RFP - Maintenance Management Software.pdf

VALLEY TRANSIT

REQUEST FOR PROPOSALS (RFP) FOR

FLEET MAINTENANCE MANAGEMENT SOFTWARE

RFP VT25-005

October 30, 2025

Valley Transit

801 S. Whitman Ave Appleton, Wisconsin 54914

Valley Transit Request for Proposals Fleet Maintenance Software

Valley Transit Page i

TABLE OF CONTENTS

PART A – BACKGROUND & GENERAL INFORMATION

Background Disadvantaged Business Enterprise Funding Contract & Tax Exemption Insurance Public Records

PART B – SCOPE OF WORK

Summary Future Fleet Historical Data Integrations Data Security Data Ownership & Protection Training Support & Maintenance Project Implementation & Acceptance

PART C – PROPOSAL REQUIREMENTS AND SUBMITTAL INSTRUCTION

General Information Proposed Schedule Written Questions & Addenda Proposal Selection Evaluation Criteria Interview/Product Demonstration Protest Procedure Proposal Content Requirements Written Proposal Response Cost Proposal Form Compliance Matrix Form Lobbying Certification

APPENDIX 1 – FEDERAL CONTRACT CLAUSES

APPENDIX 2 – SAMPLE CONTRACT

APPENDIX 3 – CITY OF APPLETON INSURANCE REQUIREMENTS

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PART A – BACKGROUND & GENERAL INFORMATION

Background

Valley Transit is seeking competitive proposals from qualified and experienced vendors for the provision of a comprehensive fleet maintenance software (FMS) solution.

Valley Transit, owned and operated by the City of Appleton, provides fixed route bus and complimentary ADA demand responsive paratransit service along with other ancillary paratransit services to customers in the Fox Cities. Valley Transit’s service area generally consists of the Cities of Appleton, Neenah, Menasha and Kaukauna; Towns of Buchanan and Grand Chute; and Villages of Fox Crossing, Kimberly and Little Chute. The City of Appleton/Valley Transit is hereinafter referred to as “Valley Transit.”

Further info about Valley Transit can be found at: https://myvalleytransit.com/.

Disadvantaged Business Enterprise

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

There is no contract goal established for this agreement. If a proposer is certified as a DBE in the State of Wisconsin and listed in the Unified Certification Program Directory, please indicate DBE certification within the submitted proposal and note this status within your Written Proposal Response under question #1.

Funding

Funding for this procurement is provided by City, County, State, and Federal taxpayer dollars. As such, the agreement with the successful proposer shall at all times be subject to the rules and regulations of Wisconsin Department of Transportation and the Federal Transit Administration, under the provisions of the Urban Mass Transportation Act of 1964, as amended. The successful Contractor shall be responsible for complying with all applicable laws and regulations governing the services described in this RFP as a Contractor of Valley Transit. Specific Federal requirements are outlined in Appendix 1.

Contract & Tax Exemption

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

The service agreement term will be for five (5) years with options to extend for three one-year periods. This contract shall automatically extend into each one-year option period unless either

Valley Transit Page 3 party notifies the other, in writing, 90 calendar days prior to expiration of the initial and/or succeeding contract option period(s). A sample contract is provided in Appendix 2.

Communications in connection with this contract shall be in writing and shall be delivered personally or by email; or by regular, registered, or certified mail addressed to the officer(s) or employee(s) of Valley Transit and of the Contractor designated to receive such communications.

Telephone calls may be used to expedite communications but shall not be official communication unless confirmed in writing.

Valley Transit is exempt from the payment of Federal, State, and local taxes. Taxes must not be included in proposal prices. Valley Transit will furnish necessary exemption certificates upon request.

Insurance

The Contractor shall not commence work until it has obtained all insurance required. See Appendix 3.

Public Records

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”⎯defined in State of Wisconsin Statutes⎯may be held confidential.

Proposers shall seal separately or provide separate files for electronic submittal and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information 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.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a proposal in

Valley Transit Page 4 its entirety, price proposal information, or the entire contents of any resulting contract. The City will not provide advance notice to Proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Proposals from public view⎯until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Proposals will be available for review in accordance with such laws.

