Automated Fare Collection/Mobile Ticketing System

Transcription

1 REQUEST FOR PROPOSALS (RFP) Automated Fare Collection/Mobile Ticketing System ORANGE COUNTY TRANSPORTATION AUTHORITY 550 South Main Street P.O. Box Orange, CA (714) Key RFP Dates Issue Date: March 13, 2015 Pre-Proposal Conference Date: March 25, 2015 Question Submittal Date: March 26, 2015 Proposal Submittal Date: April 20, 2015 Interview Date: May 5, 2015

2 TABLE OF CONTENTS SECTION I: INSTRUCTIONS TO OFFERORS... 1 SECTION II: PROPOSAL CONTENT... 7 SECTION III: EVALUATION AND AWARD EXHIBIT A: SCOPE OF WORK EXHIBIT B: COST AND PRICE FORMS EXHIBIT C: PROPOSED AGREEMENT EXHIBIT D: PARTY AND PARTICIPANT DISCLOSURE FORMS EXHIBIT E: STATUS OF PAST AND PRESENT CONTRACTS EXHIBIT F: SAFETY SPECIFICATIONS... 77

3 NOTICE OF REQUEST FOR PROPOSALS (RFP): : Automated Fare Collection/Mobile Ticketing System TO: All Offerors FROM: Orange County Transportation Authority The Orange County Transportation Authority (Authority) invites proposals from qualified consultants to provide a fare collection solution to complement and enhance with the existing fare collection system. The budget for this project is $750,000. The budget for this project is $750,000. Proposals must be received in the Authority s office at or before 2:00 p.m. on April 20, Proposals delivered in person or by a means other than the U.S. Postal Service shall be submitted to the following: Orange County Transportation Authority Contracts Administration and Materials Management 600 South Main Street, 4th Floor Orange, California Attention: Yvette Crowder, Senior Contract Administrator Proposals delivered using the U.S. Postal Service shall be addressed as follows: Orange County Transportation Authority Contracts Administration and Materials Management P.O. Box Orange, California Attention: Yvette Crowder, Senior Contract Administrator Proposals and amendments to proposals received after the date and time specified above will be returned to the Offerors unopened. Firms interested in obtaining a copy of this Request For Proposals (RFP) may do so by downloading the RFP from CAMM NET at i

4 All firms interested in doing business with the Authority are required to register their business on-line at CAMM NET. The website can be found at From the site menu click on CAMM NET to register. To receive all further information regarding this RFP , firms and subcontractors must be registered on CAMM NET with at least one of the following commodity codes for this solicitation selected as part of the Offeror s on-line registration profile: Category: Fare Collection Equipment Maintenance Services - Equipment Professional Consulting Commodity: Fare Collection Equipment Fare Collection Equipment Service Fare Collection Consulting A pre-proposal conference will be held on March 25, 2015 at 10:00 a.m. at the Authority s Administrative Office, 600 South Main Street, Orange, California, in Conference Room 103/104. All prospective Offerors are encouraged to attend the pre-proposal conference. The Authority has established May 5, 2015, as the date to conduct interviews. All prospective Offerors will be asked to keep this date available. Offerors are encouraged to subcontract with small businesses to the maximum extent possible. All Offerors will be required to comply with all applicable equal opportunity laws and regulations. The award of this contract is subject to receipt of federal, state and/or local funds adequate to carry out the provisions of the proposed agreement including the identified Scope of Work. ii

5 SECTION I: INSTRUCTIONS TO OFFERORS Page 1

6 SECTION I. INSTRUCTIONS TO OFFERORS A. PRE-PROPOSAL CONFERENCE A pre-proposal conference will be held on March 25, 2015, at 10:00 a.m., the Authority s Administrative Office, 600 South Main Street, Orange, California, in Conference Room 103/104. All prospective Offerors are encouraged to attend the pre-proposal conference. B. EXAMINATION OF PROPOSAL DOCUMENTS By submitting a proposal, Offeror represents that it has thoroughly examined and become familiar with the work required under this RFP and that it is capable of performing quality work to achieve the Authority s objectives. C. ADDENDA Any Authority changes to the requirements will be made by written addendum to this RFP. Any written addenda issued pertaining to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The Authority will not be bound to any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. Offerors shall acknowledge receipt of addenda in their proposals. Failure to acknowledge receipt of Addenda may cause the proposal to be deemed non-responsive to this RFP and be rejected. D. AUTHORITY CONTACT All questions and/or contacts with Authority staff regarding this RFP are to be directed to the following Contract Administrator: Yvette Crowder, Senior Contract Administrator Contracts Administration and Materials Management Department 550 South Main Street P.O. Box Orange, CA Phone: , Fax: ycrowder@octa.net E. CLARIFICATIONS 1. Examination of Documents Should an Offeror require clarifications of this RFP, the Offeror shall notify the Authority in writing in accordance with Section E.2. below. Should it be found that the point in question is not clearly and fully set forth, the Authority will issue a written addendum clarifying the matter which will be Page 2

7 sent to all firms registered on CAMM NET under the commodity codes specified in this RFP. 2. Submitting Requests a. All questions, including questions that could not be specifically answered at the pre-proposal conference must be put in writing and must be received by the Authority no later than 3:00 p.m., on March 26, b. Requests for clarifications, questions and comments must be clearly labeled, "Written Questions". The Authority is not responsible for failure to respond to a request that has not been labeled as such. c. Any of the following methods of delivering written questions are acceptable as long as the questions are received no later than the date and time specified above: (1) U.S. Mail: Orange County Transportation Authority, 550 South Main Street, P.O. Box 14184, Orange, California (2) Personal Delivery: Contracts Administration and Materials Management Department, 600 South Main Street, 4 th Floor, Orange, California (3) Facsimile: (714) Offeror must have written or verbal confirmation by the Contract Administrator if requests are sent via facsimile. (4) ycrowder@octa.net 3. Authority Responses Responses from the Authority will be posted on CAMM NET, no later than April 2, Offerors may download responses from CAMM NET at or request responses be sent via U.S. Mail by ing or faxing the request to Yvette Crowder, Senior Contract Administrator. To receive notification of Authority responses when they are posted on CAMM NET, firms and subcontractors must be registered on CAMM NET with at least one of the following commodity codes for this solicitation selected as part of the Offeror s on-line registration profile: Category: Fare Collection Equipment Maintenance Services - Commodity: Fare Collection Equipment Fare Collection Equipment Page 3

8 Equipment Professional Consulting Service Fare Collection Consulting Inquiries received after 3:00 p.m. on March 26, 2015, will not be responded to. F. SUBMISSION OF PROPOSALS 1. Date and Time Proposals must be received in the Authority s office at or before 2:00 p.m. on April 20, Proposals received after the above-specified date and time will be returned to Offerors unopened. 2. Address Proposals delivered in person or by a means other than the U.S. Postal Service shall be submitted to the following: Orange County Transportation Authority Contracts Administration and Materials Management (CAMM) 600 South Main Street, 4th Floor Orange, California Attention: Yvette Crowder, Senior Contract Administrator Or proposals delivered using the U.S. Postal Services shall be addressed as follows: Orange County Transportation Authority Contracts Administration and Materials Management (CAMM) P.O. Box Orange, California Attention: Yvette Crowder, Senior Contract Administrator Firms must obtain a visitor badge from the receptionist in the lobby of the 600 Building prior to delivering any information to CAMM. 3. Identification of Proposals Offeror shall submit an original and 5 copies of its proposal in a sealed package, addressed as shown above in F.2. The outer envelope must show the Offeror s name and address and clearly marked with RFP number. In addition to the above, Proposers shall also include one (1) electronic copy of their entire RFP submittal package in PDF format, on a CD or DVD. Page 4

9 4. Acceptance of Proposals a. The Authority reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities or irregularities in proposals. b. The Authority reserves the right to withdraw or cancel this RFP at any time without prior notice and the Authority makes no representations that any contract will be awarded to any Offeror responding to this RFP. c. The Authority reserves the right to postpone proposal openings for its own convenience. d. Proposals received and opened by Authority are public information and must be made available to any person upon request. e. Submitted proposals are not to be copyrighted. G. PRE-CONTRACTUAL EXPENSES The Authority shall not, in any event, be liable for any pre-contractual expenses incurred by Offeror in the preparation of its proposal. Offeror shall not include any such expenses as part of its proposal. Pre-contractual expenses are defined as expenses incurred by Offeror in: 1. Preparing its proposal in response to this RFP; 2. Submitting that proposal to the Authority; 3. Negotiating with the Authority any matter related to this proposal; or 4. Any other expenses incurred by Offeror prior to date of award, if any, of the Agreement. H. JOINT OFFERS Where two or more firms desire to submit a single proposal in response to this RFP, they should do so on a prime-subcontractor basis rather than as a joint venture. The Authority intends to contract with a single firm and not with multiple firms doing business as a joint venture. I. TAXES Offerors proposals are subject to State and Local sales taxes. However, the Authority is exempt from the payment of Federal Excise and Transportation Taxes. Page 5

10 J. PROTEST PROCEDURES The Authority has on file a set of written protest procedures applicable to this solicitation that may be obtained by contacting the Contract Administrator responsible for this procurement. Any protests filed by an Offeror in connection with this RFP must be submitted in accordance with the Authority s written procedures. K. CONTRACT TYPE It is anticipated that the Agreement resulting from this solicitation, if awarded, will be a firm-fixed price contract specifying firm-fixed prices for individual tasks specified in the Scope of Work, included in this RFP as Exhibit A. L. CONFLICT OF INTEREST All Offerors responding to this RFP must avoid organizational conflicts of interest which would restrict full and open competition in this procurement. An organizational conflict of interest means that due to other activities, relationships or contracts, an Offeror is unable, or potentially unable to render impartial assistance or advice to the Authority; an Offeror s objectivity in performing the work identified in the Scope of Work is or might be otherwise impaired; or an Offeror has an unfair competitive advantage. Conflict of Interest issues must be fully disclosed in the Offeror s proposal. M. CODE OF CONDUCT All Offerors agree to comply with the Authority s Code of Conduct as it relates to Third-Party contracts which is hereby referenced and by this reference is incorporated herein. All Offerors agree to include these requirements in all of its subcontracts. Page 6

