RFP Janesville Annunciation System.pdf

City of Janesville, Janesville Transit System AVL/GPS Based Real-Time Passenger Information

System

JTS-RFP-2024-02

June 27, 2024

101 Black Bridge Road

Janesville, Wisconsin 53545 www.janesvillewi.gov/jts

Table of Contents City of Janesville, Janesville Transit System Table of Contents A. Definitions B. General Information C. Overview of JTS D. Overview of Project E. Current Annunciation/AVL Services F. Current Equipment G. Timeline H. Proposal Submittal

1) Requirements

2) Right of Rejection and Clarification

3) Right to award all or a portion

4) Right to Cancel

I. Proposal Format Requirements

1) Cover Letter

2) Statement

3) Timeline

4) Proposal

5) Sample Customer Interface

6) Sample Administrative Interface

7) Sample Reports

J. Questions/Addenda K. Non-restrictive specifications and vendor alternates L. Scope of Work

1) Automated Voice Annunciation & Visual Display

2) Vehicle Tracking Software

3) Vehicle Location Data

4) Management Software Requirements

5) Required Information for Public Interface

6) Mobile Phone/Smartphone Access

7) Maps

8) Route Management

9) Access to Location Data

10) GTFS

11) Accessibility

12) Required Integrations

13) Public Vehicle Location Displays

14) Reports

15) Support & Training

16) Hardware

17) Mobile Data Terminal (MDT)/Tablet

18) Software

19) Maintenance/Licensing

20) Optional Integrations

M. Installation

N. Testing

1) Performance Test

2) Operability Test

3) Major Issues

4) Minor Issues

5) Acceptance

6) 10% final Payment Withholding

O. Other Requirements

1) Nondiscrimination

2) Assignment or subcontract

3) Independent Contractor Status

4) Non-compliance

5) Patent Infringement

6) Rights to Submitted Material

P. Proposal Evaluation Process Q. Insurance/Indemnification Requirements

1) Commercial General Liability Coverage

2) Business Automobile Coverage

3) Workers Compensation & Employer Liability

4) Additional Insured

5) Endorsement

6) Indemnification

7) Waiver of Workers Compensation Subrogation

8) Certificates of Insurance

9) Notice

10) Acceptability of Insurers

R. Federal Clauses No Government Obligation To Third Parties Program Fraud And False Or Fraudulent Statements And Related Acts 31 Access To Records And Reports Federal Changes Disadvantaged Business Enterprises Incorporation of FTA Terms Suspension and Debarment Resolution of Disputes, Breaches, or Other Litigation Prohibition On Providing Or Using Certain Telecommunications And Video Surveillance Services Or Equipment Termination Provisions Notification To FTA Lobbying Clean Air Clean Water Employee Protections Energy Conservation Recycled Products National Intelligent Transportation Systems Architecture And Standards ADA Access Safe Operation Of Motor Vehicles Equal Employment Opportunity

S. Protest Procedures Timing Requirements and categories of protests Protest Review Effects of Protest on Procurement Action Protests regarding proposal evaluation or contract award Ability to proceed Summary Dismissal Protest Decision Appeals

Form A: Proposal Signature Page Form B: Lobbying Certification Form C: Disadvantaged Business Enterprise (DBE) Certification Form D: Debarment and Suspension Certificate (Nonproucrement) Form E: Buy America Requirements Form F: References Form G: Specification Exception Worksheet Form H: Current Equipment Form I: Cost Summary Sheet Form J: Acknowledgement of Addendum (If Necessary) ATTACHMENT A: Sample Reports ATTACHMENT B: Bus Stop Numbers

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

• City or CoJ means City of Janesville

• JTS means Janesville Transit System

• Proposer/Vendor means a firm submitting a proposal in response to this RFP.

• Contractor means the proposer awarded the contract.

• Provide means to furnish and implement.

B. General Information The City of Janesville (CoJ) is accepting proposals on behalf of Janesville Transit System (JTS) for an Automatic Vehicle Locator (AVL)/GPS Based Real-Time Passenger Information System with Automated Voice Annunciation (AVA). The purpose of this document is to provide vendors with information to enable them to prepare and submit a proposal(s) for this project. The CoJ reserves the right to select, negotiate, and subsequently award the proposed service that best meets our required needs, quality levels, and budget constraints. To learn more about the City of Janesville, please visit our website at www.janesvillewi.gov/jts

C. Overview of JTS JTS is a small-urban transit system located in Janesville, WI. Fixed-route service comprises 6 daytime routes and 3 evening routes that operate primarily within the City of Janesville. All service operates on a pulse schedule, converging at the downtown transfer center at fifteen minutes and forty-five minutes after the hour. In addition, an evening service called Nightside operates deviated-fixed route service with sixty minute headways on three routes on weekdays. Also, on weekdays, the City operates the Beloit-Janesville Express jointly with the City of Beloit, providing hourly service on weekdays only. No Saturday service is provided on Nightside or the Beloit-Janesville Express.

