Stop_Arm_Camera_RFP_.docx

REQUEST FOR PROPOSALS:

AI-Enabled Stop-Arm Camera School Bus Safety Program

Boston Public Schools Superintendent Mary Skipper

EV00018035

PROJECT SUMMARY:

Boston Public Schools (BPS) is seeking proposals from qualified vendors to implement an AI-enabled stop-arm camera school bus safety program aimed at reducing illegal school bus passing violations and enhancing student safety.

The selected vendor will provide a phased, violator-funded, cost-neutral solution that includes technology procurement, deployment, maintenance, and management of a stop-arm enforcement program. This approach begins with an initial no-citation, 25-bus pilot period of three months to collect baseline data, raise public awareness, and issue warning letters. This initial no-citation, 25-bus pilot period will be followed by a progressive expansion across additional fleet buses and a transition to active violation enforcement.

RFP SCHEDULE:

Pre-Proposal Q&A Conference Call Location | Zoom Link:

Join Zoom Meeting https://k12-bostonpublicschools.zoom.us/j/83727532204?pwd=bqwt0NZVgZ28XigaiTiFjaSIsgqIcM.1

Meeting ID: 837 2753 2204 Passcode: 652213 10/19/2026 at 11:00 AM EST

CONTACT INFORMATION:

Jacqueline Hayes | jhayes4@bostonpublicschools.org All questions should be emailed with the RFP number (EV00018035) in the subject line.

You can access this RFP and related documents at boston.gov/procurement/EV00018035.

TABLE OF CONTENTS:

I. INTRODUCTION AND SCOPE OF WORK

This section provides introductory information about the project. It highlights key elements like the goals, scope of work, and contract details.

IMPORTANT INFORMATION: By submitting a proposal, each proposer accepts the RFP specifications (Appendix 1), and Boston’s standard contract terms and conditions (Appendix 2).

1.1 THE OPPORTUNITY

Every school day, tens of thousands of Boston Public Schools (BPS) students rely on school buses for safe transportation to and from school. Ensuring student safety during their daily commute is a paramount priority for the Mayor, the City of Boston, and BPS. BPS operates a fleet with 750 buses across three yards located throughout the City of Boston. The City is seeking proposals to run an initial no-citation, 25-bus pilot period of three months of bus stop arm camera technology, followed by a progressive expansion across additional fleet buses and a transition to active violation enforcement.

Illegal passing of stopped school buses displaying extended stop-arms and flashing red lights poses a severe, immediate threat to child safety. Under Massachusetts General Laws (M.G.L. c. 90, § 14), motorists are strictly required to stop for school buses loading or unloading children. However, manual enforcement by law enforcement officers and bus drivers is difficult and constrained by resource limits.

To address this urgent challenge, the Commonwealth of Massachusetts enacted state enabling legislation (An Act concerning the safety of school children embarking and disembarking school buses, M.G.L. c. 40, § 71 and c. 90, §§ 14C–14D), authorizing municipalities and school districts to deploy automated camera enforcement systems on school buses.[footnoteRef:0] Pursuant to this statutory authority, the City and BPS are launching this initiative to implement an advanced, automated Stop-Arm Camera Enforcement Program. [0: https://www.mass.gov/info-details/mass-general-laws-c90-ss-14c]

We look forward to receiving your proposal.[footnoteRef:1] [1: This RFP is open to any vendor who would like to respond, and the City encourages participation from small, local, minority-owned, women-owned, and veteran-owned businesses. To support equality of opportunity for these businesses, we also encourage respondents to solicit for the subcontracting of goods and services from certified businesses. The City’s directory of certified businesses is available at http://cityofboston.gov/slbe/search.]

1.2 SCOPE OF WORK

This section is very important. It outlines what we are asking for and gives an in-depth look at what we are expecting.

The City of Boston and BPS seek to partner with an experienced, qualified technology vendor to deploy a stop-arm camera enforcement solution. The primary goal of this program is behavioral change and deterrence to reduce the incidence of illegal bus passes to ensure no child’s life is jeopardized on their way to school.

Through its yellow bus vendor, who operates and maintains its fleet, BPS owns and operates a fleet of 750 yellow buses across three different bus yards. The BPS fleet includes multiple bus models and sizes, including diesel, propane, and electric fuel types.

This Scope of Work is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project. Offerors may include additional scope details as part of their project plan.

All deliverables are subject to City approval.

