RFP Janesville Annunciation System.pdf

CITY OF JANESVILLE, WISCONSIN

REQUEST FOR PROPOSAL - #JTS-2019-RFP-01

City of Janesville / Janesville Transit System

AVL/GPS Based Real-Time Passenger Information System

I. INFORMATION AND INSTRUCTIONS

I.A. General Information The City of Janesville (CoJ) is now accepting proposals on behalf of Janesville Transit System (JTS) for an Automatic Vehicle Locator

(AVL)/GPS Based Real-Time Passenger Information System (RTPI) with

Automated Voice Annunciation (AVA). The purpose of this document is to provide the 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 which best meets our required needs, quality levels, and budget constraints. To learn more about the City of Janesville, please visit our website at http://www.ci.janesville.wi.us/JTS

I.B. Contact with the City of Janesville This Request for Proposal (RFP) is issued by the City of Janesville (City), Janesville Transit System (JTS). The Transit Director is the sole point of contact for the City during the selection process. During participation in this proposal, Vendors must arrange all contacts with the City through the individual listed below. Contact with the City must be for the sole purpose of clarifying issues related directly to this proposal. Contacts not arranged through the individuals listed below are deemed to be unacceptable. Any contact or attempt to contact any other employee of the City regarding this

RFP may result in the immediate disqualification of the Vendor. The person responsible for managing the procurement process is Rebecca Smith.

http://www.ci.janesville.wi.us/JTS

J:\Services\Transit\Procurement\2019\RFP\Annunciation\RFP\RFP Janesville Annunciation System.doc

Submit RFP to: Rebecca Smith, Transit Director

Address Janesville Transit Services Center

101 Black Bridge Road Janesville, WI 53545

Phone 608-755-3150 FAX: 608-755-3161

Email smithr@ci.janesville.wi.us

I.C. Schedule of Events 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 in the above office by the specified time stated. Late submissions will be considered unresponsive and will not be evaluated. In the event 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 addenda to this RFP.

Request for Proposal (RFP)

Schedule of Events

June 13, 2019 RFP issued to Vendors

July 8, 2019 Questions from Vendors deadline for submission

July 12, 2019 Addendum issued (if required)

August 9, 2019 DUE DATE FOR RFP (12:00PM Noon, CDT)

August 12-16, Proposals will be evaluated.

August 26-30, Vendor meetings, oral presentations & demonstrations to be held during this time. Location of the meetings will be at

Janesville Transit Services Center. Exact dates and times to be determined with the qualified Vendors.

First half of

September, 2019

Intent to award notification date pending approval of

Janesville Transit Director.

Method of

Submittal

SEALED envelope only, by mail delivery or in person. No fax or email. Submit a complete set of your RFP documents plus one (1) digital copy on disc or jump drive.

Please label the sealed submittal envelope as follows:

#JTS-2019-RFP-01

Submit Proposals to:

Janesville Transit Services Center, Attn: Rebecca Smith, Transit Director

101 Black Bridge Road, Janesville, WI 53545

Phone, Fax, Email:

Janesville Transit System: 608-755-3150

Fax: 608-755-3161

Rebecca Smith Email: smithr@ci.janesville.wi.us

I.D. 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 proposer awarded the contract.

Provide means to furnish and implement.

I.E. Questions 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.

Questions received after this date may not be responded to. Any contact or attempt to contact any other employee of City regarding this RFP may result in the immediate disqualification of the Vendor. Oral and other interpretations or clarifications will be without legal effect. Only questions answered by formal written addenda will be binding.

I.F. Addenda 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 and dated by the Vendor on the bottom of the Proposal Signature Page.

I.G. 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 F, 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.

I.H. 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. A supplier’s submission of a proposal constitutes their acceptance of the evaluation technique and their recognition and acceptance the evaluators will use their judgment in making a determination. 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.

I.I. 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.

I.J. 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.

I.K. Financial Commitments All financial commitments regarding this solicitation are subject to the availability of funds approved by the Janesville City Council.

I.L. Incurring Costs The City is not liable for any cost incurred by proposers in replying to this

RFP. This includes costs to determine the nature of the proposal, submitting, negotiating, presentations, or any other costs a vendor would incur in responding to the RFP.

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

I.N. Fixed Price Period All prices, costs, and conditions in the proposal shall remain firm and valid for acceptance for 90 days after the due date of this solicitation to allow evaluation and award determination, unless indicated otherwise. 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.

I.O. Statutory Information 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.

I.P. 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.

I.Q. 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.

I.R. 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.

I.S. 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.

I.T. 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.

I.U. 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 regards to disclosure of proprietary information contained in any response, but cannot guarantee information will not be made public. As a governmental entity, the City is subject to making records available for disclosure.

I.V. Specification Compliance It is the Proposers responsibility to notate any exception taken to the City’s requirements specified in this RFP. Proposers shall submit Attachment F, Specification Exception Worksheet with their proposal, an itemized comparison with the specifications documenting the nature of their exception. Failure to identify exceptions or deviations in this manner may be a basis to declare the proposal as non-responsive.

II. INTRODUCTION

II.A. Overview of JTS. JTS is a small-urban transit system located in Janesville, WI.

Fixed-route service comprises 6 routes that operate primarily within the City of Janesville. These routes operate weekdays from 6:15 a.m. to 6:15 p.m. and

Saturdays from 8:45 a.m. to 6:15 p.m. 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 from 6:15 p.m. to 10:15 p.m. Also, on weekdays, the City operates the Beloit-Janesville Express jointly with the City of Beloit, providing hourly service from 6:00 a.m. to 6:15 p.m. 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 seventeen (17) 35’ heavy-duty, transit buses; buses are circa 2002 and 2006. JTS has on order for arrival in fall 2019 six Gillig replacement buses; in addition, JTS is in the process of ordering nine (9) more replacement buses with expected arrival in the fall of

2020.

II.B. 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. The primary purpose of the system is to improve the quality of JTS’s service to the public. 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 17 buses.

III. CORE REQUIREMENTS

III.A. Automated Voice Annunciation. The system must have the capability of providing Automated Voice Annunciation with on-board visual destination display.

III.B. Vehicle Tracking Software. The Vehicle Tracking Software (VTS) must utilize GPS in conjunction with vehicle location and mapping software to accurately track 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 30 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.

III.C. Vehicle Location Data. The Vehicle Tracking Software must provide a

Graphic User Interface real-time automatic vehicle location data display.

Vehicle icon on the map display shall clearly indicate Vehicle ID, Route

Direction, and Location. Further layered information on the vehicle should include Date/Time and Speed. 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. The VENDOR should describe in detail all traveler supported components that it provides, to include the features within each component as well as software and hardware required for implementation.

III.D. 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. The mapping component shall also include a navigational request.

III.E. Route Management. The Vehicle Tracking System must include a Route

Management module which can be utilized by the dispatcher to effectively manage the route 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. The vehicle icon on the dispatch display should clearly indicate Vehicle ID, Route, Directional Status, Arrival Time, Departure Time, and Date & Time of last GPS update.

III.F. Customer Interface. The Vehicle Tracking System must include a public interface that provides customers with bus location information. Desired functionality includes details available for each bus (showing route, time at last stop or last time point, minutes late/early, etc.). The VENDOR should also describe other information distribution interfaces that are available with their product such as stop-based electronic displays, text/SMS messaging, device applications, etc. Janesville Transit System may not choose to implement these additional features if their ongoing cost is too high, but the availability of multiple interfaces will be an important benefit.

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

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IV. PROPOSAL RESPONSE FORMAT

IV.A. 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.

IV.B. Provide a brief cover letter identifying the vendor by name and address.

Describe your understanding of the City and the work to be performed.

IV.C. Provide a separate overview and history of your firm. Include information about your company so the City can evaluate the Proposer’s stability and ability to support the commitments set forth in this RFP. The City may require additional documentation to support and/or clarify requested information. Include all of the information requested below, in the same order as listed:

IV.C.1. List the company’s complete legal name, full address, headquarters location.

IV.C.2. List the contact person for this RFP, name, title, e-mail, and phone.

IV.C.3. State how long the company has been in business.

IV.C.4. Give a brief overview of your company to include affiliated divisions and locations, main or core areas of expertise and services offered.

IV.D. Provide a comprehensive statement indicating your understanding and compliance with the entire Scope of Work (pages 13-25 of this RFP). Vendor must provide a list of items in the Scope of Work to which they take exception by completing Attachment F, Specification Exception Worksheet.

Where an exception is noted, Vendor shall provide an explanation and may provide an alternative approach to satisfying the requirement.

IV.E. Provide a written proposal describing in detail the Vendor’s recommended solution and how it will fulfill the technical and operational requirements specified herein.

V. SCOPE OF WORK

V.A. General

V.A.1. System will have capability to capture and transmit vehicle location information on a real-time basis.

V.A.2. System should have an update frequency rate as close to real-time as possible, no more than 2 seconds per update.

V.A.3. System must include a Mobile App (iPhone, Android) free of charge for end user.

V.A.4. 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.

V.A.5. System must offer one-click GTFS exporting.

V.A.6. System should be turn-key and cloud hosted.

V.A.7. Vendor should describe their go-live strategy and approach to this project.

V.A.8. System should provide optional capability and integration of Real-time Transit Data API, including developer documentation that allows for querying data from AVL services, with a JSON document as output. The API should provide real-time vehicle location data and estimated arrival times for vehicles as they approach stops.

V.A.9. System must be in HTML5 on the web for access.

V.B. Integrations

V.B.1. Vendor must have the capability to integrate the current bus stop numbers. A list of bus stops is provided in Attachment G.

V.B.2. Vendor must provide visual route creator as additional management tool for all systems. Visual route creator must offer point and click mapping. All changes made through the creator must be made in real-time - each created route, stop, and change must be effective immediately.

V.C. Optional Integrations V.C.1. Vendor shall supply list of optional integrations available from the

Vendor for on-board Public WIFI.

V.C.2. Vendor shall supply list of optional integrations available from the

Vendor for Automated Passenger Counting.

V.C.3. Vendor shall supply list of optional integrations available from the

Vendor for destination signs, i.e. Twin Vision, Hanover, Luminator, etc.

V.C.4. Vendor shall supply list of optional integrations available from the

Vendor for farebox solutions.

V.C.5. Vendor shall supply a list of all available on-board module integrations available to expand in the future and must state whether an options would require additional hardware.

V.D. Automated Voice Annunciation (AVA)

V.D.1. 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.

V.D.2. System shall visually display stops within bus via electronic displays.

V.D.3. System shall give the ability to create and choose which stops and routes are announced via web portal.

V.D.4. System shall give the ability to enter in how route or stop announcements should be pronounced phonetically via web portal.

V.D.5. System shall have the ability to edit current stop or route announcements by turning “off” or “on” via web portal.

V.D.6. System shall have the ability to announce stops or routes using a live map showing the vehicles location in real time via web portal.

V.D.7. 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 a web portal.

V.E. Public Website

V.E.1. Users shall have ability to view only routes that are of interest to them or all.

V.E.2. Vendor should state the ability of the System for route remembrance for users.

V.E.3. System should provide arrival estimates to give riders more detail about anticipated vehicle arrival times.

V.E.4. Vendor shall design a banner that uses customer-supplied logos/graphics that clearly identifies the Janesville Transit System and a web address that is easy to market to riders.

V.E.5. System shall provide a module that allows content to be provided on

The City’s website.

V.E.6. System shall differentiate estimated time of arrival for inbound and outbound stops along a particular fixed route.

V.E.7. 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.

V.F. Mobile Phone Access

V.F.1. System should provide interface that shows steady vehicle movement without reloading on internet-enabled mobile phones. System should provide access to announcements on internet-enabled mobile phones.

V.F.2. System should allow riders to access arrival estimates via SMS text messaging (particularly for phones that may not have smartphone & web capability).

V.F.3. For phones with GPS capability, System should provide geolocation features to allow riders to identify location on map.

V.G. Smartphone Access

V.G.1. For smartphones, System should provide interface that shows steady vehicle movement without reloading.

V.G.2. For smartphones with GPS capability, System should provide geolocation.

V.G.3. System should include features to allow riders to identify location on map.

V.G.4. System should provide a free-to-download native iPhone application.

V.G.5. System should provide a free-to-download native Android application.

V.H. Public Vehicle Location Displays

V.H.1. System shall provide the ability for Customer 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 in a building lobby).

The Vendor shall be responsible for ensuring that all maps, routes, and information properly displays and automatically refreshes on LCD screens at all times. The display shall include route name, the ability to differentiate routes by design, by color, and to identify a specific vehicle and its associated route.

V.H.2. Vendor shall provide a list of outdoor signage capabilities that would display real time bus information for the system or specific routes that are suitable for Janesville Transit System’s outdoor environment.

V.I. Management Software Requirements

V.I.1. System shall provide a dashboard for dispatchers to monitor current vehicle locations, ability to receive and send canned messages, track and monitor alerts.

V.I.2. System shall provide real-time graphical displays of vehicle location using map interface.

V.I.3. System shall provide a management interface to allow assignment of buses to routes by dispatchers.

V.I.4. Interface should be intuitive and simple to use.

V.I.5. System shall allow announcements to be posted immediately or in advance for posting at pre-defined time. System shall also allow announcements to be removed automatically at a pre-defined time in the future.

V.I.6. System shall have ability to enter/change route data ad-hoc without contacting the vendor.

V.I.7. System shall have ability to enter/change stop data ad-hoc without contacting the vendor.

V.I.8. System shall provide historical playback of vehicle locations.

V.I.9. All back end administrative tools and functions shall be available on cloud based web portal. Solution must be 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.

V.I.10. Vendor shall indicate how historical data is maintained and available for building customizable reports.

V.I.11. 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...)

V.I.12. Certain management functions (e.g. assigning buses, activating routes) shall be allowed from internet-enabled smartphones.

V.J. Reports

V.J.1. 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);

Headway Report; Travel time Report; Hours in service Report;

Mileage Report to include total mileage, scheduled, and actual by day, route, driver and vehicle.

V.J.2. Ability to see all of a particular vehicle’s arrivals and departures for the day: Off-Route Report, Speeding Report

V.J.3. Reports shall allow for time based comparison (e.g. last week vs. this week) and historical reporting.

V.J.4. Reporting data should be captured and remain accessible. Vendor shall specify how long data is accessible for customized reports.

V.J.5. Reports shall be exportable to standard Microsoft document format

(Excel, Word) and/or PDF format and should be available to client instantly.

V.J.6. History tool that allows administrators the option to select viewing the entire system at once, by route, or by bus.

V.J.7. Sample reports shall be submitted as part of the response to the RFP.

V.K. Support & Training

V.K.1. Vendor will provide 24/7 support when needed in case of emergencies including holidays.

V.K.2. Vendor should be accessible via phone, web and e-mail.

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

V.K.4. Vendor must provide in person training for the startup and rollout.

V.K.5. Vendor must provide detailed explanation on the training process as future updates or changes occur.

V.K.6. 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.

V.K.7. Vendor shall provide help manuals to allow resolution of straightforward items as expeditiously as possible.

V.K.8. 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.

V.L. Hardware

V.L.1. Janesville Transit is seeking the most user-friendly system while requiring the least maintenance. Preference would be to have no onboard servers and the ability to push all information out to tablet or comparable device.

V.L.2. At the time of installation, the hardware must be the current technology available and compatible with the vendor’s software.

V.L.3. 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.

V.L.4. Vendor shall install a power conditioner in each vehicle to ensure proper voltage to the tracking unit to increase device stability and performance.

V.L.5. Vendor shall install an inline power fuse to tracking units to prevent possible power short conditions and device failure.

V.L.6. 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.

V.L.7. Hardware shall offer the capability for dynamic interface additions/changes over time. Examples should include driver login, route selector, and passenger counting input, on-time performance indicators, etc.

V.L.8. Hardware shall provide the ability to integrate additional components directly into existing hardware.

V.L.9. Vendor shall provide the System options of methods for hardware to receive software updates.

V.L.10. Vendor shall provide future support options for hardware over the life of the contract.

V.L.11. Vendor shall provide preventative maintenance checklist for all hardware components.

V.L.12. The Mobile Data Terminal (MDT) shall have a scratch free display with damage-resistant glass to allow easy readability.

V.L.13. The MDT shall be able to withstand shock and vibrations generated by transit vehicles.

