VALLEY TRANSIT

REQUEST FOR PROPOSALS (RFP) FOR

INTELLIGENT TRANSPORTATION SYSTEM (ITS)

RFP VT18-001

APRIL 5, 2018

Valley Transit 801 S. Whitman Ave

Appleton, Wisconsin 54914

Valley Transit Request for Proposals

ITS

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TABLE OF CONTENTS

PART A - GENERAL INFORMATION

Background

Definitions Project Introduction Current Technical Environment Vehicle Inventory & Onboard Equipment Disadvantaged Business Enterprise

Contract Funding Insurance

National ITS Architecture Standards

PART B – SCOPE OF WORK

Overall

Management Software Hardware - General

Hardware – Mobile Data Terminal Website & Bus Tracking App Automated Voice Announcements (AVA)

Reporting Systems Integration

General Transit Feed Specification (GTFS) Support

Open Data System & Data Security Data Ownership & Protection

Warranty Automatic Passenger Counters (APC)

PART C – PROJECT IMPLEMENTATION

Project Management Kick-Off Meeting

System Requirements System Design Hardware Installation & Applications Deployment System Testing

Performance Test:

Operability Test:

Major Issues:

Minor Issues:

Training

Maintenance Acceptance

PART D – OPTIONAL SERVICES & FEATURES

Automatic Passenger Counters (APC)

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Scheduling Assistance Additional Software Functionality Additional App Functionality

Additional MDT Functionality Extended Warranty

PART E – PROPOSAL REQUIREMENTS AND SUBMITTAL INSTRUCTION

General Information Proposed Schedule

Written Questions & Addenda Proposal Selection Evaluation Criteria Interview/Demonstration

Protest Procedure Mandatory Proposal Requirements

Written Proposal Response Cost Proposal Form

Compliance with Specifications/Requirements Certification Lobbying Certification Debarment and Suspension Certification

Compliance with Overall Federal Regulations Certification

APPENDIX 1 – FEDERAL CONTRACT CLAUSES

APPENDIX 2 – CITY OF APPLETON INSURANCE REQUIREMENTS

APPENDIX 3 – GENERAL REQUIREMENTS

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PART A - GENERAL INFORMATION

Background

Valley Transit is owned and operated by the City of Appleton, WI. Valley Transit provides fixed-route public transit services throughout the Fox Cities. This area consists of the Cities of Appleton, Neenah, Menasha and Kaukauna; Towns of Buchanan and Grand Chute; and Villages of Fox Crossing, Kimberly and Little Chute. There are 18 regularly scheduled fixed-routes operating Monday through Saturday and 3 routes serving the Appleton Area School District during the school year. Annual fixed-route bus ridership is about 1M rides, which is approximately 3,300 rides per day.

Valley Transit’s fixed-route fleet currently consists of twenty-eight 32-, 35- and 40-foot heavy-duty diesel buses; and three 20 passenger cutaway vehicles. Valley Transit has approximately 930 bus stop locations throughout the Fox Cities.

Valley Transit also provides a summer downtown trolley route, paratransit and demand-response services. These services are operated through contracts with private providers and are not included in the scope of this project.

Further route and schedule info can be found at: myvalleytransit.com

Definitions

The following definitions are used throughout the Request for Proposal (RFP).

‘Proposer’ or ‘Vendor’ means a firm submitting a proposal in response to this RFP.

‘Contractor’ means proposer awarded the contract.

‘Provide’ means to furnish and implement.

The City of Appleton/Valley Transit is hereinafter referred to as “Valley Transit.”

Project Introduction

Valley Transit is seeking competitive proposals from interested, qualified and experienced vendors to implement a flexible, expandable Intelligent Transportation System (ITS) to assist in managing approximately 31 transit vehicles in fixed-route service. The vendor shall comply with all requirements listed in this RFP.

Valley Transit’s primary goals in implementing the system include:

Improve customer service and accessibility

Provide customers with faster access to more data

Improve safety and oversight of services

Generate accurate data with expanded capabilities for performance monitoring

Manage resources more efficiently and reduce costs

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Current Technical Environment

The City of Appleton’s main technology infrastructure consists of 100% virtual on VMware 6.5, Microsoft Active Directory and Windows servers being deployed are 2016. We currently utilize Microsoft Exchange 2016 and migrating to Office 365 as our enterprise email system. Each City building is connected to the main network through fiber and there is a shared 1 GB Internet connection available to all locations. Internally, workstations are refreshed on a 4-year schedule and we provide 1 GB connectivity to the desktop. The City currently has Cisco Meraki Wireless networks in each location.

