RFP#11-9166-11CS

December 9, 2011

REQUEST FOR PROPOSAL

INTEGRATED GPS/AVL VEHICLE TRACKING SYSTEM

FOR HENRICO COUNTY PUBLIC SCHOOLS

Your firm is invited to submit a proposal to provide an Integrated GPS/AVL Vehicle Tracking System in accordance with the enclosed specifications. The submittal, consisting of the original proposal and eight (8) additional copies marked, “Integrated GPS/AVL Vehicle Tracking System", will be received no later than 2:00 p.m., January 12, 2012, by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of General ServicesDepartment of General Services

Purchasing Office ORP O Box90775

1590 E. Parham RoadHenricoVA23273-0775

HenricoVA 23228

This RFP and any addenda are available on the County of Henrico website at: The Bids and Proposals link is listed under the Henrico Business Section on the home page. To download the RFP, click the link and save the document to your hard drive. To receive a printed copy of this document please call (804) 501-5660 or To receive an email copy of this document or any technical assistance please contact

Time is of the essence and any proposal received after 2:00 p.m., January 12, 2012, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Office, Department of General Services. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Office personnel by the deadline indicated.

A pre-proposal conference will be held on December 14, 2011 at 2:00.p.m. in the Purchasing Office, North Run Office, 1590 East Parham Road, Richmond, VA. Offerors are strongly encouraged to attend the pre-proposal conference in order to ask questions regarding the RFP requirements and familiarize themselves with purchasing procedures. Only two representatives from each firm will be allowed to attend the meetings. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-501-7555 and enter meeting ID #7002 and password#6144. It is limited to one caller from each supplier.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

Technical questions concerning this Request for Proposal should be submitted to Meg Fabian at email no later than December 16, 2011.

Very truly yours,

Christopher L. Winstead, P.E.

Director of General Services

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Manager

(804) 501-5685

1590 E. PARHAM ROAD / P O BOX 90775 / HENRICO VA 23273-0775

(804 501-5660 FAX (804) 501-5693

REQUEST FOR PROPOSAL

INTEGRATED GPS/AVL VEHICLE TRACKING SYSTEM

FOR HENRICO COUNTY PUBLIC SCHOOLS

I.PURPOSE:

The intent and purpose of this Request for Proposal (RFP) and the resulting annual contract is to obtain services and products from a qualified offeror to provide and implement an integrated GPS/AVL Vehicle Tracking system solution with continuing support services for the Department of Pupil Transportation, Henrico County Public Schools (HCPS). Complete system will include all hardware and software, proven integration with the current routing system in use by the department, software implementation services, system training and continuing support. The GPS/AVL system will need to be integrated or be a module within Henrico County Public Schools current EDULOG bus routing system.

II.BACKGROUND:

Henrico County Public Schools is the 6th largest of the 134 school divisions in Virginia with a nationally recognized educational program. Henrico is located within the greater Richmond, Virginia metropolitan area covering approximately 245 square miles and is geographically and culturally diverse.

Henrico County Public Schools Department of Pupil Transportation currently operates a fleet of six hundred twenty-five (625) vehicles. Sixteen (16) administrative vehicles, twelve (12) sedans to transport students, eleven (11) white activity buses and (586) yellow school buses.

The Department of Pupil Transportation has been using the Edulog routing software since 1992.

The County of Henrico is responsible for the maintenance of all vehicles and has two maintenance facilities: Central Automotive Maintenance Facility West, 10301 Woodman Road, Glen Allen, VA 23060 and Central Automotive Maintenance Facility East, 440 Dabbs House Road, Henrico, VA23223.

III.SCOPE OF SERVICES:

Henrico County Public Schools is seeking a GPS/AVL tracking system that integrates with our current EDULOG routing system that provides transportation information for 609 vehicles and over 46,000 students. The sixteen administrative vehicles will not be equipped with the GPS.

  1. SYSTEM REQUIREMENTS (GPS/AVL)
  1. Successful Offeror shall provide all hardware, software, licenses, permits, programming documentation, training materials, personnel, technical knowledge and project management skills necessary to implement a GPS/AVL system as outlined in this Request for Proposal.

  1. The Successful Offeror shall identify minimum requirements for the specifications for computers, servers, desktop or network printers, or other equipment requirements necessary to operate the system in their response to this RFP. The Successful Offeror will ensure that equipment meets or exceeds the minimum specifications included in the RFP.
  1. The Successful Offeror shall develop and submit a Project Implementation Plan with the proposal submission. The final Project Implementation Plan will be incorporated as part of the contract document. As a part of this proposal, the Offerer shall define all deliverables and proposed date for completion. The project plan shall include, but not be limited to, the tasks necessary for the successful installation and set up of the hardware units, installation and set up of the system wide software and database if applicable, end user training. The project plan will indicate the resources required from the County/School System for the successful implementation of the project.
  1. The Successful Offeror’s Software must integrate with current EDULOG routing system; Version 10.677 client software and 10.687 server software.
  1. The Successful Offeror’s GPS/AVL software system must be able to track in real time vehicle information, i.e. – speed, location, etc.
  1. The Successful Offeror’s system must be able to provide vehicle position at a minimum of once every 15 seconds while the vehicle is turned on.
  1. The GPS positional accuracy must be 10 metersor less 90% of the time.
  1. The Successful Offeror’s system must be able to compare real time vehicle information listed above to planned driving/route activities such as driving paths, stop sequencing, arrival and departure times at user specified locations, contained in the current routing and scheduling databases.
  1. The Successful Offeror’s system shall be able to track vehicles even when the vehicle is out of communication range and save the information until the vehicle is back within communication range. The GPS signal must be continuous.
  1. System must be able to retrieve and store data for analysis and reporting vehicle historical data for a minimum period of one year.
  1. All system components must be fully tested and operational by the Successful Offeror before HCPS will accept. HCPS is not interested in being a test site for unproven solutions. In addition, HCPS will consider the Successful Offeror as the prime contractor accepting full responsibility for the successful delivery and implementation of all components of the complete project.
  1. SYSTEM MAINTENANCE REQUIREMENTS
  1. Technical and maintenance support shall be provided through an annual maintenance agreement between the Successful Offeror and HCPS.
  1. The Successful Offeror must include their annual maintenance agreement in the proposal and provide guaranteed annual pricing for five years. The first year of the maintenance agreement will not commence until the GPS/AVL system has been accepted by HCPS.
  1. The Successful Offeror’s maintenance agreement must provide ongoing system support and maintenance, including upgrades, bug fixes and patches, and other technical support necessary for HCPS staff to operate the system.
  1. The Successful Offeror must provide information on the frequency of software updates and new software releases (i.e. – bug fixes and major revision levels) for the system and the anticipated life cycle of the system being proposed.
  1. HARDWARE REQUIREMENTS
  1. One device mounted on the vehicle should have the ability to provide all functions listed in the software requirements.
  1. Device must have the ability to be mounted in a specific area on the vehicle with the option of removing the device and re-installing it.
  1. The Successful Offeror shall perform the intitial installation of all hardware necessary for the operation of the AVL/GPS system for each vehicle on site.
  1. Any hardware that must be mounted inside or outside of the vehicle must meet Virginia Department of Education approval and specifications.
  1. User should be able to control various hardware settings (frequency of GPS location reporting, metrics for excessive speed alerts, any parameter that controls operation of hardware) from within the software user interface.
  1. SOFTWARE REQUIREMENTS
  1. The Successful Offeror’s GPS/AVL software should be available in both a client server and web enabled structure that allows any authorized user access to information through any PC with internet access.
  1. The Successful Offeror’s Software should be capable of processing the amount of GPS information produced by the entire fleet of vehicles.
  1. The Successful Offeror’s Software should be able to display the data as it is transmitted by the GPS hardware in real time.

