RFP050124AMW Transit Service Project FINAL.pdf

OFFER

The University of North Carolina at Chapel Hill (the “University”) solicits offers for goods and/or services as described in this solicitation. All offers received shall be treated as offers to contract as defined in 9 NCAC 06A.0102(12).

EXECUTION PAGE

In compliance with this Request for Proposals, and subject to all the conditions herein, the undersigned offers and agrees to furnish any and all goods and/or services upon which prices are offered, at the price(s) offered herein, within the time specified herein.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO

PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for ninety (90) days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this offer are accepted, an authorized representative of the University shall affix its signature hereto. Acceptance shall create a contract having an order of precedence as follows: Best and Final Offer(s), if any; special terms and conditions specific to this RFP, if any; specifications of the RFP; The University of North Carolina at Chapel Hill Terms and Conditions for Procurement of Information Technology Products, Software and Services; and the agreed portion of the awarded Vendor’s offer. A copy of this acceptance will be forwarded to the awarded Vendor(s).

FOR UNIVERSITY USE ONLY

Offer accepted and contract awarded this date , as indicated on attached certification, by (Authorized representative of University).

THE UNIVERSITY OF NORTH CAROLINA AT

CHAPEL HILL

3500 Administrative Office Building 104 Airport Drive Chapel Hill, NC 27599

Request for Proposals (RFP) No.:

RFP050124AMW

Title: Transit Service Project

Refer ALL inquiries regarding this RFP to:

Name: Alicia Waymack Title: IT Category Manager Email Address: awaymack@unc.edu

Issue Date: May 1, 2024

Due Date and Time: May 29, 2024 at 2:00 PM Eastern Time (ET)

THE UNIVERSITY OF NORTH CAROLINA

AT CHAPEL HILL

Request for Proposals No.: RFP050124AMW

For internal processing, including tabulation of proposals, provide your company’s electronic Vendor Portal (eVP) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page is to be filled out and returned with your proposal.

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP Number

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered supplier in good standing. You must enter the supplier number assigned through the electronic Vendor Portal (eVP). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login.

Electronic responses ONLY will be accepted for this solicitation.

Table of Contents

1.0 Anticipated Procurement Schedule

2.0 Purpose of RFP

2.1 Introduction

2.2 RFP Document

2.3 Interpretation of Terms and Phrases

2.4 Contract Term

2.5 Contract Type

2.6 Affiliates

2.7 Agency Background

2.8 Problem Statement

3.0 RFP Requirements and Specifications

3.1 Scope of Work

3.2 General Requirements and Specifications

3.3 Security Requirements

3.4 Business and Technical Requirements

3.5 Business and Technical Specifications

4.0 Cost of Vendor’s Offer

4.1 Offer Costs

4.2 Payment Schedule

5.0 Evaluation

5.1 Source Selection

5.2 Evaluation Criteria

5.3 Interviews, Oral Presentations, and/or Product Demonstrations

5.4 Best and Final Offer (BAFO)

5.5 Possession and Review

6 Vendor Information and Instructions

6.1 General Conditions of Offer

6.2 General Instructions for Vendor

6.3 Instructions for Offer Submission

7 Other Requirements and Special Terms

7.1 Vendor Utilization of Workers Outside the United States

7.2 Financial Stability

7.3 Vendor Exceptions; Additional Terms and Conditions

7.4 Vendor Representations

7.5 Personnel

7.6 Security and Background Checks

7.7 Disclosure of Litigation

7.8 Criminal Conviction

7.9 Assurances

7.10 Confidentiality of Offers

7.11 Project Management

7.12 Meetings

7.13 Recycling and Source Reduction

Attachment A: Definitions Attachment B: The University of North Carolina at Chapel Hill Terms and Conditions for Procurement of Information Technology Products, Software and Services Attachment C: Description of Offeror Form Attachment D: Cost Form Attachment E: Vendor Certification Form Attachment F: Location of Workers Utilized by Vendor Form Attachment G: References Attachment H: Certification of Financial Condition Form Attachment I: Requirements Checklist Attachment J: Fixed-Route Solution Specifications Attachment K: On-Demand Solution Specifications Attachment L: Ride Aggregator Application Specifications

1.0 ANTICIPATED PROCUREMENT SCHEDULE

The table below shows the intended schedule for this RFP. The University will make every effort to adhere to this schedule, but all dates and times are subject to change at the University’s sole discretion. All times listed are in Eastern Time (ET).

Action Responsibility (no later than) Date and Time

RFP Issued University May 1, 2024

Optional Pre-Offer Conference University May 8, 2024

Written Questions Deadline Vendors May 10, 2024 at 2:00 PM ET

University’s Response to Written Questions / RFP Addendum Issued

University May 22, 2024

Offer Deadline Vendors May 29, 2024 at 2:00 PM ET

Selection of Finalists* University June 12, 2024

Interviews, Oral Presentations, and/or Product Demonstrations*

Finalists June 19 – June 26, 2024

Contract Award University TBD

Contract Effective Date University TBD

*The University has not yet determined if it will select Finalists to invite for interviews and/or to provide oral presentations / product demonstrations. Those actions are being kept in the schedule as place holders.