11 SECTION II: PROPOSAL CONTENT Page 7

12 SECTION II. PROPOSAL CONTENT A. PROPOSAL FORMAT AND CONTENT 1. Format Proposals should be typed with a standard 12 point font, double-spaced and submitted on 8 1/2 x 11 size paper, using a single method of fastening. Charts and schedules may be included in 11 x17 format. Proposals should not include any unnecessarily elaborate or promotional materials. Proposals should not exceed fifty (50) pages in length, excluding any appendices, cover letters, resumes, or forms. 2. Letter of Transmittal The Letter of Transmittal shall be addressed to Yvette Crowder, Senior Contract Administrator and must, at a minimum, contain the following: a. Identification of the Offeror that will have contractual responsibility with the Authority. Identification shall include legal name of company, corporate address, telephone and fax number, and address. Include name, title, address, address, and telephone number of the contact person identified during period of proposal evaluation. b. Identification of all proposed subcontractors including legal name of company, whether the firm is a Disadvantaged Business Enterprise (DBE), contact person s name and address, phone number and fax number, and address; relationship between Offeror and subcontractors, if applicable. c. Acknowledgement of receipt of all RFP addenda, if any. d. A statement to the effect that the proposal shall remain valid for a period of not less than 120 days from the date of submittal. e. Signature of a person authorized to bind Offeror to the terms of the proposal. f. Signed statement attesting that all information submitted with the proposal is true and correct. 3. Technical Proposal a. Qualifications, Related Experience and References of Offeror Page 8

13 This section of the proposal should establish the ability of Offeror to satisfactorily perform the required work by reasons of: experience in performing work of a similar nature; demonstrated competence in the services to be provided; strength and stability of the firm; staffing capability; work load; record of meeting schedules on similar projects; and supportive client references. Offeror to: (1) Provide a brief profile of the firm, including the types of services offered; the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size and location of offices; and number of employees. (2) Provide a general description of the firm s financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede Offeror s ability to complete the project. (3) Describe at least two projects relating to the firm s experience in performing projects of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project. (4) Identify subcontractors by company name, address, contact person, telephone number, , and project function. Describe Offeror s experience working with each subcontractor. (5) Provide a minimum three (3) references for the projects cited as related experience, and furnish the name, title, address, telephone number, and address of the person(s) at the client organization who is most knowledgeable about the work performed. Offeror may also supply references from other work not cited in this section as related experience. b. Proposed Staffing and Project Organization This section of the proposal should establish the method, which will be used by the Offeror to manage the project as well as identify key personnel assigned. Offeror to: (1) Detail how the Offeror intends to complete the project including the team assigned to the project; the proposed project schedule and proposed training. Page 9

14 (2) Identify key personnel proposed to perform the work in the different phases and include major areas of subcontract work. Include the person s name, current location, proposed position for this project, current assignment, level of commitment to the assignment, availability for this assignment and how long each person has been with the firm. (3) Furnish brief resumes (not more than two [2] pages each) for the proposed Project Manager and other key personnel that includes education, experience, and applicable professional credentials. (4) Indicate adequacy of labor resources utilizing a table projecting the labor-hour allocation to the project by phases. (5) Include a project organization chart, which clearly delineates communication/reporting relationships among the project staff. (6) Detail how the results will be measured and form that the metrics reporting will take. (7) Include a statement that key personnel will be available to the extent proposed for the duration of the project acknowledging that no person designated as "key" to the project shall be removed or replaced without the prior written concurrence of the Authority. c. Technical Solution Offeror should provide a narrative, which addresses the Scope of Work, and shows Offeror s understanding of Authority's needs and requirements. Offeror to: (1) Offerors should detail their understanding of the project and the required solution. This section should detail the proposed technical solution and illustrate how it will meet the functional requirements as established in the Scope of Work and Technical Specifications. (2) Describe the approach to completing the different phases specified in the Scope of Work and Technical Specifications. The approach to the technical solution shall be of such detail to demonstrate the Offeror s ability to accomplish the project objectives and overall schedule. (3) Outline sequentially the activities that will be undertaken in Page 10

