic Information System (GIS) module to display the location, status and work activity associated with SAMTD’ assets in EAMS.

SAMTD will obtain necessary mapping service, and any other additional third-party party licenses and to comply with all restrictions and limitations imposed by the third-party provider(s).

Contractor will develop functional and/or technical design specifications for each of the agreed-upon custom integrations specified in the SAMTD report. Contractor will submit each design specification to SAMTD for review and approval.

After specifications are agreed upon, Contractor will develop the items based on the approved design specifications. Contractor will then deploy the custom development items into the appropriate environments.

For each required integration, the project team will discuss and specify the data elements required, the time of the exchange, and the method of data exchange.

Contractor will work with SAMTD’ Maintenance department to review and optimize their current coding structures at the system-wide and location levels for use with the EAMS modules.

Contractor will determine the data required to make the system operational (e.g., assets, parts, Contractors, employees, etc.) and then identify, in conjunction with SAMTD staff, what data will be available from current systems, and what data SAMTD may have to develop for the new modules. Once the data-loading specifications are completed, SAMTD will collect the data as required. SAMTD will be responsible for providing and populating EAMS with approved data that adheres to the Contractor templates provided.

Contractor will provide data-loading templates for SAMTD to complete. With support from Contractor, SAMTD staff will add data and return templates to Contractor for validation of content and format.

Contractor will load data from these templates into corresponding Contractor EAMS screens. Contractor and SAMTD’ subject matter experts will jointly resolve any errors that may occur as part of the loading process.

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Historical work order or purchase order data will be loaded into EAMS or migrated from the FA product through the data export by the Contractor (See Appendix F and H).

Phase 4: Training

Contractor’s Responsibilities

SAMTD Responsibilities Deliverables

• Develop Training Plan

• Deliver Train-the-Trainer

Training

• Provide training materials in electronic format

• Provide support for end user training

• Ensure resources are available to meet the schedule for completion

• Ensure trainers are available to be trained

• Provide training facilities with network connectivity and individual workstations for each participant per class

• Reproduce training materials and provide printed copies for all class participants and instructor

• Deliver end user training

• Manage training environment (user logins, permissions, etc.)

• Final Training Plan

• Delivery of Train-the-

Trainer Training

• Standard training materials delivered

• Bi-weekly schedule updates

Contractor will develop a Training Plan that incorporates each module that is provided in the final solution.

The Training Plan will be tailored to ensure a successful implementation and operation of the new system, addressing, at a minimum, the following topics:

• Training schedule to be conducted at SAMTD locations.

• Training curricula, including a listing of each course and delivery method.

• Course descriptions, intended audience, length of each course, and resources required.

• Course instructor.

Once SAMTD approves the Training Plan, Contractor will provide standard training materials and begin scheduling and planning for the training. The training will cover common features and transactions, including those finalized by the SAMTD team during the software setup and follow-up tasks. Training will ensure all stakeholders are trained to sufficient proficiency to perform their daily tasks within the system.

Additional end user training support should be available and will be negotiated as a separate Purchase Order.

Phase 5: Acceptance Testing

Contractor’s Responsibilities

SAMTD Responsibilities Deliverables

• Develop test plan content

• Develop test scripts

• Perform Site Acceptance

Testing and any associated remediation

• Ensure resources are available to meet the schedule for completion

• Perform User Acceptance Testing and assist with remediation as needed

• Final Test Plan

• Completed User

Acceptance Testing

• Participate in Issue

Classification for items found in User Acceptance Testing

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• Provide completed Test Script results and Test Report

• Support User Acceptance Testing

• Set initial Issue Classification for items found in User Acceptance Testing

• Participate in Issue Classification for items found in User Acceptance Testing

• Approve test plan and test scripts

• Provide bi-weekly schedule updates

Contractor will prepare a test plan with a comprehensive testing timeline to ensure the system configuration meets the “To-Be” functional design outlined in the SAMTD. After Contractor executes the test scripts, SAMTD may use the same test scripts to execute its own user acceptance testing.