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The University of North Carolina at Chapel Hill, for its Department of Transportation and Parking (”University”) invites proposals for the redevelopment of its Point-to-Point (P2P) transportation management system, focusing on three key aspects: (1) an on-demand shuttle reservation, dispatch, and tracking solution; (2) a fixed-route solution with support for General Transit Feed Specification (GTFS) feeds; and (3) a ride aggregator application (hereinafter referred to as an aggregator app) supporting live bus tracking of the fixed-route service. Currently housed within the UNC Public Safety Building, the transportation center operates with 16 dispatchers/drivers, serving University students and employees. The current system utilizes TransLoc software and faces limitations that necessitate a transition to a more adaptable and integrated solution. The University is seeking to enhance its transportation infrastructure by implementing modern, open Software as a Service (SaaS) solutions that provide a seamless user experience while aligning with industry standards for reliability and interoperability. This RFP presents an opportunity for vendors to propose solutions that address the University’s evolving needs related to on-demand and fixed-route transportation services, along with an aggregator app for comprehensive trip planning and real-time tracking capabilities.

2.2 RFP DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before contract award. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

2.3 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the University; and (2) to provide (together with other specified documents) the terms and conditions of any contract(s) resulting from this solicitation. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. As used herein, phrases such as “reasonable”, “necessary”, or “proper” shall be interpreted solely by the University.

2.4 CONTRACT TERM

A contract awarded pursuant to this RFP shall have an effective date as provided in either the Notice of Award or the resulting contract, as applicable (the “Effective Date”). The contract shall have an initial term of three (3) year(s) from the Effective Date (the “Initial Term”), unless terminated earlier in accordance with the terms and conditions of the contract.

At the end of the Initial Term, the University shall have the option, at its sole discretion, to renew the contract on the same terms and conditions for up to two (2) additional one (1)-year terms. The University will give the Vendor written notice of its intent to exercise each renewal option no later than sixty (60) days before the end of the contract’s then-current term.

In addition to any optional renewal terms, and with the Vendor’s concurrence, the University retains the option to extend the contract for one (1)-year periods after the last active term.

2.5 CONTRACT TYPE

Definite Quantity Contract – This RFP will establish a closed-ended contract between the awarded Vendor(s) (if any) and the University to furnish a pre-determined quantity of goods and/or services during a specified period of time.

The University reserves the right to make partial, progressive or multiple awards (a) where it is advantageous to award separately by line item(s) or solution(s), (b) where more than one Vendor is needed or desired to meet the contemplated specifications as to quantity, quality, delivery, service, or geographical areas, and (c) where other factors are deemed to be necessary or proper to the purchase in question.

2.6 AFFILIATES

This RFP shall establish a source or sources of supply for UNC Chapel Hill and all affiliated University of North Carolina System institutions (each an “Affiliate”), which include:

Appalachian State University East Carolina University Elizabeth City State University Fayetteville State University North Carolina Agricultural and Technical State University North Carolina Central University North Carolina School of Science and Mathematics North Carolina State University University of North Carolina at Asheville University of North Carolina at Charlotte University of North Carolina at Greensboro University of North Carolina at Pembroke University of North Carolina at Wilmington University of North Carolina School of the Arts University of North Carolina System Office Western Carolina University Winston-Salem State University

Participation by an Affiliate is strictly voluntary, and UNC Chapel Hill shall not be responsible for orders or payments for any Affiliate.

2.7 AGENCY BACKGROUND

Point-to-Point (P2P) is a University-operated, Department of Transportation and Parking (T&P) service providing mission critical, on-demand and fixed-route transportation services to assist students and employees in getting around campus both after dark and during normal working hours. The P2P division’s primary function is to dispatch and track University shuttles providing approximately 200 – 350 thousand transit rides annually. The division works closely with the surrounding regional transit partners and their transportation teams to coordinate bus transit routes ensuring full coverage and trip planning for anyone wanting to use the system to travel to/from work, home, or school.

P2P provides on-demand services that offer fare-free transit services around campus. The P2P Express and P2P Shuttle provide on-demand rides to and from Campus Health Services, the RR lot, the undergrad and law libraries, as well as Americans with Disabilities Act (ADA) accessible services. Emergency ride back services are also offered to Commuter Alternative Program (CAP) members. P2P provides after-dark rides for students and employees at pick-up and drop-off points for limited on-campus locations and specific off-campus locations owned or operated by the University, including on-campus parking lots. P2P provides door-to-door and driver/operator assistance for seniors and persons with disabilities. P2P on-demand services operate 7 days a week, Mon-Fri 24hrs and Sat-Sun 7:00 p.m. to 6:00 a.m.

Additionally, P2P provides fixed-route transportation services that offer fare-free transit services around campus. The P2P Express and P2P Shuttle operate between University residence halls, libraries, research areas, Franklin Street, and Granville Towers, serving designated bus stops 7 days a week, Mon- Fri 24hrs and Sat-Sun 7:00 p.m. to 6:00 a.m.

P2P has 16 service vehicles, consisting of 7 ADA compliant vans, 4 non-ADA compliant vans, and 5 ADA compliant buses, which it operates directly. P2P is fare-free at boarding and funded through student fees, department fees, and a nominal state contribution. P2P services are available only to University students and employees.

2.8 PROBLEM STATEMENT

The University faces a critical challenge in its P2P transportation infrastructure due to the impending obsolescence of the current software and hardware utilized for on-demand and fixed-route transit services.

Additionally, T&P is replacing five (5) leased fixed-route P2P Bluebird Buses with newer model vehicles, further emphasizing the need for updated hardware installations to maintain real-time tracking and ensure business continuity.

With these changes to the existing hardware and upgrades to tracking software, P2P also requires an aggregator app that will display routes, alerts, and live track fixed-route buses on a map. The GTFS feed provided by the fixed-route solution will be pushed to this aggregator app. Custom alerts and notifications of route changes will be able to be sent to riders through this app interface to their personal devices.

As such, the University seeks comprehensive proposals from qualified vendors to address these challenges and implement robust solutions that enhance transit efficiency, reliability, and user experience while ensuring compatibility with industry standards and future scalability.

3.0 RFP REQUIREMENTS AND SPECIFICATIONS

3.1 SCOPE OF WORK

The University is seeking one (1) or more vendor(s) to provide the following solutions: (1) an on-demand shuttle reservation, dispatch, and tracking system, (2) a fixed-route solution with support for GTFS feeds, and (3) an aggregator app facilitating live bus tracking.

Vendor may submit an offer for any one (1) or more solution(s). The University reserves the right to make a single award, separate awards for each solution, or any combination thereof, if it is deemed to be in the best interest of the University.

Implementation and additional services shall be provided for each solution, either together or separately, as applicable.

The Scope of Work (SOW) for this RFP includes the configuration, testing, implementation, and ongoing maintenance and support of a comprehensive transportation management solution for P2P. The overall solution must include the three (3) solution components identified above.

The awarded Vendor(s) will:

a) conduct a thorough analysis of the University’s existing infrastructure, engage with T&P to gather requirements, and propose a tailored solution design;

b) procure all necessary hardware and software components;

c) provide configuration, customization (if any), implementation, and testing of the system;

d) train University staff in the proper use of the system; and

e) provide post-implementation support, maintenance, reporting, and documentation services to ensure the ongoing functionality, reliability, and optimization of the transportation management system.

The resulting transportation management solution will align with applicable industry standards and regulatory requirements while enhancing the overall transit experience for University students and employees.

3.2 GENERAL REQUIREMENTS AND SPECIFICATIONS

3.2.1 REQUIREMENTS

Means, as used herein, a function, feature, or performance that the system must provide, or a condition that the Vendor must meet.

3.2.2 SPECIFICATIONS

Means, as used herein, a description of the characteristics of the desired goods and/or services (e.g., a specification that documents the function and performance of a system or system component, or a service to be provided).

The apparent silence of the specifications as to any detail, or the apparent omission of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only processes, configurations, materials, and workmanship of the first quality may be used. Upon any notice of noncompliance provided by the University, Vendor shall supply proof of compliance with the specifications. Vendor must provide written notice of its intent to deliver alternate or substitute services, products, goods, or other Deliverables. Alternate or substitute services, products, goods, or Deliverables may be accepted or rejected in the sole discretion of the University; and any such alternates or substitutes must be accompanied by Vendor’s certification and evidence satisfactory to the University that the function, characteristics, performance, and endurance will be equal or superior to the original Deliverables specified.

3.2.3 SITE AND SYSTEM PREPARATION

Vendors shall provide to the University complete site requirement specifications for the Deliverables, if any. These specifications shall ensure that the Deliverables to be installed or implemented shall operate properly and efficiently within the site and system environment. Any alterations or modifications in site preparation, which are directly attributable to incomplete or erroneous specifications provided by the Vendor, and which would involve additional expenses to the University, shall be made at the expense of the Vendor.

3.2.4 EQUIVALENT ITEMS

Whenever a material, article, or piece of equipment is identified in the specification(s) by reference to a manufacturer’s or Vendor’s name, trade name, catalog number, or similar identifier, it is intended to establish a standard for determining substantial conformity during evaluation, unless otherwise specifically stated as a brand specific requirement (in which case, no substitute items will be allowed).

Any material, article, or piece of equipment of other manufacturers or Vendors shall perform to the standard of the item named. Equivalent offers must be accompanied by sufficient descriptive literature and/or specifications to provide for detailed comparison.