15 completing the different phases and specify who will perform them. (4) Furnish a project schedule for completing the phases in terms of elapsed weeks. (5) Identify methods that Offeror will use to ensure quality control as well as budget and schedule control for the project. (6) Identify any special issues or problems that are likely to be encountered in this project and how the Offeror proposes to address them. (7) Offeror is encouraged to propose enhancements or procedural or technical innovations to the Scope of Work that do not materially deviate from the objectives or required content of the project. d. Exceptions/Deviations State any exceptions to or deviations from the requirements of this RFP, segregating "technical" exceptions from "contractual" exceptions. Where Offeror wishes to propose alternative approaches to meeting the Authority's technical or contractual requirements, these should be thoroughly explained. If no contractual exceptions are noted, Offeror will be deemed to have accepted the contract requirements as set forth in Exhibit C. 4. Cost and Price Proposal As part of the cost and price proposal, the Offeror shall submit proposed pricing for services described in Exhibit A, Scope of Work. The Offeror shall complete the Price Summary Sheet form included with this RFP (Exhibit B), and furnish any narrative required to explain the prices quoted in the schedules. It is anticipated that the Authority will issue a firm fixed priced contract specifying firm fixed prices for services required to complete the project. 5. Appendices Information considered by Offeror to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Offerors are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief. Page 11

16 B. FORMS 1. Party and Participant Disclosure Forms In conformance with the statutory requirements of the State of California Government Code Section 84308, part of the Political Reform Act and Title 2, California Code of Regulations through , regarding campaign contributions to members of appointed Boards of Directors, Offeror is required to complete and sign the Party and Participant Disclosure Forms provided in this RFP and submit as part of the proposal. Offeror is required to submit only one copy of the completed form(s) as part of its proposal and it should be included in only the original proposal. The prime consultant and subcontractors must complete the form entitled Party Disclosure Form. The form entitled Participant Disclosure Form must be completed by lobbyists or agents representing the prime consultant. The form is included in Exhibit D. Therefore, the prime consultant, subcontractors and agents will be required to report all campaign contributions from the proposal submittal date up and until the Board of Directors makes a selection, which is currently scheduled for June 22, Status of Past and Present Contracts Form Offeror shall identify the status of past and present contracts where the firm has either provided services as a prime contractor or a subcontractor during the past five (5) years in which the contract has ended or will end in a termination, settlement, or litigation. A separate form must be completed for each contract you identify. The Status of Past and Present Contracts Form can be found in Exhibit E. Each form must be signed by the Offeror confirming that the information provided is true and accurate. Offeror is required to submit one copy of the completed form(s) as part of its proposals and it should be included in only the original proposal. 3. Safety Specifications Offerors shall comply with Safety Specifications Level 2 as included in this RFP as Exhibit E, during the term of the awarded Agreement. Page 12

17 SECTION III: EVALUATION AND AWARD Page 13

18 SECTION III. EVALUATION AND AWARD A. EVALUATION CRITERIA The Authority will evaluate the offers received based on the following criteria: 1. Qualifications of the Firm 20% Technical experience in performing projects of a closely similar nature; experience working with public agencies; strength and stability of the firm; strength, stability, experience and technical competence of subcontractors; assessment by client references. 2. Staffing and Project Organization 15% Qualifications of project staff, particularly key personnel and especially the Project Manager; key personnel s level of involvement in performing related work cited in "Qualifications of the Firm" section; reasonableness of proposed schedule and proposed training; logic of project organization; adequacy of labor commitment; concurrence in the restrictions on changes in key personnel. Detail how results will be measured and the form the metrics reporting will take. 3. Technical Solution 35% Depth of Offeror's understanding of Authority's requirements of the project and the required solution; how the solution will meet the functional requirements as established in the Technical Specifications; overall quality and detail of the proposed technical solution of work plan; logic, clarity and specificity of work plan; appropriateness of resource allocation among the tasks; utility of suggested technical or procedural innovations. 4. Cost and Price 30% Reasonableness of the total price for the required services, as well as the individual tasks; competitiveness with other offers received; adequacy of data in support of figures quoted. B. EVALUATION PROCEDURE An evaluation committee will be appointed to review all proposals received for this RFP. The committee is comprised of Authority staff and may include outside personnel. The committee members will evaluate the written proposals using criteria identified in Section III A. A list of top ranked proposals, firms within a competitive range, will be developed based upon the totals of each committee member s score for each proposal. Page 14

19 During the evaluation period, the Authority may interview some or all of the proposing firms. The Authority has established May 5, 2015, as the date to conduct interviews. All prospective Offerors are asked to keep this date available. No other interview dates will be provided, therefore, if an Offeror is unable to attend the interview on this date, its proposal may be eliminated from further discussion. The interview may consist of a short presentation by the Offeror after which the evaluation committee will ask questions related to the firm s proposal and qualifications. At the conclusion of the proposal evaluations, Offerors remaining within the competitive range may be asked to submit a Best and Final Offer (BAFO). In the BAFO request, the firms may be asked to provide additional information, confirm or clarify issues and submit a final cost/price offer. A deadline for submission will be stipulated. At the conclusion of the evaluation process, the evaluation committee will recommend to the Transit Committee, the Offeror with the highest final ranking or a short list of top ranked firms within the competitive range whose proposal(s) is most advantageous to the Authority. The Transit Committee will review the evaluation committee s recommendation and forward its decision to the full Board of Directors for final action. C. AWARD The Authority will evaluate the proposals received and will submit, with approval of the Transit Committee, the proposal considered to be the most competitive to the Authority s Board of Directors, for consideration and selection. The Authority may also negotiate contract terms with the selected Offeror prior to award, and expressly reserves the right to negotiate with several Offerors simultaneously and, thereafter, to award a contract to the Offeror offering the most favorable terms to the Authority. The Authority reserves the right to award its total requirements to one Offeror or to apportion those requirements among several Offerors as the Authority may deem to be in its best interest. In addition, negotiations may or may not be conducted with Offerors; therefore, the proposal submitted should contain Offeror's most favorable terms and conditions, since the selection and award may be made without discussion with any Offeror. The selected Offeror will be required to submit to the Authority s Accounting department a current IRS W-9 form prior to commencing work. Page 15

20 D. NOTIFICATION OF AWARD AND DEBRIEFING Offerors who submit a proposal in response to this RFP shall be notified via CAMM NET of the contract award. Such notification shall be made within three (3) business days of the date the contract is awarded. Offerors who were not awarded the contract may obtain a debriefing concerning the strengths and weaknesses of their proposal. Unsuccessful Offerors, who wish to be debriefed, must request the debriefing in writing or electronic mail and the Authority must receive it within seven (7) business days of notification of the contract award. Page 16

21 EXHIBIT A: SCOPE OF WORK Page 17

22 SCOPE OF WORK Automated Fare Collection/Mobile Ticketing Solution Introduction The Orange County Transportation Authority s (Authority) current fare collection system has been in place for nearly 14 years. During that time, the Authority has performed several software upgrades and replaced some parts and components to maintain the fareboxes in proper working order. In addition, the Authority has a proactive preventive maintenance program and expects to continue using the GFI Odyssey fareboxes for approximately five to seven years to collect cash payments and accept magnetic cards currently used by customers. Therefore, the Authority is seeking a fare collection solution to complement and enhance with the existing fare collection system. The Authority is currently exploring fare collection alternatives for increasing operational efficiency, facilitating interagency compatibility, and offering customers seamless travel throughout Orange County and into neighboring counties. Additionally, the Authority will need to update the existing fare collection equipment when it reaches the end of its useful life. The Authority conducted a fare integration study to identify potential strategies for intracounty and intercounty fare integration. The primary goal of the study was to provide the Authority with fare collection alternatives for increasing operational efficiency, facilitating interagency compatibility, and offering customers seamless travel throughout Orange County and into neighboring counties. The current interface is acceptance of each other s fare media at agreed locations through visual validation. A formal agreement exists between the Authority and each connecting transit agency. A list of neighboring agencies and the transit services being operated or planned for implementation in Orange County is included as ATTACHMENT A to this scope of work. The Authority completed a pilot of mobile ticketing at the 2014 OC Fair. This fare collection pilot was designed to help the Authority test the applicability of a new fare collection approach while not incurring excessive capital expenses. Additionally, the pilot allowed the Authority to gather stakeholder, rider feedback, and measure performance metrics associated with using mobile ticketing. Project Overview The Authority is seeking to modernize its fare collection system in alignment with a set of guiding principles described below. Additional major goals for a new fare system were discovered in discussion with key stakeholders, and are captured in the following section. 18

23 The guiding principles for a new fare collection system have been identified as: Adopt Stand-beside readers to enhance the current fare system Accept open payments Have the ability to integrate with regional partners Integrate with the Authority s existing Intelligent Transit Management System (ITMS) Easily leverage emerging and future technologies The Authority intends to conduct two procurements; one procurement for the development of the app and associated services and a second procurement for hardware (stand-beside readers). Eventually, the complete system will allow for acceptance of mobile ticketing, including installation of barcode readers on buses, as well as integration with the Authority fare system and open-loop (credit card) payments. The system should be able to accommodate fare products, as chosen by the Authority and shown in ATTACHMENT B. The Authority will conduct a fare policy study and Offeror shall incorporate any recommended changes to the fare structure and fare products into the mobile ticketing application. Project Goals and Objectives The procurement and implementation of a new fare system is designed to advance a number of goals. The Authority s fare collection modernization goals include: Stimulate growth in ridership Simplify fare policy Decrease dwell time Increase ease of use for customers to promote customer self-service o A goal for the new fare collection system is to improve the rider experience by reducing complexity and giving the rider easier ways to pay that are familiar. The easy acceptance of mobile fares and consequent improvement in boarding speeds is expected to improve the rider experience. Foster regional transit fare integration o It is important for the Authority to implement a solution that meets current needs, and provides a transition path to meet the future needs of the region. The Authority wishes to avoid technologies that are closed, out of date and not scalable. Decrease customer calls to the Authority s customer information center to decrease customer service costs Reduce current magnetic fare media and reduce maintenance costs Reduce cash and lower cash handling costs 19