At this time, Valley Transit is employing the following overall technology strategy:

Hardware/Software

Server(s): Microsoft Windows 2008 Servers located at City of Appleton Data Center on VMware 6.5

Clients: Windows 10 workstations using Active Directory logins to the network

Connectivity: Fiber to the main server room at City Hall (City of Appleton) connected at 1 GB (Cat 5/5e to the desktop at 1 Gb)

Remote Connectivity: VPN Global Protect client to Palo Alto firewalls

Database: Microsoft SQL Server 2008 for our Enterprise RDBMS

ArcGIS Server Workgroup Standard 10.3.1 with a plan to upgrade to 10.5 in the next few months

Wi-Fi is available at Valley Transit’s garage facility (801 S. Whitman Ave) where buses are parked when not in service. Wi-Fi is also available at Valley Transit’s downtown transit center, located at 110 Washington Ave.

City of Appleton Technology Services Department staff will be available to assist with data export/import based on advance coordination and available staffing as required.

Vehicle Inventory & Onboard Equipment

Valley Transit’s revenue vehicle inventory is listed in the table below. The current fleet contains the 31 revenue vehicles listed in the table below. All are included in this project.

Bus # Make Year Length (feet)

Destination Sign

311 Orion 1994 35 Luminator Flipdot

351 Orion 1994 40 Luminator Flipdot

352 Orion 1994 40 Luminator Flipdot

353 Orion 1994 40 Luminator Flipdot

354 Orion 1994 40 Luminator Flipdot

401 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

402 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

403 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

404 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

405 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

406 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

407 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

408 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

409 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

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410 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

411 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

412 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

413 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

414 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

415 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

416 Orion 2004 32 TwinVision OCU P/N 906-1708-TV1

451 Orion 2005 40 TwinVision OCU P/N 906-1708-TV1

452 Orion 2005 40 TwinVision OCU P/N 906-1708-TV1

453 Orion 2005 40 TwinVision OCU P/N 906-1708-TV1

454 Orion 2005 40 TwinVision OCU P/N 906-1708-TV1

501 Arboc 2010 27 TwinVision OCU P/N 906-1708-TV1

502 Arboc 2010 27 TwinVision OCU P/N 906-1708-TV1

1701 New Flyer 2017 40 Luminator Horizon SMT

1702 New Flyer 2017 40 Luminator Horizon SMT

1703 New Flyer 2017 40 Luminator Horizon SMT

518 Glaval 2018 26 Luminator Horizon SMT

Make Year Length Floor Qty in Fleet

# of doors

Front Door (~Wide” X High”) Note: Width is handle to handle.

Height is floor to overhead panel.

Rear Door (~Wide” X High”) Note: Width is handle to handle.

Height is floor to overhead panel.

Orion 1994 35’ High 1 2 34.5” X 88” 40” X 84”

Orion 1994 40’ High 4 2 34.5” X 88” 40” X 84”

Orion 2004 32’ Low 16 1 31.5” X 89” N/A

Orion 2005 40’ Low 4 2 30.25” X 88.5” 32.25” X 88.5”

Arboc 2010 27’ Low 2 1 35” X 76.5” N/A

New Flyer

2017 40’ Low 3 2 34” X 79.5” 31.5” X 79.5”

Glaval 2018 26’ Low 1 1 36.75” X 89” N/A

Valley Transit fixed-route buses are equipped with the following components: GFI- Genfare ‘Odyssey’ fareboxes (fleet-wide); TwinVision destination signs or Luminator destination signs, REI video surveillance system, cellular data system (Sprint plan) and Trapeze ITS hardware and software system.

The current ITS system was installed in 2011.

Disadvantaged Business Enterprise

Valley Transit has established a Disadvantaged Business Enterprise (DBE) program in accordance with regulations of the U.S. Department of Transportation (DOT), 49 CFR Part 26. It is the policy of Valley Transit to ensure that DBEs, as defined in 49 CFR Part 26, have an equal opportunity to receive and participate in DOT-assisted contracts.

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There is no contract goal established for this agreement. If a proposer is certified with the State of Wisconsin as a DBE vendor, please indicate DBE certification within the submitted proposal.

Contract

Valley Transit will enter into a fixed price contract with the selected vendor. The resulting contract will include this RFP document and the contractor’s proposal as component parts.

Funding

The successful Contractor shall be responsible for complying with all applicable laws and regulations governing the services described in this RFP as a contractor of Valley Transit.

Funding for this project may include Federal, State of Wisconsin, and local funding.

Specific Federal requirements are outlined in Appendix 1.

The 2018 budget for this project is approximately $250,000.

Insurance

The Contractor shall not commence work until it has obtained all insurance required.

See Appendix 2.

National ITS Architecture Standards

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.

http://www.standards.its.dot.gov/

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PART B – SCOPE OF WORK

Overall

The ITS system must provide Valley Transit with a turn-key product that will, at a minimum, provide the elements and functions described below. Vendor shall supply a complete package, including hardware, software, installation, mounting system components/hardware, cellular data, all required electrical components, all communication components, and all shipping and delivery costs, as necessary. Any functionality above and beyond the ITS system described in this RFP should be priced out as separate modules in the Cost Proposal Form.

The selected firm will be the prime contractor for the project and, as such, will be responsible for managing the entire scope of services as described in this RFP and other documents tied to this process.