After completion of all in-scope development services, internal testing, software configuration, and data loading, Contractor will remotely execute Site Acceptance Testing (SAT) with SAMTD staff present, within SAMTD’s environment to ensure that all EAMS Software is working successfully. SAT will include the following specific testing activities:

• Unit Testing: To validate the individual functions of the EAMS Software to ensure they are working as designed.

• System Testing: To test all major business functions as designated in the Compliance Matrix (Exhibit 10), including reporting and any shortcuts, to ensure they are working as designed.

• Integration Testing: With SAMTD, to jointly test the integration per the approved project schedule to ensure it is working as designed.

User Acceptance Testing (UAT) involves utilizing the new Contractor Software in SAMTD’s environment to ensure it responds accurately to user inputs and that all features and functions work as specified in the SAMTD Compliance Matrix (Exhibit 10).

During User Acceptance Testing, SAMTD will document and prioritize any defects encountered throughout the testing period (if any exist), which Contractor will assess for root cause, provide a timeline for resolution, and resolve based on their severity levels.

After SAMTD confirms all critical and major defects have been resolved, User Acceptance Testing will be considered complete, and the Software deemed ready for production use. SAMTD will be required to sign off on the User Acceptance Testing. Minor defects will be transitioned to the Contractor maintenance and support program.

Phase 6: Deployment, Testing, and Closure

Contractor’s Responsibilities

SAMTD Responsibilities Deliverables

• Provide and Support the Deployment/Go-Live Plan

• Migrate the Software into production environment

• Lead and support EAMS-related cutover activities, including scheduling, testing, coordinating, and communicating progress related to cutover

• Ensure resources are available to meet the schedule for completion

• Participate in cutover activities

• Provide frontline Subject Matter Experts (SME) support for end user questions

• Escalate issues to Contractor

• Final Deployment/Go- Live Plan

• On-site cut-over and deployment

• Contractor Software operational and functional in production environment

• Post Go-Live Support Plan

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• Provide on-site cutover, deployment, and post go-live support

• Provide Post Go-Live Support Plan

• Finalize and close all contract deliverables

• Prepare for and lead a Contractor Customer Care transition call

• Update the production system to ensure all records are up to date

• Ensure data correctness

• Confirm connectivity, logins, etc.

• Confirm finalization and closure of all contract deliverables

• Clear any outstanding project balance

• Participate in Customer Care transition call

Before the deployment into the production environment can proceed, the following activities must be completed:

1. Contractor-led Site Acceptance Testing

2. SAMTD-led User Acceptance Testing

3. Contractor-led Train-the-Trainer Training

4. SAMTD-led End User Training

5. No open Level 1 or 2 severity errors

6. One (1) successful mock cutover data conversion for dynamic data

During the deployment activities, Contractor, in coordination with SAMTD, will release Software to production environment at SAMTD location so that it can be used to support live operations.

SAMTD will be responsible for the roll out of the Software to their remaining employees and its use to support live operations.

Contractor will provide a detailed Deployment Plan describing the cutover preparation, cutover support, and go-live activities and responsibilities. In addition, Contractor will verify readiness to move data, configurations and new modules into production, load required dynamic data elements, and ensure permissions and access are in place. SAMTD will be responsible for scheduling, coordinating, and communicating cutover activities to ensure all prerequisites are met, all resources scheduled, and all parties are prepared.

The final stage of the project involves transitioning the Software to the production environment. Tasks include:

• Preparing the production environment

• Providing deployment support

• Installing software into the production environment

Phase 7: Burn In Period

Contractor will provide remote post-deployment support for ninety (90) days, following the on-site go-live acceptance. Any warrantable issues will be resolved at no charge. After the completion of the post-deployment support period, all support will be transitioned to the Contractor long-term maintenance program.

Any new configurations will be quoted as a change order.

End of Part 2 – Scope of Work

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Part 3 – Submission Guidelines

3. A Procurement Schedule

Dates preceded by an asterisk (*) are estimated dates and provided for information only. Estimated dates may change after proposal submission and not be part of any addenda.