24 o While reducing cash handling costs is a goal for the new fare system, it is not primary. Cash handling costs are not onerous today at the Authority. It is important to recognize that cash handling costs are not linear, that is, that reducing cash accepted by 75% will not reduce cash handling costs by 75% because the Authority will still need to account for cash collection activities. Decrease Equipment Maintenance Costs a reduction in cash collection and existing magnetic fare media should lead to a reduction in equipment maintenance costs Integrate with other on-board equipment for single sign on for coach operators. Currently, sign on is through magnetic stripe cards presented through the farebox. Consider integration with regional partners future ticketing solutions Unify the riding experience by integrating mobile ticketing with other applications for trip planning, real time arrivals, etc. Review of 2014 Pilot The mobile ticketing pilot was conducted in conjunction with the 2014 OC Fair. The OC Fair took place in July and August of The Authority runs a shuttle service from regional transit centers and park and ride lots to the OC Fair on Friday, Saturday and Sunday for five consecutive weekends. The service consists of eight shuttle routes and the service uses a fleet of approximately 30 buses to operate the service. The pilot was conducted by allowing riders to buy their bus tickets in advance using their mobile devices. The riders then displayed the ticket for visual inspection or for automated reading by handheld readers as they boarded the vehicle. Pilot Results The pilot project was measured by hard numbers (riders, revenue and costs) and was also evaluated through rider surveys and debrief sessions with both the Consultant and internal resources. Overall boardings for the OC Fair Express increased from 58,706 in 2013 to 76,952 in Given that the OC Fair was the same length as the previous year and approximately the same level of scheduled service was offered, this represents an increase of more than 18,000 riders, or over 31%. It was estimated that nearly 20,000 boardings were accomplished with mobile ticketing, accounting for over 26% of total boardings. While there is no direct correlation between ridership and the mobile application, the similarity between the increase in total riders and the number using the application is hard to ignore. Other key statistics include the following: 65% of App downloads occurred on ios and 35% on Android operating systems 20

25 88% of tickets were purchased by Regular riders and 12% by Senior/Disabled riders Purchases with a Mobile device versus Internet were evenly distributed From purchase performed on the Internet, 57% utilized a Windows platform and 35% utilized a Mac platform and 8% were other mobile devices. The total revenue gathered through the mobile application was about $37,000. Lessons Learned There were some problems with scanning and validations. Often this was attributable to a phone s screen protector, brightness or resolution settings. Many times the customer wasn t ready, the application wasn t ready, the battery was dead, or no ticket had been purchased. Fixed validators on-board the revenue vehicles would avoid problems with readers not recognizing bar codes. An iterative design process and phased rollout would allow more feedback on each element as it comes live. A commonly encountered issue was dead cell phone batteries after a day at the OC Fair. Customers were asked to complete a separate survey, rather than a survey a survey directly inside the application. Soon the Authority will have predicted arrivals available, and there is a desire to include this capability in the application, beyond just providing schedule information. The Authority appreciated the reporting capabilities within the application but would also like to download reports into Excel or CSV format for more manipulations or the capability to have direct read and query access to the database. Tying ridership and application usage to credit card settlement reports was very difficult. System Overview The project will be rolled out in phases, with the initial phase centered around the rollout of mobile ticketing for college passes, followed by allowing passengers to purchase express bus passes, and ultimately implementing mobile ticketing capability on the entire Authority bus fleet, consisting of about 600 fixed route vehicles. The fleet is equipped with GFI Odyssey fareboxes. A summary of the Authority s revenue fleet make-up is included in the table below. 21

26 OCTA Revenue Fleet Fixed Route Vehicles Size Fuel Type Quantity NABI 40-Foot LNG 72 New Flyer 40-Foot CNG 299 New Flyer, New 40-Foot CNG 130 New Flyer, New Artic 60-Foot CNG 36 El Dorado, New 32-Foot CNG 19 New Flyer 40-Foot Diesel 37 System-wide Total 593 The Authority s transit service consists of the following primary services; 1) special services such as the Orange County Express, 2) Freeway-based Express Bus Service, 3) StationLink service designed to connect with Metrolink commuter rail service, 4) Limited Stop local service called Bravo!, 5) Local and Community fixed route service, which is the Authority s core service, and 6) ACCESS paratransit service. Maps of these services are included in ATTACHMENT C. Implementation Approach The Authority plans to implement a mobile ticketing solution in phases, building on the successes and lessons learned from of each previous phase. The implemented solution will be a fully hosted solution, following a Software as a Service (SaaS) model. The project will consist of three phases. Phase I includes making mobile payments available for College Passes to be rolled-out as Version 1.0 by the end of Ticket validation during this phase would be accomplished visually by coach operators. The Authority and the colleges will be responsible for determining student eligibility. The Authority registers about 325,000 college pass transactions annually. Phase II is Express bus service which is expected to be rolled-out as Version 2.0 in spring 2016 and the OC Fair in July Ticket validation during this phase would be accomplished primarily via visual mode. However, the Authority would like to gain experience with stand-beside readers. Therefore, Offeror will be asked to install up to seven readers on express routes to perform ticket validation. On this Express service, the Authority registers about 320,000 transactions annually. Phase III is the full fleet rollout of mobile ticketing and would be rolled-out as Version 3.0 by the end of Full fleet rollout means that the mobile ticketing application and all associated services are ready for the public and all firmware is installed in stand-beside readers on all Authority buses to perform ticket validation. Included in Phase III is the deployment of stand-beside readers, which is an entirely separate procurement. Readers in the full deployment will be similar to those described Exhibit A, Attachment D. System Specifications. System-wide, the Authority registers about 50 million transactions annually. 22