Valley Transit recognizes the rapidly changing pace of innovation in mobile communications and technology. Any specification in this RFP that may hinder or limit the vendor’s proposed deployment approach should be noted in writing through the ‘written question’ step of this procurement. The written question should contain a statement explaining how the proposed alternative would better serve the needs of Valley Transit.

Valley Transit will consider each request and share responses through the Q&A process.

Management Software

Valley Transit prefers ITS software solution that is 100% cloud-based with web-portal access provided anytime of the day (24 hours a day, 7 days a week, 365 days a year).

The ITS software shall provide the following minimum capabilities for Valley Transit management staff.

Utilize GPS to provide automatic vehicle location (AVL) in conjunction with mapping

Graphic User Interface (GUI) map display viewable through various devices (smartphone, kiosk, PC, etc.)

Map display shall clearly display vehicle icon and location. Map shall include the entire Valley Transit service area. Map shall have the ability to expand into additional communities if service expands. Further layered information shall include bus route, streets, highways, points of interest, timepoints, bus stops, run, operator ID, vehicle ID and speed. Include ability to limit display of this information according to permissions or map version. For example, the public map would not display operator name, etc. Map display features shall include zoom in or out, pan in any direction and point-and-click on features and vehicles to retrieve information.

The map should be expandable to full screen view.

AVL and mapping will include all fixed-routes, including seasonal routes and event-based routes.

AVL location data will begin when the ignition is turned on and continue reporting until the ignition is turned off. Location of vehicles with no assigned route will also

Valley Transit Page 8 be tracked and visible in mapping.

Dispatcher’s GUI real-time display will provide bus arrival times at each bus stop based on average speed of the bus and traffic impacts. The vehicle icon should clearly indicate vehicle ID, route, directional status, arrival time, and departure time.

Map will display last known position on any unit suffering loss of GPS signal, and shall visually display and provide an alert to show a vehicle that is not in communication. Map will clearly mark each route and vehicle when more than one travels on the same street segment.

Geo-spatial management portion will provide administrators a visual creator with the ability to add, delete or revise service data (route, stop, schedule, etc.) without contacting vendor.

Added or edited service data will be effective immediately or scheduled for a later implementation date

Administrative and Dispatcher interface shall be simple, intuitive and easy to use

Provide historical playback of vehicle locations (entire system, by bus or by route) with speed data

Administrative ability to create new accounts for instant login

Provide at least three (3) account privileges (dispatcher, viewer, administrator, etc.)

Allow for certain management functions to be accessed from internet-enabled smartphones

Ability to send user pre-defined canned and brief custom messages to MDT(s) by selecting individuals operators or all vehicles with sender notification of success or failure of the transaction

Approximately ten (10) staff would require access to the system. System will support concurrent logins with no degradation of performance.

System must be able to run on a standard PC and operate on future Microsoft operating systems. The user interface must be accessed from commonly used Internet Browser without the need to install any software or plug-ins.

Vendor shall back-up and protect, for a minimum of sixty (60) days, any software configuration settings, any Valley Transit provided data that has been modified for use by the software and any new data produced by the software itself.

At the time of implementation, vendor’s software must be the current version and compatible with the vendor’s hardware. Valley Transit desires a solution that requires no installation of any kind on Valley Transit’s computers or servers with everything stored on vendor’s servers/cloud. Vendor must always ensure that Valley Transit is utilizing the latest approved and beta tested software version available.

Valley Transit requires a proven solution. Vendors must have successfully installed/implemented proposed full ITS system, including Bus Tracker App and integrations, like Automatic Vehicle Annunciation (AVA), at a minimum of five (5) public transit systems.

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Cost proposal format will include software support/hosting agreement for contract year-one and an annual breakdown of costs for an additional four (4) 1-year renewal options.

Hardware - General

Valley Transit is seeking to implement tracking hardware in thirty-one (31) revenue vehicles in fixed-route service. The ITS system should also allow for the integration of new vehicles into the system.

During install, all hardware must be the current technology available and compatible with the vendor’s software. Vendor shall supply a power conditioner in each vehicle to ensure proper voltage to the onboard unit to increase device stability and performance. Vendor shall install an inline power fuse to units to prevent possible power short conditions and device failure. Hardware shall be capable of dynamic interface additions/changes over time.

Hardware shall provide the ability to integrate additional components directly into existing hardware. Example includes Automatic Passenger Counters (APC). Hardware shall receive updates over the air.

All hardware onboard vehicles shall be able to withstand shock and vibrations generated by transit vehicles in service. If a hardware malfunction occurs and required replacement during the initial contact, the replacement equipment must be new with the latest technology at the time of replacement and/or installation. The in-vehicle system must utilize battery backup for all necessary components to properly shutdown when bus battery switch is turned off.

Hardware – Mobile Data Terminal

Any proposed mobile data terminal (MDT), mobile data computer or tablet shall have a scratch free display with damage resistant, anti-glare glass to allow easy readability.

