v5 NOTA Updated_RFP_Vehicle_Camera_v4 10 31 25 (Final).pdf

North Oakland Transportation Authority

REQUEST FOR PROPOSALS

NOTA ONBOARD VEHICLE CAMERA SYSTEMS

Control No. 2025-1002

Prepared by:

NOTA

675 S Glaspie Street Oxford, MI 48371

Return to Attention of:

procurements@ridenota.org

RFP Control Number: 2025-1002 RFP Due Date: 3:00 PM Eastern Time, November 21, 2025

VENDOR NAME: _____________________________________________________

REPRESENTATIVE NAME: _____________________________________________

STREET ADDRESS: ___________________________________________________

CITY, STATE, ZIP: ____________________________________________________

PHONE: __________________________EMAIL: ____________________________

mailto:procurements@ridenota.org i

TABLE OF CONTENTS

1.00 INTRODUCTION AND STATEMENT OF WORK

1.01 INTRODUCTION AND NOTA CONTACT INFORMATION

1.02 TERM OF THE CONTRACT

1.03 SCOPE OF WORK/TECHNICAL SPECIFICATIONS AND OBJECTIVE

1.03.1 Background & Objectives

1.03.2 Fleet Profile & Camera Coverage Baseline

1.03.3 Technical Requirements

1.04 POST-AWARD ACCEPTANCE TESTING

1.04.1 Project Management & Design

1.04.2 Installation & Configuration

1.04.3 Training & Documentation

1.04.4 Warranty, Support & SLAs

2.00 SOLICITATION PROCEDURES

2.01 SOLICITATION SCHEDULE

2.02 PRE-PROPOSAL CONFERENCE

2.03 OFFEROR COMMUNICATIONS

2.04 ADDENDA TO THE RFP

2.05 PROPOSAL CONTENT REQUIREMENTS AND PROPOSAL SUBMISSION

2.06 MODIFICATION OR WITHDRAWAL OF PROPOSALS

2.07 PROPOSAL EVALUATION, NEGOTIATION, AND SELECTION

2.08 QUALIFICATION REQUIREMENTS

2.09 EVALUATION CRITERIA

2.09.1 EVALUATION CRITERIA & SCORING

2.10 DETERMINATION OF THE COMPETITIVE RANGE

2.11 BEST AND FINAL OFFERS (BAFO)

2.12 NOTICE OF INTENT TO AWARD, AND CONTRACT AWARD

2.13 PROTESTS

2.14 EFFECT OF TERMINATION OR SUSPENSION OF CONTRACTOR ON OTHER CONTRACTOR AND BIDDERS

3.00 REQUIRED FORMS AND SUBMISSIONS

3.01 PRICING SCHEDULE

3.02 ACKNOWLEDGEMENT OF ADDENDA

3.03 OFFER AND AWARD

3.04 REQUESTS FOR CLARIFICATION, COMMUNICATIONS AND EQUAL PERFORMANCE

3.05 PROPOSAL DEVIATION

3.06 COMPLIANCE WITH LAWS AND REGULATIONS

3.07 EEO / AFFIRMATIVE ACTION COMPLIANCE

3.08 DEBARMENT AND SUSPENSION CERTIFICATION

3.10 LOBBYING CERTIFICATION

3.11 CONFLICT OF INTEREST CERTIFICATION

3.12 OFFEROR AND SUBCONTRACTOR CERTIFICATIONS

3.13 RESERVED

3.14 DRUG AND ALCOHOL TESTING PROGRAM

4.00 GENERAL CONTRACTUAL PROVISIONS

4.01 CONTRACT, CONTRACT DOCUMENTS, AND CONFLICTS

ii

4.02 AMENDMENTS

4.03 CHANGE ORDERS

4.04 RFP AND PROPOSAL OMISSIONS

4.05 GOVERNING LAW AND PARTIES; VENUE AND DISPUTES

4.06 NONDISCRIMINATION

4.07 PRICE ADJUSTMENT FOR REGULATORY CHANGES

4.08 PAYMENT AND RETAINAGE

4.09 CANCELLATION OF PROCUREMENT

4.10 INDEMNIFICATION

4.11 RECORDS

4.12 TERMINATION OR SUSPENSION FOR CONVENIENCE

4.13 TERMINATION OR SUSPENSION FOR DEFAULT

4.14 NOTA’S RIGHT TO DO WORK

4.15 CONFIDENTIALITY OF PROPOSALS

4.16 SUCCESSION, ASSIGNMENT, AND SUBCONTRACTING

4.17 SURVIVABILITY AND SEVERABILITY

4.18 WAIVER

4.19 INCORPORATION OF RFP DOCUMENT

4.20 WARRANTY

4.21 ELECTRONIC SIGNATURE

5.0 REQUIRED SUBMISSIONS FOR SELECTED VENDOR(S) AFTER NOTICE OF INTENT TO AWARD

6.00 ADDITIONAL CONTRACTUAL PROVISIONS

6.01 NO GOVERNMENT OBLIGATION TO THIRD PARTIES

6.02 PROGRAM FRAUD & FALSE OR FRAUDULENT STATEMENTS & RELATED ACTS

6.03 ACCESS TO RECORDS AND REPORTS

6.04 FEDERAL CHANGES

6.05 CIVIL RIGHTS REQUIREMENTS

6.06 INCORPORATION OF FEDERAL TRANSIT ADMINISTRATION TERMS

6.07 ENERGY CONSERVATION REQUIREMENTS

6.08 DISTRACTED DRIVING AND SEAT BELT USE

6.09 PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

6.10 PRIVACY ACT

6.11 GOVERNMENT-WIDE DEBARMENT AND SUSPENSION

6.12 BUY AMERICA REQUIREMENTS

6.13 NOTIFICATION OF DISPUTES AFFECTING FEDERAL GOVERNMENT INTERESTS

6.14 LOBBYING

6.15 CLEAN AIR

6.16 CLEAN WATER REQUIREMENTS

6.17 CARGO PREFERENCE REQUIREMENTS

6.18 FLY AMERICA REQUIREMENTS

6.19 RESERVED

6.20 RESERVED

6.21 RESERVED

6.22 RESERVED

6.23 RESERVED

6.24 RESERVED

6.25 DRUG AND ALCOHOL TESTING

6.26 RESERVED

6.28 RECYCLED PRODUCTS

6.29 PREFERENCE FOR UNITED STATES MATERIALS

6.30 RESERVED

6.31 RESERVED

6.32 HUMAN TRAFFICKING STATEMENT

1.00 INTRODUCTION AND STATEMENT OF WORK

1.01 Introduction and NOTA Contact Information

The North Oakland Transportation Authority (“NOTA”) is a Michigan nonprofit transportation authority that provides demand-response service for seniors, persons with disabilities, veterans, and the general public throughout North Oakland County. NOTA invites qualified firms (“Proposers”) to submit proposals for the purchase, delivery, installation, configuration, and support of an onboard vehicle camera system, including associated software, storage, accessories, and training for NOTA’s fleet (and any partner-owned vehicles identified in this solicitation).

