MIDDLETOWN TRANSIT DISTRICT

Transcription

1 MIDDLETOWN TRANSIT DISTRICT REQUEST FOR PROPOSALS PARA TRANSIT INTELLIGENT TRANSPORTATION SYSTEM Middletown Transit District 340 Main St. Middletown, Ct RFP Intelligent Transportation Systems Page 1

2 NOTICE REQUEST FOR PROPOSALS MAT RFP PARA TRANSIT INTELLIGENT TRANSPORTATION SYSTEM The Middletown Transit District (MAT), Middletown, Connecticut is seeking a firm or firms to provide a Mobile Hardware and Software Intelligent Transportation System. Proposal documents are available on our website Proposals shall be submitted to Andrew Chiaravallo, MAT, 340 Main St, Middletown, Ct 06457, on or before 3:00 p.m. EST on September 8, Proposals received after the deadline will not be considered and will be returned to the Proposer unopened. Any changes, or any requests for changes in the specifications, will not be recognized after sealed proposals are submitted to MAT. Any contract resulting from this request for proposals submitted is subject to a financial assistance contract between MAT and the Connecticut Department of Transportation. All Proposers will be required to certify that they are not on the Comptroller General's list of ineligible contractors. Further, the contractor will be required to comply with all applicable equal employment opportunity laws and regulations. MAT hereby notifies all Proposers that in regard to any contract entered into pursuant to this Request for Proposals, advertisement or solicitation, small and/or minority business enterprises will be afforded full opportunity to submit proposals in response, and will not be subjected to discrimination on the basis of race, color, sex or national origin in consideration for an award. MAT reserves the right to reject any and all proposals as submitted by this Request for Proposals, and to waive informalities and irregularities, as it deems in its best interest. RFP Intelligent Transportation Systems Page 2

3 TABLE OF CONTENTS SECTION I - GENERAL INFORMATION INTRODUCTION PROPOSAL INQUIRIES COMMENCEMENT OF SERVICES GOALS AND OBJECTIVES QUALIFICATION OF PROPOSERS FEDERAL GRANT REQUIREMENTS PROCUREMENT AND APPEALS PROCESS FUNDING SPECIAL PROVISION VALIDITY OF PROPOSALS ADDENDA AND PROPOSAL REJECTION PROPOSAL WITHDRAWAL INSURANCE REQUIREMENTS... 7 A. Commercial General Liability... 7 B. Workers' Compensation Insurance... 8 C. Certificate of Insurance... 8 D. Self-Insurance ATTACHED EXHIBITS... 8 SECTION II - TECHNICAL MAT OVERVIEW... 9 A. Facilities... 9 B. Operations SCOPE OF WORK... 9 A. Project Overview... 9 B. Contractor Responsibilities C. MAT Responsibilities D. Project Requirements SECTION III - RESPONSE CRITERIA SUBMISSION REQUIREMENTS GENERAL INFORMATION FORM COVER LETTER STATEMENT OF QUALIFICATIONS FINANCIAL CAPACITY PROJECT MANAGEMENT TECHNICAL INFORMATION PROPRIETARY RIGHTS AFFIRMATIVE ACTION PLAN REQUIRED CERTIFICATIONS COST PROPOSAL FORM MISCELLANEOUS INFORMATION SECTION IV - PROPOSAL EVALUATION EVALUATION PROCEDURES TECHNICAL PROPOSAL A. Technical Compliance (40%) B. Project Management (25%) RFP Intelligent Transportation Systems Page 3

4 C. Utilization of DBEs (10%) COST PROPOSAL A. Proposed Price (25%) RFP Intelligent Transportation Systems Page 4

5 SECTION I - GENERAL INFORMATION 1. INTRODUCTION Middletown Transit District is seeking a 5 - Year software scheduling solution for its ADA/Dial-A-Ride Division. Middletown Transit District is a quasi-governmental corporation operating under the authority of Chapter 103a of the Connecticut General Statutes. SUBMISSION OF PROPOSALS Contractors shall submit one (1) electronic copy of the Proposal prior to 3:00 p.m. E.S.T., September 8, 2016 to: Andrew Chiaravallo Administrator Middletown Transit District 340 Main Street, Middletown, Connecticut , ext. 103 achiaravallo@mtdct.org Late submissions will not be accepted. It is the responsibility of the Proposer to ensure that its Proposal is transmitted to MAT by the date and time referred to hereinabove. Delivery by facsimile or any other means will not be accepted. All costs associated with the preparation and delivery of a Proposal is the sole responsibility of the applicable Proposer. Proposers shall not include any such expenses as part of the price proposed in response to the RFP. 2. PROPOSAL INQUIRIES Communication by any Proposer with any agent or employee of MAT on the subject of this RFP, or the pending process may result in the Proposer being deemed ineligible with regard to this RFP. All questions and requests for clarification regarding this RFP or this process must be submitted electronically to Andrew Chiaravallo at achiaravallo@mtdct.org on August 25, Any correction or changes to this RFP will be made by written addendum only and will be distributed to all known recipients of the RFP document. 3. COMMENCEMENT OF SERVICES It is the intent of MAT to execute an agreement with the successful proposer, to commence on or before October 1, GOALS AND OBJECTIVES MAT has identified the use of Intelligent Transportation systems including with mobile hardware and software as a cost effective approach to achieve operational improvement of its Para transit operations. To accomplish this two main goals have been outlined: a) Increase availability of Para transit information and dissemination, and b) Improve overall dispatching, operational efficiency, reporting and cost effectiveness MAT is looking to deploy an ITS solution comprised of the following: RFP Intelligent Transportation Systems Page 5