27 The Offeror should propose an approach that achieves the goals stated above and describes how the implementation would be carried out from the initial phase on the Express services, through full fleet rollout. This includes a schedule for installing firmware on stand-beside readers on the buses. The Authority places a premium on data and thus the sooner the readers are on buses the better, because of the lack of data provided by visual inspection. The system specifications for this procurement are included as ATTACHMENT D in the RFP. 23

28 EXHIBIT A ATTACHMENT A List of Existing and Future Transit Services OCTA currently interfaces with the following transit systems: Anaheim Resort Transit System (bus service -- Orange County) City of Irvine Shuttle (bus service -- Orange County) Foothill Transit (bus service -- Los Angeles County) Laguna Beach Transit (bus service -- Orange County) Long Beach Transit (bus service -- Los Angeles County) Metro (bus and light rail service -- Los Angeles County) Metrolink (commuter rail service -- Ventura, Los Angeles, Riverside, San Bernardino Orange, and San Diego Counties) North County Transit District (bus, light rail, commuter rail service -- San Diego County) Norwalk Transit (bus service -- Los Angeles County) Omnitrans (bus service -- San Bernardino County) Riverside Transit Agency (bus service -- Riverside County) Future Transit Systems: Project S and Project V- Measure M funded transit projects 24

29 EXHIBIT A ATTACHMENT B Orange County Transportation Authority Fare Media

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36 EXHIBIT A ATTACHMENT C Orange County Transportation Authority Bus System Maps 26

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42 EXHIBIT A ATTACHMENT D Orange County Transportation Authority Automated Fare Collection/Mobile Ticketing System Specifications 27

43 TABLE OF CONTENTS System Specifications Mobile Ticketing Reporting System Components On Board Readers Back Office Data Warehouse User Access Management System Services Hosting Bank Card Processing Fare Policy API for On Board Readers Eligibility Verification Usability Data and Privacy Disaster Recovery PCI Compliance Fraud Prevention Project Measurement (Metrics) Schedule Phased Approach Training Plan Maintenance Warranty Design Reviews Testing Plan 28

44 SYSTEM SPECIFICATIONS The Authority's minimum functional requirements are identified below. Should an Offeror be able to meet additional requirements, Offeror is encouraged to highlight them. Also should an Offeror not be able to meet a requirement, Offeror must identify a recommended workaround or business case that would allow the project to be successful without meeting the specific requirement. Both this and the Scope of Work, above should be considered part of the work that will be contracted in their entirety. Mobile Ticketing A primary component of the new system will be a mobile ticketing application that allows users to purchase single ride tickets or period passes using their smart phones and then use the smart phone to display valid fare payment on Authority buses using bar codes. The requirements listed below are designed to help the Authority procure an easy-touse mobile ticketing solution. In alignment with the Authority s guiding principles these requirements are expected to translate to a quick and simple experience of using a mobile device to purchase and redeem tickets. Mobile App The Offeror will make available a free download of a mobile application for the latest versions of both the ios and Android mobile operating systems, and the two prior versions of each. The Offeror will be responsible for offering and maintaining the app in the appropriate app stores. The Offeror will be responsible for delivering an off-the-shelf app that has been used elsewhere, but that can be branded with artwork supplied and approved by Authority. The Offeror will be responsible for making the applications available without using Authority resources or servers and maintaining updates for the duration of the contract. It would be beneficial to have the application code written in such a way as to be portable to alternative mobile phone platforms such as mobile focused web sites, Windows Mobile or Blackberry. Making the application available on other mobile platforms would be highly desirable. The Authority would like to include the mobile ticketing app features available in the pilot app: Schedules, Routes, Route Maps, and General Information. Authority has a mobile website that can be embedded in the application. There is also a GTFS feed for schedule data. OCTA is developing a real time GTFS feed for vehicle location. The wording of the app for the purchase of group passes (as in pilot) should display use of the group ticket clearly. Period passes should include multi day passes like the 30 day. Ideally, the app should also include hourly passes. The application will allow the purchase of multiple tickets in one transaction. The application will provide one barcode for each transaction. 29

45 The application should have the capability to create marketing promotions, such as, a loyalty program so that if a customer purchases a certain number of passes, they get a gift of a free ride or something for consistently using the mobile app for ticketing. The Offeror will be responsible for designing and implementing a validation scheme to enforce eligibility requirements for the College Pass and concessionary fares. The initial application will be deployed in English only, but the application will be designed with the capability to accommodate up to three languages (i.e. Spanish, Vietnamese, etc.) The general steps for a ticket purchase will be: Launch mobile app Select purchase tickets Select type of ticket Select quantity of tickets Verify purchase details and total cost Ask for contact information An option to create an account for future purchases and maintain a transaction history. Ask for payment information The following options to receive the ticket should be available to the user: Display the ticket on the device or another mobile device or mobile web browser Keep tickets in a wallet or passbook that is available whether or not the device is connected to wireless or a cellular network Purchase a ticket that can be used by another person; i.e. a gift pass Ticket Statistics Barcodes will be displayed in Quick Response (QR) or another commonly accepted standard, and machine readable by on-board readers. Allow ticket activation and validation to occur when the mobile device is not internet connected. Unused tickets will automatically expire at a configurable time. As a part of the proposal, it would be desirable for Offerors to provide a link to an online demonstration showing: Application for purchase and account processing Ticket appearance on phone and validation Validation refers to electronically verifying that the ticket is valid and logging the event. Reporting system on purchases and usage 30

46 Reporting The Authority s Mobile Ticketing reporting must be robust. The Offeror will provide a solution with the functionality listed below but also include within proposals any additional reporting functionality that could meet the larger needs of the Authority's fare collection program. The Authority currently uses Business Objects for reporting and information for data management. Compatibility with these tools is highly desirable. The reporting module must interface to the supplied data warehouse for the generation of canned and custom reports. The reporting tool will allow the viewing, running, and scheduling of predefined reports, as well as the creation of custom reports. The reporting module should have the following attributes: Web based or easily accessible from within the Authority (if not web based describe the technical requirements for a reporting workstation and when web based reporting will be available) Describe different user level access Describe security Offeror will provide a transactions report within one business day, containing all transactions for the prior day. Offeror will be responsible for developing a set of canned reports to be defined during system design. These reports will include: Ridership reports Sales reports Financial clearing and settlement reports to ensure sales transactions clearly match transactions in the settlement report Maintenance reports Device and system performance reports Customer service reports Exception reports The Offeror will provide for the ability to report on user statistics throughout the ticketing process including but not limited to: Purchases Per account By Operating System (OS) By ticket type By location By time/date stamp Payment type Usage Location/route Date/time Ticket type OS/handset type Account # Summary reports on daily activity will be available by the following day by 8:00 a.m. Pacific Time. 31

47 Raw data about activity should always be available via Structured Query Language (SQL) on a real time basis. Any reports and all data generated by the system are the sole property of the Authority and will not be shared or distributed without the Authority s express written permission. Offeror will be responsible for developing up to 10 additional custom reports following system implementation and an interface to allow the Authority to build custom reports in a user-friendly manner. These reports will be restricted to a specified number and requested within a predefined period following launch of the system, but will include the following: SQL based data mart All data collected, processed, and transmitted by the mobile ticketing system is owned by the Authority. If any encryption device or algorithmic masking formula is applied to achieve data security at the collection source, then a utility program must be provided which can be applied to the encrypted data to de-encrypt the data into a readable and portable (e.g., ASCII, or a database file/table) format. Data will be held in a standard commercial database satisfactory to the Authority and will be accessible by standard commercial SQL tools for which the vendor supplies the Authority with the schema. Data that is encrypted at the validator level, if any, will be encrypted according to the standards established for those media and will not be de-encrypted at any point. All data should be encrypted when at rest in the application and sent over a secure channel in transit. In other words the data should be encrypted when it resides at the Offeror site. It should send over an encrypted channel when sent from the customer to the Offeror and when it is sent from the Offeror to the Authority. SYSTEM COMPONENTS On Board Readers For the Electronic Validation Pilot as part of Phase II, Offeror will provide seven (7) readers, hardware validation devices which can be mounted on the buses and used to read and validate the tickets sold in the mobile application. The readers will be low cost, self-contained units that can be easily installed and replaced for maintenance purposes. Readers will support limited integration with other onboard systems that provide complementary data, such as associating fares to the appropriate service (i.e. local vs. express service). Operation The reader will read/validate 2D/3D barcodes and support industry standard formats including QR and Aztec. The reader will operate in a standard onboard bus environment, including exposure to varying levels of sunlight and vibration. The response time of the reader will be less than 750ms. The reader will display visual and audio feedback for the customer and operator. The readers will be able to validate in an off-line mode when network connections are unavailable. This may include the use of whitelists and hotlists to 32