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PART B – SCOPE OF WORK

Summary

Fleet maintenance software (FMS) is required to help Valley Transit manage its equipment, non-revenue vehicles and revenue service fleet. Valley Transit’s current vehicle fleet and equipment is summarized below.

28 heavy-duty buses 8 non-revenue service vehicles Various equipment (lifts, forklift, floor scrubber, tractor, etc.)

Valley Transit’s facility maintenance is currently managed by a separate city department and not included in this scope of work. However, there are a few facility-related items that Valley Transit would need to oversee within the FMS. This would include our bus wash and above-ground fuel tank inspection.

The vendor’s solution must provide Valley Transit with a turn-key product that will, at a minimum, provide the required features and functions described in this RFP. A compliance matrix form with minimum requirements is provided later in this RFP document. The matrix will list the main requirements, in addition to the sections below, and allow each proposer to provide a compliance status.

Future Fleet

Valley Transit currently contracts with a third-party to supply demand response services using primarily vans. The awarded vendor’s product must be able to accommodate additional vehicles should Valley Transit expand its fleet.

Valley Transit is considering the future purchase of zero-emission vehicles. The next FMS product must be able to account for alternative fuels and corresponding data & analytics required to manage hydrogen or battery electric vehicles.

Historical Data

Valley Transit’s current fleet maintenance software is TransTrack EAM (a.k.a. TransitFleet). The product is hosted on a local server. Valley Transit will require the awarded vendor to import data from this system into their product to maintain all relevant maintenance records, parts inventory and other needed data.

Integrations

The awarded vendor’s FMS solution will need to integrate with existing and future software used by Valley Transit. The system must have an open API for integration with Valley Transit's third-party software systems as needed.

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FleetWatch is Valley Transit’s current fuel & fluid management system. The awarded vendor will need a daily import of data maintained by FleetWatch. At a minimum, this includes vehicle ID, odometer (meter & LTD), fuel/fluid, fuel/fluid quantity, date and time.

TransTrack is Valley Transit’s enterprise-wide database. TransTrack compiles data from multiple data sources and provides comprehensive reporting, including data required for the National Transit Database monthly and annual reports. Valley Transit requires the awarded vendor’s open API to import maintenance data into TransTrack for inclusion in NTD reporting.

Data Security

The proposer’s cloud service and login must run over a secured connection. Data must be encrypted to the latest standards.

Valley Transit is a department of the City of Appleton. The City of Appleton has implemented multi-factor authentication (MFA) to grant access to cloud-based IT services. Valley Transit’s preference is to sign on to the supplier’s system using its Azure Active Directory tenant as an identity provider by way of open-standard (e.g., SAML, OAuth) single-sign-on (SSO).

System backups must be encrypted, stored offsite, and air-gapped from the production environment.

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

Valley Transit prefers SaaS suppliers who have obtained SOC 2 Certification from an outside, certified CPA (Type 1 if your solution is new, Type 2 if your solution is established). If applicable, please attach proof of Certification to your proposal submission.

Data Ownership & Protection

All Valley Transit data in the vendor’s Cloud environment is understood to be the property of Valley Transit. If the agreement between Valley Transit and awarded vendor is cancelled, it is understood that all data can be exported to Valley Transit or Valley Transit’s designee. In the event of a contract termination, the contractor agrees to make all necessary good-faith efforts to cooperate in the transition of Valley Transit information back to Valley Transit or to another vendor.

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

Valley Transit Page 7 allowed by law. The Contractor shall provide copies of Valley Transit data to Valley Transit upon request.

Training

Before go-live deployment of the software, the selected vendor will provide a training program to Valley Transit employees (supervisors, maintenance technicians and administrators). The training will cover operation of the entire system supplied in conjunction with this solicitation, including any optional items purchased. Using Valley Transit data, this training will prepare Valley Transit attendees for operation, administration, maintenance and implementation of the system.

Training can be provided onsite at Valley Transit’s office or via video conferencing at agreed upon times that are convenient to Valley Transit staff.

Vendor will supply a complete copy of all system training documentation in PDF format with unlimited distribution within Valley Transit or provide training documentation built within the client software.

Initial training cost must be included in the base system cost. Ongoing training shall also be provided to Valley Transit staff, as needed, for any new product features and updates released by vendor after product implementation at no extra cost.

Support & Maintenance

Ongoing product support shall be included in annual product fee. Vendor’s support will be accessible via phone, web and email. Base support shall be available during normal business hours.

Software patches and minor enhancements (e.g., version x.##) shall be included for the duration of the contract. Valley Transit prefers all major revisions (e.g., version #.xx) be included as well.

Security patches must always be free and implemented with high priority. A notification from the awarded vendor summarizing changes will provided to Valley Transit prior to implementing enhancements or upgrades.

Any proposed ongoing system fees must include a commitment to maintaining high reliability or uptime. A fully functioning fleet maintenance software system is essential to maintaining transit operations. Valley Transit’s expectation is that the selected product will function as described in this scope and be consistently available.

Project Implementation & Acceptance

Upon successful completion of all systems testing, Valley Transit and the Contractor shall confirm acceptance of the software and written final acceptance shall be executed. If, during any test or otherwise, it is discovered that the system does not conform to the requirements of the signed contract, Valley Transit will not accept the system and hold future payment until the issues have been corrected.

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PART C – PROPOSAL REQUIREMENTS AND SUBMITTAL INSTRUCTION

General Information

All proposals must be submitted via email or mail. All proposals must be received at Valley Transit by 10:00 AM (cst) on Wednesday December 3, 2025.

Submittal by Email Instructions:

An emailed proposal shall be received by Valley Transit prior to the due date and time shown above. The email subject line shall state: “PROPOSAL FOR FLEET MAINTENANCE SOFTWARE, RFP VT25-005.” The email file size maximum is 15MB. Proposal file format shall be Portable Document Format (PDF). The Cost Proposal Form (file name = “Cost Proposal”) shall be a separate file from the remaining proposal package.

Proposals shall be emailed to valley.transit@appletonwi.gov. Submitting a proposal to any email address other than valley.transit@appletonwi.gov does not constitute receipt of a proposal by Valley Transit.

It is the Proposer's responsibility to verify that the emailed proposal has been timely received and delivered to Valley Transit before the due date and time above. Valley Transit 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 their emailed proposal response has been successfully received by Valley Transit. To confirm receipt, email Kristin Stohl at Kristin.Stohl@appletonwi.gov prior to the due date.

Submittal by Mail Instructions:

If mailed, the proposal package should be addressed to the General Manager, c/o Valley Transit, 801 S. Whitman Ave., Appleton, WI 54914. On the outside of the envelope, the proposer should distinctly indicate the name and address of the firm and in the lower left corner should clearly indicate that the envelope contains a proposal for: “PROPOSAL FOR FLEET MAINTENANCE SOFTWARE, RFP VT25-005.” The sealed package shall contain a USB flash drive storing the proposal files in PDF format. The cost proposal must be included as a separate PDF file (file name = “Cost Proposal”) on the USB flash drive. When mailed, a hard copy of proposal materials may be included, but it is not required. If mailed, receipt of a proposal by the mail system or other City departments does not constitute receipt of a proposal by Valley Transit.

Any proposal or proposal documents received after the deadline set forth in this RFP will not be considered. Submission of proposal documents by facsimile equipment will not be accepted. It is the proposer's sole responsibility to ensure that their entire proposal is timely and physically received by Valley Transit prior to the deadline set forth in this RFP. Any proposals not complying with these instructions will not be considered submitted to Valley Transit and shall be returned to the proposer unopened and unread.

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Proposals may be withdrawn prior to the date/time set for proposal opening. Proposals may be modified or withdrawn by the proposer’s authorized representative in person, or by written notice.

If proposals are modified or withdrawn in person, the authorized representative shall make his or her identity known and shall sign a receipt for the proposal. Written notices shall be received in the office where proposal was submitted no later than the exact date/time for proposal due date.

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

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

Proposed Schedule

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

RFP Issued October 30, 2025

Last day for submitting written questions November 12, 2025

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

November 18, 2025

Proposal submittal deadline (10:00 AM) December 3, 2025

Proposer Interview/Product Demo Week of December 15, 2025

Estimated contract award date February 2026

Written Questions & Addenda

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

If it becomes necessary to provide responses to questions received, clarifying data or other information, or to revise any part of this RFP, addenda will be provided to all known recipients of this initial RFP. To ensure all supplemental information (if available) regarding the initial RFP is shared, interested parties should email their contact info to Kristin Stohl at Kristin.Stohl@Appletonwi.gov before September 19, 2025.

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Proposal Selection

Proposals will not be publicly opened. All proposals and evaluations will be kept strictly confidential, as allowed by law, throughout the evaluation, negotiations and selection process.

Proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. Valley Transit reserves the right to reject in whole or in part, any and all proposals, to waive any informalities, and to accept the proposal determined to be in the best interest of Valley Transit.

Accepted Proposals will be reviewed by an Evaluation Committee. The written response is evaluated first and then cost proposals. Those Proposals which are judged by the Evaluation Committee to be the strongest will be short-listed (also known as the competitive range). The short-listed proposals will be advanced in the process, which could include an interview.

Additional information may be required to clarify or confirm proposal information. Additional information obtained may be of any or all of the following: reference reviews, proposer interview and product demonstration. If additional information is needed, Valley Transit will make every reasonable attempt for scheduling at a time and location that is agreeable to the proposer. Failure of a proposer to fulfill or accommodate additional information requests may result in rejection of that proposer’s proposal.

Valley Transit may request a best and final offer from proposals in the competitive range. The competitive range is determined by the evaluation committee.

If only one proposal is received and accepted in response to this solicitation, additional information may be requested from the single proposer to determine if the proposal is fair and reasonable or if a negotiation is required.

Evaluation Criteria

The following four criteria are listed in priority order and will be used to evaluate the information submitted in each proposal.

1. System Capabilities & Compliance with Scope of Work

2. Experience, Qualifications & Past Performance of Proposer

3. Implementation, Training, Support & Value-Added Capabilities

4. Cost

After proposal evaluation, only vendor(s) with highest evaluations (competitive range) will be invited for interview & demonstration.

Interview/Product Demonstration

The Proposal Evaluation Committee reserves the right to interview and request a presentation of proposal/service and to request the proposer to demonstrate the capabilities of its service.

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Proposers should reserve date(s) noted in the Proposed Schedule for such interviews. Proposers will have the option for onsite or video conference interview.

If the Evaluation Committee determines the need for interviews, only vendors with highest evaluations (competitive range) will be invited for interview & presentation.

Award of the contract shall be made to the most responsive and responsible proposer whose proposal meets the specifications and provides the greatest overall benefit (best value) to Valley Transit.

Protest Procedure

Applicability. These protest procedures apply to all Valley Transit formal competitive procurements (RFPs, RFQs and IFBs), unless different procedures are included in the procurement documents.

Procurements that intend to utilize the protest procedures set forth herein should include a reference to these procedures. As used in this section, an “interested party” is any person or entity that has timely submitted a bid or proposal in response to a formal procurement. Protests may only be filed by an interested party.

Guidelines for Protests.

Strict compliance. Strict compliance with the protest procedures is required. No statement by Valley Transit employees, officers, or agents will modify or otherwise alter the protest procedures. Only Valley Transit’s governing boards are authorized to modify these procedures, or the protest procedures set forth in the applicable procurement documents.

Exhaustion of Remedies Required Prior to Pursuing Protest with Federal Funding Agency or any legal action in any court or tribunal. The protest procedures are intended to constitute administrative remedies that must be exhausted prior to an interested party commencing any legal action or requesting review by any applicable federal funding agency.

Deadline. Protests must be filed promptly after the basis for the protest is known, but no later than:

Protests relating to the procurement solicitation must be submitted in writing no later than five (5) working days from the date of the first published advertisement.

Protests relating to the evaluation process must be submitted in writing no later than five (5) working days from the postmarked date of written evaluation correspondence sent by the General Manager to the Contractor.

Protest relating to the award must be submitted in writing no later than five (5) working days from the date of the award.

Protests relating to post-award issues must be submitted in writing no later than five (5) working days from the date that the protestor verbalizes the concern to the General Manager.

Requests for reconsideration (if data becomes available that was not previously known, or there has been an error of law or regulation) or appeal to a higher level must be submitted in writing no later than seven (7) working days from the date of the initial determination.

Contents Of Protest. Protests must clearly identify the interested party and the procurement involved in the protest. Protests must completely and succinctly state each and every ground for protest in detail, its

Valley Transit Page 12 legal authority for each protest allegation, and the factual basis for such protest. The protest must include all factual and legal documentation in sufficient detail to establish the merits of the protest. Items that are not included in a protest shall be deemed waived and uncontested.