6 a) Increase availability of Para transit information and dissemination, and b) Best of breed, non-proprietary, standard based systems, components and protocols; c) Easily integrates with a cellular environment and vehicle fleet.. d) Is capable of handling 250+ trips a day. e) Easily integrates with regional and state-wide ITS initiatives to help further the ITS goals and objectives of the State of Connecticut. f) Ability to interchange data with public mobile devices through an application and to company website a plus. 5. QUALIFICATION OF PROPOSERS Prospective Proposers must meet the following minimum qualifications to be considered for selection. MAT is the sole judge in determining compliance with qualifications standards: a) Proposers must provide new equipment of its own manufacture, or equipment which is obtained by the Proposer through legal and reputable channels. b) Proposers must be able to obtain manufacturer s proof that they are authorized to provide sales and services from the proposed products c) Proposers must possess all trade, professional, or business licenses as may be required by the work contemplated by this RFP. 6. FEDERAL GRANT REQUIREMENTS Exhibit - A, attached hereto and made a part hereof sets forth federal requirements placed upon vendors who are participating in a project funded in whole or in part with Federal grants. Its provisions are hereby included herein as an integral part of this RFP. 7. PROCUREMENT AND APPEALS PROCESS MAT s procurement procedures and appeals process are contained in Exhibit - C attached hereto and made a part hereof. 8. FUNDING Any contract resulting from this request for proposals is subject to a financial assistance contract between MAT, the Federal Transit Administration and the CT Department of Transportation. All firms will be required to certify that they are not on the U.S. Department of Transportation s list of ineligible contractors. Further, the contractor will be required to comply with all applicable equal employment opportunity laws and regulations. No proposal will be accepted from, or a Contract awarded to any person, firm, or corporation that is in arrears or is in default to the State of Connecticut upon any debt or contract or that is in default as a surety or in any other manner is in default of any obligation to the State. Additionally, no Contract shall be awarded to any person, firm, or corporation that has failed to perform on any prior or previous contract, agreement, or license with the State. Nor will any Contract be awarded to any firm that is not registered with the Secretary of State s Office to conduct business in the State of Connecticut. 9. SPECIAL PROVISION It is the policy of MAT that disadvantaged business enterprises (DBE's) are afforded the maximum opportunity to participate in the performance of all contracts let by MAT. This participation may be in the form of prime contracts, and/or sub-contracts, and/or direct or general overhead items procured from DBE s allocated to the Services. The term "disadvantaged business enterprise" means a business enterprise that is at least 51% owned and controlled by one or more socially disadvantaged persons. Such disadvantage RFP Intelligent Transportation Systems Page 6

7 may arise from cultural, racial, chronic economic circumstances or background, or other similar cause. Such persons would include but not be limited to citizens of the United States who are: African Americans (not of Hispanic origin); Hispanic Americans; Native Americans; Asian-Pacific Americans; and, women regardless of race and ethnicity. Proposers will submit a statement indicating its own DBE status and what subcontracts and/or overhead purchases with amounts thereof under this project it will let to comply with MAT's DBE goal of 8%. MAT is a part of the State of Connecticut Department of Transportation Unified Certification Program ( UCP ) and any contractor and/or sub-contractor and/or vendor utilized to meet the DBE Participation requirements must be certified through that UCP. Upon request, MAT will provide information related to the certification process. If the Contractor is unable to achieve the specified contract goals for the Special Provision, the Contractor must submit written documentation to MAT indicating his/her good faith efforts to satisfy goal requirements. 10. VALIDITY OF PROPOSALS Proposers agree that their proposals remain valid for a period of ninety (90) days after the above cited due date for submission of proposals and may be extended beyond that time by mutual agreement. By responding to this RFP, the proposer implicitly states that the proposal is not made in connection with any competing firm submitting a separate response to this RFP, and is in all respects fair and without collusion or fraud. It is further implied that the proposer did not participate in MAT s RFP development process, had no knowledge of the specific contents of this RFP prior to its issuance, and that no employee of MAT participated directly or indirectly in the firm s proposal preparation. 11. ADDENDA AND PROPOSAL REJECTION MAT reserves the right to issue addenda to this RFP as a result of inquiries received, or to make adjustments to its project schedule if it is deemed in MAT s best interest to do so. MAT further reserves the right to reject any and all Proposals resulting from this RFP if MAT deems that it is in the best interest of MAT to do so. MAT may elect to make an award of the subject contract as direct result of Proposals received or elect to negotiate with Proposers. 12. PROPOSAL WITHDRAWAL The Proposer s authorized representative may, prior to the date and time set as the deadline for receipt of proposals; modify or withdraw a proposal in person or by written or electronic notice to the official listed in this document. If a proposal is modified or withdrawn in person, the authorized representative shall make his or her identity known and shall sign a receipt for the proposal. After the proposal receipt deadline, proposals may not be withdrawn for ninety (90) calendar days. 13. INSURANCE REQUIREMENTS The Contractor will be required to carry, for the term of the Contract and any amendment thereto, for the services performed under the terms of the Contract and those performed for the Contractor by its subcontractors, with MAT being named as an additional insured party, the following minimum insurance coverage s. In the event the Contractor secures excess/umbrella liability insurance to meet the minimum requirements specified below, MAT shall also be named as an additional insured. A. Commercial General Liability The Contractor shall carry Commercial General Liability Insurance, including Contractual Liability Insurance, providing for a total limit of One Million Dollars ($1,000,000) for all damages arising out of bodily injuries to or death of all persons in anyone accident or occurrence, and for all damages arising out of injury to or destruction of property in anyone accident or occurrence, and, subject to that limit per accident, a total (or aggregate) limit of Two Million Dollars ($2,000,000) for all damages arising out of bodily injuries or death of RFP Intelligent Transportation Systems Page 7