This procurement will utilize Federal Transit Administration (FTA) funds. As a condition of award, the selected Proposer must comply with all applicable federal requirements. Proposers must review, complete, and return all required Federal Clauses and Certifications included with this RFP. Failure to submit fully executed federal forms may render a proposal non-responsive.

NOTA intends to award to the responsive and responsible Proposer whose offer is most advantageous to NOTA, considering price and other factors identified in this RFP. NOTA reserves the right to accept or reject any or all proposals, to waive informalities or irregularities, to request clarifications, and to award in whole or in part if in NOTA’s best interest.

All inquiries, communications, and requests for clarification regarding this RFP must be directed only to the Purchasing Agent listed below. Oral statements shall not be binding. Instructions for electronic submission are provided in Section 2.05. Any addenda issued will be posted through the solicitation portal described in Section 2.05; Proposers are responsible for monitoring and acknowledging addenda.

Request For Proposals (RFP) Title: NOTA Onboard Vehicle Camera Systems

RFP Control Number: RFP 2025-1002

Date Advertised: 11/5/2025

Date Issued: 10/31/2025

Due Date: 11/21/2025

Time: 3:00 PM Eastern Time

Location: See Section 2.05: Instructions for Electronic Submission

Purchasing Agent: Emma Paavola

E-mail Address: procurements@ridenota.org

Telephone Number: 248-693-7100

Manager of Contracts and Procurement: Lynn Gromaski

Project Manager: Scott LeClaire

1.02 Term of the Contract

NOTA is interested in awarding a contract for the purchase and installation of a vehicle camera system for the NOTA vehicle fleet. The contract shall be for three (3) years with two (2) additional one (1) year options following the initial implementation. NOTA shall have the full authority, at its sole and unilateral discretion, to exercise any options.

1.03 Scope of Work/Technical Specifications and Objective

Fleet Size: 68 vehicles (see attached excel workbook for details).

Buy America / BABA Compliance: This procurement uses FTA funds and is subject to 49 CFR Part 661 and the Build America, Buy America Act rules for manufactured products (effective Mar. 17, 2025).

Proposers shall submit the applicable Buy America certification (manufactured products) or identify any needed waiver with justification. NOTA reserves the right to reject offers that fail to comply.

1.03.1 BACKGROUND & OBJECTIVES

NOTA seeks to procure and implement an integrated in-vehicle video/audio recording system and cloud-based fleet maintenance software to:

• Enhance safety

• Improve reliability

• Aid incident investigation

• Support operator training

• Streamline compliance and reporting

The selected Contractor will provide a turnkey solution including hardware, software, cloud hosting/storage, installation, configuration, training, documentation, and ongoing support. The system must support secure data ownership, real-time visibility, preventative maintenance, and mobility device securement safety.

1.03.2 FLEET PROFILE & CAMERA COVERAGE BASELINE

Fleet summary (2025 vehicle list):

SMART OWNED - FEDERALLY FUNDED: (SEE SEPARATE

WORKSHEET FOR VEHICLE DETAILS)

Cutaways 12 Transits 18

NOTA OWNED - LOCALLY FUNDED:

Cutaways 0 Transits 28 Minivans 8 Transit Connect (no lift - small vehicle) 1 Snowplow (no lift or passengers) 1

Total planned installs: 68 vehicles (NOTA may adjust quantities or assignments prior to award.)

Indicative Coverage Road-facing (front), driver-facing, passenger area, wheelchair/lift area, exterior of lift

1.03.3 TECHNICAL REQUIREMENTS

Camera & Recorder Hardware

• 1080p @ 15–30 fps (day/night, wide dynamic range)

• Dynamic zoom

• Synchronized audio capture

• GPS/time sync with overlay

• Ruggedized housings (weather/vandal resistant)

• Recorders/edge devices sized to support the per-vehicle camera count and retention requirements

• Protected power/ignition sense

• Configurable event triggers (harsh braking, impacts, lift ops). Autoclip creation and alerting.

• System health monitoring with alerts

Upload & Connectivity

• Yard Wi-Fi and/or cellular upload

• Fallback USB/SD export option

• Metadata preservation with cryptographic integrity

• Local storage redundancy

Video Management & Evidence Software

• Search by multiple parameters (date/time, GPS, event, driver, tag, etc.)

• Real-time alerts (app/text/email)

• Role-based access, Single Sign On/Multi-Factor Authentication, audit logs

• One-click export with verification

• Built-in redaction tools (faces, plates, audio)

• Configurable retention policies & legal holds

• AI Driver-Behavior and Coaching: System shall include cloud analytics that detect and flag (at minimum) distracted driving (eyes off road), hands-off-wheel, following distance, rolling stops, speeding, harsh events (brake/accel/turn), seatbelt use, and mobile-device use. Events must be reviewable with associated clips/telemetry and support configurable coaching workflows

(acknowledge/appeal, auto-assignment, and close-out.\

• Integration with vehicle diagnostics (OBD-II, J1939, or CAN bus) to flag mechanical issues or warning indicators such as check-engine lights, oil pressure, or brake system alerts if available.

• Open APIs/webhooks for CAD/AVL/MDT and fleet systems

• State system compatibility

Fleet Maintenance Software Note: GPS/telematics integration shall include vehicle health and diagnostic data if available.

NOTA seeks a cloud-based fleet maintenance software that supports comprehensive and scalable operations across a mixed fleet of vehicles. The ideal solution will also staff to schedule preventative maintenance, track service history, manage assets, and support compliance reporting.

Proposers should describe how their software solution will accomplish the following:

• Preventative maintenance scheduling/reminders

• Full-service history tracking

• Compliance reporting (MDOT, DOT, ADA)

• GPS/telematics integration for predictive maintenance

• Data retention management

• Minimum uptime: 99%

• Cloud based browser and mobile access

Data Security & Privacy

• End-to-end encryption (in transit/at rest)

• Varying access levels

• US data residency

• Documented incident response/breach protocols

• SOC 2 / ISO 27001 certifications

• Redaction tied to role-based access with audit trails

Retention & Storage

• Baseline: 30 days continuous coverage per vehicle (extendable) that ensures ≥400 hours per vehicle at 1080p equivalent; events placed on legal hold retained until release.”

• Contractor responsible for sizing on-vehicle and off-vehicle storage (cloud/on-premises) to meet retention requirements

1.04 Post-Award Acceptance Testing

• Post-Award Acceptance Testing: After contract award and initial installs, Contractor shall perform scripted acceptance tests (triggers, retrieval ≤5 minutes from timestamp to downloadable clip with metadata, AI event generation accuracy, admin/SSO/MFA, audit logs, export with hash/watermark, redaction). Deficiencies corrected prior to fleet rollout.

1.04.1 PROJECT MANAGEMENT & DESIGN

• Dedicated Project Manager as single point of contact.

• Design workshop; per-vehicle diagrams and wiring schematics.

• Detailed Implementation Plan minimizing vehicle downtime.

1.04.2 INSTALLATION & CONFIGURATION

• Turnkey installation, labeling, as-built docs

• Configure thresholds, roles, retention, templates

• Target downtime: ≤1 day (Transit), ≤0.5 day (Minivan/Connect)

• Installation period: ≤60 days

1.04.3 TRAINING & DOCUMENTATION

• Administrator, supervisor/dispatcher, and operator training

• Quick-reference guides, SOPs, recorded sessions

• Ongoing onboarding support

1.04.4 WARRANTY, SUPPORT & SLAS

• Hardware warranty with advance replacement/local swap

• Defined support hours, escalation, and response/restore targets

• Monthly health monitoring during year one

• Ongoing system upgrades and scalability

• Software updates/patches included

2.00 SOLICITATION PROCEDURES

2.01 Solicitation Schedule

Advertised/Posted (MITN & Newspaper 11/05/25

Pre-Proposal Conference (if applicable) (Section 2.02): 10:00AM, ET 11/07/25, Requests for Clarification, Communications and Equal Performance Deadline (Section 2.03):

11/11/25

Answers posted (addendum) 11/14/25

Proposal Due Date and Time (Section 1.01): 3:00 PM, ET 11/21/2025

Demonstrations/Interviews 11/24-12/12

Notice of Intent to Award 12/18/25

2.02 Pre-Proposal Conference

A Pre-Proposal Conference (including a site visit if applicable) will be held on the above date and time at NOTA Offices, 675 S Glaspie Street, Oxford, MI 48371. The project will be discussed at the meeting; however, no statements should be viewed as modifications to the RFP unless issued as addenda. Attendance is encouraged, but is not mandatory.

A Pre-Proposal Conference will not be held.

2.03 Offeror Communications

• Blackout Period: From RFP release until award notice, all vendor communications must be directed only to the Purchasing Agent in §1.01. No contact with other NOTA staff, Board, or agents regarding this RFP is permitted.

• Q&A Window: Written questions are accepted only until the Requests for Clarification deadline in §2.01; answers issued by addendum via MITN.

• Violations may result in proposal rejection.

During the solicitation process, all forms of contact and correspondence in regard to any aspect of this solicitation shall only be with the Purchasing Agent identified in Section 1.01. Further, this Offer must be made based upon an independent price determination, and Offeror shall not have communications with others for the purpose of restricting competition. Any alleged breach of this Section may, at NOTA’s sole discretion, result in the rejection of the breaching Offeror’s proposal and reporting of such conduct to any applicable governing authorities.

At any time before the Requests for Clarification, Communications and Equal Performance Deadline (See Section 2.01), the Offeror may request a clarification, interpretation, or further explanation of any portion of this RFP. All such requests should be done on Requests for Clarification, Communications and Equal Performance form(s), as provided in Section 3.04.

Offerors may also request approval of an item that deviates from the specifications stated in the Scope of Work. All such Requests and NOTA’s responses will be issued as addenda and made available to all prospective bidders. Approval, denial, and any other response to requests are in the sole discretion of NOTA.

SOLICITATION PROCEDURES

Whenever brand, manufacturer, or product names are used, they are included for the purpose of establishing a description of the item. This inclusion is not advocating or prescribing the use of a particular brand, item, or product. Whenever such names appear, request for approved equal substitutions will be considered. Vendor's request(s) for approved equals shall include all aspects of product which would document the products salient features.