Procurement Activity Date - 2025 Procurement Request Released 3/18/2025 Pre-Proposal Conference 4/14/2025, 12:00 PM PST Clarification Deadline 4/21/2025, no later than 2:00 PM PST *SAMTD Clarification Response 4/25/2025 Submissions Due 5/28/2025, no later than 2:00 PM PST *Interviews/Demonstrations Week of 6/23/2025 *Notice of Intent to Award 7/7/2025 *Estimated Award Date 7/24/2025

SAMTD reserves the right to modify the Procurement Schedule through written addenda.

Submissions are not reviewed or considered after the due date has passed. SAMTD reserves the right to award a contract without a Best and Final Offer. Issuance of a Notice of Intent to Award is not a substitute for a Contract and can be revoked.

SAMTD may invite the top firms (competitive range) for a semifinal interview/presentation. SAMTD provides requirements for the interview when the interview is scheduled. SAMTD will not be responsible for any costs for preparing submissions, attending a pre-proposal conference, or participating in interviews including but not limited to travel expenses, preparation costs, or materials.

3. A.1 Pre-Proposal Conference

A pre-proposal conference will be held virtually via Google Meet at the date and time provided in the Procurement Schedule. Interested proposers are encouraged to attend as a means of gaining clarity for the requested scope of work and ensuing contract.

To join virtually:

https://meet.google.com/kmw-rmpv-hwy

To join via phone:

Or dial: 1364-366-(US) +1 240 PIN: 933 486 511#

More phone numbers: https://tel.meet/kmw-rmpv-hwy?pin=3250771651782

3. B Proposal Guidelines

Proposers should fully inform themselves of the conditions, requirements, and specifications before submitting a Proposal. The submission of a Proposal constitutes Proposers acceptance of the terms and conditions of this solicitation request, including the underlying Contract terms and conditions which are set out herein.

The Proposer is responsible for all costs related to the preparation of the Proposal, demonstrations or interviews. Any costs associated with the project not specifically set forth in this Request for Proposal will be the responsibility of the Proposer and will be deemed included in the fees and charges proposed.

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SAMTD reserves the right to:

● Award to one or more Contractors at SAMTD’s sole option

● Accept or reject any or all Proposals and their Proposers

● Reject this solicitation and issue a new one for any reason

● Waive deviations from the requirements

● Waive any informality or minor irregularity in Proposals received

● Issue changes to the solicitation in the form of written addenda

● Request additional information to fully evaluate a Proposal

A Proposal may be rejected when:

● It is late

● The Proposer fails to meet the minimum qualifications listed in Part 3.C

● The Proposer is determined to be not responsible as described in Part 4.D

● Any required form/exhibit is not signed

● Contractor information, references, or any other form/exhibit is incomplete or incorrect

● Any other reason determined to be in the best interest of the SAMTD

● It does not meet required terms and conditions

● The details of the Proposal have been altered

● A Proposer fails to timely respond to a request for additional information

● It fails to contain any of the required information

● A conflict of interest is not properly disclosed or is deemed by SAMTD to disqualify the

Proposal as provided by law

● Proposer fails to acknowledge in writing an addenda

Proposals may not be modified after opening unless requested by SAMTD. Prior to opening, Proposals may be withdrawn at any time.

SAMTD may request that information be displayed differently than presented (for example, request a bundled pricing structure be itemized).

Proposal pricing shall be valid for a period of 120 days from Proposal or Best and Final Offer (BAFO) deadline, if a BAFO occurs.

SAMTD may request clarification or additional information, including, but not limited to, financial statements.

3. C Minimum Proposer Qualifications

At time of submission, Proposer will meet the following minimum requirements. Proposers will not substitute the experience of any subcontractors for their own.

● Proven experience providing technical consulting and acquisition services.

● Has successfully passed a Service Organization Control Type II (SOC2) Audit within the past twelve (12) months.

● Have State of Oregon and all required local government business license(s), Secretary of State registrations, and endorsements as required by the State of Oregon.

● Not be suspended or debarred with SAM.gov.

● Not be debarred by any Oregon contracting agency under ORS 279B.130.

● Not be disqualified from bidding under ORS 279C.860.

● Not in violation of any Oregon tax laws set forth at ORS chapters 118, 314, 316 - 318, 321 and

323; under ORS 320.005-320.150; under ORS 403.200-403.250; and local tax laws administered by the Oregon Department of Revenue under ORS 305.620.

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3. D Questions, Clarifications, Request for Deviation, Substitution or Approved Equals

Questions, clarifications, and alternates pertaining to the RFP must be submitted in writing to procurement@cherriots.org no later than the date and time listed in the Procurement Schedule above.

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, Proposers are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. SAMTD does not guarantee a response to questions submitted after this date or questions and requests that are not submitted in writing via email.

Any unapproved deviations, exceptions, substitutions, alternates, conditions or contracts contained in a Proposal are cause for the Proposal’s rejection as non-responsive.

Requests submitted after this date provided in the Procurement Schedule, or as a Proposal condition will not be reviewed or considered.

Unauthorized contact regarding this RFP with SAMTD employees or agents may result in disqualification. Any oral communications will be considered unofficial and non-binding on SAMTD.

Proposers should rely only on written statements issued by Procurement in a formal Addenda (See Part 3.F).

Do not add any SAMTD email address to company marketing email lists.

3. D. 1 Contract Exceptions

SAMTD will not replace or supplement Appendix B – Master Service Agreement with a proposers agreement, nor is it able to alter any terms on Appendix C – Federal Terms and Conditions either directly or through changes to other terms of the proposed agreement. SAMTD acknowledges that some language in the final contract will need to be adjusted and negotiated based on the final project scope. In an effort to understand a Proposers position, Proposers may an exception list with their response to be reviewed. The exception list must include the following:

● A list of Contract exceptions, and

● The Appendix and section the Contract exception exists, and

● The reason for the Contract exception, and

● Requested alternative language.

SAMTD makes no guarantee that an exception will be reviewed, negotiated or accepted. Similarly, failure to provide all of the exception information will be cause for the exception to not be reviewed.

Proposers are cautioned that proposing language

● Eliminating, deferring, reducing or conditioning a Proposers responsibility in any way (indemnity/warranty/insurance/limitation of liability, etc. as some examples), or

● Forcing SAMTD to bear responsibility for a Proposers action(s) or inaction(s), or product failure, or injury to a 3rd party caused as a direct result of Proposer action(s) or inaction(s) in the ensuing contract, or

● Altering any of the terms in Appendix C-Federal Terms & Conditions, either directly or through exception requests made in other Appendices, or

● Changing Contract document precedence may be rejected and not considered for review.

SAMTD may not agree to terms or conditions to the Contract after Proposals are submitted and conditioned Proposals may be rejected as non-responsive. Any changes or requests pertaining to the Contract must be made evident prior to the close of the procurement.

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3. E Submission Packages

Proposals will be in PDF format submitted to procurement@cherriots.org. It is the Proposers responsibility to ensure the submission packet is received on time by SAMTD. Proposals sent via DropBox, Google Drive, SharePoint or other file sharing method will not be reviewed.

SAMTD will not review submissions if the packet or forms are altered in any way.

SAMTD will not review submissions if the Exhibits are altered in any way.

Submissions must be typed to be legible. Digital signatures are encouraged and preferred. Proposers may submit a wet signature, provided the remainder of the submission is typed.

Failure to include any of the requested information using the provided Exhibits will render the Proposal non-responsive. Marking a Proposal, or portions of the Proposal, as “confidential” or “proprietary” does not automatically exempt it from disclosure under the Oregon State Public Records Act, ORS Chapter 192.

Marketing materials, alternate and unapproved agreements, and any other information not specifically requested or required in this RFP will not be reviewed. Proposer will NOT add SAMTD to any marketing email lists.

All proposals will contain the following information in addition to the Exhibits provided. In addition to all completed Exhibits as outlined in Part 7 “Proposers Checklist”, Proposers will submit a technical response addressing the following. Proposers may emphasize in their narrative any areas of their proposal that they believe exceed SAMTD requirements. Proposers are advised to clearly communicate enough detail and relevant information to ensure effective evaluation by SAMTD’s Evaluation Committee.

1. Firm Information Introduce the firm and the product being proposed. Provide feedback collected from previous customers regarding your performance. Less than favorable feedback should include steps the firm has taken to remedy any issues, or address the customer’s concerns.

List any contracts within the past three (3) years that the firm may have defaulted on or failed to meet contract terms. Identify any past (within the last three (3) years) or pending litigation alleging failure to perform in accordance with contractual obligations and describe present status.

Explicitly state if there is no such litigation.

List any projects resulting in time extensions and/or the assessment of liquidated damages against the Firm or sub-contractors during the last five (5) years. Explicitly state if there were no extensions/assessments.

Identify any past (within the last three (3) years) or pending liens, claims, infractions, or citations filed or recorded by a County, State or the federal government, or filed by subcontractors, suppliers, or materialmen. List with whom, for what, and the amount claimed. Explicitly state if none of these situations apply.

Provide a list of contracts in the last five (5) years that may have terminated for reasons other than the natural expiration. Include details about why the contract terminated.

Submit no more than five (5) completed relevant project experiences (within the past three (3) years) that demonstrate successful contract performance similar in size and scope as described in this RFP. Include the following for each reference (include transit or government experience):

i. Company name and full address

ii. Point of contact name, title, e-mail address, and phone number

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iii. Contract title, number, start and completion dates

iv. Contract description & order / service details

2. System Description & Functionality Provide a brief overview of the system including a description of the environment (SaaS, On Prem, both etc.) and functionality of each option. If the software must be locally installed on a desktop computer, what are the recommended specifications? Describe the way that licenses are calculated (each, bundled, etc.), and the licensing types (named, per seat, concurrent, etc.). Does the software have any hardware requirements? Does the software necessitate the use of any peripherals or specialty hardware? Include any equipment (bar code scanners, tablets, etc.) that would augment any functionality of the software. Indicate if the equipment is agnostic and can be sourced anywhere. If equipment is available from the proposer, indicate pricing on the Price Proposal Exhibit 9.

Describe how the new software system integrates with Tyler Enterprise EFP (ERP), Active Directory, AVAIL CAD/AVL system, Google Workspace, and Fuel Force. Identify what, if any, data SAMTC may possess that is integral to the operation of your software. Please also identify any data SAMTD must create to be successful in utilizing your software

Describe any embedded reporting features including specifics on canned reports, data extraction tools and dashboards supplied as part of the software. Outline what attributes are accessible for reporting. Provide sample “canned” reports that are pre-loaded into the system. Describe how are reports configured and customized.

State how data will be stored, the data retention period and how it can be retrieved by SAMTD.

SAMTD will retain all property rights related to any new data generated by the new software system.

Describe the tools, techniques, and algorithms proposed for data encryption and security.

Describe your plan to meet data privacy requirements, such as HIPAA and FERPA (if applicable).

Describe any additional security measures that protect Internet accessible components. Provide results from the most recent SOC2 audit and any other relevant independent application security testing reviews.

Does the software have any specific network or bandwidth requirements? Does the software necessitate cellular or radio communications? Describe how the software behaves during network outages.

3. Project Plan Outline intended plan for full implementation and integration. Include detail on the approach, include project management, change management, data conversion/migration, testing and training. Describe how the Project Manager will keep SAMTD informed of any issues related to delivering the services described in the scope of work.

Describe the approach to meet SAMTD requirements and avoidance of customizations.

Address the process for fixing failures during each phase. Describe how repeated failures are corrected. Detail the approach to providing and monitoring quality control and quality assurance during all phases.

Define the proposed implementation team. Include working hours, time zones, locations, role, and provide a highlight of the individuals qualifications and experience. Include staffing resource requirements for SAMTD staff. Outline the process for changing any key resources on Proposer staff. Discuss any additional time constraints on Contractors implementation such as additional

RFP 25-005 EAMS Intructions to Proposers_Final Page 19 of 28 projects that may conflict, how positions may be backfilled in the event of an extended absence, and provide a plan for how SAMTD may escalate any unresolved issues with Contractor staff.

Describe any intended deliverables above what is listed as a requirement for each Phase.

Detail a comprehensive training program that incorporates each module that may be provided in the final solution. Provide additional training that may be available including frequency of any user conferences, regional training or road shows, user groups, on demand training, etc. Describe any additional training/support options for users (phone support, remote diagnostics, etc.)

4.