8 all persons in all accidents or occurrences and out of injury to or destruction of property during the policy period. B. Workers' Compensation Insurance With respect to all administrative services the Contractor performs and all those performed for the Contractor by its subcontractors, the Contractor and subcontractor(s) shall carry Workers' Compensation Insurance and, as applicable, insurance required in accordance with the U.S. Longshore and Harbor Workers' Compensation Act, in accordance with the requirements of the laws of the State of Connecticut, and of the laws of the United States, respectively. C. Certificate of Insurance In conjunction with the above, the Contractor agrees to furnish to MAT a Certificate of Insurance fully executed by an insurance company or companies satisfactory to MAT/State for the insurance policy or policies required hereinabove which policy or policies shall be in accordance with terms of said Certificate of Insurance. For the Workers' Compensation Insurance and, as applicable, U.S. Longshore and Harbor Workers' Compensation Act coverage, the policy number(s) and term of the policy (ies) shall be indicated on the certificate. Each insurance policy shall state that the insurance company agrees to investigate and defend the insured against all claims for damages, even if groundless. D. Self-Insurance If the Contractor elects to be self-insured rather than acquiring coverage from an insurance company, the Contractor shall ensure to MAT and/or the State that it is adequately protected. The Contractor shall submit a notarized statement from an authorized representative providing the following information: 1. That the Contractor is Self-insured, 2. That the Contractor has established a reserve fund that satisfies the minimum requirements set forth in the agreement for the payment of claims, 3. That the Contractor shall indemnify and hold the State harmless, and 4. The name, title, and address of the person to be notified in the event of a claim. The Contractor further agrees to require all subcontractors providing any services relating to MAT s ITS System on their behalf, and with respect to this RFP, to carry the following insurance coverage with the following amounts: 1. Workers' Compensation: statutory amount, 2. Employer's Liability: One Million Dollars ($1,000,000) minimum, 3. Commercial General Liability: One Million Dollars ($1,000,000) bodily injury for each 4. occurrence and an aggregate of Two Million Dollars ($2,000,000). 14. ATTACHED EXHIBITS The following exhibits are included in this RFP package: A. Federally Required Contract Clauses - Exhibit A B. Required Certifications Exhibit B C. MAT s Procurement Procedures and Appeals Process Exhibit C D. General Information Form Exhibit D E. Proposal Pricing Form Exhibit E F. Contract Document Exhibit F RFP Intelligent Transportation Systems Page 8

9 SECTION II - TECHNICAL 1. MAT OVERVIEW A. Facilities: Administrative Office and Operations 91 North Main St. Middletown, CT. Administrative Office and Downtown Terminal, 340 Main St. Middletown, Ct B. Operations MAT operates approximately 10 Paratransit Vans on a daily basis. Vehicle Make/Models o FORD STARTRANS E-350 o Ford Escape Dispatch: o MAT maintains 3 Windows 7 dispatch workstations. Scheduling: o Schedules are assigned to both vehicles and operators. o Drivers pick up their daily schedules from dispatch. Pull-out/Pull-in: o The peak departure/arrival times are between o Approx. 7 vehicles depart between 0600 and o Vehicle Parking and Maintenance o All vehicle parking occurs at 91 North Main St., Middletown o All vehicle maintenance is performed at the same location. 2. SCOPE OF WORK The Contractor shall design, furnish, install, test, and make operational a Transit Management Solution (henceforth referred to as the System) as outlined by this RFP. The Contractor shall be responsible for the integration of all Systems, Communications, and Vehicle Subsystems to the degree and levels outlined by this RFP. The Contractor shall be responsible for all acts, tasks, equipment, system components, and services required to provide MAT with a turn-key transit management solution that is fully functional in accordance with the Contract and Specifications (collectively referred to as Work ), whether or not such Work is specifically identified within this Agreement and/or the Specifications. Unless otherwise expressly agreed in writing, all Work under this Agreement shall be performed by the Contractor. A. Project Overview The project overview provides an outline of the solution-set requirements of the project as envisioned by MAT. The determination of how the system is packaged, as envisioned by MAT or otherwise is the sole discretion of the Proposer so long as the overall functionality remains the same. Any and all deviations from MAT s envisioned solution-set must be clearly documented. RFP Intelligent Transportation Systems Page 9

