Key Tracking System

The Southwest Ohio Regional Transit Authority (SORTA), operating in Hamilton County and serving Cleveland City, Ohio, is seeking bids for a comprehensive Key Tracking System for its fleet of approximately 150 paratransit and Metro-on-Demand vehicles. The Request for Quotation (RFQ #079-2025RFQL) specifically requires two key tracking system units with a minimum capacity of 150 keys per unit, to be installed at the Access Garage in Cincinnati. The proposed system must feature an intuitive interface with robust check-in/out processes, detailed reporting capabilities, a mobile app for supervisors, and the ability to program keys by user and/or group. Key deliverables include the hardware units, installation, all required operating items, and comprehensive training. The solicitation was released on June 13, 2025, with a deadline for questions on June 23, 2025, and a proposal submission deadline of July 7, 2025 at 2:00 pm. SORTA will evaluate proposals based on the most advantageous bid, considering both cost and other determining factors, with the explicit right to reject any or all proposals.

The procurement appears open to all qualified vendors, with no specific set-aside designations mentioned in the documents. Proposers must provide pricing valid for at least 120 days and confirm acceptance of NET 30 payment terms. Vendors are required to submit certifications regarding debarment, suspension, and other responsibility matters, and must comply with a "cone of silence" communication restriction during the bidding process. While specific budget ranges are not explicitly stated, the RFQ includes a bid pricing form requesting costs for two key tracking system units and one year of extended support. Vendors must also demonstrate compliance with various federal regulations, including the Americans with Disabilities Act, Drug-Free Workplace requirements, and equal employment opportunity standards. The contract will integrate with SORTA's existing vehicle management infrastructure, specifically designed to enhance key management for their paratransit and Metro-on-Demand fleet operations.