School tripper service that complies with FTA School Bus regulations is provided during the school year. Paratransit service is provided via contract and not part of this project. JTS operates eighteen

(18) 35’ heavy-duty, transit buses; buses are circa 2019 – 2022 and one from 2006. Janesville is home to Wisconsin’s visually impaired school, resulting in accessibility being a top priority when considering which solution to choose. A map of JTS routes, and schedule information, can be found at https://platform.remix.com/latest/Janesville_Transit .

D. Overview of Project JTS is seeking a Vehicle Tracking System utilizing GPS technology in conjunction with vehicle location and mapping software to track vehicle locations en route and in real-time and provide a visual mapping display. This system must provide route and vehicle information in real-time via web interface to passengers, the general public, the dispatcher, and managerial personnel. The system must be equipped with reporting capabilities to accurately data stream operation service information (e.g., route timing, passenger wait time, trip counts, operator performance, vehicle speed and movement). This is essential for the completion of performance metrics, the analysis of daily operation, and long-term project planning and analysis. The Vehicle Tracking System must include the functionality for hardware/software components to be installed on at least 18 buses.

E. Current Annunciation/AVL Services JTS implemented a solution in 2020 through the Double Map company that incudes automatic audible annunciation on the buses; visual messaging of announcements via LED screen within the bus; a free android/apple app for riders; automatic passenger counting; free onboard Wi-Fi; and MDT tablet for driver to select their route integrated with our destination signs. The solution also included an easy-to-use administrative portal with robust reporting capabilities. The Double Map company no longer exists, and we are completing a competitive procurement to replace our legacy system.

F. Current Equipment Attachment J lists the equipment currently in use with our existing solution. As a cost savings and efficiency measure, JTS is open to reusing any of the current equipment. Proposers should note on Attachment J any equipment that they propose to reuse as part of their solution. JTS does not wish to reuse the MDT/tablets.

G. Timeline Although every effort will be made to follow this schedule, the City reserves the right to modify the dates as necessary and to accommodate special circumstances. Proposals must be received by the specified time. Late submissions will be considered unresponsive and will not be evaluated. If the City finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP.

Request for Proposal (RFP) Timeline Jun 27, 2024 RFP issued Jul 10, 2024 Questions from Vendors deadline for submission Jul 12, 2024 Addendum issued (if required) – On this date, the CoJ will post responses to pertinent requests for interpretation or clarification of, or addenda to, this RFP.

Jul 13, 2024 Proposal Submittal Period Begins – On this date, the CoJ will begin accepting proposals. Any proposal submitted prior to this date shall not be considered by the CoJ.

Jul 29, 2024– 12PM Noon

Proposal Submittal Deadline - Prior to this time & date, all proposals must be submitted. Any proposal submitted after this deadline shall be considered late and shall be rejected.

Week of August 5, 2024

Vendor meetings, oral presentations and/or demonstrations to be held during this time. Location of the meetings will be at Janesville Transit Services Center or online electronic (Teams) meeting. Exact dates and times to be determined with the qualified Vendors.

Week of August 12, 2024 (approximate)

Intent to award notification date pending approval of Janesville Transit Director.

August 30, 2024 (approximate)

Execute Contract

H. Proposal Submittal

1) Requirements An emailed proposal shall be received by JTS prior to the due date and time listed in the Timeline.

The email subject line shall state: "Proposal for JTS-RFP-2024-02”. The email file size maximum is 15MB. If the file size is greater than 15MB, the file may be shared through an online file-sharing software (e.g., Microsoft OneDrive; Dropbox). Proposal file format shall be Portable Document Format

(PDF).

The bid shall be emailed to smithr@ci.janesville.wi.us Submitting a proposal to any email address other than smithr@ci.janesville.wi.us does not constitute receipt of a proposal by JTS.

mailto:smithr@ci.janesville.wi.us

It is the Proposer’s responsibility to verify that the emailed proposal has been timely received by JTS before the due date and time above. JTS is not responsible for late receipt of a proposal, regardless of the reason for the delay. Proof of transmission does not constitute proof of receipt.

The Proposer is responsible for confirming that JTS has successfully received their emailed proposal response.

Submission of a proposal shall constitute a firm offer by the proposer to JTS for one hundred twenty

(120) days from the proposal opening. Once awarded, prices shall remain firm for the duration of the contract. Prices MUST also be free of federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the proposal.