10 B. Contractor Responsibilities The Contractor shall be responsible for all design, specification, supply, installation, integration, testing and training necessary to deliver a fully functioning, integrated, turn-key solution. The Contractor shall be responsible for providing oversight, scheduling and coordination of services involving all sub-contractors as well as MAT s existing information technology and radio and cellular communication vendors. At minimum, the selected contractor shall be responsible for the following: Participate in all design, review, coordination and progress meetings; Develop and deliver all designs and documentation; Perform vehicle and facility inspections; Prepare installation details; Outline, coordinate, schedule and monitor all subcontractor and MAT vendor work to be performed. Assist MAT staff, as needed, in the specification and procurement of any and all necessary hardware and software; Coordinate and assist, as needed, with all sub-contractors and MAT IT Staff in the installation and configuration of all facility based IT hardware and software; Coordinate and assist, as needed, with all sub-contractors and cellular provider (Sprint at this time) in the installation and/or configuration of all facility, vehicle, and Cellular communications equipment. Deliver, install and configure all new vehicle hardware and software; Develop all System testing plans and documentation; Conduct and successfully complete all testing; Supply all required documentation; Respond to any MAT inquiries; Conduct all training; and Provide warranty and fulfill agreement. C. MAT Responsibilities MAT shall be responsible for the following: Assign a project manager with the ability to coordinate activities on behalf of MAT; Reserve the right to participate in or witness any or all other tests; Participate in the Mini-Fleet Test and reserve the right to participate in or witness any or all other tests; Provide timely review (within 2 weeks), comment and approvals of all requisite documentation as specified in the contract; Participate in all scheduled project activities, attend scheduled meetings and promptly respond to new meeting requests, requests for information, technical support or other necessary communication activities; Provide all computing platform hardware per the Contractor s specification. Provide all operating system and database software per the Contractor s specification. Provide all data cellular equipment and infrastructure per the Contractor s specification. Provide access to current telephone infrastructure Provide electrical power and ventilation/cooling for all facility based systems. Assist the Contractor in obtaining information, services, facilities and other obligations. RFP Intelligent Transportation Systems Page 10

11 o o o Coordinate logistical arrangements for receipt and acceptance of project related equipment; Coordinate logistical arrangements for access to vehicles for purposes of equipment installation and testing; Schedule and coordinate staff participation in training sessions as per the agreed training schedule. D. Project Requirements Project Management, Engineering, and Oversight The Contractor s Project Management staff shall be responsible for the following: 1. Project Oversight 2. Project Engineering and Oversight 3. Subcontractor and MAT Vendor Coordination and Management; 4. Integration Planning, Scheduling, and Management; 5. Deployment Planning, Scheduling, and Management, 6. Test Planning, Scheduling, and Management. The Contractor shall be responsible for all acts, tasks, equipment, system components, and services required to provide MAT with a turnkey System that is fully functional and in accordance with the Contract and Specifications (collectively referred to as Work ), whether or not such Work is specifically identified within this Agreement and Specifications. The Contractor shall design, furnish, install, test, and make operational a turn-key Transit Management Solution (henceforth referred to as the System) as outlined in this RFP. The Contractor shall provide supporting documentation, training, and technical support. Unless otherwise expressly agreed in writing, all Work under this Agreement shall be performed by the Contractor. Hardware and Software Deployment The Contractor shall provide technical specification (as needed) and pricing (as outlined in Exhibit E Proposal Pricing Form) for all new hardware, software and services necessary to provide MAT with a turnkey transit management solution. MAT reserves the right to procure any and all hardware, software and services (e.g. cellular communications) using internal procurement mechanisms (i.e. State contracts, vendor pricing agreements, volume purchase agreements) in the best interests of MAT. The Contractor shall provide, deploy, configure and test all hardware and/or software in coordination with MAT, and it s vendors, to accommodate the requirements of this RFP. MAT envisions the System utilizing voice and cellular data as the primary means of communication between vehicles in transit and facility dispatch. MAT shall provide, configure, and maintain through cellular provider (Sprint at this time) all voice and data cellular communications equipment. MAT shall work with the Contractor to ensure the cellular communications environment accommodates the needs of the Contractor s System. MAT intends to deploy a cellular data solution in coordination with the Contractor and cellular provider (Sprint at this time). The Contractor shall clearly indicate and provide pricing for any specific, unique, cellular data communications equipment needed to support their communications design. In the event the Contractor does not have specific, unique, cellular data equipment requirements, the Contractor shall recommend cellular data equipment it prefers and has successfully employed for transit organizations of similar size / scope. RFP Intelligent Transportation Systems Page 11

12 All cellular frequencies, tower sites, and fixed site tower equipment (e.g. repeaters, transmitters, antennas, etc ) shall be deployed in coordination with and maintained by cellular provider (Sprint at this time). The Contractor shall be responsible for ensuring a cellular data communications environment is deployed in accordance with the technical requirements of the solution-set and in coordination with MAT and cellular provider (Sprint at this time). Wireless Local Area Network MAT anticipates using maintenance staff, upgrade on replace, as the means by which MDC software and parameters updates are employed in the near term. MAT requests Proposers clearly indicate the MDC s ability to accommodate Depot WLAN based software and parameter updates and what, if any, additional hardware or software components are needed. Systems Integration The Contractor shall be responsible for the integration of all Systems, Communications, and Vehicle Subsystems to the degree and intended levels outlined in this RFP. Training The Contractor shall be responsible to train MAT designated personnel according to the requirements specified herein, with the intent that MAT designated staff may function in a train-the-trainer capacity. Staff training shall accommodate the following types of role specific training: Dispatch Training, Vehicle Operator Training, System Administrator Training, Vehicle Equipment Training, Report Generation Training. Practical training on equipment shall occupy a significant portion of all training classes. The training presentations and material shall be in English. Instruction shall cover equipment familiarization and systems operation. The minimum training is that which is necessary to bring those employees designated to the level of proficiency required for performing their respective duties. The Contractor shall provide experienced and qualified instructors to conduct all training sessions. The Contractor is responsible for ensuring that the instructors teaching these courses are not only familiar with technical information but are able to utilize proper methods of instruction, training aids, audiovisuals and other materials to provide for effective training. The Contractor is responsible for providing all training materials, training aids, audiovisual equipment and visual aids needed to conduct of these courses. Instructional materials consisting of applicable equipment operation and maintenance manuals, and supplemental notebooks consisting of additional drawings, procedures, and descriptive information shall be provided. Student guides shall include full topic descriptions, illustrations as needed to enhance content presentation, and provide common problems with comprehensive solutions. Student guides shall mirror the instructor guides. All training materials are to become the property of MAT at the conclusion of training. Maintenance training shall commence during the time when equipment is installed on the vehicles. The Contractor shall submit the training curricula, presentations, and materials for review and approval by MAT. No training shall commence until these items have been approved by MAT. RFP Intelligent Transportation Systems Page 12

13 Systems Documentation The Contractor shall provide detailed documentation that describes the system design, configuration, training, as-built conditions, operation and maintenance. All documentation shall be in English, shall utilize US measurements, and shall be submitted directly to MAT in paper hardcopy and electronically in MS Word/Visio/Excel/Project and Adobe Acrobat formats. (Preferably, documentation should accommodate being updated to address subsequent changes.) A minimum of two bound, hard copies of documentation and one CD-ROM or other electronic version copy shall be provided. Electrical and electronic drawings shall be supplied to show engineering changes made to any component or module up to the end of the warranty period of the system supplied. The manuals shall be complete, accurate, up-to-date, and shall contain only information pertaining to the system installed. Spare Parts: The Contractor shall propose for consideration by MAT a list of spare parts (Spare Parts List) to be provided under the Contract. The spare parts list shall include replacement parts, components or sub-assemblies for all items of equipment provided under this Contract in sufficient quantities to meet the estimated need for warranty and maintenance purposes for a period of one year. The spare parts list shall contain all wiring, cabling and adapters necessary to install, test and maintain the system. The Contractor shall provide spare parts in accordance with the agreed spare parts list, the full cost of which shall be included in the Contract Price. RFP Intelligent Transportation Systems Page 13

14 SECTION III- RESPONSE CRITERIA 1. SUBMISSION REQUIREMENTS All information shall be provided according to the following instructions in order to be considered a responsive Proposal: one (1) electronic copy of the proposal shall be submitted and must include a cover letter and the General Information Form, as well as a plan to carry out the Scope of Services Specifications outlined in this RFP. Proposers shall provide a proposal which includes the required elements, both in content and sequence as set forth in this section. Proposal Forms must be completed and signed. All required certifications must be completed, signed and submitted with each Proposal. Proposers shall demonstrate the ability to secure performance and subcontractor payment bonds. Cost Proposal information shall be based on the type of service to be provided and the associated requirements as specified in this RFP. The price to be quoted in any proposal shall include all items of labor, materials, and other costs necessary to fully provide the services. Any items omitted from this specification which are clearly necessary for the completion of the project shall be considered a portion of the project although not directly named in these specifications. 2. GENERAL INFORMATION FORM The Proposer must provide a completed and signed General Information Form as shown in Exhibit D. 3. COVER LETTER Each Proposer shall submit a maximum two-page letter including the name and address of the organization submitting the proposal; a brief description of the Proposer s organization including whether the organization is an individual, partnership, corporation or joint venture. 4. STATEMENT OF QUALIFICATIONS The Proposal must include a statement regarding the experience and performance of the Proposer in providing services similar in scope to those requested in this RFP. This statement should, at a minimum include a discussion of the availability of the resources necessary to perform the scope of work requirements either within the Proposer s firm or through the use of subcontractors. A description of the Proposer s company and the companies of all subcontractors, including the percentage of work to be performed by each, the level of experience the Proposer has in working with each of the subcontractors and whether or not any are qualified DBE s. The proposal must also include a list of references to which the Proposer has provided professional services similar in scope and complexity to that concerned with this RFP. The most recent reference should be listed first, then others in reverse chronological order. Include the name of the reference, contact person, title of contact person, telephone number, period of performance of service, a short narrative describing the project, size of fleet, total contract value, whether or not the project is complete, on schedule and an explanation of any causes of delay MAT reserves the right to seek references beyond those supplied by the Proposer, which may be used as part of the evaluation process. RFP Intelligent Transportation Systems Page 14

15 5. FINANCIAL CAPACITY Each proposer must submit information to allow MAT to assess the financial capacity of the proposer s organization. This information must include audited financial statements of the proposer and any parent or affiliated company for the past five (5) years. Including: A summary of all claims made in the last five (5) years arising out of previous contracts listed including financial disposition of each claim, the project name, amount, date, and location. A statement describing whether or not the proposer has defaulted on a project within the last two years, including name, location, amount, and date. A statement describing whether the Proposer has been found to be non-responsible proposer, for reason other than being non-responsive, by a public agency with the past two years, including project name, amount, location and date. A listing showing how many similar projects the Proposer will be working on at the same time as MAT s project, including project name, amount, location and date. A statement describing whether a surety ever completed any portion of the work on a Proposer s project within the last five (5) years, including project name, amount, location, and date. A statement describing whether the Proposer, any officer of the Proposer, or any employee of the proposer, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of a law or safety regulation, and if so, explaining the circumstances, including project name, amount, location, date, etc. 6. PROJECT MANAGEMENT The Proposer must provide, for the Project Manager and Senior Technical Staff members being proposed for the contract, a detailed resume, indicating, at a minimum, the individual s name, which position the individual would be assigned to, years of relevant experience, and specific relevant experience. In addition, the Proposer shall provide a complete project organizational chart, the organization including all sub-contractors and sub-contractors personnel, and location of the group that would implement the project, a description of any other groups/offices that would be providing hardware, software or services, including where they fit into the project organization. The Proposer must submit a proposed project plan, a detailed work plan and methodology, a description of the quality control program and proposed warranty provisions. In addition, this section shall include a description detailing the ability of the Proposer s project team to complete the project on schedule and within budget and a commitment that no key personnel will be removed or replaced without MAT s written concurrence, not to be unreasonably withheld. The Proposer must also provide a timeline which identifies project milestones and indicate an estimated time of completion from award of contract. 7. TECHNICAL INFORMATION Each Proposal must contain a specific response to the technical information requested in Section II Specifications. Included shall be detailed system configuration drawings and detailed description of the proposed system. The Proposal shall provide information relative to the Proposer s conformance to the requirements set forth in Section II. Information should be provided for each numbered section indicating whether the proposal and proposed system conform to each requirement. A numbered paragraph includes all material in both numbered and unnumbered paragraphs up to the next numbered paragraph. The Proposer shall include for each numbered paragraph a cross-reference to pertinent sections of the Proposer s Proposal. Detailed information shall be provided for each exception. Failure to submit conformance information would result in the proposal considered non-responsive to the requirements of the RFP. The Requirements Table should be used to provide responses concerning conformity to the technical requirements as outlined in Section II. In the case of missing a Proposer s response/information to any RFP Intelligent Transportation Systems Page 15

16 section of the Requirements Table, the Proposer agrees that they will completely conform to that specific section of the RFP and that is the Proposer is awarded a contract, the Proposer shall be required to meet all such requirements without exception. The only acceptable conformance statements are as follows: Conform (C): The Proposer s proposed system meets the requirements in the manner indicated by this RFP. Alternative (A): The Proposer s proposed system uses an approach at variance with the RFP, which the Proposer believes meets the intent of the RFP. The Proposer shall reference an explanation of the proposed alternative in the Requirements Table. Exception (E): The Proposer s proposed system does not meet the requirements of the RFP and no alternative is proposed. It will be assumed that the Proposer agrees to the provisions of this RFP, and in the adequacy of said RFP for proposal purposes unless exceptions are specifically and clearly listed in the proposal. The Proposer s printed Terms and Conditions are not considered specific exceptions. 8. PROPRIETARY RIGHTS Each proposer must submit proposed terms and conditions governing the following: Contractor Proprietary Rights Ownership of Intellectual Property Intellectual Property Indemnity Licensed Software Software and Other Intellectual Property Specifically Developed for MAT Project Subsequent Releases/Versions of Software Embedded Technology Modifications to Software The review of the proposed terms and conditions will not be part of the evaluation of proposals. However, MAT will include terms and conditions addressing the above listed issues in the contract resulting from this RFP. MAT reserves the right to include additional contract provisions prior to execution of the contract, and/or to modify or delete any of the contract provisions set forth in this RFP. 9. AFFIRMATIVE ACTION PLAN The Proposer shall include a copy of the Proposer s and any subcontractor s Affirmative Action Plan and a brief description of how the plan is implemented. 10. REQUIRED CERTIFICATIONS The Proposal must submit the completed and signed certifications shown in Exhibit B. Failure to submit the certifications will result in the proposal not being evaluated. 11. COST PROPOSAL FORM The Cost Proposal must specify the proposed cost to provide services as stated in this RFP. The proposal pricing form shown in Exhibit E shall be completed. A Proposal Pricing Form must be completed for each service year. The cost proposal shall include all of the costs and expenses associated with the Proposal. 12. MISCELLANEOUS INFORMATION The Proposer is encouraged to submit other information which may be pertinent to the evaluation of the Proposal. RFP Intelligent Transportation Systems Page 16