The City is seeking proposals for a phased, violator-funded, cost-neutral solution that includes technology procurement, deployment, maintenance, and management of a stop-arm enforcement program. This approach begins with an initial no-citation, 25-bus pilot period of three months to collect baseline data, raise public awareness, and issue warning letters. This initial no-citation, 25-bus pilot period will be followed by a progressive expansion across additional fleet buses and a transition to active violation enforcement.

The selected vendor will be responsible for:

A. Technology Deployment and Maintenance

· Supply and install stop-arm camera systems on designated school buses.

i. Note: Per MA RMV requirements, the video recording system must only record when the school bus red warning lights are flashing and the stop arm is deployed.

ii. The system and its operation must meet all requirements of MA law Part I, Title XIV, Chapter 90, Section 14C.

· Provide ongoing maintenance and support for all deployed technology.

· Install signage on school buses equipped with violation detection systems meeting the MA RMV Signage Recommendations:

i. Black lettering not less than 4 inches and not more than 6 inches in height, with not less than 1/2-inch stroke width

ii. White reflective background

iii. Sign shall be conspicuously placed on both the front and rear of the school bus.

iv. Sign wording: VIDEO RECORDING WHEN RED LIGHTS FLASHING

B. Citation Management

· Collaborate with law enforcement agencies to issue warning letters and citations for violations.

· Provide a secure, cloud-based evidence management system.

· Ensure proper handling of court correspondence and violator support.

C. Data Reporting

· Provide comprehensive monthly reports with access to violation data and insights.

· Deliver ongoing statistical analysis to inform program effectiveness.

· Provide comprehensive monthly reporting on bus-deployed equipment maintenance including, but not limited to, downtime by unit, unit issues reported, maintenance performed, parts used in maintenance, preventative maintenance performed and technician time billed to maintenance. Including back up to line item invoicing with price per parts and hour, as applicable.

D. Program Management and Support

· Offer bilingual call center services for violator inquiries with services in languages including, but not limited to, Haitian-Creole, Spanish, Portuguese, and Vietnamese.

· Provide training and educational support for school staff and stakeholders.

E. Public Awareness and Engagement

· Implement a community engagement strategy to educate motorists about school bus safety laws.

· Working in collaboration with the City of Boston, program must include at a minimum:

i. 3 months of public notices in at least 6 different formats (e.g. billboards, public flyers, social media outlets, radio outlets, notices sent to students, etc.)

ii. After the initial public notice period, 3 months of information/warning notices sent to anyone who would otherwise be issued a citation through the program.

1.3 PROPOSAL TIMELINE

The table below shows the preliminary RFP schedule. Dates are subject to change. For the most updated information, please visit boston.gov/procurement/EV00018035.

Pre-Proposal Q&A Conference Call Virtual | Zoom link

Join Zoom Meeting https://k12-bostonpublicschools.zoom.us/j/83727532204?pwd=bqwt0NZVgZ28XigaiTiFjaSIsgqIcM.1

Meeting ID: 837 2753 2204 Passcode: 652213

10/19/2026 at 11:00 AM EST | Virtual

Questions Due to the City Via email to jhayes4@bostonpublicschools.org

Include in email title “Stop ARM RFP” 10/19/2026 at 5:00 PM

Deadline for Proposals See Submission Instructions for details

10/30/2026 3:00PM EST

*All times are in Eastern Time*

1.4 WHAT TO DO IF YOU HAVE QUESTIONS

Vendors can ask questions live during the Pre-Proposal Q&A Conference Call (information in the table above).

Outside of the Q&A Conference Call and before the proposal deadline, all communications must be emailed to jhayes4@bostonpublicschools.org RFP number (EV00018035) in the subject line.[footnoteRef:2],[footnoteRef:3] [2: No other City employee, consultant, or contractor is empowered to speak for the City with respect to this RFP. Any oral communication is considered unofficial and non-binding to the City.] [3: After the proposal deadline, Vendors should not contact the RFP Coordinator or any other City official or employee about this RFP, except to respond to a request by the RFP Coordinator. Vendors may continue to contact City officials and employees about issues unrelated to this RFP.]

1.5 CONTRACT DETAILS

The term of the contract will be 3 years, running from the date of execution.

II. HOW WE CHOOSE

This section explains how we will evaluate candidates. It provides clear descriptions for what we consider a highly advantageous proposal.

We will evaluate your proposal based on two sets of criteria: minimum evaluation criteria and comparative evaluation criteria.

2.1 MINIMUM EVALUATION CRITERIA

First, we will review all proposals to see if they meet the minimum evaluation criteria listed below. These criteria reflect the standards that the City considers essential for this contract. We will rate any vendor that does not meet these minimum criteria as “not responsive” and they will not be further considered.

The minimum evaluation criteria include:

1. Did the vendor submit the proposal by the deadline, appropriately and truthfully?

2. Did the vendor submit separate technical and price proposals (with no price information in the technical proposal)? Note: Any technical proposal that includes price information will be disqualified from consideration.

3. Did the vendor submit all the necessary forms and documentation requested in this RFP?

2.2 COMPARATIVE EVALUATION CRITERIA

Proposals that have met all minimum evaluation criteria will move to the next stage of evaluation. In this stage, we will evaluate proposals according to the comparative evaluation criteria described below.

For each criteria below there are four possible ratings:

· Highly Advantageous: The bidder meets MOST of the qualifications listed.

· Advantageous: The bidder meets SOME of the qualifications listed.

· Not Advantageous: The bidder meets FEW of the qualifications listed.

· Unacceptable: The bidder meets NONE of the qualifications listed.

CRITERIA 1: PROJECT TEAM EXPERIENCE & STAFF QUALIFICATIONS

· Is ready and able to perform this work.

· Has expertise and experience successfully deploying similar programs in similar municipalities based on size, density, and weather.

· Presents a clear and strong overall strategy and mission.

· Has experience working with diverse communities and stakeholder groups.

· Has enough time to properly manage and oversee planning and design work in the necessary timeline

CRITERIA 2: RESPONSE TO SCOPE OF WORK

· Response to scope of work overall is thorough, clear, and thoughtful.

· Vendor presents a detailed plan for meeting the scope of work.

· Presents clear evidence of successful deployment of equipment across multiple bus types, manufacturer, bus ages, and bus fuel types, while maintaining system wide up time of 97% or higher over at least a 1 year period.

· Record of expeditious deployment with a minimum of 100 units deployed per month with no daily bus operation impact

· Record of deployment on a fleet of a minimum of 350 buses in one fleet.

CRITERIA 3: TECHNICAL PROPOSAL CLARITY

· Ideas presented in the technical proposal are clear and concise.

· Timelines presented align with RFP goals.

· The technical proposal includes all required information.

CRITERIA 4: DIVERSITY, EQUITY, AND INCLUSION

· Proposal lays out a creative, aggressive, and comprehensive approach to DEI.

· The proposal includes a plan demonstrating that local M/WBE firms or staff will perform the majority of the work.

· The training and experience of staff is heavily focused on equity concerns, and the plan demonstrates how the proposer intends to leverage that experience to design and implement the program.

· The proposal outlines detailed, specific, actionable, and effective plans for the above.

CRITERIA 4: EXPERIENCE WITH SCHOOL DISTRICTS

· Highly Advantageous: The proposal demonstrates extensive experience with similarly sized fleets and school districts and proven success.

· Advantageous: The proposal demonstrates some experience with similarly sized fleets and school districts with moderate success.

· Not Advantageous: The proposal demonstrates limited or no experience with similarly sized fleets and school districts. It does not provide adequate information to evaluate the vendor’s ability to successfully meet the City’s goals.

CRITERIA 5: TECHNOLOGY CAPABILITIES

· Highly Advantageous: The proposed camera technology features advanced AI-enabled features capable of automatically detecting illegal passes in real-time with high accuracy under various weather and lighting conditions (day/night)(snow/sleet/rain).

· Advantageous: The proposed technology includes standard camera capabilities that capture high definition license plates and stop-arm activation.

· Not Advantageous: The proposed technology uses basic or outdated camera features with poor to low quality clarity.

CRITERIA 6: CITATION MANAGEMENT PROCESS

· Highly Advantageous: The proposed solution offers a fully automated, seamless management portal configured for Boston Police Department review that is fully compliant with all applicable Massachusetts laws and City of Boston regulations.

· Advantageous: The proposed solution offers a secure portal for law enforcement review and citation issuance, but requires manual intervention.

· Not Advantageous: The proposed solution is inefficient, cumbersome for law enforcement reviewers.

CRITERIA 7: REPORTING ANALYTICS

· Highly Advantageous: Provides a comprehensive, real time analytics accessible to BPS, BPD, and city officials.

· Advantageous: Provides standard static reports and basic data exports.

· Not Advantageous: Reporting capabilities are minimal, static, and delayed.

CRITERIA 8: CUSTOMER SUPPORT

· Highly Advantageous: Proposer provides 24/7 dedicated call support with agents fluent in multiple languages, including all nine Boston Public School languages

· Advantageous: Proposer provides standard business-hours customer support with agents fluent in multiple languages, including Spanish and Haitian Creole.

· Not Advantageous: The proposer offers limited support hours.

2.3 INTERVIEWS, DEMONSTRATIONS AND/OR SITE VISITS

An additional component of this bidding process will include a demonstration of the physical technology and an interview to review all program elements with both BPS and BPD representatives. The goal of the interview and demonstration is to better understand your technology and program. We anticipate these taking 60 minutes and occurring during the week of November 9, 2026. The interview panel will include members of the Boston Public Schools Department of Transportation and City of Boston teams.

2.4 RULE FOR AWARD AND CONTRACT Comment by Daniel Rosengard: @mvaca@bostonpublicschools.org @katherine.aubuchonjones@boston.gov let me know if this section aligns to what you'd expect to see.

Assigned to katherine.aubuchonjones@boston.gov The City will select the responsible and responsive proposer (who has met all submission requirements and minimum evaluation criteria) who has submitted the most advantageous proposal, based on both the proposed price and the comparative evaluation criteria.

Please Note: An award letter or award notification is not a communication of final acceptance of a Vendor's proposal. No final award has been made until the following three steps have occurred:

1. Final execution of a Contract by the Vendor and the City of Boston (by its Awarding Authority/Official and the City Auditor);

2. The approval of the final Contract by the Mayor of Boston; and

3. Contractor receipt of a City issued Purchase Order.

The forms in Appendix 2 of this RFP are incorporated into the Contract by reference.

***The City reserves the right to cancel this RFP at any time until proposals are opened, and further reserves its right to reject all proposals after they are opened if the City determines doing so is in its best interest.

III. YOUR TECHNICAL PROPOSAL

Your application will be submitted in two parts. The first part (this section) is the Technical Proposal. The Technical Proposal is where you tell us why you are the best candidate for this role.

Do NOT mention pricing in this section. If you include pricing information in your technical proposal your proposal will be rejected in its entirety.

Why can’t you include price in the technical proposal? The law requires that we look at the technical and pricing proposals separately. This allows us to first determine who would be the best at implementing the project, without considering price. Next, we consider price proposals. Once both technical and price proposals are evaluated, we choose the proposal that provides the best overall value.

Your technical proposal should consist of the following sections (each detailed in the following pages). Your technical proposal should be submitted as one document that addresses all components listed below.

· (3.1) Cover Page

· (3.2) Response to Scope of Work

· (3.3) Plan for Diversity and Equity

· (3.4) References

· (3.5) Insurance Documentation

· (3.6) Standard Contract Forms

3.1 COVER PAGE

Please include a cover page as the first page of your technical proposal.

COVER PAGE

Primary Organization Name

Title

Address

Email

Phone

A brief introduction highlighting why you would be a good partner for the City on this project (4-5 bullets).

3.2 RESPONSE TO SCOPE OF WORK

This section is where you tell us how your solution meets or exceeds our needs by answering the questions/prompts below. Feel free to use anything (e.g. graphics, links to your work, etc.) that helps you make your case.

· Please note: If you have had a contract terminated for default during the past 5 years, or have been involved in litigation regarding a contract, please let us know, and describe your position on the matter(s).

· Describe the team that would work on this project. Persuasively explain why they will be great partners on this project.

· Include a list of key team members and their roles.

· Please note team lead and point of contact.

· Note if any staff will be located in or near Boston and their general availability to Boston staff on this project.

· Please provide bios, resumes or other documentation you think best highlights the strength of the team that would be working on this project.

· Describe how the team would be structured and include specific roles and responsibilities.

· If your team includes multiple firms/subcontractors, please list the names of each firm and describe how long you have worked together. For legal purposes, we will need you to designate one firm as the prime contractor and all others as subcontractors.

· Describe your organization’s experience in implementing stop-arm enforcement programs in urban school districts.

· Describe your organization’s ability to provide a no-cost, violator-funded solution.

· Describe your organization's ability to provide a City-funded program

· Describe your organization’s demonstrated compliance with all applicable state and federal regulations regarding school bus safety enforcement.

An ideal answer will include:

· Camera resolution, field of view, and mounting specifications

· Detection methodology (e.g., sensor-based, AI-powered, etc.)

· Data captured per violation (video length, still images, metadata)

· Performance under all conditions, including in adverse conditions (rain, fog, darkness, glare)

· False positive prevention measures

Q2: Provide a detailed implementation plan for installing stop-arm camera systems across the City's selected school bus fleet for the 25 bus pilot, followed by a progressive expansion across the rest of the City’s 750 school bus fleet. Include your proposed timeline, installation process, testing procedures, and approach to minimizing disruption to daily bus operations.

An ideal answer will include:

· Installation schedule and methodology

· Coordination with fleet maintenance schedules

· Quality assurance and testing protocols

· Training requirements for bus operators and maintenance staff

· Contingency plans for equipment failures or delays

Q3: Explain your process for reviewing, validating, and processing violations from initial capture through citation issuance. Describe your evidence management system, quality control procedures, and how you ensure compliance with legal and privacy requirements.

An ideal answer will include:

· Automated vs. manual review processes

· Criteria for valid violations and rejection protocols

· Evidence storage, security, and chain of custody procedures

· Compliance with state and local privacy laws

· Turnaround time from violation capture to citation readiness

· Data retention and disposal policies

Q4: Describe your approach to system maintenance, technical support, and performance monitoring throughout the contract term. How will you ensure system reliability, address technical issues, and provide regular reporting on program effectiveness?

An ideal answer will include:

· Preventive maintenance schedule and procedures

· Technical support availability and response times

· System monitoring and uptime guarantees

· Reporting capabilities (violation statistics, system performance, etc.)

· Software updates and technology refresh approach

· Process for addressing equipment failures or malfunctions

Q5: Describe your approach to supporting public awareness and community engagement efforts for the stop-arm camera enforcement program. How will you help the City educate the public about the program's purpose, communicate violation procedures to motorists, and measure community understanding and acceptance of the initiative?

An ideal answer will include:

· Educational materials and resources provided (signage templates, brochures, digital content, etc.)

· Multi-channel communication strategies (social media, website content, community presentations)

· Approach to reaching diverse communities, including non-English speakers

· Warning period recommendations and grace period strategies

· Public inquiry response systems (call centers, online portals, FAQs)

· Methods for gathering community feedback and measuring program awareness

· Examples of successful public engagement from similar programs in other jurisdictions

· Coordination support for City communications and public information staff

3.3 PLAN FOR DIVERSITY AND EQUITY

· Are any of your proposed subcontractors a small, local, minority-owned, women-owned, and/or veteran-owned business?[footnoteRef:5] [5: Same as above.]

· Is your organization certified as a small, local, minority-owned, women-owned, and/or veteran-owned business with the City of Boston? If you are unsure, you can check here: https://www.boston.gov/certified-business-directory

· What is your plan for including DEI considerations in this project or service?

· What percentage of contract funds go to a small, local, minority-owned, women-owned, and/or veteran-owned business?

If you are not certified but would like to be, you can find directions for how to apply here: https://www.boston.gov/certified-business-application

Becoming a certified small, local, minority-owned, women-owned, and/or veteran-owned business with the City of Boston provides you with many opportunities:

· Exclusive access to Sheltered Market Program contracts (listed toward the bottom of this page)

· Targeted outreach for released procurements

· Support building your business and navigating the procurement process

· Access to the new M/WBE Written Quote Contract procurements, which provide a simpler way for businesses to get into government contracting.

3.4 REFERENCES

Please complete the table below with reference information.

REFERENCES

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

Project Start and End Dates

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

Project Start and End Dates

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

3.5 INSURANCE DOCUMENTATION

Attach documentation of your insurance coverage. The City’s recommended levels of insurance are listed in Appendix 3.

If you have a different level of coverage, please explain why that is sufficient to manage the risk of this project.

Response:

3.6 STANDARD CONTRACT FORMS

You must submit a signed copy of all forms identified in Appendix 2.

IV. YOUR PRICE PROPOSAL

The Pricing Proposal is where you will share your estimated project budget with us and where you will explain your costs/budget.

IMPORTANT: The Price Proposal (and all pricing information) MUST be submitted separately from the remainder of the proposal. No price information may be included in the Technical Proposal. If you do not separate all pricing information from your Technical Proposal, your proposal will be rejected.

The pricing proposal (which lists all costs associated with your proposed deliverable) is required in addition to the technical proposal. There are two steps:

1. Please complete the price proposal template provided below.

2. Please enter the total price for CONTRACT LENGTH in the price line if submitted electronically through the Supplier Portal. More detailed instructions are available in the following section, Section VI, Submission Instructions. Instructions can also be found on the Procurement Information Page.

Please note:

· The total price will be used to compare price proposals.

· In the price proposal, the City asks that you provide detailed pricing for all deliverables in the SOW with the understanding that the deliverables and quantities of goods and services the City notes in this RFP are estimates only and that the final SOW may change during contract negotiations between the City and the selected vendor(s).

· Labor and delivery are assumed to be included in the price.

· Equipment cost for required proprietary equipment must be noted and included in the price proposal (e.g., tooling for maintenance, software/firmware subscription).

· No additional charges will be allowed, unless they are included in your Price Proposal, including travel and related lodging, subsistence, miscellaneous (ad-hoc) expenses or other expenses.

· Any taxes due will be assumed to be included in your price of services. Boston is exempt from federal excise taxes (Federal Exemption No. A-108-328) and from Massachusetts sales and use taxes (Certificate No. E-046-001-380). Exemption certificates will be provided, if requested, following award.

· The vendor will bear the onus of any errors made in pricing the services (e.g., omitting a component of the services).

4.1 PRICE PROPOSAL (REQUIRED)

Hardware

Hardware installation and maintenance (per equipped bus)

Violation processing

Violation Processing

Please note here any and all additional costs not captured in the tables above.

4.2 SUPPLEMENTAL INFORMATION (OPTIONAL)

You have the option (but are not required) to attach additional information describing any costs that don’t fit into the above template, to describe the reasoning behind your pricing, or to state any assumptions you made while filling out the template.

V. SUBMISSION INSTRUCTIONS

This section shows you how to submit your application.

· To be considered for funding, each applicant must submit a complete proposal prior to 10/30/2026 3:00PM EST .

· See the checklist below (section 5.1) for the requirements for a complete application.

· Complete applications can be submitted in two ways:

· Through the City of Boston Supplier Portal (see section 5.2)

· By mail or physical delivery (see section 5.3)

· Applicants often run into technical issues with the City of Boston Supplier Portal. We STRONGLY recommend submitting your proposal in advance of the deadline to allow for enough time to navigate any technical issues you may have.

· The contact you listed in your submitted proposal will receive periodic email updates to let you know:

· If your application has been received

· If your proposal has been awarded or denied the contract

· If we need any follow up information

The City will NOT be able to consider proposals that are submitted late or that do not follow these guidelines.

5.1 CHECKLIST FOR SUBMITTING PROPOSAL

This checklist is for your use only; you do not need to submit this checklist along with your proposal.

IMPORTANT: Submit separate technical and price proposals. (Do NOT include any price information in your technical proposal, otherwise your proposal will be rejected.)

A. TECHNICAL PROPOSAL

Included a cover page with all required information

Responded to questions and prompts in “Response to Scope of Work”

Provided Plan for Diversity and Equity

Provided 3 references

Included required documentation of insurance

B. PRICE PROPOSAL

Provided detailed budget and pricing

Provided additional information about pricing proposal (optional)

C. CONTRACT TERMS & CONDITIONS

Review & sign contract terms, conditions, and additional forms

5.2 SUBMITTING PROPOSAL VIA BOSTON’S SUPPLIER PORTAL

Vendors can submit a proposal electronically through the Supplier Portal. You can access the Supplier Portal from boston.gov/procurement at the Supplier Portal link. We do not accept proposals submitted via email or other electronic communication.

To submit using the Supplier Portal, follow the steps on this website https://www.boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.pdf. Below is a summary of those steps:

1. REGISTER (If you are not yet registered as a “bidder” on the Supplier Portal)

a. https://www.boston.gov/departments/procurement/how-use-supplier-portal provides step-by-step instructions to register.

2. FIND EVENT:

a. Log in to your account.

b. Click Main Menu > Manage Events and Place Bids > View Events and Place Bids.

c. Enter “EV00018035” into the search box and click “Search” button.

d. Click “AI-Enabled Stop-Arm Camera School Bus Safety Program.”

e. Click “View Event Package.” Here you can download forms and documentation linked to this RFP.

f. Click the ‘OK’ button to return to the ‘Event Details’ page.

3. ENTER YOUR BID:

a. Click on the ‘Bid On Event’ button.

b. Attach or enter your technical proposal, price proposal and forms.

4. SUBMIT YOUR BID:

a. Once you have responded to all required fields, you may click “Validate Entries” to confirm if your application is ready to be submitted.

b. To submit your bid, click “Submit Bid.”

We recommend submitting your proposal at least 24 hours prior to the deadline.[footnoteRef:6] [6: Please note that Supplier Portal file uploads are limited to a 59-character file name length.]

5.3 SUBMITTING VIA MAIL / PHYSICAL DELIVERY

You may submit hard copies of the Technical and Price Proposals by mail, delivery service, or in person. If you choose to submit a hard copy, you must submit two separate envelopes: a complete Technical Proposal in one sealed envelope and a Price Proposal in a second sealed envelope.

The envelopes should be clearly marked as follows:

ENVELOPE #1 - TECHNICAL PROPOSAL

**technical proposal should have absolutely no reference to price**

ENVELOPE #2 - PRICE PROPOSAL

AI-Enabled Stop-Arm Camera School Bus Safety Program RFP Number: RFP EV00018035

TECHNICAL PROPOSAL

Submitted by: [Name of Vendor] [Date Submitted] AI-Enabled Stop-Arm Camera School Bus Safety Program RFP Number: RFP EV00018035

PRICE PROPOSAL

Submitted by: [Name of Vendor] [Date Submitted]

The envelopes should be delivered or mailed to:

MAILING/DELIVERY ADDRESS

Shirley Nguyen Boston Public Schools Business Services 4th Floor 2300 Washington Street Boston, MA 02119

V. APPENDICES

APPENDIX 1: RFP TERMS AND CONDITIONS

CANCELLATION, REJECTION, AND WAIVER

The City is under no obligation to proceed with this RFP and may cancel the RFP at any time with or without the substitution of another. The City reserves the right to reject in whole or in part any or all Proposals, when the City determines that rejection serves the best interests of the City. The City may waive minor informalities in the Proposal or allow the Vendor to correct them.

The submitted Proposal, along with the RFP, will also be part of the Contract between the City and the Contractor.

The Contract is subject to the availability and appropriation of funds.

WITHDRAWAL OR MODIFICATION OF PROPOSAL

The City may allow a Vendor representative bearing proper authorization and identification to sign for, receive and withdraw the Vendor's unopened Proposal prior to the submission deadline. A Vendor that seeks to correct or modify its Proposal may do so by withdrawing the initial submission and then submitting a modified Proposal prior to the submission deadline.

PROPOSAL VALIDITY PERIOD

By submitting a Proposal the Vendor agrees that its Proposal is valid for one hundred eighty (180) days following the submission deadline unless extended by mutual agreement.

PROPOSAL COSTS

Any and all costs incurred by a Vendor in preparing a Proposal and throughout the RFP process are ineligible for reimbursement, or recovery from, the City and are solely the burden of the Vendor.

TAXES

The City is a tax-exempt organization. However, should any part of the Contract be subject to taxes, the Vendor shall include and be responsible for paying all taxes that are applicable.

Any taxes due will be assumed to be included in your price of services, otherwise the Vendor is responsible for any additional costs not included. The City is exempt from federal excise taxes (Federal Exemption No. A-108-328) and from Massachusetts sales and use taxes (Certificate No. E-046-001-380). Exemption certificates will be provided, if requested, following award.

SUBCONTRACTORS

The City will contract with one Contractor who will be solely responsible for contractual performance and who shall be the sole point of contact for the City with regard to Contract matters. In the event the Contractor utilizes one or more Subcontractors, the Contractor will assume all responsibility for performance of services by the Subcontractor(s).

The City must be named as a third party beneficiary in all subcontracts. A list of all Subcontractors proposed to take part in the performance of the Contract shall be provided to the City for approval prior to Contract execution.

USE OF CITY NAME

The Contractor and any Subcontractor(s) agree not to use the City of Boston name or seal, or that of any other City Agency or Department in advertising, trade literature, or press releases without the prior written approval of the City.

PUBLIC RECORDS

Proposals shall be confidential until the time for acceptance specified in the RFP has expired. Thereafter, proposals will be public record and subject to disclosure upon request. Do not submit confidential information in your Proposal.

APPENDIX 2: CONTRACT TERMS AND CONDITIONS

Please be familiar with these terms and conditions at the time of proposal submission to ensure that you are able to meet them if awarded the contract.

All applicants are required to review the following documents at this stage; some terms are verified electronically via the Supplier Portal, and only the CM-16 Wage Theft form must be submitted with your proposal, per the instructions in Section 5 of this RFP.