Filing Of Protest. Protests must be delivered to the Valley Transit offices during normal business hours (but in no event later than 5:00 p.m.) on or before the applicable deadline. Protests must be directed to the attention of the General Manager of Valley Transit.

Resolution. Protests will be decided based on written submissions and any other fact finding determined necessary or appropriate by Valley Transit. Valley Transit may establish a protest evaluation team and may consult with its legal counsel.

General Manager Response. Upon receipt of a written protest, the General Manager will meet with the protestor within five (5) working days and attempt to resolve the matter informally. If information provided at the conference is to be considered in the protest decision it must be submitted in writing within three (3) days of the conference. The General Manager will respond in writing within five (5) working days of the meeting to each substantive issue raised in the written protest.

If the protestor is not satisfied and indicates an intention to appeal to the next step, the General Manager will temporarily suspend the procurement process, provided that the protest has been timely filed before award, unless it is determined that:

The items to be procured are urgently required.

Delivery or performance will be unduly delayed by failure to make the award promptly; or Failure to make prompt award will otherwise cause harm to Valley Transit.

Each prospective Contractor will be advised of the pending protest if the protest is filed before award.

Decision On Protest. The General Manager will issue a written decision regarding the protest within thirty

(30) days after the filing of the detailed statement of protest.

Local Appeal Procedure. If the protestor makes a timely appeal of the General Manager’s decision the matter will be forwarded to the Fox Cities Transit Commission (FCTC) for their review. The protestor will be notified in writing of the date that the appeal will be heard. The recommendation of the FCTC will then be forwarded to the Appleton Common Council for ultimate local disposition of the protest.

FTA Funded Procurements. When the protest involves an FTA funded procurement, the contract administrator will disclose information regarding the protest to FTA and will keep the FTA informed about the status of the protest. If the protest alleges that Valley Transit has failed to follow its written bid protest procedures, the protestor may ask that FTA review the protest in accordance with FTA C4220.1F. The protester must deliver its appeal to the FTA Regional Administrator for the region administering its project or the FTA Associate Administrator for the program office administering its project within five (5) working days of the date when the protester has received actual or constructive notice of Valley Transit’s final decision. The FTA will generally limit its review of protests to those situations where a grantee, (i) does not have protest procedures, (ii) has not complied with its protest procedures, or (iii) has not reviewed a protest when given the opportunity to do so, or in cases of violations or federal law or regulation.

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Proposal Content Requirements

Each proposal shall include the specified elements below:

a. Transmittal/Cover Letter containing the statements listed below and signed by an authorized officer of the responding organization.

1) The information contained in this submission is accurate and complete as of the date of submission.

2) The responding organization understands and is willing to comply with all contractual requirements.

b. Written Proposal Response

c. Cost Proposal Form: The completed form should be in a separate file named “Cost

Proposal” or contained in a separate envelope, if mailed.

d. Compliance Matrix Form

e. Lobbying Certification

f. Acknowledgement of Amendments/Addendums (if any)

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Written Proposal Response

Proposers shall answer the following items within their proposal. Each proposal shall limit their proposal to these elements and maintain the same order in their response. Valley Transit desires concise responses. However, the proposer should not withhold key information from the written response in anticipation of a future presentation or interview, since this offering may not be solicited.

1. Provide name of organization/company. Include CEO (or administrator), business address, telephone number and email address.

2. Provide anticipated project manager’s name, experience and list of recent project deployments overseen by project manager. Briefly identify other staff members that would be assigned to the project. Include role, experience, responsibilities, etc.

3. Briefly describe your firm’s history/experience implementing fleet maintenance software projects for transit systems. How many clients in the United States currently utilize the proposed product? Have any of your contracts been canceled, suspended or in current litigation due to inability to comply with the terms of the agreements? If yes, describe why each agreement was canceled, suspended or in current litigation.

4. Provide five (5) public transit system client references located in the United States that most relate to the services requested in this RFP. For each transit system reference, include contact info (name, phone and email) and years of experience with your firm’s product.

Valley Transit may check references outside of the submitted list.