A submitted proposal does not commit JTS to award a contract, to pay any cost incurred in preparation of a proposal, or to procure or contract for goods or services.

Each proposal submitted must contain all required pertinent information, documents, and forms.

No person or entity submitting a proposal in response to this RFP, nor any officer, employee, agent, representative, relative or consultant representing such a person (or entity) may contact through any means or engage in any discussion concerning the award of this contract with any member of JTS staff or any employee of JTS during the period beginning on the date of proposal issue and ending on the date of the selection of the contractor. Any such contact would be grounds for disqualification of the proposer. Contact with JTS staff during such time period must be limited to technical questions.

The exception to this rule would be when the proposer being a current service provider is making contact concerning the current services being provided under a separate and current contract.

2) Right of Rejection and Clarification The City reserves the right to accept or reject any or all proposals or to waive any technicality, and accept any proposal deemed to be in the best interests of the City.

3) Right to award all or a portion The City reserves the right to award all or a portion of this request to one or more Vendors.

4) Right to Cancel The City reserves the right to cancel any resulting agreement at any time with 60 days written notice.

I. Proposal Format Requirements Proposals should be as thorough and detailed as necessary to allow the City of Janesville and Janesville Transit System to properly evaluate the vendor’s capabilities to provide the required services. Elaborate proposals (e.g. expensive artwork) beyond what is sufficient to present a complete and effective proposal, are not necessary or desired. The City may require additional documentation to support and/or clarify requested information. Provide the following:

1) Cover Letter Maximum 3 pages – Provide a cover letter identifying the vendor by name with letterhead and include an overview of the firm. Include information such that the City can evaluate the Company’s stability, expertise, and ability to support the commitments set forth in this RFP. Also:

a. List the company’s complete legal name, full address, headquarters location.

b. List the contact person for this RFP, name, title, e-mail, and phone.

c. State any affiliated divisions/businesses/locations

d. State how long the company has been in business.

e. Share the education and experience of the proposed project manager and implementation team.

2) Statement Maximum 1 page - Provide a comprehensive statement indicating your understanding and compliance with the Core Requirements and Scope of Work and your proposed approach to implementing this project.

3) Timeline Maximum 2 pages – Using the presumed contract execution date provide a proposed timeline for the completion of this project from Kick Off Meeting to Go Live Date. A Gantt chart or similar detailed, step-by-step project management timeline outlining specific tasks and responsibilities from start to finish for this project is ideal for inclusion.

4) Proposal Maximum 3 pages – Provide a proposal describing in detail the Vendor’s recommended solution and how it will fulfill the technical and operational requirements specified herein.

5) Sample Customer Interface Maximum 1 page – Please provide the name, website address for desktop version, and app name for mobile version for up to three (3) agencies using the solution you are proposing to implement for JTS. The purpose of this submittal is for JTS to understand the look and feel of the interface riders will use.

6) Sample Administrative Interface Maximum 3 pages – please include screenshots or web links to one or more administrative portals.

The purpose of this submittal is for JTS to understand the look and feel of the interface JTS Management & Administration will use.

7) Sample Reports Maximum 6 pages – Submit sample reports depicting the reports Management would obtain on their own using the Administrative Portal. Common reports used by JTS that we wish to replicate in a similar fashion with our replacement solution are included in Attachment J.

J. Questions/Addenda Vendors are asked to examine this request for proposal (RFP) upon receipt. All questions or clarifications should only be directed via e-mail to Rebecca Smith, Transit Director before the designated deadline for written questions (smithr@ci.janesville.wi.us). Questions received after this date may not be responded to. Oral and other interpretations or clarifications will be without legal effect. Questions will be responded to in the form of written addenda to all Vendors. It shall be the responsibility of each Vendor, prior to submitting their proposal, to determine if addenda were issued.

Addenda will be posted on CoJ website. All addenda issued shall become a part of the contract documents and shall be acknowledged by the Vendor by completing and submitting Attachment E.

K. Non-restrictive specifications and vendor alternates Specifications are intended to define the level of quality and performance of this purchase and not to restrict competition. Vendors may offer one or more alternates with lesser or greater features;

however, the City reserves the right to make its selection based on the best interest of the City.

Vendors offering alternates shall submit, with their proposal, an itemized comparison with this specification, documenting equivalence for quality, performance, etc. by completing Attachment G, Specification Exception Worksheet. Failure to identify exceptions or deviations in this manner may be a basis to declare the proposal as non-responsive. If in your opinion, any of the specifications, terms, and conditions of this RFP prevents you from offering a proposal, consideration will be given to a Vendor’s request for change using the Questions/Addenda process outlined in Section J.