V.L.14. The MDT shall be drop resistant, vibration resistant, atmosphere certified, and MIL-STD-810G and IP67 certified.

V.L.15. The MDT shall operate in ambient temperatures from -6F to 140F (-

21C to 60C), and ambient humidity up to 95% Relative Humidity non-condensing.

V.M. Software

V.M.1. At the time of implementation, the software must be the current version and compatible with the vendor’s hardware.

V.M.2. Vendor must always ensure that the Janesville Transit is utilizing the latest approved software version available.

V.N. Maintenance

V.N.1. Vendor to include maintenance/hosting agreement for the first year in the base cost.

V.N.2. Vendor to provide an annual breakdown of cost for the maintenance/hosting agreement for an additional nine 1-year renewal options.

V.O. Installation

V.O.1. Vendor will identify any working relationships they may have with any of the major transit bus manufacturers (ie, Can the Vendor’s product be installed at the time of bus assembly at the factory? If yes, state which bus manufacturers and necessary lead time.)

V.O.2. The start date of installation shall begin on a date agreed upon by the

Vendor and COJ.

V.O.3. The installation shall be completed in a timely manner and conform to the timeline set forth through negotiations.

V.O.4. Installation must be scheduled with the JTS Maintenance Supervisor.

V.O.5. 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.

V.P. Testing

V.P.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).

V.P.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:

V.P.2.a. Procedural changes and other reasonable tests to assure the

AVL/AVA System performance and conformance.

V.P.2.b. Investigation into any apparent troubles, flaws, or abnormalities with respect to the AVL/AVA System.

V.P.2.c. Audit of any and all test reports and verification of any or all previous test measures.

V.P.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.

V.P.4. 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:

V.P.5. Performance Test

V.P.5.a. The performance test shall commence upon the completion of the first system installed on a bus.

V.P.5.b. The installation of systems on other buses shall not commence until a successful performance test has been accepted by COJ.

V.P.5.c. All system functions shall be tested during the performance test.

V.P.5.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.

V.P.6. Operability Test

V.P.6.a. 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.

V.P.6.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.

V.P.6.c. During the operability test period, COJ will operate the system per normal operations and document system deficiencies and non-compliance issues.

V.P.6.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.”

V.P.6.e. Major Issues:

V.P.6.e.(i) Defects or deficiencies that impair any system aspect of more than one (1) bus.

V.P.6.e.(ii) Defects or deficiencies that impair the ability to manage or access data captured by the system.

V.P.6.e.(iii) Defects or deficiencies that require hardware replacement or software modifications.

V.P.6.e.(iv) Defects or deficiencies that take longer than twenty-four

(24) hours to rectify.

V.P.6.f. Minor Issues:

V.P.6.f.(i) Defects or deficiencies that can be corrected in less than twenty-four (24) hours.

V.P.6.f.(ii) Defects or deficiencies that do not impair the ability to manage or access data captured by the system.

V.P.6.f.(iii) Defects or deficiencies that do not require hardware replacement or software modifications.

V.P.6.f.(iv) Defects or deficiencies that do not impair more than one

(1) bus.

V.P.6.g. COJ reserves the right to categorize any defect or deficiency that is not specifically stated in this RFP.

V.P.6.h. Minor issues will be documented and communicated to the contractor for resolution.

V.P.6.i. Upon resolution of all minor issues, further testing will be carried out to document resolution of the issue.

V.P.6.j. Major issues will be documented and communicated to the

Contractor for resolution.

V.P.6.k. Upon resolution of all major issues, further testing will be carried out to document resolution of the issue.

V.P.6.l. Major issues will trigger a reset of the two (2) week operability test that will commence upon the resolution of all major issues.

V.P.6.m. 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.

V.P.7. 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.

V.P.8. No test shall commence until the report of the previous test has been submitted and COJ has given authorization to proceed.

V.P.9. 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.

V.Q. Acceptance

V.Q.1. 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.

V.Q.2. 10% final payment withholding

V.Q.2.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.

V.Q.3. 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.

V.Q.4. 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.

V.R. Vendor Compliance

V.R.1. It is the Proposers responsibility to notate any exception taken to the

City’s requirements (Section V; SCOPE OF WORK) specified in this

RFP. Proposers taking exceptions shall submit Attachment F of this

RFP as an itemized comparison with the specification, documenting the nature of their exception.