5. At your firm’s other transit system clients, what other third-party products integrate with your product? For each data integration listed in this RFP (FleetWatch & TransTrack), provide a list or table of existing client(s) where the integration is successfully completed.

Please note any issues or known challenges concerning integrations described in this RFP.

6. Where are servers located and are redundant servers used? Describe how 24/7 access to data is ensured. Describe proposed data retention policy and how long Valley Transit’s historical data will be accessible/retrievable by Valley Transit in the “live” database. At a minimum, Valley Transit is required to retain data at least one year after a vehicle/equipment is disposed.

7. Describe the reporting features that will be available to Valley Transit for canned and custom/ad hoc reports. Describe how your company will provide real-time data feeds via a virtual dashboard. Is the dashboard customizable for each user?

8. Describe the training and technical support provided for this product. Include a description of the software/user support process with hours of operation. What is the expected support response time for critical components?

9. Briefly describe the proposed implementation plan detailing major milestones. Describe the implementation process and give a projected timeline for when the system will be up and running. How will our data be imported from our current FMS system?

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10. Briefly describe any additional information or value-added capabilities that you believe may be relevant to the evaluation of your organization’s proposal. Identify any capabilities included in the base price that go beyond the required elements.

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Cost Proposal Form

The proposer may recreate this form but must maintain the same content in the same order. As directed in the submittal instructions above, the cost proposal form and applicable attachments must be included in a separate file (identified as “Cost Proposal”). Valley Transit reserves the right to select or decline any of the optional items or modules included in the proposal.

Please include a payment schedule that aligns with your project implementation schedule. Valley Transit may withhold 10% of total year 1 cost contingent on full acceptance by Valley Transit.

Vendor Name: _______________________________________________

Name & Title of Vendor’s Authorized Official: ______________________________________

Signature: _______________________________________________

Date: _______________________________________________

All costs below, should be calculated on an annual basis.

TOTAL FIRST YEAR COST.

Includes all expenses necessary to fulfill specifications & requirements of this RFP. Please attach itemized breakdown for all elements of the year-one cost (annual software fee, training, configuration, etc.).

$ / YEAR

ONGOING ANNUAL COST.

Indicate your proposed annual costs for project years 2-5 & option years 6-8.

$ / YEAR

$ / YEAR

$ / YEAR

$ / YEAR

$ / YEAR

$ / YEAR

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$ / YEAR

OPTIONAL SERVICES & FEATURES.

List any costs to implement optional modules, services or features. List each additional service/feature and cost on a separate line item. Describe if cost is only in year one or to be added to all annual ongoing fees.

Notes: Please add additional information on an attached page if needed.

Compliance Matrix Form

The proposer must acknowledge compliance status for each of the requirements listed in the table below in the COMPLY column. This matrix includes requirements stated Scope of Work section of this RFP. The proposer may recreate this form but must maintain the same tabular form in the same order as presented below.

REQUIREMENT

Proposals may not be eliminated due to non-compliance status.

However, compliance will result in a higher evaluation.

* Some items below state preferred or desired capabilities or features.

COMPLY?

Y=Yes;

N=No;

COMMENT

General Requirements: The software shall provide the following minimum capabilities for Valley Transit:

Valley Transit will require the awarded vendor to import data from TransTrack EAM into their FMS product to maintain all relevant maintenance records, vendor list, parts inventory and other needed data.

Ability to account for alternative fuels and corresponding data & analytics required to manage hydrogen or battery electric vehicles.

* Valley Transit’s preference is to sign on to the supplier’s system using its Azure Active Directory tenant as an identity provider by way of open-standard (e.g., SAML, OAuth) single-sign-on (SSO).

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

The selected vendor will provide an intensive training program to Valley Transit employees (supervisors, maintenance technicians and administrators). The training will cover operation of the entire system supplied in conjunction with this solicitation, including any optional items purchased. Using Valley Transit data, this training will prepare Valley Transit attendees for operation, administration, maintenance

Valley Transit Page 18 and implementation of the system. Training cost must be included in the Cost Proposal Form.

The software solution shall require no installation of any kind on Valley Transit’s computers or servers with everything stored on vendor’s servers/cloud. Cloud hosting must have 99% uptime on leading public cloud provider. Vendor must always ensure that Valley Transit is utilizing the latest approved and beta-tested software version available.