2.04 Addenda to the RFP

NOTA reserves the right to amend the RFP at any time prior to the Proposal Due Date. Any such amendments will be issued as addenda to the RFP, and will become part of the RFP. Addenda will be posted exclusively on the MITN website, www.mitn.info. A link to the MITN posting will also be linked to NOTA’s website: www.ridenota.org. All Offerors shall acknowledge the receipt of all addenda in their proposal. Failure to do so may result in the rejection of an Offeror’s proposal, at NOTA’s sole discretion.

2.05 Proposal Content Requirements And Proposal Submission

Offerors must precisely follow all of the instructions of the RFP. All proposals must include the entire RFP document, as the combination of the RFP and the Offeror’s response form the Contract. Failure to conform to all content and packaging requirements may result, at NOTA’s sole discretion, in rejection of an Offeror’s proposal. Proposals shall be submitted in two separate attachments, marked “TECHNICAL PROPOSAL” and “PRICING PROPOSAL”. Electronic submission only. Email attachments shall contain RFP all pages and required documents. The company financials shall be sent as a separate email. The required contents of each attachment are described below sent in one email.

TECHNICAL PROPOSAL

The Technical Proposal must include all information necessary for NOTA to evaluate both the Offeror, and the Offeror’s proposal. It must include the entire RFP document and all issues of responsibility and responsiveness, as set out in Section 2.08, “Qualification Requirements”, and Section 2.09, “Evaluation Criteria”. Additionally, all required (non-pricing) forms, and any Deviation forms related to the Technical Proposal, shall be included and properly completed.

PRICING PROPOSAL

The Pricing Proposal shall include all information necessary for NOTA to evaluate the Offeror’s proposed pricing, including any necessary supporting data. All required (pricing-related) forms including forms 3.01, 3.02 and 3.03, and any Deviations related to the Pricing Proposal, shall be included and properly completed.

INSTRUCTIONS FOR ELECTRONIC SUBMISSION:

All proposals in response to this solicitation issued by NOTA must be submitted electronically via

Bidnet Direct (MITN) at www.bidnetdirect.com//nota or by email at procurements@ridenota.org by November 21, 2025, 3:00 PM, ET. Physical submissions will not be accepted.

https://url.avanan.click/v2/r01/___http:/www.ridenota.org___.YXAzOm5vdGE6YTpvOmQ5MGUwZmFjN2YxZGY3NDVkZTY5OWIwNDBmNzcxZjU4Ojc6MjIxYTpmMmYxODM5M2U5OWZiYWRjODcwNTAwY2I0M2Q1ZTUxYTg3NzE1MzU4YjViNzMxZDNhMWU0NDlmNTQ3NjcxYTg2OnA6VDpO https://url.avanan.click/v2/r01/___http:/www.bidnetdirect.com/nota___.YXAzOm5vdGE6YTpvOmNiYjMzMDMxMThkYjc0OThjN2VmNjQ4YjY5NjY0YTEwOjc6ZDU4ZToyN2MwOWU4Yzk3MGVjNjNmNmNkYzNkNGQwNDc0YjZlYjFiZGE2NTYyMWY2MWZmYWUxMTgwMTE0Mzk1ZGQ4NTdjOnA6VDpO

Vendors must be registered with Bidnet Direct to view, download, and submit bids/proposals/quotes should they choose to use Bidnet Direct for their submission. Registration is available at no cost at the following link: www.bidnetdirect.com.

If a vendor uses Bidnet Direct, it is the sole responsibility of each vendor to ensure that its electronic bid submission is completed and successfully uploaded to Bidnet Direct prior to the submission deadline indicated in the solicitation. Late submissions will not be accepted.

By submitting a proposal through Bidnet Direct, the vendor agrees to all terms and conditions of the solicitation and the electronic submission process.

For technical support with the Bidnet platform, vendors may contact Bidnet Direct at support@bidnet.com or call 800.835.4603.

If submitting via email:

1. Email to: procurements@ridenota.org

2. Subject Line: NOTA RFP No. 2025-1002 Response – COMPANY NAME

3. Please number all pages of your document.

4. If your submission requires more than one email, please include behind your company name “Email 1 of 2” or “Email 2 of 2,” whatever applies.

5. Please note, all requirements and due date requirements will remain in place. Your electronic submission must arrive in the purchasing agent’s email no later than the due date and time.

If any issues should arise when submitting your bid, contact the purchasing agent via email at procurements@ridenota.org at least 2 hours prior to the cut off time. If you do not receive receipt acknowledgement of your submission, please contact the purchasing agent.

Receipt acknowledgement will be sent within 2 business hours during the business day; Offeror is responsible for timely delivery.

2.06 Modification or Withdrawal of Proposals

A modification of a proposal already received will be accepted by NOTA only if the modification is received prior to the proposal Due Date, is requested by NOTA, or is made in response to a request for revised proposals. All modifications shall be made in writing and executed and submitted in the same form and manner as the original proposals.

An offeror may withdraw a proposal prior to the proposal Due Date by submitting to NOTA a written request for withdrawal executed by the offeror’s authorized representative. The withdrawal of a proposal does not prejudice the right of an offeror to submit another proposal within the time set for receipt of proposals.

https://url.avanan.click/v2/r01/___http:/www.bidnetdirect.com/___.YXAzOm5vdGE6YTpvOmJiYWQ5MTU1MGExZTFlYThlMTc4ODRlY2JkODkwODQ3Ojc6M2U3NTo2OWQwM2JiMTI2NDZmMDRkN2E1NTljZGExYWRhMDFjZGZhMjc0MGYzYjIyY2EzOGQ4MTg2Mzc4Njc0ZGUzNDhlOnA6VDpO mailto:support@bidnet.com mailto:procurements@ridenota.org mailto:lynn@ridenota.org

2.07 Proposal Evaluation, Negotiation, and Selection

Proposals will be evaluated, negotiated, and selected using the criterion and processes explained herein. In addition to disqualifying proposers and/or proposals based upon this process, NOTA may, in its sole discretion, reject any or all proposals or Offerors for any reason. Additionally, offerors are hereby on notice that the lowest dollar cost bidder may not always be awarded a contract. Any and all Deviations, Clarifications, reservations, and additional or contradictory terms included in a bid may result in its rejection, at NOTA’s sole discretion. NOTA also reserves the right to waive any defects or irregularities in any proposal, or to request that an Offeror provide any missing information and make corrections.