3.3 SECURITY REQUIREMENTS

If Sensitive Information is determined to be in scope, then before a contract can be awarded, the Intended Awardee must:

a) Provide a current SOC 2 Type 2 report (or a comparable third-party assessment), complete a questionnaire provided by the University, and submit accompanying documentation at any time upon request by the University;

b) Pass an ISO risk assessment and maintain a passing status upon re-review;

c) Pass a DGOG review;

d) Pass any other assessment or review that is deemed necessary in the sole discretion of the

University; and

e) Execute any additional, related document(s) (e.g., Data Use Agreement, Business Associate

Agreement, etc.) required by the University based on the type of data in scope.

NOTE: Copies of security compliance documentation will not be requested until later phases of the RFP process. Vendor should not submit security compliance documentation with their offer.

If the Intended Awardee cannot meet the requirements and/or does not pass the required reviews outlined above, then the University reserves the right to take any action available to it, including but not limited to:

select another prospective vendor, cancel the solicitation, and rebid it, cancel the solicitation and negotiate with a known source of supply.

3.4 BUSINESS AND TECHNICAL REQUIREMENTS

The awarded Vendor(s) / solution(s) must meet the following requirements:

3.4.1 ALL SOLUTIONS

Vendor must provide a Voluntary Product Accessibility Template (VPAT), or acceptable alternative, that details the solution’s accessibility compliance.

3.4.2 FIXED-ROUTE SOLUTION

3.4.2.1 HARDWARE

a) Any on-board equipment must be easily accessible, removable, and modular to facilitate maintenance and repair of the equipment.

b) There must be on-board equipment that can send real-time location information to the platform for bus tracking purposes.

3.4.2.2 SOFTWARE

a) The system must allow for the tracking feed to be integrated into other transit agencies’ transit feeds.

b) The system must allow for fixed-route schedules to be viewed through a mobile device from either an app or a mobile website. Available information must include the stop name, arrival time, and departure time.

3.4.3 ON-DEMAND SOLUTION

3.4.3.1 HARDWARE

a) Any on-board equipment must be easily accessible, removable, and modular to facilitate maintenance and repair of the equipment.

b) There must be on-board equipment that can send real-time location information to the platform for bus tracking purposes.

3.4.3.2 SOFTWARE

a) The system must be able to optimize brokered trips and trips completed by dedicated fleets.

b) The system must allow for the tracking feed to be integrated into other transit agencies’ transit feeds.

c) The system must allow for the tracking feed to be integrated with the fixed-route solution.

d) The system must allow for on-demand shuttle locations to be viewed through a mobile device from either an app or a mobile website.

e) The system must allow riders to make reservations.

3.4.4 RIDE AGGREGATOR APPLICATION

a) The ride aggregator application must be accessible on a mobile device.

b) The ride aggregator application must provide multi-modal transit tracking.

c) The ride aggregator application must allow for other transit agencies’ transit feeds to be integrated within the platform.

Vendor shall return with its offer a completed ATTACHMENT I: Requirements Checklist.

3.5 BUSINESS AND TECHNICAL SPECIFICATIONS

3.5.1 FIXED-ROUTE SOLUTION

The fixed-route solution encompasses a structured transit system where vehicles follow predetermined routes with designated stops. The solution must support GTFS feeds, enabling the display of route and schedule information across various platforms. Also, the solution requires hardware components such as wireless modem routers and GPS trackers to ensure accurate tracking and monitoring of transit services. The awarded Vendor will be responsible for configuring, testing, and deploying the fixed-route solution, ensuring compatibility with the University’s existing P2P infrastructure and providing ongoing support to maintain operational efficiency.

Reference ATTACHMENT J: Fixed-Route Solution Specifications.

3.5.2 ON-DEMAND SOLUTION

The on-demand solution encompasses a sophisticated reservation, dispatch, and tracking system for P2P shuttle service. It enables users to request transportation on-demand by making reservations in the system or by contacting a P2P dispatcher directly. The awarded Vendor will be responsible for system design, implementation, and maintenance, integrating it seamlessly into the University’s existing P2P infrastructure. Key components include software for reservation management, automatic and manual driver dispatch, and passenger tracking, as well as hardware installations for reliable real-time tracking and monitoring.

Reference ATTACHMENT K: On-Demand Solution Specifications.

3.5.3 RIDE AGGREGATOR APPLICATION

The aggregator app solution will serve as a centralized platform for planning and tracking transit options from various service providers including P2P. For the University, the aggregator app will offer comprehensive trip planning and real-time tracking capabilities for P2P as well as compatible regional fixed-route transit services. Users can access route information, schedules, and real-time updates, allowing for seamless navigation across the University’s transportation network and beyond.

Reference ATTACHMENT L: Ride Aggregator Application Specifications.