The system will be hosted by the supplier (or an agent of the supplier), accessible by way of the Internet (i.e., “cloud” or SaaS), and will run in a standard web browser currently under support by its manufacturer (e.g., Google Chrome, Microsoft Edge, Apple Safari).

System should be able to run on a standard PC with an operating system currently supported by its manufacturer, without the need to install any software or plug-ins.

Valley Transit requires software solution with web-portal access provided anytime of the day (24 hours a day, 7 days a week, 365 days a year).

System will support concurrent logins with no degradation of performance.

The system must allow for a system administrator role to manage user permissions based on user roles (Admin, Fleet Manager, Technician, Parts Specialist, Driver, etc.).

The system must allow for images and files to be associated with specific assets.

The system must provide comprehensive warranty tracking.

The system must track asset maintenance and history, including parts and equipment. The system must provide the ability to view asset status in real-time. The system includes comprehensive tracking of all vehicles, including detailed information such as VIN, year, make, model, acquisition date, mileage, fuel type, and assigned location.

Ability to track other assets related to maintenance operations (e.g., tools, equipment). Lifecycle management capabilities for assets.

Tracking Registration, Insurance and Emissions status.

*The system includes integrated repository for storing and accessing maintenance manuals, repair procedures, technical bulletins, diagrams, and other relevant documentation for all tracked assets.

Work Order The software shall provide the following minimum capabilities for Valley Transit:

The system will have the ability for authorized personnel to easily create, assign, track, and manage work orders.

Customizable work order templates with fields for vehicle information, problem description, technician assignment, priority, status, and resolution details.

Ability to attach documents, images, and notes to work orders.

Workflow management for work order approval processes.

The system will allow technicians to accurately record time spent on specific work orders and tasks. Integration with work order assignments. Reporting capabilities on labor hours by technician, work order, and vehicle.

The system must allow for the use of Vehicle Maintenance Reporting Standards (VMRS) codes for work orders and maintenance tracking.

The system must provide the ability to create and use inspection checklists.

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Preventative Maintenance (PM) Scheduling & Tracking: The software shall provide the following minimum capabilities for Valley Transit:

The system will provide automated scheduling of PM tasks based on mileage, time intervals, or other customizable triggers.

Configurable PM checklists and procedures for various vehicle types and maintenance schedules.

Generation of proactive notifications for upcoming PM tasks.

Tracking of completed PM activities and history.

PM schedules must be able to be applied for an entire asset class or group of assets, rather than having to be set individually for each asset.

Road Call Management The software shall provide the following minimum capabilities for Valley Transit:

The system will have the ability to log and manage road call incidents, including classify road calls according to National Transit Database data requirements.

Ability to track road call costs.

Ability to record location, nature of the issue, responding technician(s) and resolution.

Tire Tracking The software shall provide the following minimum capabilities for Valley Transit:

The system will have the ability to record individual tire ID number, tire manufacturer, tire size, install & removal dates, install & removal mileage, vehicle number, position on vehicle (e.g., RF, LF, RRO, RRI, LRO, LRI), tire movement reason, leased or owned, and disposal date.

Valley Transit currently leases ties. The tire lease company requires monthly reports of each tire’s location and mileage run for the month.

The system will have the ability to provide this reporting. Valley Transit would also require the ability to add the tire lease vendor and contract rates.

Mobile App Functionality: The mobile app shall provide the following minimum capabilities:

The mobile app will be designed for mechanics to complete work orders, add parts, add work tasks, etc.

The system must provide validation for relevant data fields (date, drop-down lists, etc.).

The mobile component must be able to run on both Apple and Android mobile devices. Mobile App must be compatible with GETAC ZX70 tablets (Android).

Mobile App functionality for technicians shall include:

View assigned work orders; Record labor time direct and indirect;

Multiple users on a word order; Update work order status; Access asset information; Document findings (text, images); Scan part bar code for work order inclusion; and Access parts inventory levels.

* Valley Transit desires a feature to display a real-time overview of shop activity on large monitors. The display would show work order status, technician assignments, vehicle status, and priorities.

Valley Transit may also require the mobile app functionalities above to be completed by mechanics on a PC using Windows 11. The vendor’s product shall allow for this option.

Accident Estimates The software shall provide the following minimum capabilities for Valley Transit:

The system must have the ability to create accident damage repair estimated by entering tasks, parts and labor required to repair damage

Valley Transit Page 20 with reporting of line-item damage estimate to share with 3rd parties, insurance company, etc. Include accident damage photos in record and reporting.

Parts Inventory Management & Purchasing The software shall provide the following minimum capabilities for Valley Transit:

The system must allow Valley Transit to set automatic min/max quantities and reorder points that trigger suggested PO creation for parts ordering and inventory.

The system must support bar code functionality for parts and supplies inventory. Including parts received and inclusion on work orders when consumed.

Complete administrative control over parts inventory. Ability to link/supersede/replace part numbers. Real-time tracking of parts inventory levels, locations and costs.

Seamless process for generating and managing purchase orders for parts and supplies directly within the software.

Maintain part supplier contact information (address, phone and email) and integration with purchase order process.

Integrations The software shall provide the following minimum capabilities for Valley Transit:

The system will include an open Application Programming Interface (API) for use by other Valley Transit approved products, like TransTrack.

Ability to use other software’s open API to automatically import daily data related to the FMS software, like fuel/fluid data from FleetWatch.

Ability to integrate with future fueling systems to automatically record fuel consumption data for each vehicle.

The system must allow for manual entry of odometer readings, fuel transactions, and fluid top-offs outside of integration. Ability to make fuel corrections and review exceptions.

Reporting, Analytics & Notifications The software shall provide the following minimum capabilities for Valley Transit:

The reporting data must include all data necessary to complete annual and monthly National Transit Database reporting requirements related to fleet maintenance, including system failures (mechanical system failures/other system failure/non-reportable), vehicle energy/fuel consumption, revenue vehicle inventory, annual mileage per vehicle, etc.

The product shall provide a dashboard with key indicators related to vehicle maintenance that allows shop foreman and supervisor a quick assessment of fleet health. Valley Transit requires a dashboard that is configurable where the user can select which indicators to view.

Reporting capabilities with customizable dashboards and reports on key maintenance metrics, including:

Detailed vehicle listing; PMs due; Vehicle MPG; Work order completion rates; Vehicle uptime and availability; Preventative maintenance compliance; Mean time between failures (MTBF); Labor costs per repair/vehicle; Parts costs per repair/vehicle; Fuel consumption and costs; and Road call statistics.

Tire movement tracking, tire cost, and tire inventory reports. Reports shall be available by vehicle, tire or date.

Capabilities to analyze data (e.g., mileage, sensor readings, repair history) to predict potential failures and schedule proactive maintenance interventions.

Customizable algorithms and thresholds for predicting failures.

Valley Transit Page 21

Inventory reporting will show annual or monthly inventory counts, transactions, physical inventory counts, physical inventory reconciliation, cycle counts and valuation.

The system must allow for the creation of custom and ad-hoc reports. Ability to export data in various formats (e.g., CSV, Excel, PDF).

The system must allow for automated generation and delivery of service notifications (e.g., email, SMS) to relevant personnel regarding work order status updates, PM reminders, vehicle availability, and other critical information.

Customizable notification rules and recipient lists. Daily inventory usage report to requested email accounts.

Valley Transit Page 22

Lobbying Certification The undersigned [Contractor] certifies, to the best of his or her knowledge and belief, that:

(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form--LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions [as amended by “Government wide Guidance for New Restrictions on Lobbying,” 61 Fed. Reg. 1413 (1/19/96). Note: Language in paragraph (2) herein has been modified in accordance with Section 10 of the Lobbying Disclosure Act of 1995 (P.L. 104-65, to be codified at 2 U.S.C. 1601, et seq .)]

(3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

[Note: Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.]

The Contractor, ___________________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.

If the undersigned is required to complete and submit Standard Form--LLL, “Disclosure Form to Report Lobbying” (see #2 above), please include Standard Form—LL with this proposal submittal.

Contractor Name: _______________________________________________

Name & Title of Contractor’s Authorized Official: ______________________________________

Signature: _______________________________________________

Date: _______________________________________________

Valley Transit Page 23

APPENDIX 1 – FEDERAL CONTRACT CLAUSES

The following clauses will be attached to the awarded proposer’s contract.

No Obligation by the Federal Government

(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…