L. Scope of Work

1) Automated Voice Annunciation & Visual Display

a. System shall have an integrated Automated Voice Annunciating system that uses Vehicle

Locations and GPS geo-fences to announce stops audibly within the bus and with the option to announce audibly outside the bus.

b. System shall visually display audible announcements within bus via electronic visual display of text.

c. System shall have the ability to create and choose which stops and routes are announced via web portal.

d. System shall have the ability to enter in how route or stop announcements should be pronounced phonetically via web portal.

e. System shall have the ability to edit current stop or route announcements by turning “off” or “on” via web portal.

f. System shall have the ability to announce stops or routes using a live map showing the vehicles location in real time via web portal.

g. When a new route or stop is created, the system shall always give the ability to choose whether the route or stop is announced via web portal.

2) Vehicle Tracking Software The Vehicle Tracking Software (VTS) must utilize GPS in conjunction with vehicle location and mapping software to accurately track, capture and transmit bus locations en route in real-time and provide a visual mapping display. The GPS readings of the bus location must occur in real-time with vehicle location information posted on a Graphic User Interface map display available on a public website and viewable through various devices (Smartphone, PC, etc.).

Real time tracking means that a vehicle’s location is reported via an automatic vehicle location (AVL) device and installed on each vehicle and transmitted to an internet server with a delay of not more than 1-5 seconds. This is done through the use of GPS for pinpointing the location and a wireless communication system for transmitting the information to an internet server. The VENDOR should recommend a solution and/or partner for data transmission and indicate their recommended rate of transmission for a system such as this.

3) Vehicle Location Data The Vehicle Tracking Software must provide a Graphic User Interface real-time automatic vehicle location data display. The VENDOR should provide detailed explanation of existing maps and software mapping components and how they work with other components of the system.

Screen shots of display windows utilized by dispatch and/or the passenger should be provided describing key features, attributes, and the information available within the mapping component.

4) Management Software Requirements

a. The vehicle icon on the map display for internal/staff use shall clearly indicate Bus number, Route the bus is operating, how many seconds from the most recent update, the last bus passed; the cardinal direction (N, NW, S, SW etc.) of the bus; bus speed, status of tablet battery.

b. System shall provide a dashboard for dispatchers to monitor current vehicle locations, ability to receive and send canned messages, track, and monitor alerts.

c. System shall provide real-time graphical displays of vehicle location using map interface.

d. Interface should be intuitive and simple to use.

e. System shall allow public notifications to be posted/pushed immediately or in advance for posting/pushing at pre-defined time. System shall also allow announcements to be removed automatically at a pre-defined time in the future.

f. System shall have ability to enter/change route data ad-hoc without contacting the vendor.

g. System shall have ability to enter/change stop data ad-hoc without contacting the vendor.

h. System shall have ability to enter/change GTFS data without contacting the vendor and provide access to third-party applications.

i. System shall provide historical playback of vehicle locations.

j. All back end administrative tools and functions shall be available on cloud based web portal.

Solution must be turn-key 100% cloud based so that login is able to take place via a web portal at any time of the day and from off-site locations.

k. Vendor shall indicate how historical data is maintained and available for building customizable reports.

l. New accounts for login to the system must be able to be created almost instantaneously upon request. There should be at least three options for account privileges (dispatcher, viewer, admin, etc...)

m. Certain management functions (e.g., assigning buses, activating routes) shall be allowed from internet-enabled smartphones.

n. Real Time Updating - The system shall offer administrators the ability to change/update route paths and bus stop locations via an online map-based interface in real time, allowing these updates/changes to be available immediately without assistance from the vendor’s customer service team.

5) Required Information for Public Interface

a. The vehicle icon on the map display for the public shall clearly indicate Name of Route, Route

Direction, and Location. The bus stop icon on the map display for the public shall clearly indicate Name of Bus Stop, Bus Stop ID #, Routes the bus stop serves and the approximate time in which the next two buses will be coming to the bus stop.

b. Users shall have ability to view only routes that are of interest to them or all.

c. Vendor should state the ability of the System for route remembrance for users.

d. System should provide arrival estimates to give riders more detail about anticipated vehicle arrival times.

e. Vendor shall design a banner that uses customer-supplied logos/graphics that clearly identifies the Janesville Transit System

f. System shall provide a module that allows content to be provided via the City’s website.

g. System shall differentiate estimated time of arrival for inbound and outbound stops along a particular fixed route.

h. System shall continuously update the web page (whenever a new estimated time of arrival (ETA) is determined, bus is added/removed, etc.), without the user being required to refresh the webpage.