V.R.2. All proposals must include a Gantt chart or similar detailed, step by step project management time line, outlining specific tasks and responsibilities from start to finish for this project.

V.R.3. Failure to identify exceptions or deviations in this manner may be a basis to declare the proposal as non-responsive.

V.S. Pricing Format

V.S.1. Proposer must complete and return the included Cost Summary Sheet.

V.S.2. Proposer must provide an additional, separate completed pricing sheet with all hardware and software options distinctly listed, with both unit and extended pricing.

V.S.3. Proposers must provide an additional, separate completed pricing for any optional integrations available, as described in Section V.C.

(Optional Integrations).

V.S.4. Proposer must provide all operating costs for the solution.

V.S.5. Proposer must provide a yearly breakdown of all projected costs, both capital and operating.

V.S.6. Proposer must provide route deviations/changes free of charge; this must be listed as such on the pricing sheet.

V.S.7. Proposer must provide a cellular cost option.

Documents to be submitted with this Proposal

1. Proposal Response

2. Cost Summary Sheet

3. Attachment A – References

4. Attachment B – Proposal Signature Page

5. Attachment C – Designation of Confidential, Trade Secret and Proprietary

Information

6. Attachment E – Acknowledgement of Addenda (If necessary)

7. Attachment F – Specification Exception Work sheet

8. Sample management reports

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

SCORING CRITERIA AND POINTS

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

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

• Approach to completing project

• Quality and Content of the Written Proposal

• Familiarity of the Vendor with the problems and alternative integrations to this project.

• 24/7/365 support

• On-site and Online Training

Pricing Such as but not limited to the following:

• Initial cost + Total Cost of ownership for 10 years

Vendor Interviews & Demonstrations

• Proposals will be preliminarily scored by the Evaluation Team.

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

TOTAL 100

City of Janesville/Janesville Transit System

AVL/GPS Based Real-Time Passenger Information System

COST SUMMARY SHEET

Note: this worksheet is also provided as a Word document for your use.

VENDOR NAME: _____________________________________________________________________________________

Prices listed below must include all costs of the software project, including any vendor discounts and all freight charges.

Total first year cost for proposed solution to include all hardware, software, implementation, training, support, hosting, and any other related expenses. Vendor must attach a detailed breakdown of each cost component (line item detail) so City can project future replacement costs.

Indicate your proposed annual costs for on-going maintenance and support.

$ / YEAR 2

$ / YEAR 3

$ / YEAR 4

$ / YEAR 5

$ / YEAR 6

$ / YEAR 7

$ / YEAR 8

$ / YEAR 9

$ / YEAR 10

Outdoor Public Display (Kiosk) – state the initial cost and whether there are any ongoing annual maintenance and support costs. If there are ongoing maintenance and support costs, state those.

$ / YEAR 2

$ / YEAR 3

$ / YEAR 4

$ / YEAR 5

$ / YEAR 6

$ / YEAR 7

$ / YEAR 8

$ / YEAR 9

$ / YEAR 10

List each optional integration available and state the initial cost and whether there are any ongoing annual maintenance and support costs. If there are ongoing maintenance and support costs, state those. Please add a separate row for each optional integration available.

$ / YEAR 2

$ / YEAR 3

$ / YEAR 4

$ / YEAR 5

$ / YEAR 6

$ / YEAR 7

$ / YEAR 8

$ / YEAR 9

$ / YEAR 10

List any other costs the City may incur over the course of the proposed project. Feel free to add more rows if necessary.

Add additional information on an attached page if needed.

ATTACHMENT A – REFERENCES

VENDOR NAME:

Provide a minimum of four (4) references, with at least three (3) transit agency customers, ideally similar stature to the Janesville Transit System. Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used for three (3) or more installations/services with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement. The City may make such investigation as is necessary to determine the ability of the Vendor to fulfill service requirements.

1. Company Name:

Address:

Telephone:

Contact Person:

E-mail address:

Product(s) and/or Service(s) Used:

How long have you been working with this company?

2. Company Name:

Telephone:

Contact Person:

E-mail address:

Product(s) and/or Service(s) Used:

3. Company Name:

Telephone:

Contact Person:

E-mail address:

Product(s) and/or Service(s) Used:

4. Company Name:

Telephone:

Contact Person:

E-mail address:

Product(s) and/or Service(s) Used:

ATTACHMENT B – PROPOSAL SIGNATURE PAGE

CITY OF JANESVILLE

PROPOSAL SIGNATURE PAGE - # JTS-2019-RFP-01

The undersigned, on behalf of the Vendor, certifies: (1) this offer is made without previous understanding, conflict of interest, agreement or connection with any person, firm, or corporation making a proposal on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the proposal is entered; (4) they have read the complete

Request for Proposal and understand all provisions and fully understanding the local conditions affecting the cost of the work, hereby proposes to furnish all labor, materials, tools and equipment to perform the work required by the proposed purchase contract documents referred to therein (as altered, amended or modified by addenda); (5) if accepted by the City, this proposal is guaranteed as written and will be implemented as stated; and (6) mistakes in writing of the submitted proposal will be their responsibility.

VENDOR’S SIGNATURE & INFORMATION:

Vendor Full Legal Name:

Complete Address, City, ST, Zip:

Bidders Contact Name & Title (Type or Print):

Authorized Signature:

Phone # & Fax#:

Date:

Taxpayer I.D. Number:

E-mail address:

ATTACHMENT C – DESIGNATION OF CONFIDENTIAL, TRADE SECRET & PROPRIETARY

INFORMATION

Material submitted in response to the City of Janesville’s Request for Proposal includes at least one formula, pattern, compilation, program, device, method, technique or process that derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use and is the subject of reasonable efforts to maintain its secrecy. Such information qualifies as a trade secret, as provided in Wis. Stat. §

19.36(5). As such, the proposer asks that the trade secrets contained on certain pages of this proposal, as indicated below, be treated as confidential material and not be released to the public. I am providing the following information with the understanding that it is being submitted to the City under a pledge of confidentiality. I would not have submitted this information had the City not pledged to keep it confidential* and request that the following pages not be released:

Section Page Topic

*NOTE: Proposers are cautioned that the ENTIRE PROPOSAL MAY NOT FALL WITHIN

THE CONFINES OF THE PLEDGE OF CONFIDENTIALITY. THE ABOVE DESIGNATION(S)

OF CONFIDENTIALITY IN NO WAY GUARANTEES THAT DESIGNATED INFORMATION

WILL BE KEPT CONFIDENTIAL. UNDER THE PROVISION OF THE PUBLIC RECORDS

LAW, PROPOSER IS NOT ENTITLED TO NOTIFICATION PRIOR TO RELEASE OF

INFORMATION, AND IS NOT ENTITLED TO GO TO COURT TO BLOCK DISCLOSURE OF

ANY PORTION OF THE PROPOSAL.

IF THE CITY AGREES WITH PROPOSER’S DESIGNATION OF TRADE SECRET OR

CONFIDENTIALITY AND THE DESIGNATION IS CHALLENGED, THE UNDERSIGNED

HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE

TO DEFEND THE DESIGNATION OF TRADE SECRET OR CONFIDENTIALITY.

Failure to include this designation in the proposal response may mean that all information provided as part of the proposal response will be open to examination and copying.

Signature (Authorized Representative) Telephone Number E-mail

Name (Please Print) Company Name

Title Date

NOTE: The City as custodian of these public records has the obligation, pursuant to the

Public Records Law, to determine whether the above information can be kept confidential.

PROPRIETARY INFORMATION: A proposer responding to this proposal should not include any proprietary information or protected trade secret(s) as part of its proposal unless the proposer 1) designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document, and 2) identifies the specific information when it occurs within the proposal.

The City’s preference is for the proposer to segregate all information designated as confidential into one section of the Request for Proposal and/or a separate document for easier removal to maintain its confidential status. The response to the proposal should indicate which portion of the requested information is confidential and where this information is located within the response, i.e. under separate cover, in confidential Section

No. ______, etc. Data contained in the proposal and all documentation become property of the City.

ATTACHMENT D – 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. GENERAL LIABILITY COVERAGE

A. Commercial General Liability

(a) $1,000,000 general aggregate

(b) $1,000,000 products -…