3.5.4 IMPLEMENTATION

3.5.4.1 FIXED-ROUTE AND ON-DEMAND SOLUTION

a) Pre-Implementation Phase (late June to August 1, 2024):

i. Provide the University with a detailed solution design that addresses the requirements and specifications outlined in this RFP and incorporates innovative approaches to enhance transit efficiency and user experience.

ii. Provide T&P staff with recommendations for necessary software and hardware components, ensuring compatibility with university hardware and vehicles, and adherence to applicable industry standards.

iii. Procure any necessary software and hardware components such as APCs, GPS trackers, tablets, and wireless modem routers for either transit system.

iv. Provide the University with an implementation plan that outlines the timeline, milestones, resource allocation, and dependencies for the deployment of the proposed solution.

b) Deployment and Go-Live (by August 1, 2024): Execute the deployment of the configured system according to the established implementation plan and monitor the system’s performance during the initial transition period. Address any challenges that may arise to ensure a smooth go-live process.

c) Post-Implementation Support: Provide ongoing technical support and maintenance services to address any software or hardware issues, ensure system reliability, and optimize performance.

d) Documentation and Reporting: Provide comprehensive documentation on the solution, including user manuals and operational procedures, and establish regular reporting schedules.

e) Quality Assurance:

i. Ensure compliance with applicable regulatory requirements and industry standards governing transportation systems, data privacy, and security.

ii. Conduct regular quality assurance checks semi-annually to validate functionality, reliability, and security of the deployed solution.

3.5.4.2 RIDE AGGREGATOR APPLICATION SOLUTION

a) Pre-Implementation Phase/Backend Development (late June to August 1, 2024):

i. Configure the ride aggregator application according to the requirements and specifications outlined in this RFP, ensuring compatibility with the University’s transportation management system, and integrating necessary APIs for data exchange.

ii. Design, develop, and implement an intuitive and user-friendly interface for the ride aggregator app, incorporating interactive maps, trip planning features, and real-time tracking functionality to enhance the user experience.

iii. Integrate real-time GTFS feeds from the University’s transportation management system and external transit providers to provide users with accurate and up-to-date information on transit routes, schedules, and vehicle locations.

iv. Conduct thorough testing of the ride aggregator app across different devices, operating systems, and user scenarios to identify and address any bugs, errors, or usability issues.

b) Deployment and Go-Live (by August 1, 2024): Deploy the ride aggregator app to the App Store and Google Play Store for iOS and Android platforms if needed OR update existing application live-feeds, ensuring compliance with platform guidelines and requirements.

c) Post-Implementation Support: Offer ongoing technical support and maintenance services to address any issues, bugs, or performance issues that may arise post-deployment, ensuring the app remains operational and up to date.

3.5.5 ADDITIONAL SERVICES

Additional services include, but are not necessarily limited to, the following:

a) Training and Support – Vendor will provide training and support throughout the project as well as for ongoing issues and maintenance during the term of any resulting contract.

b) Customer Success Management – It shall be the Vendor’s responsibility to partner with the University to ensure the successful implementation and ongoing use of the solution.

4.0 COST OF VENDOR’S OFFER

4.1 OFFER COSTS

Offer price shall constitute the total cost to the University for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, administrative, and other similar fees, and expenses. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Vendor shall return with its offer a completed ATTACHMENT D: Cost Form.

4.2 PAYMENT SCHEDULE

If applicable, Vendor shall propose its itemized payment schedule based on the content of its offer. All payments must be based upon acceptance of one or more Deliverables.

5.0 EVALUATION

5.1 SOURCE SELECTION

A trade-off method of source selection will be utilized in this procurement to allow the University to award this RFP to the Vendor providing the Best Value, while recognizing that Best Value may not result in an award to the Vendor offering the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with, or traded-off against, other non-price factors.

5.1.1 EVALUATION PROCESS

University employees will review all offers. All offers will be initially classified as being responsive or non-responsive. If an offer is found non-responsive, it will be rejected and will not be considered further. All Responsive Offers will be evaluated based on stated evaluation criteria.

5.1.2 SUBSTANTIAL CONFORMITY

To be eligible for consideration, Vendor’s offer must substantially conform to the specifications. A vendor’s offer may be deemed to substantially conform to the specifications if it satisfies the purpose or objective of the business need, even without adhering to ALL the specifications. Substantial conformity will be determined solely by the University. Offers that do not substantially conform may be rejected. Further, offers that are seriously deficient concerning any one (1) or more singular specification(s) may be rejected.

5.1.3 CLARIFICATIONS

The evaluation committee may request clarifications from or open communications with any or all Vendors as allowed by 9 NCAC 06B.0307. However, the University may refuse to accept, in full or partially, the response to a clarification request given by any Vendor. Vendors are cautioned that the evaluators are not required to request clarifications; therefore, all offers should be complete and reflect the most favorable terms. Vendors should be prepared to send qualified personnel to Chapel Hill, North Carolina to discuss technical and contractual aspects of the offer.

5.1.4 NO UNIVERSITY OBLIGATION

Vendors are advised that the University is not obligated to ask for, or accept after the offer deadline, data that may be essential for a complete and thorough evaluation of the offer.

5.2 EVALUATION CRITERIA

All Responsive Offers will be evaluated based on the following evaluation criteria (listed in order of importance):

a) How well Vendor’s offer conforms to the specifications

b) How each Vendor’s offer compares with other Vendors’ offers

c) Total cost of ownership

d) Vendor schedule / timeline for completing the work

e) Implementation

f) Strength of references relevant or material to technology area(s) or specifications

g) Vendor past performance – Vendor may be disqualified from any evaluation or award if the Vendor or any key personnel proposed, has previously failed to perform satisfactorily during the performance of any contract with the University, or violated rules or statutes applicable to public bidding in the State of North Carolina

h) Risks associated with Vendor’s offer

i) Training support and future quality assurance guarantees

5.3 INTERVIEWS, ORAL PRESENTATIONS, AND/OR PRODUCT DEMONSTRATIONS

After all Responsive Offers have been evaluated, the University reserves the right to invite any number of Vendors for interviews and/or to provide oral presentations / product demonstrations to the University for purposes of further evaluation (the “Finalists”). The format and evaluation criteria for interviews, oral presentations, and/or product demonstrations will be provided to the Finalists at the time of invitation, and scheduling will be done first come, first served.

5.4 BEST AND FINAL OFFER (BAFO)

The University reserves the right to negotiate with one or more Vendor(s), and to request such Vendor(s) to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the University.

5.5 POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the offers and accompanying information is limited to personnel of the issuing agency, and to the committee responsible for participating in the evaluation. Vendors who attempt to gain this privileged information, or to influence the evaluation process

(i.e. assist in evaluation) will be in violation of purchasing rules and their offer will not be further evaluated or considered.

After the contract is awarded, the complete bid file will be available to any interested persons except trade secrets, test information, or similar proprietary information as provided by statute and rule. Any proprietary or confidential information that conforms to exclusions from public records as provided by N.C.G.S. §132-

1.2 must be clearly marked as such in the offer when submitted. Under 1 NCAC 05B.0103, price information shall not be deemed confidential.

6 VENDOR INFORMATION AND INSTRUCTIONS

6.1 GENERAL CONDITIONS OF OFFER

6.1.1 VENDOR RESPONSIBILITY

It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all specifications, requirements and the University’s intent as specified herein. Vendors are also responsible for obtaining and complying with all addenda and other changes that may be issued in connection with this RFP. If a Vendor discovers an inconsistency, error or omission in this RFP, the Vendor should request clarification from the University’s contact person.

The Vendor will be responsible for investigating and recommending the most effective and efficient solution. Consideration shall be given to the stability of the proposed configuration and the future direction of technology, confirming to the best of their ability that the recommended approach is not short lived. Several approaches may exist for hardware configurations, other products and any software. The Vendor must provide a justification for their proposed hardware, product and software solution(s) along with costs thereof. Vendors are encouraged to present explanations of benefits and merits of their proposed solutions together with any accompanying Services, maintenance, warranties, value added Services or other criteria identified herein.

6.1.2 RIGHTS RESERVED

While the University has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the University to award a contract. Upon determining that any of the following would be in its best interests, the University may:

a) waive any formality, informality, or technicality;

b) amend the solicitation;

c) not award one or more line item(s);

d) cancel or terminate this RFP;

e) reject any or all offers received in response to this RFP;

f) waive any undesirable, inconsequential, or inconsistent provisions of this RFP;

g) if the response to this solicitation demonstrates a lack of competition, negotiate directly with one or more Vendors;

h) not award, or if awarded, terminate any contract if the University determines adequate funds are not available; or

i) if all offers are found non-responsive, determine whether Waiver of Competition criteria may be satisfied, and if so, negotiate with one or more known sources of supply.

6.1.3 SOLICITATION AMENDMENTS OR REVISIONS

All amendments or revisions to this document shall be made by written addendum from the University.

If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

6.1.4 ORAL EXPLANATIONS

The University will not be bound by oral explanations or instructions given at any time during the RFP process or after the award.

6.1.5 PROHIBITED COMMUNICATIONS

At all times during the RFP process (i.e., from the RFP issue date through the date of contract award, if any), each Vendor intending to submit or submitting an offer (including its representatives, subcontractors and/or suppliers) is prohibited from having any communications with any person inside or outside of the University if the communication refers to the content of Vendor’s offer or qualifications, the contents of another Vendor’s offer, another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication or information that could reasonably be considered to have the effect of directly or indirectly influencing the evaluation of offers and/or the award of the contract. Any Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the University’s sole discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the University would not be served by the disqualification.

Only (a) those discussions, communications or transmittals of information (i) expressly permitted by this RFP, or (ii) authorized or initiated by the University regarding this RFP, or (b) general inquiries directed to the University’s contact person named on the first page of this RFP regarding details of the RFP (prior to offer submission) or the status of contract award (after offer submission) are excepted from this provision.

6.1.6 AWARDS

The State of North Carolina has implemented the North Carolina electronic Vendor Portal (eVP) that allows the public to retrieve award notices and information on the Internet at https://evp.nc.gov.

https://www.ips.state.nc.us/ips/ This information may not be available for several weeks depending upon the complexity of the acquisition and the length of time to complete the evaluation process.

6.1.7 PROTEST PROCEDURES

Protests of awards exceeding $25,000 in value must be submitted to the University at the address given on the first page of this document. Protests must be received by the University within fifteen

(15) calendar days from the date of the RFP award and provide specific reasons and any supporting documentation for the protest. All protests are governed by 9 NCAC 06B.1102.

6.2 GENERAL INSTRUCTIONS FOR VENDOR

6.2.1 OPTIONAL PRE-OFFER CONFERENCE

What: Optional Pre-Offer Conference Who: Vendors intending to submit an offer for the fixed-route and/or on-demand solutions.

When: May 8, 2024 at 10:00 AM Eastern Time (ET) Where: 285 Manning Drive, Chapel Hill, NC 27599 in the EOC Room of the Public Safety Building

Parking: Limited visitor parking is available outside of the Public Safety Building – if parking in the Public Safety lot, vendors may only park in spaces marked for visitors. Paid visitor parking is also available close by at the Rams Head Deck. Vendor is responsible for the cost of parking, if applicable. Under no circumstances will the University reimburse Vendor for the cost of parking.

Contact Information: Landon Coley, Transportation Planner, 828.329.1145, lcoley@unc.edu NOTE: Landon may ONLY be contacted by vendors with questions related to pre-offer conference logistics – reference Section 6.1.5 (Prohibited Communications) of this RFP.

https://evp.nc.gov/ https://www.ips.state.nc.us/ips/

Vendor representatives will have the option to attend a pre-offer conference and apprise themselves of the conditions and requirements that will affect the performance of the work called for by this RFP.

This includes the fixed-route buses, on-demand shuttle buses and vans, on-board technology, P2P dispatch center and technology, and all software used by P2P.

Submission of an offer shall constitute sufficient evidence of this compliance and no allowance will be made for unreported conditions which a prudent Vendor would recognize as affecting the performance of the work called for in this RFP.

Vendor is cautioned that any information released to attendees during the optional pre-offer conference, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements or specifications in this RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP.

6.2.2 QUESTIONS CONCERNING THE RFP

Written questions concerning this RFP will be received until May 10, 2024 at 2:00 PM Eastern Time (the “Written Questions Deadline”).

Vendors’ questions posed orally at any pre-offer conference must be reduced to writing by the Vendor and provided to the University in accordance with this Section 6.2.2. Oral answers are not binding on the University.

Written questions must be submitted to the contact person listed on Page One of this RFP via email.

Please enter “Questions Solicitation RFP050124AMW” as the subject for the message. Questions should be submitted in the following format:

REFERENCE VENDOR QUESTION

RFP Section, Page Number

6.2.3 ADDENDUM TO RFP

If written questions are received prior to the Written Questions Deadline, an addendum comprising all such questions and responses to those questions, or any additional terms deemed necessary by the University, shall become an addendum to this RFP and will be provided via the eVP.

Critical updated information may be included in these addenda, if any. Therefore, it is important that all Vendors submitting an offer in response to this RFP periodically check the eVP for any and all addenda that may be issued prior to the offer deadline.

6.2.4 COSTS RELATED TO OFFER SUBMISSION

Costs for developing and delivering an offer in response to this RFP and any subsequent interview, oral presentation, or product demonstration as requested by the University are entirely the Vendor's responsibility. The University is not liable for any expense incurred by the Vendors in the preparation or presentation of their offers.

All materials submitted in response to this RFP become the property of the University and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the University and the Vendor resulting from this RFP process.

6.2.5 ALTERNATE OFFERS

Vendor may submit alternate offers for various levels of service or products meeting the RFP specifications. If Vendor chooses to respond with various service or product offerings, each offer must be for a specific set of services and products and at specific pricing. Vendors may also provide multiple offers for software or systems coupled with various support and maintenance options, provided, however, that all offers must substantially conform to the specifications.

Alternate offers must specifically identify the RFP specification(s) and advantage(s) addressed by the alternate offer. Any alternate offer(s) must be submitted as a separate file, clearly marked “Alternate Offer for ‘name of Vendor’”, and numbered sequentially with the first offer if separate offers are submitted.

Offers of alternate or non-equivalent goods and/or services must be supported by independent documentary verification that the offer substantially conforms to the goods and/or services specified in the RFP. Notwithstanding the foregoing, alternate offers may be rejected if not found to be substantially conforming at the sole discretion of the University.

6.2.6 MODIFICATIONS TO OFFER

An offer may not be unilaterally modified by the Vendor after the offer deadline.

6.2.7 BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the University reserves the right to reject any or all offers, in whole or in part, based on the following:

a) late offers;

b) unsigned offers;

c) the University’s determination that the offer is unsatisfactory as to quantity, quality, delivery, price or service offered;

d) the Vendor’s failure to comply with the intent or conditions of the solicitation document;

e) the lack of competitiveness due to collusion or due to the knowledge that reasonably available competition was not received;

f) error(s) in specifications or indication that revision(s) would be to the University’s advantage;

g) cancellation of, or changes in, the intended project or other determination that the commodity or service is no longer needed;

h) limitation or lack of available funds;

i) circumstances that prevent determination of the lowest priced or highest qualified technically acceptable offer or the Best Value offer; or

j) any determination that rejection would be in the best interest of the University.