Display will provide the driver the ability to switch between a ‘day’ and ‘night’ mode optimized for the ambient lighting expected under those conditions. Display will also provide ability to adjust volume and backlighting to suit individual operator preference.

The device shall be drop resistant, vibration resistant, atmosphere certified and MIL-STD- 810G and IP67 certified. MDT shall operate in ambient temperatures from -6°F to 140°F and ambient humidity up to 95% RH non-condensing.

The MDT unit shall have the following functionalities.

Automatic display of driver login screen when vehicle is powered up

Driver login using employee identification number

Driver will input vehicle’s odometer and run number. MDT will validate info with software.

Should the driver turn off the ignition during the course of her/his shift for less than thirty (30) minutes, she/he should not need to logon again as the current data will

Valley Transit Page 10 be retained.

Driver screen shall always display: current time (AM/PM designation);

communication network status; and new message indicator.

New message indicator should only be visible when vehicle is stopped

Driver should only be able to retrieve/view messages when vehicle is not in motion.

Drivers will be capable of sending a canned message to dispatch and supervisory staff monitoring system

Display will notify driver in real-time, if running ahead of schedule according to route timepoints. This can be accomplished with an indicator light or change in current time color.

Capable of providing navigation to operators by displaying in-vehicle maps of each route and turn list directions. This process shall be hands-free, and operators should not have to enter destination address to use map navigation, as the software will do this automatically and adjust according to geo-location.

Navigation functionality will be integrated into the in-vehicle software application and will not be a separate application.

Website & Bus Tracking App

The ITS system will include a public interface that provides customers with bus location information based on AVL data. Website and App interface will show steady vehicle movement on map without reloading. Motion of vehicle(s) tracked on website or app shall appear smooth and fluid. The public interface includes website, smartphone and monitor display access.

The public website shall provide:

Users with the ability to select routes of interest and view bus location.

Static and real-time arrival estimates by bus stop

Ability for Valley Transit’s logo/graphics to website

A module allowing content to be provided on Valley Transit’s website

Ability to differentiate estimated arrival times for inbound and outbound stops along a specific route

Continuous updates to the web page without the user being required to refresh

Returning customers with route remembrance for previous visits

Ability for riders to subscribe to a notification service, select one or multiple routes and receive notifications when next bus is arriving

Ability to display and push service alerts or other messages to riders

Smartphone App access shall provide:

Users with the ability to select routes of interest and view bus location.

Static and real-time arrival estimates by bus stop

Users will receive static route schedule and real-time bus stop arrival estimate based on AVL data

Geolocation feature to allow riders to identify location on map (for phones with GPS capability)

Ability to integrate with future on-demand apps allowing users to toggle between

Valley Transit Page 11 services in one app

Free to download native iPhone and Android application

Ability to display and push service announcements, alerts or other messages to riders

The system will have cellular-based vehicle location capability to capture and transmit vehicle location information on a real-time or near real-time basis transit system-wide and route specific. Cellular data fees shall be included in the vendor’s base price.

System shall offer detailed route maps, preferably using customer-friendly maps, like Google.

System shall provide the ability to display a version of the bus tracking map on public flat screen monitors. Valley Transit would potentially purchase and install monitors at its downtown transit center and possibly other strategic locations in its service area. The display would require no user interaction and automatically refresh on LCD screens at all times. The display shall include the ability to identify a specific vehicle, view route name and differentiate routes by design or color. The ITS system shall maintain map, route and other information to ensure it is current.

Automated Voice Announcements (AVA)

Valley Transit requires ITS system to provide Automated Voice Announcements (AVA) of bus stops, major intersections or other destinated locations over an interior speaker system. The AVA system shall include the following:

Announcements must be able to be made at a predetermined distance from a bus stop. Announcements shall be paused while a bus operates off-route.

Use of GPS vehicle location data and GPS geo fences/trigger zones to determine announcement timing. The trigger zone shall use default values or allow Valley Transit to over-write by route and/or individual location.

The system shall detect reacquisition of the route, at any point along the route, and automatically determine and announce the next valid bus stop or other designated location.

A configuration utility that allows Valley Transit the ability to fine tune announcements. This includes creation and selection of which bus stops and routes are announced; edit of current stop announcements by turning ‘off’ or ‘on’; creation of custom trigger zones to identify bus stop locations and other trigger locations; and configure pivot points that trigger a change to the destination sign.

When a new route or stop is created in the web portal, ITS system shall provide a digitized voice synthesizer tool or professionally-recorded audio announcements for locations selected for announcement. If recorded audio is provided by vendor, changes or additions to audio files must be provided for the life of the contract and available within 2 business days of Valley Transit’s request.

Audio announcements shall be played in English and up to two additional languages (e.g. Spanish)

In addition to the next stop announcements, the annunciation system shall be

Valley Transit Page 12 capable of making vehicle operator-initiated announcements. The operator can select from a list of pre-compiled announcements via the MDT.

Vehicle operator use of the PA system shall override any automated announcements.

Reporting

ITS system shall provide reports that allow Valley Transit to run more efficiently, improve safety and share data. Vendor shall provide a variety of tools that allow users to analyze, monitor and diagnose fixed routes and their operations. Minimal required reportable data and events includes:

Route Performance (run times, average vehicle speed and schedule adherence)

On-time performance

Service hour and miles

Vehicle speed and movement

User-Defined Exceptions: Off-route, speed, route adherence, etc.

On-board announcements (when & where announcements were played)

Website usage reports

Reports shall allow for time based comparison and historical data. Reports shall include filters by driver, route and run. Reports shall be exportable instantly to Microsoft Excel and Word. Reports should also be available in PDF format.

The system shall automatically email selected reports to a list of Valley Transit supplied email addresses.

Systems Integration

ITS system must offer complete system integration that accommodates existing equipment onboard Valley Transit buses without compromising efficacy of overall system.

The existing equipment includes, but is not limited to, the items listed in “Current Onboard Equipment” section above. The ITS system must integrate with each vehicle’s destination signs, interior displays/signs, speakers and farebox with no additional hardware needed.

At a minimum, the ITS system will integrate with: (1) the destination signs to change messaging automatically to a different route based on vehicle location; and (2) the farebox to allow operators a single sign-on into the ITS system and supply data to the farebox.

The ITS system must have the ability to expand and be open to integration with future systems, like Automatic Passenger Counters (APC).

In the event of ITS system malfunction, the existing control unit provided by the destination sign manufacturer shall remain functional for driver override. If Valley Transit’s destination sign control units on the 1994 vehicles require upgrades to allow for integration, Valley Transit will work with Luminator and the awarded vendor to coordinate and supply necessary upgrades. The text displayed on the destination signs shall automatically update as the bus traverses the route. Valley Transit will have the ability to

Valley Transit Page 13 define points along the route and corresponding destination sign text. The system must determine by bus location when it is necessary to change the destination sign.

For farebox intergration, driver log into the MDT shall send driver login information to the farebox. The system shall send route and bus stop information to the farebox. When the bus arrives at a bus stop, the system shall send bus stop information to the farebox.

ITS system will allow for future integration with on-demand app (first-mile/last-mile) and/or mobile ticketing app into proposer’s bus tracking app & public website.

Valley Transit’s vision includes development of a future enterprise database to organize and manage data from multiple systems. ITS system integration would include a recurring transfer of selected data in a format usable by the enterprise database.

General Transit Feed Specification (GTFS)

The City of Appleton currently maintains Valley Transit’s GTFS data. Route and bus stop data is maintained/edited within ArcMap software. Calendar, fare, transfer and other data is manually edited.

The ITS system must manage all GTFS data and provide a simple GTFS export feature when feed update files are required. GTFS data must use naming conventions throughout. The GTFS data files must be available to Valley Transit at all times, continue to be open to developers and published on the City of Appleton’s website (see link below) and other websites containing transit feeds.

Valley Transit’s current GTFS data can be downloaded at: http://GIS.APPLETON.ORG

Support

The ITS system vendor will provide 24/7 support when needed in case of severe emergencies. Vendor’s support will be accessible via phone, web and email with a turnaround response time of less than 3 hours for any mission critical components. Base support shall be available during normal business hours. Standby support shall be available at all other times, including weekends, nights and holidays.

The vendor shall offer one full year of full technical support as part of its cost proposal.

This technical support shall include, but not necessarily be limited to:

Phone & email support with service technician/engineer during normal business hours maintained by Valley Transit

Provision of diagnostics/repairs via remote control access to system hardware/software

On-site technical support when required

Product upgrades, new releases, patches, etc. when issued by the vendor

Software enhancements (point releases) shal be included for the duration of the project.

http://gis.appleton.org/

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Open Data

The system should provide optional capability and integration of Real-Time Transit Data API, including easy to use developer documentation that allows for querying data from AVL services, with JSON document as output. The API should provide real-time vehicle location data and estimated arrival times for vehicles as they approach bus stops. Open data shall be updated regularly to reflect changes in routes, schedule and/or bus stops.

Access to all real-time and archived vehicle location data must be available to third party applications for external development purposes. Valley Transit strives to make data developer-friendly and requires a vendor that provides open data to other third-party developers. The City of Appleton currently uses ESRI GeoEvent Server to display AVL locations of much of its vehicle fleet for other city departments (e.g., public works vehicles). The real-time AVL feed would potentially be used by this technology.

System & Data Security

Cloud services and login must be over a secure connection. Data must be encrypted to the latest standards. All data stored in the Cloud must be free from any Personally Identifiable Information (PII). Any PII data requires appropriate protection and shall not be publicly available. Vendors will confirm these items and explain full security measures in their Written Proposal Response.

Data Ownership & Protection

All data in the Cloud environment is understood to be the property of the Valley Transit.

If the agreement between Valley Transit and cloud provider or vendor is cancelled, it is understood that all data can be exported to Valley Transit. In the event of a contract termination, the contractor agrees to make all necessary good-faith efforts to cooperate in the transition of Valley Transit information back to Valley Transit or to other, new vendors.

The Contractor shall not use, disclose, or distribute any data provided by Valley Transit except as may be requested to Valley Transit and for Valley Transit purposes. In the event the Contractor is contacted by any law enforcement or regulatory agency with any lawful order regarding Valley Transit data, the Contractor shall promptly notify Valley Transit of such contact to the extent allowed by law. The Contractor shall provide copies of Valley Transit data to Valley Transit upon request.

GPS data, and specifically route identifiers and location coordinates, are not considered potentially sensitive data. Both parties understand that this GPS data will be an integral element of this system and that temporary access to this GPS data may, in fact, may be disclosed to the public through the public’s use of an associated application or website to enhance the public’s use of Valley Transit.

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Warranty

All hardware and equipment shall have a minimum one-year warranty (100 percent parts and labor) that begins on the date of acceptance and include free technical support calls during normal business hours 8:00 AM – 5:00 PM CST.

Automatic Passenger Counters (APC)

Valley Transit currently does not utilize an APC system and does not have APC equipment installed on buses. The awarded ITS system shall have the capability to integrate with a future APC system. The future APC system shall work in concert with the ITS system. See Part D.

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PART C – PROJECT IMPLEMENTATION

The following contains minimum expectations for the awarded vendor during implementation.

Project Management

Throughout the duration of the project, the selected Proposer will provide regular status reporting, scope and issue management, and risk containment. Status reports shall be provided to Valley Transit.

Valley Transit’s project management will be achieved and facilitated through the use of selected individuals from internal departments, which may include; Maintenance, Facilities, and Technology Services. All information and correspondence shall flow through Valley Transit’s identified Project Manager or designee, who will be responsible for providing direction to the vendor. Vendor must supply an implementation plan, which identifies the project timeline and milestones.

The awarded vendor shall name one (1) individual from the firm designated as project manager. This individual shall have complete authority and control over all aspects of the project. The awarded vendor’s project manager shall be the sole point of contact between the vendor and Valley Transit. A list of other project installations directly under the control of this individual shall be named in the proposal.

Kick-Off Meeting

A meeting will be held on-site in Appleton to introduce the project team, establish lines of communication and responsibility, and finalize the project work plan and schedule. A final work plan and schedule shall be provided to Valley Transit.

System Requirements

The selected vendor will meet with Valley Transit staff to gain a complete understanding of the requirements of the ITS system. Requirements to be examined will include: Data;

System Architecture (Hardware & Software); Functionality; Mobile Capabilities (querying, reporting and mapping); Security; Performance; and Maintenance.

The findings of the requirements gathering process should be synthesized into a formal Requirements Document. A draft version will be provided to Valley Transit for review and a final version, incorporating any changes requested by Valley Transit, will then be delivered.

System Design

The selected Proposer will translate the requirements into a technical design to be used as a guide for the development of the ITS system. A Design Document will be developed that outlines the approach for implementing a system that adequately meets the requirements. It will also provide a general overview of the major components of the

Valley Transit Page 17 proposed solution, and what kind of software, hardware, and platforms are to be used. A Draft Design Document will be submitted to Valley Transit and a final version, incorporating any changes requested by Valley Transit, will then be delivered.

Hardware Installation & Applications Deployment

Hardware will be physically installed in all of the designated Valley Transit vehicles, and associated application-related software will be deployed. Vendor will supply user and system administrator guides for the hardware and software.

System Testing

System testing must be performed so that every Valley Transit vehicle in service has a fully functioning ITS system according to this RFP and the vendor’s proposal. This includes any optional items covered under Part D. The awarded vendor’s project manager and/or a duly qualified software engineer shall be on-site during the initial testing of all software products.

Valley Transit shall not be constrained by the testing and reserves the right to make the following requests which shall be acted upon by the Contractor:

Procedural changes and other reasonable tests to assure the ITS system’s performance and conformance

Investigation into any apparent troubles, flaws, or abnormalities with respect to the ITS system

Audit of any and all test reports and verification of any or all previous test measures

Valley Transit shall be notified a minimum of one (1) week in advance of each test, unless given written consent by Valley Transit to conduct the test earlier. Valley Transit reserves the right to witness any and all tests.

A performance and operability test must be successfully completed, without flaws, and the successful completion of these tests must be accepted by Valley Transit before acceptance of the ITS system. The two tests are as follows:

Performance Test:

The performance test shall commence upon the completion of the first system installed on a bus. The installation of systems on other buses shall not commence until a successful performance test has been accepted by Valley Transit.

All system functions shall be tested during the performance test. Upon acceptance of the performance test, Valley Transit will grant permission to the contractor to continue with the installation of the ITS system on the rest of its fleet.

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Operability Test:

The operability test is a two (2) week trial period which will test the system under full operational conditions to ensure the performance requirements are met and to measure the systems reliability.

The operability test will commence within five (5) days after all systems have been installed and the entire Valley Transit fleet is equipped with the ITS system.

During the operability test period, Valley Transit will operate the system per normal operations and document system deficiencies and non-compliance issues. There shall be two (2) categories Valley Transit will list deficiencies found in the system during the operability test. The two categories of deficiencies shall be considered “Major” and “Minor.”

Major Issues:

Defects or deficiencies that: impair any system aspect of more than one (1) bus; impair the ability to manage or access data captured by the system; require hardware replacement or software modifications; and/or take longer than twenty-four (24) hours to rectify.

Minor Issues:

Defects or deficiencies that: can be corrected in less than twenty-four (24) hours; do not impair the ability to manage or access data captured by the system; do not require hardware replacement or software modifications; and/or do not impair more than one (1) bus.

Valley Transit reserves the right to categorize any defect or deficiency that is not specifically stated in this RFP.

Minor issues will be documented and communicated to the contractor for resolution. Upon resolution of all minor issues, further testing will be carried out to document resolution of the issue.

Major issues will be documented and communicated to the contractor for resolution. Upon resolution of all major issues, further testing will be carried out to document resolution of the issue. Major issues will trigger a reset of the two (2) week operability test that will commence upon the resolution of all major issues. The operability test will be considered complete and successful when the two (2) week test has been completed with no major issues and all minor issues have been resolved.

Upon the completion of a test, whether successful or unsuccessful, the Contractor shall prepare and submit, within five (5) days of the completion of the test, a report summarizing the results of the test. This summary shall include all troubles, flaws, and abnormalities discovered during the test.

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No test shall commence until the report of the previous test has been submitted and Valley Transit has given authorization to proceed.

In the event of an unsuccessful test, the Contractor shall make the necessary improvements to correct any and all troubles, flaws, and abnormalities, discovered during the test.

Training

Before deployment of the ITS system, vendor shall provide training to all dispatchers, supervisors, administrators and maintenance technicians. Vendor shall also provide optional web-based training on an as-needed basis for future trainees and new Valley Transit hires.

Vendor will be responsible for supplying a complete copy of all system training documentation. Training documentation shall also be made available via an electronic PDF document, with unlimited distribution within Valley Transit. Vendor will provide specific training manuals for all personnel. Help manuals shall allow resolution of straightforward items as expeditiously as possible.

Training shall be conducted at Valley Transit’s administrative office location. Valley Transit will supply the training room and schedule training of mechanics, supervisors, and parts personnel. Valley Transit will supply classroom workstations. Classes will be designed using Valley Transit data.

Maintenance

Vendor training shall include complete information for maintenance personnel. This includes troubleshooting and installation manuals.

Acceptance

Upon successful completion of both the performance test and operability test, within three

(3) days (excluding weekends) Valley Transit and the Contractor shall confirm acceptance of the ITS System and written final acceptance shall be executed. After acceptance, final project payment can be processed.

If, during any test or otherwise, it is discovered that the system does not conform to the requirements of the signed contract, Valley Transit will not accept the system until the issues have been corrected.

If a successful operability test cannot be accomplished within forty-five (45) days of the commencement of the initial operability test, Valley Transit reserves the right to find the contractor at fault and may terminate the contract. In that event, the vendor shall reimburse all payments to Vally Transit, remove all equipment and Valley Transit shall not be held responsible, in anyway, for the time, labor, or materials used through the course of the install or removal of equipment.

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PART D – OPTIONAL SERVICES & FEATURES

The additional services and features below are not required. Vendors can choose to address these areas within their written proposal form. Any additional costs associated with providing the optional services below should be noted separately in the Cost Proposal Form. If optional services/features include additional costs, vendors should include any factors that impact the cost proposed. Valley Transit may choose to not implement these additional features, but the availability of future system enhancement will be an important benefit to consider.

Automatic Passenger Counters (APC)

Valley Transit plans a future integration of APCs on all of its fleet. If the awarded vendor’s proposal includes an APC option, Valley Transit may decide to include APCs within the ITS system contract resulting from this RFP. Vendors that offer an integrated APC system are encouraged to include a per vehicle cost to implement an APC system. The cost should include all expenses required to operate the system (equipment, install, software, etc.). Also, vendors should include how the per vehicle cost would be adjusted if Valley Transit decides to implement an APC system fleet-wide or on just a few vehicles. Vendors should assume this decision would be made when the ITS project is awarded, so the APC equipment can be installed along with other ITS equipment.

The proposed APC system shall be designed to operate in Appleton, WI’s climate. GPS accuracy shall be 5 meters or better with 95% probability for stop location coordinates.

System shall count all boarding and alighting passengers per door at each stop. If the bus has two passenger doors, counting will be done at both doors. Passenger counting shall only be performed when the doors are open. In addition to passenger counts, system must also track wheelchair ramp deployments. Vendors software shall provide boarding and alighting data from a specified date and time range with reporting by selected bus stops, routes and other queries. If requested, vendor shall also provide raw APC data (includes: bus route #, bus stop ID, date, ariival time, departure time, latitude, longitude, ramp deployment and in&out counts at each door) in a common file format (.CSV).

Scheduling Assistance

Valley Transit currently manually performs rostering drivers in MS Excel and assigns vehicles to runs daily without the use of the current ITS system. Vendors may provide simple and timesaving solutions that integrate scheduling or some components of daily scheduling within in their proposed software.

Additional Software Functionality

Valley Transit operates across 9 municipal communities and within 3 counties. Each partnering unit of government provides a financial contribution toward the transit system based on hours and miles operated within each participating community’s boundaries.

Valley Transit currently uses ArcMap to determine route miles within each unit of government’s boundaries, which helps determine percent share of expense. As an

Valley Transit Page 21 optional feature, vendors can provide solutions using their system’s capabilities that may be able to provide this data or a report to assist with this expense share calculation.

In addition to the route and bus stop data maintained within the awarded ITS system, Valley Transit will continue to maintain this same data within ArcMap GIS software.

System features that assist communication of added/deleted bus stop and route changes made within the ITS software to GIS staff for incorporation in ArcMap software are highly desired.

Additional App Functionality

Valley Transit would be interested in other information distribution interfaces or features that are available with the vendor’s system, like stop-based electronic displays or text/SMS next bus messaging for cellphones (non-smartphones). Also, a notification platform where riders can enter in a recurring schedule for impending bus arrival notifications that operates without the rider opening the app.

Additional MDT Functionality

After driver login, Valley Transit would be interested in adding a future pre-trip inspection screen that the vehicle operator completes after conducting their pre-trip inspection of the vehicle. Such lists on this screen would be user definable. This feature would also need to include access and reporting of inspection data to maintenance personnel.

Extended Warranty

Valley Transit would consider an extended warranty beyond what is required in the Scope of Work. If extended warranty is included in base price, please note extended warranty terms in the Written Proposal Response.

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PART E – PROPOSAL REQUIREMENTS AND SUBMITTAL

INSTRUCTION

General Information

All proposals must be submitted in an envelope sealed by the bidder or designated representative. All proposals should be addressed to the General Manager, c/o Valley Transit, 801 S. Whitman Ave., Appleton, WI 54914. On the outside of the envelope, the bidder should distinctly indicate the name and address of the bidder and in the lower left corner should clearly indicate the envelope contains a sealed proposals for: “PROPOSAL FOR INTELLIGENT TRANSPORTATION SYSTEM RFP VT18-001.” Any proposals not complying with these instructions will not be considered submitted to the Valley Transit, and shall be returned to the proposer unopened and unread.All proposals must be received at Valley Transit by 10:00 AM on Wednesday, May 9, 2018.

Any proposal received after this time will not be considered. Submission of proposal documents by facsimile equipment or electronic mail (email) will not be accepted. It is the proposer's sole responsibility to insure that the proposal is timely and physically received by Valley Transit prior to the deadline set forth in this RFP. Receipt of a bid/proposal by the mail system or other City departments does not constitute receipt of a bid/proposal by Valley Transit.

Proposers must submit, in a sealed package, one original (identified) plus five (5) copies of all materials required for acceptance of their proposal on or before the submittal deadline. Valley Transit may also request one PDF version, if further copies are needed.

Proposals may be withdrawn prior to the date/time set for proposal opening. Proposals may be modified or withdrawn by the proposer’s authorized representative in person, or by written notice. If proposals are modified or withdrawn in person, the authorized representative shall make his identity known and shall sign a receipt for the proposal.

Written notices shall be received in the office where proposal was submitted no later than the exact date/time for proposal due data.

Award of the contract shall be made to the most responsive and responsible proposer whose proposal meets the specifications and is most advantageous to Valley Transit.

All formal proposals submitted shall be binding for sixty (60) calendar days following the submission date.

Valley Transit reserves the right to reject any or all proposals, to waive any informalities in the process, or to accept any proposal deemed in the best interests of the City of Appleton/Valley Transit.

Proposed Schedule

The following schedule provides information on events and deadlines for this proposal.

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RFP Issued April 5, 2018

Last day for submitting written questions April 19, 2018

Email addenda to proposers, which includes answers to all questions submitted, supplements and/or revisions to RFP

April 26, 2018

Proposal submittal deadline May 9, 2018

Interview/Demo (if needed) May 24-25, 2018

Estimated contract award date June 27, 2018

Estimated contract start date July 1, 2018

Written Questions & Addenda

All written questions to this RFP must be emailed to Debra Ebben at debra.ebben@appleton.org according to the schedule above. Only interpretations or corrections of the RFP made in writing by Valley Transit are binding. If referencing specific RFP language, please include page number and section heading.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, addenda will be provided to all known recipients of this initial RFP. To ensure all supplemental information (if available) regarding the initial RFP is shared, interested parties should email their contact info to Debra Ebben at debra.ebben@appleton.org before April 25, 2018.

Proposal Selection

Proposals will be initially reviewed to determine if…