6) Mobile Phone/Smartphone Access

a. System should provide interface that shows steady vehicle movement without reloading on internet-enabled mobile phones.

b. For phones with GPS capability, System should provide geolocation features to allow riders to identify location on map.

c. System should provide a free-to-download native iPhone and native Android application.

7) Maps The Vehicle Tracking software must include one integrated map with detailed maps of the service area region. The map views should include standard map display features (zoom in/out, panning, etc.). The maps should have an automatic refresh feature with the option of refreshing the map view ‘upon-demand’ by the dispatcher. The geo-spatial object management portion of the system should provide capabilities to trace routes, place stops and landmarks on the map for dispatchers and the general public to see.

8) Route Management The Vehicle Tracking System must include the ability for the driver to select their route or change their route using the MDT/tablet within the bus. The route management module must also provide the option for office staff/dispatch to update the route assigned to a bus. The module must allow for the effective management of the system and determine the location of any vehicle in service. The system must provide the dispatcher the necessary real-time information to manage vehicle fleets whether they are on fixed routes, in the yard, or on special on-demand detours on route. The system should display the time each bus arrives at each stop per route and the “wait times” (e.g., how long the bus is at the stop). The software should include a GUI real-time dispatch display that clearly indicate status

(i.e., color-coding), with emphasis on bus arrival times at designated stops based on the average speed of the bus and traffic impacts.

9) Access to Location Data Third-party applications must also have access to all real-time and archived vehicle location data for external development purposes. The VENDOR should indicate which method would be used (XML, GTFS, JSON, SQL, etc.).

10) GTFS

System must offer the ability to generate GTFS-Realtime feed using AVL data. This feed must be available to third party applications including Google Transit and Transit App.

11) Accessibility The system must comply with Web Content Accessibility Guidelines (WCAG) 2.1, as described in the federal Department of Justice Nondiscrimination on the Basis of Disability; Accessibility of Web Information and Services of State and Local Government Entities. If your solution is not compliant, please explain your plan to remedy it within three years.

12) Required Integrations

a. Vendor must have the capability to integrate the current bus stop numbers. A list of bus stops is provided in Attachment I.

b. Vendor must have the capability to implement Automated Passenger Counting as part of this project, including reporting functions available through the program’s administrative portal.

c. Janesville Transit uses Hanover for destination signs. Vendor must have the capability to integrate AVL route and destination sign changes automatically. (IE, The driver selects a route via the MDT/tablet, and the destination sign is automatically updated.)

d. System shall include on-board Public WIFI.

13) Public Vehicle Location Displays

a. System shall provide the ability for JTS to use new or existing flat screen monitors to display a version of the System that requires no user interaction (for example, an LCD screen within in a security frame in a public lobby).

14) Reports

a. System shall provide web-based reports that allow Janesville Transit to run transit system more efficiently. Desired reports include: On-Time Performance (available by driver, stop number, and vehicle); bus history playback reports; and service data/time for specific bus stops. Other reports of interest are included in Attachment A.

b. Ability to see all of a particular vehicle’s arrivals and departures for the day: Off-Route Report, Speeding Report

c. Reports shall allow for time based comparison (e.g., last week vs. this week) and historical reporting.

d. Reporting data should be captured and remain accessible. Vendor shall specify how long data is accessible for customized reports.

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e. Reports shall be exportable to standard Microsoft document format (Excel, Word) and/or PDF format and should be available to the client instantly.

f. History tool that allows administrators the option to select viewing the entire system at once, by route, or by bus.

15) Support & Training

a. Vendor will provide 24/7 support when needed in case of emergencies including holidays.

b. Vendor should be accessible via phone, web, and e-mail.

c. Turnaround response time of Vendor for any mission critical component of the system should not exceed 3 hours.

d. Vendor must provide in person or live virtual training for the startup and rollout.

e. Vendor must provide detailed explanation on the training process as future updates or changes occur.

f. Vendor shall also provide optional web-based training to all dispatchers, supervisors, administrators, and maintenance technicians prior to deployment of System and on an as-needed basis for future trainees.

g. Vendor shall provide help manuals to allow resolution of straightforward items as expeditiously as possible.

h. Vendor shall protect and backup, for a minimum of 60-days, any software configuration settings, any Customer provided data that has been modified for use by the software, and any new data produced by the software itself.