By submitting a proposal, an applicant acknowledges that if they are selected as the winning respondent, they will be required to complete and provide each of the below forms to the City as part of the contract package. The vendor will be disqualified if it does not submit completed versions of the following forms during the contracting process.

1. Form CM-06 – Certificate of Authority (Only Required for Corporations)

2. Form CM-09 – Contractor Certification

3. Form CM-10 and CM11 – Standard Contract Document & General Conditions

4. CM Forms 15A, 15B – CORI Compliance & Standard

5. Form CM-16 – Wage Theft: Complete and submit with your proposal

6. Form Wage-1 – Requirements Of The Boston Jobs, Living Wage, And Prevailing Wage Ordinance

7. Form Wage-2 – The Boston Jobs, Living Wage, And Prevailing Wage Ordinance Vendor Agreement

8. Truck Side Guard Ordinance - Applies to contractors using vehicles over 10,000 lbs and semi-trailers with a total weight exceeding 26,000 lbs. Full ordinance here.

9. Certificate of Insurance - Proof of insurance per the guidelines in Appendix 3

10. Heat Illness Protection Ordinance – Applies to contractors whose employees perform work in a setting at risk of causing heat illness. Covered work includes: landscaping, tree services, grounds cleaning/mowing, outdoor property maintenance, outdoor security services (including flaggers), moving services, and trash/recycling collection and hauling

a. Form Heat-1 - Heat Illness Protection fact sheet for covered contractors

b. Form Heat-2 - Heat Illness Protection Affidavit (required for covered services described above)

APPENDIX 3: INSURANCE REQUIREMENTS AND RECOMMENDATIONS

As noted in Section III, Your Technical Proposal, the City requires the following levels of insurance.

The Contractor shall purchase and maintain during the term of the Contract all insurance required by the Commonwealth of Massachusetts and as required in this section, and will assure that subcontractors carry similar and appropriate coverage. These requirements shall not be construed to limit the liability of the Contractor or its insurer.

Insurance will be issued by insurance companies licensed to write insurance in their domicile state and the Commonwealth of Massachusetts, and will have a current Best’s rating of A- VII or above. Insurance Certificates on Acord Form 25 evidencing all requirements listed below shall be delivered to the Official by the selected vendor prior to the execution of any contract. Additionally, renewal certificates must be delivered within 30 days prior to the expiration of the preceding policy.

Insurance Requirements:

1. Workers’ Compensation insurance as required from under General Laws c.152 (the Workers’ Compensation Law) and including employer’s liability limits of one million ($1,000,000) per accident and per employee, including disease.

2. Commercial General Liability with coverage no less than one million ($1,000,000) per occurrence and two million ($2,000,000) annual aggregate limit per location or project basis.

3. Automobile Liability (Any Auto/Hired/Non-owned) for one million ($1,000,000) combined single limit per accident.

4. Umbrella Liability excess of Commercial General Liability, Employer’s Liability and Auto Liability for one million ($1,000,000) each occurrence. In lieu of umbrella liability, required limits may be achieved by purchasing higher limits on individual policies.

5. Cyber Liability / Security & Privacy: for one million ($1,000,000) per claim and one million ($1,000,000) in the aggregate with coverage continuing for one year after completion or termination of the Agreement. Policy must specifically include: a) computer or network systems attacks, b) denial or loss of service, c) introduction, implantation or spread of malicious software code, d) unauthorized Access and Use of computer systems, e) privacy liability, and f) breach response coverage equaling at least 50% of liability limit.

6. Third Party Crime / Employee Dishonesty: for $1 million per claim and $1 million in the aggregate. Coverage is required if vendor will have access to personal or municipal financial information and/or records maintained by City

7. Professional Liability (Errors & Omissions) for two million ($2,000,000) per claim and two million ($2,000,000) in the aggregate with coverage continuing for one year after work period.

General Conditions:

· City of Boston must be named as Additional Insured on all policies except, Workers’ Compensation and Employer’s Liability.

· Above insurance shall be primary and noncontributory over any such insurance available to the City of Boston, its officials, employees and volunteers.

· Waiver of Subrogation will be included as respects all coverages listed above in favor of the City of Boston. The Workers’ Compensation Policy must be specifically endorsed and noted as such in the required certificate.

· All policies will be endorsed to provide thirty days written notice to the certificate holder, the City of Boston, in the event of cancellation, non-renewal or material changes in coverage. Such endorsements must be attached to the Certificate.

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