2.08 Qualification Requirements

Bids are first evaluated, as a threshold requirement to conduct business with NOTA, to determine the responsibility of Offerors. If it is found that an offeror does not meet these requirements, that offeror is deemed non-responsible and their Bid will be excluded from consideration for Bid award. This determination is made in the sole discretion of NOTA. Responsibility requirements are as follows:

A. Sufficient financial strength and resources and capability to finance the work to be performed and complete the contract in a satisfactory manner as measured by one of the following:

1. Offeror's financial statements prepared in accordance with United States Generally Accepted Accounting Principles (GAAP) and audited or reviewed by an independent certified public accountant authorized to practice in the jurisdiction of either NOTA or the offeror. If offeror does not have audited or reviewed financial statements, offeror may provide complete copies of the prior two year’s signed federal tax returns.

2. Ability to secure required bond(s), if required under the bonding requirements described herein.

3. Willingness of any parent company to provide the required financial guaranty evidenced by a letter of commitment signed by an officer of the parent company having the authority to execute the parent company guaranty as evidenced by a Corporate Resolution of the Parent Company. Such letter of commitment must be accompanied by the parent company’s financial statements prepared in accordance with United States Generally Accepted Accounting Principles (GAAP) and audited or reviewed by an independent certified public accountant.

It should be noted that this information is requested for internal evaluation purposes only, and like any other information which forms part of a proposer's submission, it will be held in strict confidence. However, once a proposer is selected, some or all the information submitted may be subject to the Freedom of Information Act, unless it qualifies as an exemption. If you would like anything kept confidential, please mark the materials as such. Those materials will be returned to any proposers not selected. The materials of the selected vendor must be kept on file with NOTA as part of the contract, however, in the event of a FOIA request, NOTA will promptly notify the vendor and allow it the opportunity to seek judicial relief.

B. Evidence that the human and physical resources of the Offeror are sufficient to perform the Contract as specified and assure delivery of all equipment and/ or services within the time specified in the Contract. Examples of ways to demonstrate this are as follows:

1. Evidence of sufficient personnel staffing levels with sufficient skills, training, expertise, to complete the Contract as required and satisfy any circumstances that may arise during the Contract;

2. Evidence of sufficient equipment to complete the Contract as required and satisfy any circumstances that may arise during the Contract.

C. Evidence of satisfactory performance and integrity on past and current contracts.

Examples of ways to demonstrate this are as follows:

1. References from past and current clients;

2. Awards and accolades based upon similar past and current projects;

3. Prior contractual successes with NOTA.

D. Compliance with all Equal Employment Opportunity laws and regulations. This may only be evidenced by proper completion of Form 3.07, “EEO / Affirmative Action Compliance”.

E. Federal Disadvantaged Business Enterprise requirements. This may only be evidenced by proper completion of Form 3.12, “Disadvantaged Business Enterprises”.

2.09 Evaluation Criteria

If a proposal has been determined to meet all Qualification Requirements and is not otherwise rejected, it is then evaluated based upon pricing and Evaluation Criteria for determining the competitive range or selection of a proposal for potential award.

Any and all Deviations, Clarifications, reservations, and additional or contradictory terms included in a proposal that did not result in rejection will be evaluated in this Section according to what evaluation criteria they affect.

2.09.1 Evaluation Criteria & Scoring

Stage 0 — Pass/Fail Minimums

• Timely submission with federal/MDOT forms

• Agency data ownership/export support

• Technical minimums: coverage, audio, GPS overlays, triggers, retrieval

• Security minimums: encryption, role-based access, audit logs

• Warranty/support minimums: ≥36-month warranty, defined SLAs

• Implementation commitment: schedule compliance & acceptance testing (no pilot programs) acceptance

Stage 1 — Written Evaluation (80 points)

• System functionality & performance — 20 pts

Video quality (day/night, glare/backlight), audio clarity, frame rate/resolution options, reliability; configurability of triggers; search, tagging, case management; retention;

export with metadata & hash/watermark.

• Evidence management & usability — 5 pts

Chain-of-custody; user roles & audit trails; built-in redaction (faces/audio);

FOIA/download workflows

• Data security & privacy — 5 pts

Encryption, key management, SSO/MFA, audit logging, least-privilege access, US data residency; SOC 2/ISO certifications; incident response.

• Integration & interoperability — 5 pts

Provide open REST APIs/webhooks for event pushes (AI risk events, lift operations, panic, impacts) and for fleet diagnostics, with development documents and sandbox keys at no cost for integration testing. SDK; CAD/AVL & MDT integration;

GPS/telematics ingest; standards-based exports.

• Implementation & training plan — 5 pts

Detailed plan/timeline; installation approach & downtime mitigation; documentation;

train-the-trainer; change management.

• Support, warranty & SLAs — 5 pts

SLA metrics (uptime, escalation, spares/RMA, update cadence); local/remote support.

• Vendor qualifications & references — 15 pts

Proven deployments with paratransit/demand-response fleets; team resumes;

references from similar fleets; financial stability.