16) Hardware

a. Janesville Transit is seeking the most user-friendly system while requiring the least maintenance, preferably a system using an onboard tablet-type device.

b. At the time of installation, the hardware must be the current technology available and compatible with the vendor’s software.

c. Hardware shall remain under warranty for one year. Vendor shall offer options on the cost summary sheet for extending the warranty for up to 5 years.

d. Vendor shall install a power conditioner in each vehicle to ensure proper voltage to the tracking unit to increase device stability and performance.

e. Vendor shall install an inline power fuse to tracking units to prevent possible power short conditions and device failure.

f. Should a malfunction occur which requires hardware to be replaced-- during the initial contract;

the replacement equipment must be new with the latest technology at the time of replacement and/or installation.

g. Vendor shall explain the System options of methods for hardware to receive software updates.

h. Vendor shall provide future support options for hardware over the life of the contract.

i. Vendor shall provide preventative maintenance checklist for all hardware components and a list of parts with part numbers associated with the system.

17) Mobile Data Terminal (MDT)/Tablet

a. The Mobile Data Terminal (MDT) shall have a scratch free display with damage-resistant glass to allow easy readability.

b. The MDT shall be able to withstand shock and vibrations generated by transit vehicles.

c. The MDT shall be drop resistant, vibration resistant, atmosphere certified, and MIL-STD-810G and IP67 certified.

d. The MDT shall operate in ambient temperatures from -6F to 140F (-21C to 60C), and ambient humidity up to 95% Relative Humidity non-condensing.

18) Software

a. At the time of implementation, the software must be the current version and compatible with the vendor’s hardware.

b. Vendor must always ensure that the Janesville Transit is utilizing the latest approved software version available.

19) Maintenance/Licensing

a. Vendor to include maintenance/hosting agreement for the first year in the base cost.

b. Vendor to provide an annual breakdown of cost for the maintenance/hosting agreement for an additional nine 1-year renewal options.

20) Optional Integrations

a. Vendor shall supply a list of all available on-board module integrations available to expand in the future and must state whether the options would require additional hardware.

M. Installation

1. The start date of installation shall begin on a date agreed upon by the Vendor and COJ.

2. The installation shall be completed in a timely manner and conform to the timeline set forth through negotiations.

3. Installation must be scheduled with the JTS Maintenance Supervisor.

4. Installation must only occur Monday through Friday from 8:30 AM to 2:30 PM, Monday through Friday from 4:30 PM to 10:00 PM, and Saturday from 9:00 AM to 6:00 PM. Other times may be considered.

N. Testing

1. Testing must be performed so that every COJ bus in service has a fully functioning Automatic

Vehicle Locator (AVL)/GPS Based Real-Time Passenger Information System (RTPI) with Automated Voice Annunciation (AVA).

2. COJ shall not be constrained by the testing and reserves the right to make the following requests which shall be acted upon by the Contractor:

a. Procedural changes and other reasonable tests to assure the AVL/AVA System performance and conformance.

b. Investigation into any apparent troubles, flaws, or abnormalities with respect to the AVL/AVA System.

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

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

There shall be two tests that must be successfully completed, without flaws, and the successful completion of these tests must be accepted by COJ before acceptance of the AVL/AVA System. The two tests are as follows:

1) Performance Test

a. The performance test shall commence upon completing the first system installed on a bus.

b. The installation of systems on other buses shall not commence until a successful performance test has been accepted by COJ.

c. All system functions shall be tested during the performance test.

d. Upon acceptance of the performance test, COJ will grant permission to the contractor to continue with the installation of the AVL/AVA System on the rest of its fleet.

2) Operability Test

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

b. The operability test will commence within five (5) days after all systems have been installed and the entire COJ fleet is equipped with the AVL/AVA System.

c. During the operability test period, COJ will operate the system per normal operations and document system deficiencies and non-compliance issues.

d. There shall be two (2) categories COJ will list deficiencies found in the system during the operability test. The two categories of deficiencies shall be considered “Major” and “Minor.”

3) Major Issues

a. Defects or deficiencies that impair any system aspect of more than one (1) bus.

b. Defects or deficiencies that impair the ability to manage or access data captured by the system.

c. Defects or deficiencies that require hardware replacement or software modifications.

d. Defects or deficiencies that take longer than twenty-four (24) hours to rectify.

Major issues will trigger a reset of the two (2) week operability test that will commence upon the resolution of all major issues.

4) Minor Issues

a. Defects or deficiencies that can be corrected in less than twenty-four (24) hours.

b. Defects or deficiencies that do not impair the ability to manage or access data captured by the system.

c. Defects or deficiencies that do not require hardware replacement or software modifications.

d. Defects or deficiencies that do not impair more than one (1) bus.

COJ 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.

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.

No test shall commence until the report of the previous test has been submitted and COJ 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.