17 SECTION IV- PROPOSAL EVALUATION 1. EVALUATION PROCEDURES An award will be made to the most responsible and responsive firm in accordance with the evaluation criteria set forth in this RFP. All proposals received will be evaluated and scored by an Evaluation Review Committee. Proposal evaluation is an assessment of both the Proposal and the Proposer s ability to successfully accomplish the required services. The Evaluation Review Committee shall review each Proposal submitted and may invite some or all of the Proposers to submit additional material to support or clarify their proposals. The Evaluation Review Committee will take all information provided into consideration in making its recommendation to award a contract to the successful proposer in the best interests of MAT. MAT shall select the highest rated Proposal subject to negotiation of fair and reasonable compensation. If determined necessary, the Evaluation Review Committee may invite top Proposers found to be within the competitive range, or may be reasonably made to be within the competitive range for an interview. If interviews are conducted, the Evaluation Review Committee will be provided the opportunity to revise their original evaluation and score to accurately reflect any additional information that may have been obtained through the interview process. The final score for each proposal will be obtained by summing the results from each section (Technical Proposal and Cost Proposal), with a perfect final score being 100 points. The Evaluation Committee will take the total score for each Technical Proposal and add to it the respective Cost Proposal evaluation score to rank the proposal and to determine the overall preferred proposals. In the event that a proposal, which has been included in the competitive range, contains conditions, exceptions, reservations or understanding to any Contract requirements, said conditions, exceptions, reservations or understandings may be discussed during the interview or negotiation meetings. However, MAT shall have the right to reject any and all conditions and/or exceptions, and instruct the Proposer to amend its Proposal and remove said conditions and/or exceptions; and any Proposer failing to do so may cause MAT to determine such Proposal to be outside the competitive range. The Proposer with the highest ranking Proposal may be contacted regarding any potential areas to be negotiated. If negotiations are determined not necessary, a contract will be awarded to that firm. If negotiations are conducted and not successful with the highest ranking Proposer then negotiations may be conducted with the next highest ranking Proposer and so on down the line until negotiations are successful. MAT reserves the right to contact Proposer(s) regarding an interview, areas of concern, areas to be negotiated and/or request to amend its proposal and to make its Best and Final Offer (BAFO). MAT reserves the right to award on the basis of initial Proposal submitted without negotiations or discussions if such action is deemed to be in the best interest of MAT. 2. TECHNICAL PROPOSAL The Evaluation Review Committee shall evaluate and rank all technical proposals from responsible proposers for the purpose of determining any competitive range and to make a selection of a proposal for potential award. Any exceptions, conditions, reservations or understandings explicitly, fully and separately stated by a Proposer which do not caused the Committee to consider a Proposal outside of the competitive range, will be evaluated according to the respective evaluation criteria which they affect. The Evaluation Review Committee shall evaluate all technical Proposals to determine which meet MAT s minimum requirements, without regard to price. The minimum requirements will be an initial cut off point for RFP Intelligent Transportation Systems Page 17

18 assessing minimum levels of financial capabilities. Compliance with each standard is required. The minimum requirements will be evaluated on a Pass/Fail basis. A single Fail score on any of the minimum requirements shall render the proposal as not acceptable and that proposal shall be eliminated from further evaluation by the Evaluation Review Committee. The evaluation may, at MAT s discretion, be augmented by verbal or written requests for clarification, or additional information as necessary to determine whether the technical requirements can be met. The minimum requirements are as follows: Each Proposer shall have at least 3 completed and operational installation in the last five years. MAT will only consider those proposals that meet the minimum requirements for further evaluation based on the following criteria. A. Technical Compliance (40%) Proposals shall be evaluated for over-all system design and system reliability. In addition, the equipment, and where appropriate, equipment interface for the functional areas of each Proposal will be evaluated to determine compliance with the technical specifications of this RFP. In addition, Proposer s compliance with and responsiveness to the RFP instructions, specifications, requirements and scope of work as shown through response/approach submitted to address and ensure compliance with each section in the Scope of Work will be evaluated. The primary functional areas are as follows: Communications Mobile Data Terminals Trapeze CAD/AVL Integration or own software package Integrated Voice Response System (Optional Or Alternate) B. Project Management (25%). The experience of the prime contractor, the proposed project team including the project manager and the project engineer will be evaluated. The support personnel resources and onsite support of each Proposer will be evaluated. In addition, the Proposer s project plan; implementation plan, schedule; quality control and proposed warranty provisions will be evaluated. C. Utilization of DBEs (10%) Compliance with MAT s DBE goals as set forth in the RFP will be evaluated. 3. COST PROPOSAL A. Proposed Price (25%) This aspect relates to the Contractor s overall budget, and the completeness and reasonableness of specific budget assumptions and projected level estimates. The Proposal asserting the lowest cost will receive 25 points. All other proposals will receive between 1 to 24 points based on the numerical relation of their cost to the amount asserted in the Proposal having the lowest cost amount. The formula is as follows: Step A: Divide lowest proposed cost by cost of relevant proposal. Multiply result (from step A) times 25 points to determined points to be awarded. RFP Intelligent Transportation Systems Page 18

19 EXHIBIT A FEDERAL CONTRACT CLAUSES RFP Intelligent Transportation Systems Page 1

20 Federally Required Contract Clauses Fly America Requirements - The Contractor agrees to comply with 49 U.S.C (the "Fly America" Act) in accordance with the General Services Administration's regulations at 41 CFR Part , which provide that recipients and subrecipients of Federal funds and their contractors are required to use U.S. Flag air carriers for U.S Government-financed international air travel and transportation of their personal effects or property, to the extent such service is available, unless travel by foreign air carrier is a matter of necessity, as defined by the Fly America Act. The Contractor shall submit, if a foreign air carrier was used, an appropriate certification or memorandum adequately explaining why service by a U.S. flag air carrier was not available or why it was necessary to use a foreign air carrier and shall, in any event, provide a certificate of compliance with the Fly America requirements. The Contractor agrees to include the requirements of this section in all subcontracts that may involve international air transportation. BUY AMERICA REQUIREMENTS 49 U.S.C. 5323(j) 49 CFR Part 661 Buy America - The contractor agrees to comply with 49 U.S.C. 5323(j) and 49 C.F.R. Part 661, which provide that Federal funds may not be obligated unless steel, iron, and manufactured products used in FTA-funded projects are produced in the United States, unless a waiver has been granted by FTA or the product is subject to a general waiver. General waivers are listed in 49 C.F.R , and include final assembly in the United States for 15 passenger vans and 15 passenger wagons produced by Chrysler Corporation, and microcomputer equipment and software. Separate requirements for rolling stock are set out at 49 U.S.C. 5323(j)(2)(C) and 49 C.F.R Rolling stock must be assembled in the United States and have a 60 percent domestic content. A bidder or offeror must submit to the FTA recipient the appropriate Buy America certification (below) with all bids or offers on FTA-funded contracts, except those subject to a general waiver. Bids or offers that are not accompanied by a completed Buy America certification must be rejected as nonresponsive. This requirement does not apply to lower tier subcontractors. Certification requirement for procurement of steel, iron, or manufactured products. Certificate of Compliance with 49 U.S.C. 5323(j)(1) The bidder or offeror hereby certifies that it will meet the requirements of 49 U.S.C. 5323(j)(1) and the applicable regulations in 49 C.F.R. Part Date Exhibit - A Page A2

21 Signature Company Name Title Certificate of Non-Compliance with 49 U.S.C. 5323(j)(1) The bidder or offeror hereby certifies that it cannot comply with the requirements of 49 U.S.C. 5323(j)(1) and 49 C.F.R , but it may qualify for an exception pursuant to 49 U.S.C. 5323(j)(2)(A), 5323(j)(2)(B), or 5323(j)(2)(D), and 49 C.F.R Date Signature Company Name Title Certification requirement for procurement of buses, other rolling stock and associated equipment. Certificate of Compliance with 49 U.S.C. 5323(j)(2)(C). The bidder or offeror hereby certifies that it will comply with the requirements of 49 U.S.C. 5323(j)(2)(C) and the regulations at 49 C.F.R. Part Date Signature Company Name Title Certificate of Non-Compliance with 49 U.S.C. 5323(j)(2)(C) The bidder or offeror hereby certifies that it cannot comply with the requirements of 49 U.S.C. 5323(j)(2)(C) and 49 C.F.R , but may qualify for an exception pursuant to 49 U.S.C. 5323(j)(2)(A), 5323(j)(2)(B), or 5323(j)(2)(D), and 49 CFR Date Signature Company Name Exhibit - A Page A3

22 Title (Bid Form A-6 in Section V. must be submitted with sealed bids). ENERGY CONSERVATION REQUIREMENTS 42 U.S.C et seq. 49 CFR Part 18 Energy Conservation - The contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act. CLEAN WATER REQUIREMENTS 33 U.S.C (1) The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C et seq. The Contractor agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will, in turn, report each violation as required to assure notification to FTA and the appropriate EPA Regional Office. (2) The Contractor also agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with Federal assistance provided by FTA. LOBBYING 31 U.S.C. 1352, 49 CFR Part 19, 49 CFR Part 20 Clause and specific language therein are mandated by 49 CFR Part 19, Appendix A. Modifications have been made to the Clause pursuant to Section 10 of the Lobbying Disclosure Act of 1995, P.L [to be codified at 2 U.S.C. 1601, et seq.] - Lobbying Certification and Disclosure of Lobbying Activities for third party contractors are mandated by 31 U.S.C. 1352(b)(5), as amended by Section 10 of the Lobbying Disclosure Act of 1995, and DOT implementing regulation, "New Restrictions on Lobbying," at 49 CFR (d) - Language in Lobbying Certification is mandated by 49 CFR Part 19, Appendix A, Section 7, which provides that contractors file the certification required by 49 CFR Part 20, Appendix A. Exhibit - A Page A4