• Cost & 5-year TCO — 20 pts

Cost Score = (Lowest Evaluated 5-yr TCO ÷ Offeror’s 5-yr TCO) × 20

Transparent, itemized pricing (hardware, install, licenses, storage, support, training, spares); price holds/uplift caps. Cost scoring formula within the 20 points:

Stage 2 — Demonstration/Presentation (20 points)

• Live capture & eventing — 6 pts

Trigger harsh-brake and door/lift incident events; verify auto-clip creation/alerts;

threshold adjustability.

• Video quality under real conditions — 6 pts

Dusk/night, backlit entries, securement/lift operations; legibility of faces/badges/objects at distance.

• Retrieval speed & workflow — 4 pts

Incident timestamp to downloadable clip with metadata in ≤5 minutes; search by vehicle/GPS/time/event.

• Security & admin — 4 pts

Role setup, Single sign on/Multi FA, audit log review; export with hash/watermark;

redaction & case file packaging.

Total Possible Points: 100

Vendor Instructions (Align with Scoring)

Vendors must:

• Submit a 3-year pricing worksheet with optional 2 one-year pricing for years 4-5 (hardware, install, licenses, storage by GB/month or hours/vehicle, support SLAs, options, spares).

• Provide a detailed security overview (encryption, access, logging, certifications/attestations, residency, incident response).

• Acknowledge the demo script and acceptance testing (no pilot programs) terms.

• Provide three transit references of similar fleet size/service type.

• Complete all federal/MDOT certifications (mandatory pass/fail).

• Provide a camera placement diagram by vehicle class

2.10 Determination of the Competitive Range

If proposal evaluation as explained in Section 2.08 and Section 2.09 does not provide sufficient information for NOTA to select a proposal for potential award, NOTA may, at its sole discretion, establish a competitive range of proposals for further discussion with NOTA.

Proposals Not Within the Competitive Range

Proposals that have been determined to be outside of the competitive range, and unable to be made within the competitive range at NOTA’s discretion, will be excluded from further evaluation and will not be considered for award.

Proposals within the Competitive Range

The Offerors who are found by NOTA to be within the competitive range, or whose proposals may be made to be within the competitive range (at NOTA’s discretion), will be notified in writing.

NOTA will then undertake to further evaluate the remaining Offerors through interviews, requests for clarifications, site visits, or any other analysis determined by NOTA to be probative of the Offeror’s ability to perform the Contract.

Any and all Deviations, Clarifications, reservations, and additional or contradictory terms included in a proposal may be negotiated at this time. Failure to come to a resolution acceptable to NOTA may result in the rejection of that proposal from further consideration, at NOTA’s sole discretion.

No information, financial or otherwise, will be provided to any Offeror about any of the proposals from other Offerors within the competitive range during this process, and Offerors will not be told of their rankings in relation to other Offerors.

2.11 Best and Final Offers (BAFO)

After further evaluation of the competitive range has been completed, each Offeror in the competitive range may be afforded, at NOTA’s sole discretion, the opportunity to amend its proposal and make its BAFO. NOTA may also use the BAFO process, in the issuance of a Request for Revised Proposals, to clarify, modify, delete, or add work or terms to any portion of the RFP.

Any modifications to the initial proposal made by an Offeror shall be clearly identified in its BAFO.

NOTA will make any appropriate adjustments to the initial evaluation scores for any criteria which have been affected by modified or supplemental information supplied in the BAFO.

2.12 Notice of Intent to Award, and Contract Award

Once NOTA has determined the Offeror to which it intends to award the Contract, a Notice of Intent to Award letter will be sent to that Offeror requesting all Required Submissions, which are listed in Article 5.00. Failure to submit satisfactory documents within ten (10) business days may result, at NOTA’s sole discretion, in the contract being awarded to an alternative offeror. These documents must be accepted prior to initiation of work under the Contract. The Notice of Intent to Award does not bind NOTA, and is not an acceptance of the Offer.

The acceptance of an Offer for award, if made, shall be evidenced only by a fully executed Offer and Award Form, Form 3.03, delivered in person, by mail, or electronically to the Offeror whose Offer is accepted. No other act by NOTA shall evidence acceptance of an Offer. Such notice shall obligate said Offeror to commence performance under the Contract.

2.13 Protests

Interested parties that believe they have been aggrieved by a solicitation or the award of any resulting contract may file a written notice of protest with the Executive Director of NOTA. This must be via certified mail, with a copy served upon NOTA’s General Counsel in the same manner.

The Executive Director or their designee shall review and determine the merits of any such protest. The Executive Director may, at their sole discretion, schedule a hearing on the protest and/or receive evidence or legal argument from any interested party, but shall not be bound by the rules of evidence nor formal procedure. The Executive Director shall issue their conclusion to the protesting party in writing via certified mail, and shall also advise the NOTA Board of Directors.

An “interested party” is a party that is an actual or prospective bidder or offeror whose direct economic interest would be affected by the award or failure to award the third party contract at issue. A subcontractor is not an interested party.

Protests addressing the adequacy of the solicitation process, and all solicitation documents, must be received by the Executive Director no later than five (5) business days before the Proposal Due Date (See Section 1.01). Notice of protest of the award of a solicitation must be received by the Executive Director no more than five (5) business days after the NOTA Board of Directors has authorized the Executive Director to award a contract(s) for that solicitation. Failure to adhere to these time limitations will result in the protested issue(s) being waived by all parties. All determinations made by the Executive Director are final.

2.14 Effect of Termination or Suspension of Contractor on Other Contractor and Bidders

In the event the primary vendor is suspended or terminated, NOTA reserves the right in its sole discretion to make the secondary vendor the primary vendor or to contract with a different contractor that either previously bid in response to this solicitation or through other contracting procedures consistent with NOTA’s contracting policy to be the primary vendor. NOTA has the sole discretion to follow these same procurement procedures if the secondary vendor is terminated or suspended and NOTA chooses to replace the secondary vendor.