5) Acceptance Upon successful completion of both the performance test and operability test, within three (3) days (excluding weekends) COJ and the Contractor shall confirm acceptance of the AVL/AVA System and the final acceptance form shall be executed.

6) 10% final Payment Withholding

a. COJ will withhold 10% of the final payment for a minimum of 45 days to ensure the system remains operable and no unexpected issues occur.

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

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

O. Other Requirements Any purchase agreement resulting from this RFP shall be construed in accordance with the laws of the State of Wisconsin. Any litigation between the parties arising out of, or in connection with the contract shall be initiated either in the court system of the State of Wisconsin or the United States District Court for the Western District of Wisconsin. All project participants, consultants, engineers, and vendors, must comply with all applicable Federal, State, and local laws pertaining to contracts entered into by governmental agencies, including non-discriminating employment. Contracts entered into on the basis of submitted proposals are revocable if contrary to law.

1) Nondiscrimination In connection with the performance of work under this agreement, the Contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, marital status, sexual orientation, sex, disability, national origin, or ancestry. This provision must be included in all subcontracts.

2) Assignment or subcontract Neither party shall assign any right or interest, nor delegate or subcontract any obligation owed without the written consent of the other.

3) Independent Contractor Status The Contractor agrees it is an independent Contractor with respect to the services provided pursuant to this agreement. Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties.

4) Non-compliance Submission of a proposal constitutes confirmation your firm is not presently on any lists maintained by the Wisconsin Department of Administration, or any other State or the Federal Government, for non-compliance with any requirements, including equal opportunity and/or affirmative action.

5) Patent Infringement The seller shall indemnify and hold harmless the City and all persons acting for or on their behalf from all suits and claims against them, or any of them, arising from or occasioned by the use of any material, equipment or apparatus, or any part thereof, which infringes or is alleged to infringe on any patent rights. In case such material, equipment, or apparatus, or any part thereof, in any such suit is held to constitute infringement, the Seller, within a reasonable time, will at its expense, and as the agencies may elect, replace such material, equipment or apparatus with non-infringing material, equipment, or apparatus, or remove the material, equipment, or apparatus, and refund the sums paid, therefore.

6) Rights to Submitted Material It shall be understood all proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and proposal or referencing information submitted in response to this RFP shall become the property of the City and will not be returned. The City will use discretion with regard to the disclosure of proprietary information contained in any response but cannot guarantee the information will not be made public. As a governmental entity, the City is subject to making records available for disclosure.

P. Proposal Evaluation Process After the closing date, the City’s evaluation and clarification process will commence. An evaluation team will review the proposals. Financial terms will not be the sole determining factor in this award.

Other criteria described in this RFP will be considered, as well as any other factors the evaluation team determines may affect the suitability of the proposal for the City’s requirements. One or more responsive and responsible vendor proposals may be selected and further negotiations and/or interviews and/or product demonstrations may occur. Once the successful Vendor has been selected, an award notice will be issued.

The scoring criteria listed below will be used to evaluate the information provided in your proposal:

Description Possible

Points

Company Experience & Qualifications Including but not limited to:

• Experience & Qualifications of Key Personnel Assigned to City

• References

Compliance with Scope of Work Including but not limited to:

• Number and significance of exceptions

• Alternatives and options proposed

• Capabilities and ease of use of customer and administrative interfaces, and sample reports and screenshots

Project Approach and Customer Service/Support Including but not limited to:

• Approach to completing project

• Timeline for completing project

• Quality and Content of the Written Proposal

• Familiarity of the Vendor with implementing solutions that align with the Scope of Work

• Maintenance & Helpdesk Support

• Training Options

Pricing Such as but not limited to the following:

• Initial cost + Total Cost of ownership for 10 years

• Ability to reuse any existing equipment from current AVL solution

Vendor Interviews & Demonstrations

• Proposals will be preliminarily scored by the Evaluation

Team.

• Highest scoring vendor(s) will be invited for interview, demonstration, and/or negotiation.

TOTAL 100

Q. Insurance/Indemnification Requirements It is hereby agreed and understood that the insurance required by the City of Janesville is primary coverage and that any insurance or self-insurance maintained by the City of Janesville, its officers, council members, agents, employees, or authorized volunteers will not contribute to a loss. This insurance shall be written for not less than any limit of liability specified herein, or required by law, whichever is greater, notwithstanding that the policy may have lower limits applying elsewhere in the policy. All applicable insurance and endorsements shall be in full force and evidenced prior to commencing work and remain in force until the entire job is completed or the length of time that is specified in the contract.

1) Commercial General Liability Coverage

• $1,000,000 general aggregate

• $1,000,000 products - completed operations aggregate

• $1,000,000 personal injury and advertising injury

• $1,000,000 each occurrence limit

• Claims made form of coverage is not acceptable.

• Insurance must include:

• Premises and Operations Liability

• Blanket Contractual Liability including coverage for the joint negligence of the City of

Janesville, its officers, council members, agents, employees, authorized volunteers, and the named insured

• Personal Injury

• Explosion, collapse and underground coverage

• Products/Completed Operations

• Independent Contractors

2) Business Automobile Coverage

• Minimum Limits - $1,000,000 Combined Single Limit for Bodily Injury and Property Damage each accident

• Must cover liability for "Any Auto" - including Owned, Non-Owned and Hired Automobile

Liability

3) Workers Compensation & Employer Liability Must carry coverage for Statutory Workers Compensation and Employers Liability minimum limit of:

• $100,000 Each Accident;

• $500,000 Disease Policy Limit;

• $100,000 Disease - Each Employee

4) Additional Insured On the General Liability Coverage, the City of Janesville, and its officers, council members, agents, employees, and authorized volunteers shall be “Additional Insureds.”

5) Endorsement The Additional Insured and Workers Compensation Subrogation Waiver policy endorsements must accompany the Certificate of Insurance.

6) Indemnification VENDOR hereby agrees to indemnify, defend and hold harmless the City of Janesville, its elected and appointed officials, officers, employees, agents, representatives and volunteers, and each of them, from and against any and all suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, interest, attorneys’ fees, costs and expenses of whatsoever kind or nature in any manner directly or indirectly caused, occasioned, or contributed to in whole or in part or claimed to be caused, occasioned, or contributed to in whole or in part, by reason of any act, omission, fault, or negligence, whether active or passive, of VENDOR or of anyone acting under its direction or control or on its behalf, even if liability is also sought to be imposed on City of Janesville, its elected and appointed officials, officers, employees, agents, representatives and volunteers. The obligation to indemnify, defend and hold harmless the City of Janesville, its elected and appointed officials, officers, employees, agents, representatives, and volunteers, and each of them, shall be applicable unless liability results from the sole negligence of the City of Janesville, its elected and appointed officials, officers, employees, agents, representatives, and volunteers.

VENDOR shall reimburse the City of Janesville, its elected and appointed officials, officers, employees, agent or authorized representatives or volunteers for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.

In the event that VENDOR employs other persons, firms, corporations, or entities (sub-contractor) as part of the work covered by this Agreement, it shall be VENDOR’S responsibility to require and confirm that each sub-contractor enters into an Indemnity Agreement in favor of the City of Janesville, its elected and appointed officials, officers, employees, agents, representatives, and volunteers, which is identical to this Indemnity Agreement.

7) Waiver of Workers Compensation Subrogation The workers’ compensation policy is to be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses paid under the terms of the policy that arises from the work performed by the named insured for or on behalf of the City of Janesville.

8) Certificates of Insurance A copy of the Certificate of Insurance will be requested of the perspective vendor upon receipt of Intent to Award Letter and must be on file with JTS prior to contract execution.

9) Notice City of Janesville requires written notice of cancellation.

10) Acceptability of Insurers No insurance required hereunder shall be carried with an insurer not authorized to do business in Wisconsin. The City reserves the right to disapprove any insurance company.

A minimum AM Best Rating of A-VII is required.

R. Federal Clauses

No Government Obligation To Third Parties

(1) The Purchaser and Contractor acknowledge and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the Federal Government, the Federal Government is not a party to this contract and shall not be subject to any obligations or liabilities to the Purchaser, Contractor, or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying contract.

(2) The Contractor agrees to include the above clause in each subcontract financed in whole or in part with Federal assistance provided by the Federal Transit Administration (FTA). It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions.

Program Fraud And False Or Fraudulent Statements And Related Acts 31 31 U.S.C. 3801 et seq.

49 CFR Part 31 18 U.S.C. 1001

49 U.S.C. S307

(1) The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. § 3801 et seq . and

U.S. DOT regulations, "Program Fraud Civil Remedies," 49 C.F.R. Part 31, apply to its actions pertaining to this Project. Upon execution of the underlying contract, the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to be made, pertaining to the underlying contract or the FTA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, the Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to the extent the Federal Government deems appropriate.

(2) The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification to the Federal Government under a contract connected with a project that is financed in whole or in part with Federal assistance originally awarded by FTA under the authority of 49 U.S.C. § 5307, the Government reserves the right to impose the penalties of 18 U.S.C. § 1001 and 49 U.S.C. § 5307(n)(l) on the Contractor, to the extent the Federal Government deems appropriate.

(3) The Contractor agrees to include the above two clauses in each subcontract…