  1. The Successful Offeror’s Software should be able to display vehicle performance (early, late, on-time) in real time and be able to immediately ascertain the status by the color being displayed. Comparisons will be based upon route information contained in the current routing and scheduling database. Exception situations should be user defined and automatically brought to the attention of the user in text table form as well as graphically (colored icons).
  1. GPS data should be displayed over the same map as used in the current routing and scheduling system. HCPS does not wish to maintain two separate maps.
  1. The Successful Offeror’s GPS data can be displayed for any group of vehicles defined by the user. In example, buses serving a particular school, in a certain geographic area or any user defined criteria.
  1. For each vehicle, the Successful Offeror’s software should allow the user to select the types of events to be reported. Examples of events should include but not limited to, bus stops, school stops, entrance door open/close, emergency alert, excessive speed, amber/red light activation, excessive idling, and ignition on/off. Each event attribute notification can be customized by the user.
  1. The Successful Offeror’s Software should be able to collect point-to-point mileage and updated every second as a minimum.
  1. The Successful Offeror’s Software should allow for full two-way integration to compare arrival time performance, routing comparison and driver activity tracked by mapped comparisons of routes contained in the current routing and scheduling database and actual routes run by employees. GPS data should have the ability to be reported with a complete travel path of both planned and actual routes for any time interval defined by the user. Graphic attributes of the report such as color and line type can be selected by the user.
  1. The Successful Offeror’s Software should have the ability to display actual versus planned route data in text format. Bus stops can be clearly identified as early, late, on-time, missed or unscheduled. According to the current status/location of the vehicle, all future bus stops should be provided an estimated time of arrival and automatically adjusted according to the most recent GPS data.
  1. The Successful Offeror’s Software should have the ability to display actual versus planned data on the map. Users should have the ability to display both actual real-time travel paths of buses and planned travel paths according to routes contained in the current routing and scheduling database. Information should be able to be displayed on the same screen with user defined graphical attributes to separate the two.
  1. The Successful Offeror’s Software should have the ability to generate user-defined reports including but not limited to the following: on-time arrivals, excessive speed, missed stops, unauthorized stops, and idle time.
  1. The Successful Offeror’s Software should have the ability to import GPS data into the current routing and scheduling system in order to correct or improve routes and runs.
  1. The Successful Offeror’s Software system should have the ability to allow for the easy evaluation of bus stops as listed by the current routing and scheduling system and compare with actual GPS data and allow the user the option to correct if needed.
  1. The Successful Offeror’s system must have the capability to track emergency events by level of severity. Severe alerts will immediately alert the user by sound or visual on the screen and require that the user take a specific action before resuming other activities within the software. Severe alerts may also be set to notify all users on-line whether tracking the vehicle or not. Less severe events may be stored for later review. The level and types of events will be defined by HCPS.
  1. The Successful Offeror’s software shall be easily programmable to allow for the reassignment of a route on a particular GPS for buses taken out of services or placed on other routes. The software will allow for recognition of route and bus number changes on the hardware.
  1. The Successful Offeror’s software system will report the statuses of all GPS units on a daily basis and notify the system manager of any malfunction of any unit.
  1. The Successful Offeror’s Software system shall provide start/stop time, total time, total mileage and idle time and should be available for preparing reports, cost calculations and analysis, and performance reviews.
  1. WARRANTY REQUIREMENTS
  1. Minimum one year parts and labor warranty included on GPS hardware.
  2. Local or on-site tech support is preferred but not required.
  1. PERSONNEL REQUIREMENTS

The Successful Offeror shall list the impact of the AVL/GPS system on existing personnel and list the following:

  1. Number of personnel required to monitor and maintain the system
  2. Technical competency level required to monitor and maintain the system
  3. Time commitment per day per employee to monitor and maintain the system
  1. TRAINING REQUIREMENTS
  1. The Successful Offeror shall develop and submit a comprehensive training plan and strategy for training HCPS Department of Pupil Transportation staff to the new GPS/AVL system.
  1. Training to be provided for clerical staff (5), routing staff (4), supervisors (5), lead drivers (12), dispatchers (5), assistant director (1) and director (1).
  1. Training to be provided for maintenance staff/mechanic(s), install/remove, repairs, troubleshooting, etc. (approximately 10 individuals)
  1. REFERENCE REQUIREMENTS
  1. The Successful Offeror must provide five references for school districts with bus fleets of three hundred (300) vehicles or more that has used the Offeror’s software for three years or more in an integrated manner with Edulog’s routing and scheduling software, including the ability to correct or add to the routing and scheduling databases.
  1. Reference must include district name and address, size (total student population and total number of school buses) and contact information (name, title, phone number, email address)

IV.ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

Request for Proposals distributedDecember 9, 2011

Pre-Proposal ConferenceDecember 14, 2011, 2:00 p.m.

Questions due by close of businessDecember 16, 2011

Receive written proposals January 12, 2012, 2:00 p.m.

Conduct oral interviews and negotiationsJanuary 26, 2012

Contract/installation targeted March 2012

V.COUNTYRESPONSIBILITIES:

Henrico County Public Schools will designate individual to act as the Project Manager for all work performed under this contract. The Project Manager shall coordinate the work, and shall have the authority to make decisions in writing binding their respective employers on matters within the scope of the contract.

VI.GENERAL CONTRACT TERMS AND CONDITIONS:

A.Annual Appropriations:

It is understood and agreed that this contract shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this contract, the contract shall be terminated when existing funds are exhausted. There shall be no penalty should the Board fail to make annual appropriations for this contract.

B.Award Of The Contract:

1.The County reserves the right to reject any or all proposals and to waive any informalities.

2.The Successful Offeror shall, within fifteen (15) calendar days after prescribed documents are presented for signature, execute and deliver to the Purchasing Office the contract forms and any other forms or bonds required by the RFP.

  1. Any contract resulting from this RFP is not assignable.

4.Upon making an award, or giving notice of intent to award, the County will place appropriate notice on the public bulletin board located at the following locations:

Purchasing OfficeEastern GovernmentCenter

North Run Office Complex3820 Nine Mile Road

1590 East Parham RoadHenricoVA

HenricoVA23228

HenricoGovernmentCenter

4301 E. Parham Road

HenricoVA

Notice of award or intent to award may also appear on the Purchasing Office website:

C.Collusion: