THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: August 3, 2026

TO: Intelligent Transportation Systems (ITS) Providers

SUBJECT: RFP #26038 TRANSIT ITS-CAD/AVL UPDATE PROJECT

You are invited to submit a proposal to provide an ITS solution to be implemented on 32 vehicles that comprise the current bus fleet for the ACCGov Transit Department.

Inquiries regarding proposals should be made to Rena Durie, Senior Buyer 762-400-6066, email:

rena.durie@accgov.com or accbids@accgov.com.

The estimated range of this project is between $1,000,000 and $1,950,000.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Unified Government of Athens- Clarke County.

The Unified Government of Athens Clarke County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic bid.

Not later than 10:00 A.M. ET, September 14, 2026

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

The ACCGov reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of ACCGov.

mailto:rena.durie@accgov.com mailto:accbids@accgov.com https://procurement.opengov.com/signup

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. DEFINITIONS

E. SCOPE OF WORK

F. ITS SYSTEM CHARACTERISTICS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE

E: FEDERAL CLAUSES ACKNOWLEDGEMENT

F: VENDOR CHECKLIST FOR ITS SYSTEM CHARACTERISTICS

VI DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

ATTACHMENT B: REQUIRED FEDERAL CLAUSES

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all proposed sub-consultants and a description of their roles.

a. Current Project Assignments: Identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

b. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services.

c. Additional Services Required: Based on the firm's understanding of the project, identify any additional services that might be required for a successful program.

5. References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference. Examples of no more than three "reference projects" which represent the

Page | 4 design teams’ approach to design solutions for projects of similar scale and complexity, and the information on these projects must indicate the contributions of proposed key personnel in the design and development of the "referenced projects" cited in the submittal.

6. Time/Cost Procedures: A statement discussing your firm's procedures for controlling project time and cost during the design and construction phase.

7. Contractor Provider Equipment: Provide a list of equipment and supplies needed to perform the Services

8. Other Relevant Information: Include any other relevant information concerning the project in this section.

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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP)

RFP 26038 TRANSIT ITS-CAD/AVL UPDATE PROJECT

ACCGOV TRANSIT DEPARTMENT

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

ACCGov desires to solicit competitive proposals from responsible vendors to provide an (ITS CAD/AVL System that adheres to the scope of work & System Characteristics provided in this RFP) for the Transit Department, Athens, Georgia for a one-year period, with the option to extend the contract for four additional one-year terms if agreed upon by all parties.

The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP) or propose an alternate provision that will accommodate the desired service.

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available: ........August 3, 2026 Site Visit ............................................By appointment only from August 10, 2026 thru August 14, 2026 via email at Caitlin.mertzlufft@accgov.com Deadline for submission of questions....3:00 P.M. ET, Friday, August 28, 2026 Deadline for receipt of proposal............ 10:00 A.M. ET, Monday, September 14, 2026 Proposals Valid Until.............................180 days from date of opening

C. CONTACT PERSON

The contact person for this RFP is Rena Durie, Senior Buyer Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing via the OpenGov A&A tool.

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 180 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

ACCGov will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date. Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

mailto:Caitlin.mertzlufft@accgov.com

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Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry, OpenGov Procurement or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. ACCGov assumes no responsibility for Offerors’ failure to acknowledge any addenda issued.

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of one hundred and eighty (180) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing.

Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered.

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or via email request to E-Mail:

accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the ACCGov has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to ACCGov, at the time the subcontractor(s) is retained to perform such services.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://ssl.doas.state.ga.us/PRSapp/PR_public_routing.jsp?route_code=nigp_list mailto:accbids@athensclarkecounty.com

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J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the ACCGov or any work performed in connection therewith shall be borne by the offeror(s). No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the ACCGov.

K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. SITE VISIT:

Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event, shall failure to inspect the site constitute grounds for a claim after contract award.

N. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. ACCGov may reject any or all proposals if such action is in the Unified Government’s interest.

O. PLACE OF PERFORMANCE

ACCGov will not contemplate traveling outside the City of Athens to the contractor’s facility for custom fitting or alterations. The offeror shall insert in the spaces provided in the price schedule the address of the plants or facilities location(s) that he intends to use.

P. QUALIFICATION OF OFFERORS

ACCGov may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested. ACCGov reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

ACCGov contractors/vendors must have a current Athens-Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

Q. ALTERNATE PROPOSALS

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Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

R. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

S. NON-DISCRIMINATION ORDINANCE

Contractor agrees to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia, regarding Unlawful Discrimination and agrees to ensure that any and all subcontractors operating pursuant to this solicitation also agree to abide by and be bound by Chapter 6-21 of the Code of Athens- Clarke County, Georgia.”

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SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for RFP #26038 TRANSIT ITS-CAD/AVL UPDATE PROJECT as per the ITS System Characteristics outlined below for the period of five years.

A. INTRODUCTION AND PURPOSE

ACCGov is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens- Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County. ACCGov serves an area population of approximately 100,000 with annual growth projected at 1% per year. ACCGov provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCGov employs approximately 1,900 people.

ACCGOV TRANSIT is seeking an ITS solution to be implemented on 32 vehicles that comprise the current bus fleet. Reliability, maintenance, clear representation of cost and ability to expand the system will be key aspects of this project. The System will have a life cycle of up to seven (7) years that is fully supportable including all upgrades. The term of the awarded contract will commence on the date that all official Authorizing signatories have agreed to the terms of the contract and provided signatures, and it shall continue for one (1) year (“Initial Term”). Upon expiration of the Initial Term, the contract will automatically renew for up to four

(4) additional one-year terms. All prospective ITS system providers for this RFP shall provide pricing separate from the proposal that is reflective of a five (5) year contract with an all-inclusive cost implementation and maintenance plan for the entire installed and accepted System.

B. GENERAL REQUIREMENTS

1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke

County property provided for contractor use. At the close of each work period, vehicles, facilities, support equipment, and materials shall be secured.

2. Access Control: By appointment with the Transit Maintenance Administrator.

3. Contract Performance Period: Contract performance period shall be from the date of award for one (1) year, with the option to renew for an additional four (4) one-year periods if agreed upon by all parties unless terminated by either party giving to the other written notice of termination in writing thirty (30) days prior to the proposed date of termination. Termination by the Unified Government of Athens-Clarke County can be immediate upon contractor failure to comply with any of the terms.

4. Hours Of Operation: Monday-Saturday, 8am to 10pm.

5. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by Department Director or designee. The contractor shall ensure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts Payable, P.O. Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

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a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to whom payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

b. In the event orders are made via monthly or period purchase orders, the contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain:

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

(iv) Description, Quantity, unit price, and extension of each item.

(v) Date of delivery or shipment.

C. ADDITIONAL REQUIREMENTS

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract.

2. CONTRACT RENEWAL TERMS:

Upon expiration of the initial term of this contract, the term of this contract shall be automatically renewed for four (4) additional periods of one (1) year each (collectively “Renewal Term”) unless either party gives written notice of its intention not to renew, or the intention to modify, the agreement 90 days before expiration of the effective renewal term.

3. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

5. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to the Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrence.

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6. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of ACCGov, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing.

7. SAFETY: The contractor shall take every precaution at all times for the protection of persons and property, including ACCGov’s employees and property and its own. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract.

The contractor shall maintain an adequate safety program to ensure the safety of contractor employees, subcontractor employees, and all other individuals working under this contract. In addition, the contractor must also provide ACCGov with a written safety program that he intends to follow in pursuing work under this contract. No work under this contract will be permitted until the Unified Government is assured that the contractor has an adequate safety program in effect.

8. SUBCONTRACTS: No portion of the work shall be subcontracted without the prior written consent of the ACCGov Purchasing Division. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract.

9. ESTIMATED QUANTITIES: The quantities of items specified in the Proposal Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if ACCGOV requirements do not result in orders in the quantities described as "estimated", that fact shall not constitute the basis for an equitable price adjustment. Delivery shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order clause or elsewhere in this contract, the Contractor shall furnish to the Unified Government all items specified in the Proposal Schedule and called for by orders issued in accordance with the Ordering clause

10. CHANGES: Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

11. INSURANCE.

Contractor shall procure and maintain insurance which shall protect the Contractor and ACCGov from any claims for bodily injury, property damage, or personal injury which may arise out of operations under the agreement. Contractor shall procure the insurance policies at the Contractor’s own expense and shall furnish ACCGov an insurance certificate listing ACCGov as certificate holder. The insurance certificate must document that the liability insurance coverage purchased by the Contractor includes contractual liability coverage to protect ACCGov. The insurance certificate must provide the following information:

1) Name and address of authorized agent

2) Name and address of insured

3) Name of insurance company (licensed to operate in Georgia)

4) Description of coverage in standard terminology

5) Policy period

6) Limits of liability

7) Name and address of certificate holder (ACCGov)

8) Acknowledgement of notice of cancellation to ACCGov

9) Signature of authorized agent

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10) Telephone number of authorized agent

11) Details of policy exclusions in comments section of insurance certificate

12) Additional Insured Endorsement

Note: It is the intent of ACCGov that certificates of insurance should comply with the pertinent Rules of the Commissioner of Insurance, which are found in Chapter 120-2- 103 of the Official Compilation of the Rules and Regulations of the State of Georgia.

Each policy shall contain a provision that coverage afforded under the policies will not be canceled (or not renewed or allowed to lapse for any reason) until at least thirty (30) days after Owner has received notice thereof as evidenced by return receipt of registered letter. All policies must be issued by an insurance company licensed to do business in the State of Georgia, with a minimum AM Best rating of A-, and signed by an authorized agent.

The Contractor must submit, along with insurance certificate(s), an additional insured endorsement for all coverages as allowed by statute naming the Unified Government of Athens Clarke County, and a notice of cancellation endorsement.

Coverages and Limits Required:

Workers Compensation (WC):

Workers Compensation Insurance (per Occurrence) in the amounts of the statutory limits established by the General Assembly of the State of Georgia (a self-insurer must submit a certificate from the Georgia Board of Works Compensation stating that the supplier qualifies to pay its own workers compensation claims). In addition, the supplier shall require all subcontractors occupying the premises or performing work under the contract to obtain an insurance certificate showing proof of Workers Compensation Coverage with the following minimum coverage:

• Bodily injury by accident – per employee $100,000

• Bodily injury by disease – per employee $100,000

• Bodily injury by disease – policy limit $500,000

Commercial General Liability (CGL):

• Each Occurrence Limit $1,000,000

• Personal & Advertising Injury Limit $1,000,000

• General Aggregate Limit $2,000,000

• Products/Completed Ops. Aggregate Limit $2,000,000

Automobile Liability:

• Combined Single Limit $1,000,000

Data Breach and Privacy/Cyber Liability including Technology Errors & Omissions:

• Cloud-Only $2,000,000

• Connected to Internal Network $5,000,000

Crime Insurance:

• Cloud-Only $2,000,000

• Connected to Internal Network $5,000,000

Umbrella Liability: $2,000,000

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Additional Insured: The vendor or contractor shall add “the Unified Government of Athens-Clarke County, its officers, employees, and agents” as an additional insured under the commercial general, automobile, data breach and privacy / cyber liability, crime, and umbrella liability policies.

D. DEFINITIONS:

CAD/AVL - Computer Aided Dispatch/Automatic Vehicle Location ITS - Intelligent Transportation System

E. SCOPE OF WORK

ACCGOV TRANSIT is seeking an ITS solution to be implemented on 32 vehicles that comprise the current bus fleet. Reliability, maintenance, clear representation of cost and ability to expand the system will be key aspects of this project. The System will have a life cycle of up to seven (7) years that is fully supportable including all upgrades. The term of the awarded contract will commence on the date that all official Authorizing signatories have agreed to the terms of the contract and provided signatures, and it shall continue for one (1) year (“Initial Term”). Upon expiration of the Initial Term, the contract will automatically renew for up to four (4) additional one-year terms. All prospective ITS system providers for this RFP shall provide pricing separate from the proposal that is reflective of a five (5) year contract with an all-inclusive cost implementation and maintenance plan for the entire installed and accepted System.

It is the desire of the ACCGOV TRANSIT to possess an ITS system with the features and functional capabilities found in the attached specifications titled “Intelligent Transportation System (ITS) SYSTEMS CHARACTERISTICS.” Proposer should review each line and respond with the following:

• Comply – meaning the system can meet the ideal characteristics, without change.

• Non-comply – meaning the system cannot meet the ideal characteristics. Use the vendor comments section to explain your firms position on the ideal characteristics.

• Comply Modify – meaning the system can meet this ideal characteristic or the goal of the ideal characteristics in a different manner. If this response is given, please explain in the vendor comments section.

Respondents shall complete and return with their proposals the table titled “Intelligent Transportation System (ITS) SYSTEMS CHARACHTERISTICS”.

Project Management and Administration The selected firm shall assign a Project Manager to be ACCGov. Transit's main point of contact.

Responsibilities shall include, but not limited to:

A. Design and maintain master project schedule with significant milestones.

B. System engineering and design.

C. Initialization of the Intelligent Transit System with existing vehicle data, vehicle operator data, bus stop locations, landmark locations and names, work rules, notes, and relief locations.

Transit Fleet The following vehicles are the focus of the RFP. Additional details can be found in the attachment titled ACCGov Transit Fleet Inventory.

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Quantity Vehicle Description Vehicle Length

1 2009 GILLIG LOWFLOOR HEAVY DUTY TRANSIT BUS 40FT

4 2011 GILLIG LOWFLOOR HEAVY DUTY TRANSIT BUS 40FT

4 2013 GILLIG LOWFLOOR HEAVY DUTY TRANSIT BUS 40FT

2 2015 GILLIG LOWFLOOR BRT HEAVY DUTY TRANSIT BUS 40FT

12 2018 GILLIG LOWFLOOR BRT PLUS HEAVY DUTY TRANSIT BUS 40FT

3 2019 GILLIG LOWFLOOR BRT PLUS HEAVY DUTY TRANSIT BUS 40FT

2 2020 GILLIG LOWFLOOR BRT PLUS HEAVY DUTY TRANSIT BUS 40FT

2 2020 GILLIG LOWFLOOR BRT PLUS HEAVY DUTY TRANSIT BUS 35FT

2 2021 GILLIG LOWFLOOR BRT PLUS HEAVY DUTY TRANSIT BUS 35FT

System Maintenance Proposer shall provide a detailed description of the ITS maintenance plan. Proposer should specify per-vehicle costs vs system-wide costs where applicable. Proposer will provide a schedule for the maintenance plan that specifies annual costs for each year.

The Contractor shall supply all hardware, software, installation, maintenance, annual support, training, and warranty necessary to deliver a fully functional System as specified in this Request for Proposal. The Contractor shall recommend and provide options for hardware and software configurations that will accommodate initial needs and growth for the life cycle of the System. Contractor’s design shall accommodate changes based on ACCGOV TRANSIT’s standards or other factors required to ensure the compatibility with ACCGOV TRANSIT’s communication and data network environment. All hardware and software shall be procured on behalf of ACCGOV TRANSIT and become ACCGOV TRANSIT property at time of System acceptance. Any integration with preexisting technology may be preferred.

Proposer shall provide experienced staff for the life of the contract that understand the design, development, testing, integration, implements and deployment of an ITS for public transportation (for both fixed route and paratransit service), best practices, and project management methodology. ACCGOV TRANSIT prefers a single point of contact for all communication regarding work under awarded contract.

Proposer shall describe phone and internet support services, consultations, and technical assistance.

Specify days and hours support services are provided. Proposer shall provide ongoing System support and maintenance including upgrades, bug fixes and patches, and other technical support necessary for ACCGOV TRANSIT to operate the System. Proposer shall specify service life expectations, standard and extended warranties, and replacement programs available. Proposer shall address any credits/refunds for equipment failures outside of routine use during the expected service life. Over-the-air firmware updates shall be supported during the lifetime of the equipment. If the equipment is purchased through the Proposer, firmware updates shall be provided at no additional cost as part of the maintenance agreement.

ACCGOV TRANSIT will monitor the System and communicate with Contractor on issues of performance, upgrades, etc.

Recommended Parts List All Proposers shall include a recommended spare parts list with pricing for all proposed systems.

Fleet Expansion The ITS will be capable of expansion to additional vehicles should ACCGOV TRANSIT expand its fleet during the contract period. The Proposer shall include in pricing for expanding the ITS per additional vehicle including but not limited to: hardware, implementation, and maintenance costs. The

Page | 15 pricing for expansion should specify annual costs for each year of the initial five (5) year contract, as well as each of the additional three (3) option years.

Requirements A. Hardware and Software All hardware and software provided for this procurement must comply with the U.S. Department of Transportation, National ITS Architecture Standards. For an explanation of these standards, please visit the U.S. DOT website: www.standards.its.dot.gov. The Proposer shall ensure that the risk of obsolescence to the hardware is minimized through the selection of standardized parts and readily available peripheral hardware.

B. Warranty All components, parts, and assemblies supplied by the Manufacturers and installed by the Contractor shall be warranted against defects in material and workmanship for a minimum of twelve (12) months (parts and labor), commencing upon the date of final acceptance by ACCGOV TRANSIT. During the warranty period, the software shall be eligible for updates, as may be initiated by the manufacturer, without any additional charge. A qualified factory-trained service representative shall provide warranty service. Any equipment re-used by the proposer must be fully supported by proposer and offer replacements. The proposer shall include a replacement plan or warranty cost per year for all components.

C. Data and Licensing ACCGOV TRANSIT shall retain ownership rights to all data collected and generated by the System and the right to access this data for use in other applications. ACCGOV TRANSIT shall be granted an irrevocable, perpetual and royalty-free license to use all software provided by the Contractor, whether such software is provided directly by the Contractor or by a third party. Annual licensing fees for operating systems, application software, and/or device licenses must be included in the annual operating costs submitted as a part of the Contractor's proposal.

D. Training The contractor will provide adequate training for all staff including onsite training for implementation, web tutorials, webinars and best practices, and customer support access. The contractor will provide quarterly training on-site for the first year of the contract, semi-annually for the second year of the contract, and annually thereafter.

1) APC Training The proposer will provide training for authorized personnel to ensure satisfactory competence in using the APC system, including the software applications, data processing, report generation, and system administration.

Adequate training will be provided on the use and maintenance of the APC hardware leading to a satisfactory level of competence by the appropriate Authority administrative, operational, maintenance, technical, and transit service operators.

2) APC Documentation The proposer shall provide all documents, manuals, and printed materials necessary for the effective operation of the systems. The documents provided shall be hard copies and provided in an electronic version. A Systems Administrator’s Manual shall be provided to include graphical depictions and a written description of all administration functions including separate sections for the following, or related, topics:

• Backup and recovery

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• Performance analysis

• Scheduled maintenance

• User management

• Report production

• Configuration control

• System diagnostics

• Database integrity

A Reporting Manual shall be provided to Include graphical depictions and a written description of all functions required for developing all types of standard and custom reports.

Acceptance Test Plan Proposers shall submit a proposed acceptance testing plan for the ITS, including hardware and software, delivered under the awarded contract. The plan must be reviewed and approved by ACCGOV. Transit before the new technologies “go live” and will be produced on a basis sufficient to demonstrate the system meets the requirements set forth in the RFP. The acceptance test plan will be implemented by the ACCGOV. TRANSIT, which may request either on-site or remote assistance of the awarded proposer.

The mutually agreed to Acceptance Test Plan will define:

• The procedures used to test the system (or solution and equipment).

• The resources required from the agency and the awarded Proposer.

During the scheduled testing period and according to the mutually agreed to Acceptance Test Plan, ACCGOV TRANSIT project personnel will work to identify any errors where the system does not conform materially to the Agreement or the Contract Documents. Any such errors will be documented by ACCGOV TRANSIT on the Acceptance Test – Punch List. Errors listed on the Acceptance Test – Punch List must be properly addressed and corrected to the agency’s satisfaction prior to acceptance of the technologies and achievement of related milestones.

A. Testing Upon notification of that the system is ready for testing; ACCGOV Transit and the vendor will schedule a date for performance testing. Testing shall commence when notified by the vendor that the software is ready for testing.

On-Site Representation: Proposer shall have the Project Manager and/or a duly qualified software engineer on-site during the initial testing of all software products.

Testing Period: ACCGOV. Transit shall operate the system in test mode for a minimum of one week, up to a maximum of 30 days, during the testing period. During this time, ACCGOV. Transit shall compile a list of issues, bugs, software glitches, etc., that shall be the responsibility of the vendor to correct during an additional 30-day period.

Errors, Corrections, and Fixes: If, after testing, software does not perform to specifications or vendor representations, vendor shall be given 30 days after notification of the problem to remedy the issue.

Final Testing: Upon satisfactory fix of all software bugs, integration problems, etc., ACCGOV Transit will again commence a final testing period to verify that the vendor has addressed the identified problems.

B. Acceptance

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After final testing is completed to the satisfaction of ACCGOV Transit, the ACCGOV TRANSIT project oversight designee will issue a letter of acceptance to the vendor.

Installations The Vendor will be responsible for installation of the system described on fixed-route vehicles at the ACCGov Transit's Maintenance and Operations facility located at 325 Pound Street Athens GA, 30601, pursuant to the following:

• Vendor will remove any old equipment/technology and install the new system.

• Vendor will commence equipment and software installation at its earliest availability following the award of the contract.

• Explanation of how the ITS is powered and how it draws power, schematic of layout.

• Must provide test environment with client prior to launch date and full contract execution.

• The installation and testing are to be completed 90 calendar days after an award has been made.

• ACCGov. Transit can only guarantee availability of one (1) vehicle during operational hours due to operational factors that may limit bus availability during installation.

• Training will be conducted concurrently or immediately following installation in order to have administrative, operational, technical, and mechanical staff fully trained in advance of the time the APC system is deployed.

• The vendor will provide additional training as necessary during the project timeline.

• All installation shall be professionally completed by qualified installers and final inspections will be conducted and approved by ACCGov Transit.

• The system will not interfere with any operations of the vehicle and its current systems.

• All cables, wiring, switches, and circuits are designed for the heavy-duty operation of the buses.

• All cables, wiring, switches shall be labeled.

• Mounted hardware should be installed according to industry standards and recommended practices.

• All cables, wiring, interconnections, switches, and circuit breakers/fuses will be heavy duty and specifically designed for their purposes.

• The selected wire sizes and insulation will be based on current carrying capability, voltage drop, and flexibility requirements.

• All installation will be done with tamper proof fasteners whenever possible.

• All equipment provided will be transferable to other transit buses as the need arises.

• Training for Fleet staff on installation practices for future onboard hardware installments.

• Provide spare parts for all Contractor-provided equipment and related materials.

System Failure Response Times Contractor shall provide 24/7 support when needed in case of severe emergencies. Contractor shall respond to issues in a timely fashion. Contractor is deemed to have responded when it has replied to the ACCGov Transit's initial request. This may be in the form of an email, help desk ticket, or a telephone call, to either provide a solution or request further information.

Guaranteed response times depend on the severity of the issue and apply during the ACCGOV TRANSIT’s working hours only. Guaranteed response times are as follows:

Fatal - 90 Minutes Severe - 120 Minutes Medium - 24 hours Minor - 72 hours

The severity levels are defined below.

• Fatal: Complete degradation — all users and critical functions affected. Item or service completely unavailable, including but not limited to:

o The system is unreachable by ACCGov. Transit users.

o The system is accessible, but there is no telematics data being presented to the user.

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• Severe: Significant degradation — large percentage of users or critical functions affected, including but not limited to:

o Public website and/or mobile/native app is unreachable or does not render the map and/or routes.

• Medium: Limited degradation — limited number of users or non‐critical functions affected. Business processes can continue. These may include but are not limited to the following:

o Non-functioning Vehicle Logic Unit (VLU);

o Non‐functioning Mobile Data Terminal (MDT); and o Non‐functioning MDT software module.

• Minor: Small degradation —one user affected. Business processes can continue.

o Any software defect that does not drastically impact critical business

F. ITS SYSTEMS CHARACTERISTICS

1.1 General

1.1.1 Provide onsite project management for equipment inspection, fleet installation process, project status update meeting, onsite training of Transit Department staff, and final sign-off testing of vendor supplied and installed equipment.

1.1.2 Provide user manuals, troubleshooting and diagnostic manuals, wiring schematics for both fleet and facility equipment installations, parts manuals, and technical documents relevant to any equipment and/or services associated with the ACC Transit project.

1.1.3 User Interface must be available in both Dark Mode and Light Mode.

1.1.4 Each user must be able to configure their own environment and save their environment for retrieval when they log into the system.

1.1.5 The Awarded Contractor Shall provide the very latest revision of software and hardware that is offered, and it shall seamlessly integrate with the entire suite of systems in which it collects data from or provides data to without additional hardware or software cost.

1.1.6 The awarded (ITS) System provider shall provide purpose-built (ITS) equipment that is future-proofed to allow updates, new features, and integrations without replacing existing on-vehicle equipment. The (ITS) equipment provided shall withstand the harsh elements of a public transit application and provide seamless functioning & reporting that the ACC staff can easily access.

1.1.7 A fifteen percent spare parts ratio shall be provided by the awarded vendor. The spare parts shall include every hardware component, harness, and connector that is used to do a complete (ITS) system install on a vehicle.

1.1.8 The Awarded (ITS) supplier shall provide a useful life expectancy for each component of the (ITS). The supplier shall also provide the cost of each component over the term of the resulting contract.

1.1.9 The Awarded (ITS) supplier shall provide a contract that is inclusive of all of the specifications contained in the specifications section of this RFP and shall adhere to them.

1.2 Customer Service

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1.2.1 Customer Service and Technical Support must be able to respond to questions and issues from 6:00 AM to 6:30 PM, Eastern Time, Monday – Friday for low to medium priority system concerns which includes Requests for historical data insights, Non-critical glitches, New function or enhancement request, Slowdowns or minor bugs not affecting core functions, failures on an individual vehicle, Isolated incidents, minor schedule deviations. The response time shall be within 24 hours of the support request.

1.2.2 Customer Service and Technical Support must be able to respond to questions and issues 24 hours a day and 365 days a year for high to critical priority system concerns which includes Loss of GPS feed fleet-wide, Vehicles far off schedule impacting many riders, complete system outage. The response time shall be within 30 minutes of the support request.

1.3 Future Developments

1.3.1 The proposer shall provide a timeline of future system developments at no additional charge including but not limited to: incremental planned software revisions, software minor updates, software major updates, hardware updates, and new feature rollouts. All system updates, revisions, & rollouts shall be implemented during ACC Transit non-service hours or shall be coordinated with ACC Transit to be implemented during a time of least impact.

1.4 Automatic Vehicle Location (AVL)

1.4.1 Proposer shall provide Automatic Vehicle Location on all vehicles. Proposers should identify the manufacturer and model for the GPS tracking unit and antenna. (Internal tablet GPS antennas cannot be used for the purpose of AVL tracking for fixed route vehicles.)

1.4.2 After operator log-in, the AVL shall operate without interaction from the vehicle operator.

1.5…