6.2.8 VENDOR REGISTRATION WITH THE SECRETARY OF STATE

Vendors do not have to be registered with the NC Secretary of State to submit an offer; however, to receive an award/contract with the University, they must be registered. Registration can be completed at the following website: https://www.sosnc.gov/Guides/launching_a_business.

6.2.9 VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM

The North Carolina electronic Vendor Portal (eVP) allows Vendors to electronically register with the State of North Carolina to receive electronic notification of current procurement opportunities for goods and services available at the following website: https://evp.nc.gov.

This RFP is available electronically on the eVP.

6.2.10 VENDOR INFORMATION

Vendor shall return with its offer a completed ATTACHMENT C: Description of Offeror Form.

6.2.11 VENDOR REFERENCES

The vendor shall return with its offer a list of references in accordance with ATTACHMENT G:

References.

https://www.sosnc.gov/Guides/launching_a_business https://evp.nc.gov./

6.3 INSTRUCTIONS FOR OFFER SUBMISSION

6.3.1 GENERAL INSTRUCTIONS FOR OFFER

Vendors are strongly encouraged to adhere to the following general instructions to bring clarity and order to the offer and subsequent evaluation process:

a) Organize the offer in the exact order in which the specifications are presented in the RFP.

The Execution Page of this RFP should be placed at the front of the offer. Each page should be numbered. The offer should contain a table of contents, which cross-references the RFP specification and the specific page of the response in the Vendor's offer.

b) Provide complete and comprehensive responses with a corresponding emphasis on being concise and clear. Elaborate offers in the form of brochures or other presentations beyond that necessary to present a complete and effective offer are not desired.

c) Clearly state your understanding of the problem(s) presented by this RFP including your proposed solution’s ability to meet the specifications, including capabilities, features, and limitations, as described herein, and provide a cost offer.

d) Supply all relevant and material information relating to the Vendor’s organization, personnel, and experience that substantiates its qualifications and capabilities to perform the Services and/or provide the goods described in this RFP.

e) Furnish all information requested; and if response spaces are provided in this RFP, the Vendor shall furnish said information in the spaces provided. Any references in an answer to another location in the RFP materials or offer shall have specific page numbers and sections stated in the reference. Further, if required elsewhere in this RFP, each Vendor must submit with its offer sketches, descriptive literature and/or complete specifications covering the products offered.

f) Only information received in response to this RFP will be evaluated. References to information previously submitted or available via the internet will not suffice as a response to this solicitation.

g) Any offer that does not adhere to these instructions may be rejected.

6.3.2 OFFER ORGANIZATION

Within each section of its offer, Vendor should address the items in the order in which they appear in this RFP. Forms, attachments, or exhibits, if any, provided as part of this RFP must be completed and included in the appropriate section of the offer. All discussion of offered costs, rates, or expenses must be presented in Section 4.0. Cost of Vendor’s Offer.

The offer should be organized and indexed in the following format and should contain, at a minimum, all listed items below.

a) Completed and signed Execution Page

b) Completed eVP Number form

c) Completed and signed Requirements Checklist (Attachment I)

d) Table of Contents

e) Completed Description of Offeror Form (Attachment C)

f) Vendor response to specifications (Attachments J, K, and L)

g) Completed Cost Form (Attachment D)

h) Schedule of offered solution

i) Signed Vendor Certification Form (Attachment E)

j) Completed Location of Workers Utilized by Vendor Form (Attachment F)

k) References (Attachment G)

l) Completed and signed Certification of Financial Condition Form (Attachment H)

m) Vendor Exceptions, if any (reference Section 7.3.1 of this RFP)

n) Vendor Additional Terms and Conditions, if any (reference Section 7.3.2 of this RFP)

o) Supporting material such as technical system documentation, training examples, etc.

p) Vendor may attach other supporting materials that it feels may improve the quality of its response. These materials should be included as items in a separate appendix.

6.3.3 OFFER SUBMITTAL

Due Date and Time: May 29, 2024 at 2:00 PM Eastern Time (ET)

Offers must be submitted (a) by the due date and time, (b) via the North Carolina electronic Vendor Portal (eVP), located at https://evp.nc.gov/, and (c) with the Execution Page signed and dated by an official authorized to bind the Vendor’s firm.

IMPORTANT NOTE: It is the Vendor’s sole responsibility to upload their signed offer to the eVP by the specified due date and time. Vendors shall bear the risk of late electronic submission due to unintended or unanticipated delays, including but not limited to internet issues, network issues, local power outages, or application issues.

Offers will be deemed non-responsive and will be rejected if any of the following are true:

a) Offer was submitted after the due date and time (i.e., late offers);

b) Offer was not submitted via the eVP (e.g., offer was submitted via facsimile (FAX) machine, telephone, email, or in any hardcopy format); or

c) Offer was not signed on the Execution Page by an…