REQUIRED FORMS

3.00 REQUIRED FORMS AND SUBMISSIONS

Forms 3.01-3.14 must be completed and included in the Offeror’s Response to the Proposal, even though some may not seem to apply to this solicitation. Failure to complete any of these forms may result, at NOTA’s sole discretion, in the rejection of that proposal. Forms 3.01, 3.02, and 3.03 shall be submitted with the Price Proposal. The remaining forms shall be submitted with the Technical Proposal.

Article 5.00, Required Submissions for Selected Vendor after Notice of Intent to Award, details all submissions the successful Offeror must produce before being awarded the Contract. When NOTA has chosen an Offeror to which it intends to award the Contract, a Notice of Intent to Award letter, see Section 2.12, will be sent to the recommended vendor and will require all submissions prior to the award of the Contract.

3.01 Pricing Schedule

The Offeror hereby offers to furnish to NOTA all goods and/or services at the prices as proposed below, pursuant to all requirements, terms, and conditions as stated in the RFP and response.

Alternative pricing schemes may be proposed provided that they are in addition to a base proposal, and shall be included with the Pricing Proposal.

Pricing shall be valid for 90 days after due date. Pricing shall be firm fixed for the entire contract.

Rates provided must be inclusive of all costs and fees, including but not limited to those fees imposed by Federal, State, and local governments. No additional fees will be accepted.

Pricing Structure

• Bundled per-vehicle install pricing by class

• Unit pricing for hardware/spares

• Annual software/storage licensing with 3-year holds/caps

• Optional items priced separately (live streaming, coaching modules, retention tiers)

• Line-item milestone schedule (acceptance testing (no pilot programs), % complete, final)

• Flexible payment (subscription or upfront, federal funds compatible)

• Fleet management software quote

• NOTA is a tax exempt entity

• Submit a 3 year pricing worksheet with optional 2 one-year pricing for years 4-5 (hardware, install, licenses, storage by GB/month or hours/vehicle, support SLAs, options, spares).

o See attached excel file to complete pricing which lists vehicles by type and funding source: NOTA_Vehicle_Camera_RFP_Pricing_Workbook.xlsx

NAME OF OFFEROR: __________________________________

3.02 Acknowledgement of Addenda

Addenda are published on the Michigan Intergovernmental Trade Network website, www.mitn.info.

Failure to acknowledge all addenda may result in rejection of any such proposal, at NOTA’s sole discretion.

The Offeror acknowledges receipt of the following addenda. If the RFP 2025-1002 did not have any addenda, please submit this form filled out as “NOT APPLICABLE”.

Addendum Number ________________, Dated _______________

Addendum Number __________________, Dated _______________

Name of Offeror: ____________________________

Signature Of Authorized Signer: _______________ __________

Name And Title of Offeror’s Authorized Official:

3.03 Offer and Award

By executing below, the Offeror hereby offers to furnish equipment and services as proposed, pursuant to all requirements, terms, and conditions as stated in the RFP and response, and incorporated in NOTA’s Request for Proposal No. 2025-1002. Offeror stipulates that all terms of the Contract are negotiated, and that the consideration for this Contract is real and not merely a recital. This Contract is valid and enforceable with electronic, facsimile, and mechanically reproduced signatures, and if separately countersigned. This Offer shall remain open and valid until the award of this Contract, or until the withdrawal of this solicitation, whichever is greater.

Offer: Company Name: _________________________

Street Address: _________________________

City, State, Zip: _________________________

Legal Entity (Check One): ☐Individual / Sole Proprietor

☐C Corporation

☐S Corporation

☐Partnership

☐Trust / Estate

☐Limited Liability Company

State of Incorporation: _________________________

Tax ID Number: _________________________

Name of Authorized Official: _________________________

Signature of Offeror’s Authorized Official: _________________________

Name and Title of Offeror’s Authorized Official: _________________________

Date: _________________________

By executing below, NOTA accepts the Offer as indicated above.

Award:

Name and Title of NOTA Official

Signature Date

3.04 Requests for Clarification, Communications and Equal Performance

This form must be used to request clarifications, changes, substitutions, explanations, or approval of items equal to items with specified brand names. This form must be submitted by the Requests for Clarification and Communications Deadline, noted in Section 2.01. Each request must be submitted on a separate form. Multiple questions on the same form will not be answered. Attach additional pages if necessary. If Offeror has no Requests for Clarification, please submit this form filled out as “NOT APPLICABLE”.

RFP Control Number: 2025-1002 Request Number: ___________

Clarification Regarding RFP Section: _____________

Clarification:

Reason/Rationale for Request:

NAME OF OFFEROR: ____________________________

NOTA Response:

3.05 Proposal Deviation

This form must be completed for each condition, exception, reservation, understanding, additional or contradictory terms, etc. (i.e. deviation) in Offeror’s proposal. Any and all deviations and rationale must be explicitly stated so that they may be properly evaluated. Deviations which NOTA finds ambiguous, unfavorable, or unacceptable may result in lowered proposal evaluation scoring, or may result in the rejection of the proposal, at NOTA’s sole discretion. Copies of this form must be submitted for each deviation. Attach additional pages if necessary. If Offeror has no Proposal Deviations, please submit this form filled out as “NOT APPLICABLE”.

RFP Control Number:2025-1002 Deviation Number: __________

Deviation Regarding RFP Section: _________________

Deviation:

Reason for deviation:

3.06 Compliance with Laws and Regulations

By signing below, Offeror certifies compliance with all applicable Federal, state, county, and local laws, regulations, ordinances, and codes in the performance of the Contract.

Additionally, Offeror certifies compliance with all FTA terms, including but not limited to FTA Circular 4220.1G as amended, which are hereby incorporated as applicable and consistent with current laws and regulations. Offeror is responsible for the procurement of all required permits and licenses. Offeror further certifies compliance with all changes to the aforementioned laws, regulations, ordinances, codes, policies, etc., throughout the term of the Contract. Offeror additionally certifies that it is not an Iran-linked business as set forth in the Iran Economic Sanctions Act, M.C.L. 129.311 et seq.

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

Finally, Offeror shall determine whether any or all of the aforementioned requirements apply to any or all subcontractors, and certifies compliance by any affected subcontractors.

Offeror hereby certifies compliance with all laws and regulations in the performance of this Contract.

Name of Offeror: _____________________________

Signature of Offeror’s Authorized Official: _____________________________

Name and Title of Offeror’s Authorized Official: _____________________________

Date: _____________________________

3.07 EEO / Affirmative Action Compliance

NOTA only conducts business with Offerors who are Equal Opportunity Employers. Offerors must complete this form regarding compliance. Offerors must comply with NOTA’s nondiscrimination requirements as set forth in Section 4.06, “Nondiscrimination” and Section 6.05 “Civil Rights Requirements”.

Additionally, certain contractors that are awardees of federally-funded contracts are required to file affirmative action plans with government agencies as set forth in 41 C.F.R. Chapter 60 for purposes of compliance with the Rehabilitation Act of 1973, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974. Please note that while Offeror may receive funds from, and provide transit-related employees to, other FTA direct and sub-recipients, this should not be considered when answering the questions below. To assist NOTA in determining whether Offeror is required to have such a plan on file, please answer the following questions:

1. Does Offeror employ over fifty (50) transit-related employees1 at NOTA? ____ Yes ____ No

2. Has Offeror completed in excess of $1,000,000 in contracts with NOTA in the past year? ____ Yes ____ No

If Offeror answered “Yes” to both questions, please provide NOTA with a copy of your Affirmative Action Plan and state below which government agency currently has Offeror’s Affirmative Action Plan on file:

Offeror hereby affirms compliance with all Equal Employment and applicable Affirmative Action requirements as required by law and as set forth herein.

Name of Offeror: _________________________

Should you have any questions or concerns regarding the completion of this form, or compliance provisions set forth herein, please contact:

Jeff Brisendine, Driver Development Manager, NOTA

675 S Glaspie Street

Oxford, MI 48371

Phone: 248-693-7100 jbrisendine@ridenota.org

1 Transit-related employee refers to an employee of an FTA applicant, recipient, subrecipient, or contractor who is involved in any aspect of an agency’s public transit operation funded by FTA. 49 C.F.R. 4704.1a Sections 1.4 and 1.6.

mailto:jbrisendine@ridenota.org

3.08 Debarment and Suspension Certification

Certification of Primary Participation Regarding Debarment, Suspension and Other Responsibility Matters Offeror certifies, to the best of its knowledge and belief, that it and each of its principals:

1. Is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily or involuntarily excluded from covered transactions by any Federal department or agency;

2. Has not, within the preceding three years, been convicted of or had a civil judgment rendered against him, her for or it commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public or private agreement or transaction; violation of

Federal or State antitrust statutes, including those proscribing price fixing between competitors, allocation of customers between competitors, and bid rigging; commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, receiving stolen property, making false claims, or obstruction of justice; or commission of any other offense indicating a lack of business integrity or business honesty;

3. Is not presently indicted for or otherwise criminally or civilly charged by a governmental entity

(Federal, State, or local) with commission of any offense described in paragraph 2 of this certification;

4. Has not, within the preceding three years, had one or more public transactions (Federal, State, or local) terminated for cause or default.

The certification in this clause is a material representation of fact relied upon by NOTA. If it is later determined that the bidder or proposer provided an erroneous certification, in addition to remedies available to NOTA to terminate or suspend the contract arising from this solicitation, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.

The bidder or proposer agrees to comply with the requirements of 48 C.F.R. Part 9 and 2 C.F.R. Part 180 and any other disclosures required in this Section while this offer is valid and throughout the period of any contract that may arise from this offer, and has the affirmative obligation to notify NOTA in writing to the contracting officer and the NOTA Executive Director by Certified Mail, of any events or circumstances that come into existence that would necessitate a change in, or a withdraw of, the certifications set forth in this section. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions.

3.09 ‘Buy America’ Certification

For all applicable Offers exceeding $150,000, this form must be submitted to ensure that the Offeror is in compliance with the requirements of Buy America legislation, 49 U.S.C. 5323(j)(1), and the regulations implementing this legislation as outlined in 49 C.F.R. 661.5 and 2 C.F.R. 184). If Proposal does not exceed $150,000, or is not for construction, rolling stock, steel, iron, or manufactured products, please submit this form filled out as “NOT APPLICABLE”.

Certificate of Compliance with 49 U.S.C. 5323(j)(1)

Contractor or Offeror hereby certifies that it will meet the requirements of 49 U.S.C. 5323(j)(1) and all applicable regulations in 49 C.F.R. Part 661 and 2 C.F.R. 184.

Date_______________________________________________________________________

Signature____________________________________________________________________

Company Name_______________________________________________________________

Title________________________________________________________________________

Contractor or Offeror hereby certifies that it cannot comply with the requirements of 49 U.S.C.

5323(j)(1) and 49 C.F.R. 661.5, but it may qualify for an exception pursuant to 49 U.S.C. 5323(j)(2) and 49 C.F.R. 661.7 and 2 C.F.R. 184.

Date ___________________________________________________________________

Signature _____________________________________________________________________

Company Name __________________________________________________________

Title _________________________________________________________________________

3.10 Lobbying Certification

Certification Regarding Lobbying

The undersigned certifies, to the best of his or her knowledge and belief, that:

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

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this…