Request for Information - Bus Fareboxes

PART I INTRODUCTION A. Purpose and Background This Request for Information (RFI) is an information-gathering and market research tool, not a formal solicitation of a specific requirement (such as in a "Request for Proposals" document). UTA is seeking information regarding fareboxes for buses from interested parties as defined in this RFI document. This is an opportunity for interested parties to assist UTA in better understanding the marketplace and/or specific subject matter. The purpose of this Request for Information (RFI) is to better understand the current marketplace, available technologies, implementation approaches, integration capabilities, lifecycle support, and estimated costs associated with replacing or upgrading UTA's existing bus fareboxes. UTA is seeking information on various technical approaches and is interested in receiving standard pricing information and product specifications on available farebox solutions specifically designed for buses. UTA welcomes responses describing a broad spectrum of products, including: • Traditional mechanical or cash-only fareboxes with minimal onboard technology. • Electronic fareboxes with cash validation and transaction reporting capabilities. • Receivers associated with collecting the cash from the farebox/cash box. • Accessibility to the cash box (key, badge, etc.) • Fareboxes integrated with vehicle systems, communications networks, automatic passenger counters (APCs), CAD/AVL platforms, and back-office reporting systems. • Emerging technologies and innovative approaches that may improve operational efficiency, customer experience, security, data collection, and lifecycle costs. UTA is particularly interested in understanding available technologies, product maturity, deployment considerations, maintenance requirements, expected service life, upgrade paths, interoperability with other transit systems, and total cost considerations. Vendors are encouraged to provide information that will help UTA evaluate the advantages, limitations, and appropriate use cases for their solutions. B. Current Conditions UTA currently operates an agency-wide electronic fare collection system that includes ticket vending machines (TVMs), basic fareboxes, validators, a centralized back-office system, and mobile fare payment capabilities. UTA is evaluating options to modernize bus farebox collection while maintaining or improving compatibility with its existing fare collection infrastructure. C. General Provisions 1. All contact with UTA regarding this RFI must be made through the designated RFI Coordinator. No other person is authorized to make binding statements regarding this RFI. 2. This is a non-binding Request for Information. Therefore, no award shall be made as a result of the RFI process. 3. Issuance of this RFI does not commit UTA to pay any expenses incurred by a Respondent in preparing their response to this RFI. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable. 4. Issuance of this RFI in no way constitutes a commitment by UTA to issue a Request for Proposal (RFP). 5. All responses should adhere to the instructions and format requests outlined in this RFI and all written supplements and amendments, such as the Summary of Questions and Answers, issued by UTA. 6. All submissions in response to this RFI will be considered public records available for public inspection pursuant to the State of Utah Records Access Management Act. PART II INFORMATION SOUGHT UTA seeks information regarding bus farebox solutions and welcomes responses to this RFI, including creative suggestions and feedback to enhance and expedite all future processes while providing efficient, reliable, and high-quality outcomes. Respondents are not required to submit responses to every question, but UTA encourages interested parties to respond to any or all relevant aspects of the RFI. The UTA seeks detailed yet succinct responses that demonstrate the Respondent's experience and/or familiarity with the subject matter. As this is not a competitive RFP process, Respondents should not provide any detailed and specific cost or customized pricing documentation in their response. General cost estimates, ballpark estimates, or standard pricing history are permitted. If you submit detailed pricing information regarding your preferred product, method, or approach, you will disqualify UTA technical evaluators and potentially contaminate any future procurement that were to be conducted. A. General Information Provide a brief overview of yourself and your organization, if applicable. 1. Please identify yourself and any organization you represent in this RFI. a. Name of respondent b. Organization and affiliation c. Address (organizational, if responding on behalf of an entity) d. Contact information (phone number(s) and email address) 2. Please identify your experiences in providing bus farebox solutions. B. Feedback Requested UTA requests that respondents provide information regarding: 1. General cost estimates for available farebox products. When submitting, please provide the following for each product: a. Unit name / product ID b. Unit dimensions c. Any specific or general hardware and/or software requirements to allow for product functionality along with associated cost for these items. 2. If the product has integration capabilities with third-party fare collection and account-based ticketing systems along with any potential anticipated costs for integration. 3. Estimated capital, licensing, implementation, maintenance, and ongoing operating costs for each product. 4. Optional features and/or technologies that may benefit UTA along with the cost for these features. UTA welcomes alternative approaches and encourages respondents to identify capabilities, technologies, or implementation strategies that may provide additional operational efficiencies, improve the customer experience, reduce lifecycle costs, or enhance system integration beyond the items specifically identified in this RFI. PART III KEY RFI EVENTS AND PROCESSES A. Questions 1. General Instructions a. It is the responsibility of each interested party to examine the entire RFI and to seek clarification in writing if they do not understand any information or instructions. b. Interested parties should submit questions via the Bonfire Q & A page. c. Questions must be submitted as soon as possible, but no later than the date and time specified on the RFI cover page. d. UTA assumes no liability for ensuring the accurate/complete/on time submission of questions. 2. Question & Answer Summary Questions must be submitted via the Bonfire Q & A page before the end of the Question and Answer period listed on the cover page. UTA's answers to timely submitted questions will be posted on the Bonfire Q & A page. It is the responsibility of all interested parties visit this website to obtain a copy of the Question & Answer Summary. B. Submitting the Response 1. Responses Due Responses must be received no later than the date and time listed on the cover page. 2. Delivery Instructions Responses must be uploaded to Bonfire by the "Bid ends" date and time listed on Bonfire. To submit your Response, log onto Bonfire at: https://utah.bonfirehub.com/portal/?tab=openOpportunities If you have already registered, log in and search by Utah Transit Authority or the RFI number. If you need to create an account, please select "Create Account," and then you can search UTA or the RFI number listed on the Cover Page. If you need assistance, please email the Utah Supplier Portal Support at https://vendorsupport.gobonfire.com/hc/en-us 3. Response Format Responses to this RFI may be developed in a manner that suits the respondent. A list of key questions is included within the RFI, and all submissions, regardless of format, will be reviewed. Respondents are asked to be brief and respond to as many questions as possible within the RFI. Number each response to correspond to the relevant question or instruction in the RFI to allow for comparison and clarity. PART IV REVIEW OF RESPONSES RECEIVED General Information 1. UTA will review responses received for the purpose of gathering information and conducting market research only. UTA will not score or rate responses received. 2. UTA reserves the right to communicate and/or schedule interviews/presentations with Respondents, if needed, to obtain clarification of information contained in the responses received and/or additional information to enhance marketing research efforts. APPENDIX A UTAH TRANSIT AUTHORITY RESPONSE COVER PAGE RFI# 26-04061 Bus Fareboxes Lead Point of Contact - Name/Title: Organization Name (if applicable): Tel: Cell: E-Mail: Website: Street Address: City/State/Zip: