Macon-BibbCountyTransit Authority
REQUEST FOR PROPOSALS
PUBLIC TRANSIT
INTELLIGENT TRANSPORTATION SYSTEMS
AND RELATED SERVICES
CONTACT:
Ms. June Curry
Macon-BibbCounty Transit Authority
200Cherry Street
Macon, GA 31201
(478) 803-2500
Table of Contents
1.0Introduction
1.1PROJECTEDSCHEDULE OF EVENTS
1.2RESPONSIBLE MTA DEPARTMENTS
1.3CURRENT HARDWARE/NETWORK ENVIRONMENT
1.4COMMUNICATION INFRASTRUCTURE2
1.5 CURRENT HARDWARE/NETWORK ENVIRONMENT 2
1.6 MACON-BIBB COUNTY TRANSIT AUTHORITY 2
2.0GENERAL PROPOSAL AND CONTRACT CONDITIONS
2.1EXAMINATION OF CONTRACT CONDITIONS
2.2INTERPRETATIONS AND ADDENDA
2.3PREPARATION OF PROPOSALS
2.4PROPOSAL PREPARATIONEXPENSES
2.5RIGHTS TO PROPOSAL DOCUMENT
2.6DISCLOSURE OF MTA RECORDS
2.7CONFIDENTIALITY OF DOCUMENTS
2.8PROPOSAL PRICING
2.9PAYMENT TERMS
2.10RIGHT TO REJECT PROPOSALS
2.11PERMITS AND LICENSES
2.12SOFTWARE LICENSES
2.13PRIME CONTRACTOR’S RESPONSIBILITY
2.14PARTY RELATIONSHIPS
2.15PROPOSAL TERM
2.16PROTEST PROCEDURES
2.17Approved Equals, Clarification, or ProteST- Before Proposal Submission:
2.18Protest of Award (or Proposed Award After Evaluation):
3.0PROPOSAL RESPONSE FORMAT
3.1EXECUTIVE SUMMARY (Response Section A)
3.2COMPANY BACKGROUND (Response Section B)
3.3HARDWARE AND OPERATING SYSTEM ENVIRONMENT (Response Section C)
3.4DOCUMENTATION (Response Section D)
3.5OTHER SOFTWARE AND HARDWARE (Response Section E)
3.6PROJECT GOALS, MINIMUM REQUIREMENTS AND FUNCTIONAL REQUIREMENTS (Response Section F)
3.7IMPLEMENTATION PROJECT ORGANIZATION (Response Section G)
3.8IMPLEMENTATION SUPPORT - INSTALLATION, TESTING, AND TRAINING
(RESPONSE SECTION H)
3.9CONTINUING SUPPORT AND MAINTENANCE PROGRAM
(RESPONSE SECTION 1)
3.10WARRANTY (Response Section J)
3.11REFERENCES (Response Section K)
3.12CONTRACT TERMS AND CONDITIONS (Response Section L)
3.13PRICE PROPOSAL
3.14SUBMISSION OF PROPOSALS
4.0PROJECT GOALS, MINIMUM REQUIREMENTS, AND MINIMUM FUNCTIONALITY
4.1PROJECT GOALS
4.2DEMAND RESPONSE/CAD SOFTWARE MINIMUM REQUIREMENTS AND
FUNCTIONALITY
4.3Reporting Requirements
4.4DATA BASE MINIMUM REQUIREMENTS AND FUNCTIONALITY
4.5AVL MINIMUM REQUIREMENTS AND FUNCTIONALITY
4.6GEOGRAPHICAL MAP MINIMUM REQUIREMENTS AND FUNCTIONALITY
4.7WORKSTATION MINIMUM REQUIREMENTS
4.8MOBILE DATA COMPUTERS AND DYNAMIC MESSAGE SIGNS
5.0CONTRACT TERMS AND CONDITIONS
6.0EVALUATION PROCEDURES
6.1OVERALL EVALUATION PROCESS
6.2EVALUATION CRITERIA
7.0Attachment A – Non Disclosure
8.0Attachment B – Pricing form
9.0Attachment C – Federal Clauses
1
1.0 Introduction
From this point forward, Macon-Bibb County Transit Authority will be referred to asMTA and the Proposer will be referred to as the Proposer or Contractor. This section of the RFP is intended for informational purposes only; therefore, in the event of a conflict all other sections of the RFP take precedence over Section I.
The Macon-Bibb County Transit Authority is soliciting proposals, priced on a firm fixed price basis to provide and implement a PUBLIC TRANSIT INTELLIGENT TRANSPORTATION SYSTEM. DOS based applications will not be considered. Ultimately, MTA desires to implement various Intelligent Transportation System technologies to complement this project, therefore, it is imperative that this system provides maximum flexibility to expand the capabilities of these technologies as well as add additional capabilities as the system grows and our needs change over the intended life of the system. Special attention is drawn to the fact funding for this project is provided by a grant from the United States Department of Transportation.
It shall be the responsibility of the Contractor to provide, integrate, and implement software and hardware, which will provide the required functionality. It will also be the responsibility of the Contractor to ensure MTA can utilize the system properly and effectively. Finally, the Contractor shall provide support services and train the appropriate MTA personnel to use and maintain the system from a user and systems maintenance standpoint.
There are two major objectives to be met by the development of this Request for Proposal (RFP). The objectives are to present an overview of functional requirements for the new system and to provide a format for submitting a proposal that will best meet MTA’s needs. While every effort has been made to ensure the accuracy and completeness of the information in this RFP, MTA recognizes that the information is not exhaustive in every detail and that all work and materials may not be expressly mentioned in the requirements of the RFP. Therefore, it is the responsibility of the Contractor to include in their proposal all software and hardware requirements, which are manifestly necessary for the full and faithful performance of the system requirements in accordance with the objectives of MTA. The system offered shall be complete in every respect inclusive of all design, components, and recommendations for auxiliary equipment, and required maintenance or licensing, etc.
1.1PROJECTED SCHEDULE OF EVENTS
Pre-Proposal Conference None at this time
Closing Date February 5, 2010
Estimated Contract Award February12, 2010
Required Live Date 9 Months from Award Date
1.2RESPONSIBLE MTADEPARTMENTS
This procurement process is being administered by Macon-Bibb County Transit Authority. The Proposer’s point of contact in the RFP process is provided on the cover of this document. The successful contractor will be expected to cooperate fully with MTA in any subsequent contractual relationship.
1.3CURRENT HARDWARE/NETWORK ENVIRONMENT
None
1.4COMMUNICATION INFRASTRUCTURE
None
1.5 CURRENT HARDWARE/NETWORK ENVIRONMENT
None
1.6MACON-BIBBCOUNTY TRANSIT AUTHORITY
MTA operates a public transit system in the city limits of Macon, Georgiaconsisting of both fixed route and demand responsive service.
- FIXED ROUTE:Fixed route public transit service is operated by MTA and provides service within the greater Macon Area. The fixed route system averages 4500 trips daily (over 1,000,000 trips annually) over approximately 4000daily route miles. Twenty-seven buses serve sixteen (11) fixed routes between the hours of 5:00 a.m. and 11:00 p.m. Monday through Saturday. In addition it is required to display scheduled adherence information to both the dispatchers and to Dynamic Message Signs.
B.DEMAND RESPONSE:Demand response para-transit service is provided by MTA and services the entire countyandcitylimits ofMacon. Currently the para-transitservice provides140 daily trips and totals approximately 1,680 annual trips. Para-transit operates 6 days a week from 5:00 am to 11:00 pm, with a fleet of 5 vehicles. This service is the ADA Complimentary Para-transit Service in the City of Macon and in addition provides service to other targeted populations who do not have access to the fixed route service. Service is provided curb to curb and is available to persons with disabilities of any age who live within the city limits of Macon and whose disability prevents them from being able to use the fixed route bus service The eligibility status and trip history of each user group must be tracked separately and trips scheduled based on service priority criteria. The current para-transit customer database contains approximately 1,100 active customer information files, approximately 40% of all service provided is subscription in nature.
- CURRENT SCHEDULING SYSTEM:
None
- CURRENT FLEET:
The current fleet includes a total of 32 vehicles: 27 fixed route transit buses; 5 demand response vehicles. It is probable the fleet will change during the time between the development of this RFP and the completion of the project because of the routine replacement of aging vehicles and potential increase or decrease in service requiring additional vehicles that is not currently anticipated.
2.0 GENERAL PROPOSAL AND CONTRACT CONDITIONS
2.1EXAMINATION OF CONTRACT CONDITIONS
It is the intent of MTA, through this RFP and contract conditions contained herein, to establish to the greatest extent possible complete clarity regarding the requirements of both parties to the Agreement resulting from this RFP.
Before submitting a proposal, the Proposers should be familiar with all contract conditions referred to in this document and any addenda issued before the proposal submission date. Such addenda will be incorporated with the RFP and shall be made a part of the contract documents as well as the Proposers response to this RFP. It shall be the Contractor’s responsibility to ensure the proposal includes an acknowledgment of the receipt of all addenda issued along with the proposal on the submission deadline as well as any other submittal requirements.
The Proposers shall determine by personal examination, and by such other means as may be preferred, as to the actual conditions and requirements under which the Agreement must be performed. MTA will not be responsible for the Contractor’s misunderstanding of the scope of work.
Proposers must carefully review this RFP for defects and questionable or objectionable materials. Proposer’s comments concerning defects and questionable or objectionable material in the RFP must be made in writing and received by Procurement Services no later than the last day to submit questions as outlined in Section 1.1 – Projected Schedule of Events.
2.2INTERPRETATIONS AND ADDENDA
MTA will not be responsible for oral interpretations. Requests for interpretations and/or clarifications shall be requested in writing from the MTAand submitted to the contact provided on the cover of this document. All such written requests must be submitted no later than the last day to submit questions as outlined in Section 1.1 – Projected Schedule of Events and shall specify the Section(s), Subsections(s), Paragraph(s), and Page number(s) to which the request refers. All such requests will be addressed in the form of addenda issued by Procurement Services and will become part of the contract documents. There will be no notification of addenda issued. It is the Proposer’s responsibility to periodically check with MTA to inquire about any addenda issued and acknowledge receipt of such in the proposal response.
2.3 PREPARATION OF PROPOSALS
Proposals shall be prepared in accordance with the instructions provided in the Proposal
Response Format, Section3.0. Proposals not complying with this format may be
considered non-responsive and may be removed from consideration on this basis.
2.4 PROPOSAL PREPARATION EXPENSES
Proposers are responsible for all proposal preparation related expenses incurred in the development and submission of their proposals and in participating in any negotiations related to this RFP. MTA assumes no obligation for any expenses incurred by the Proposer as a result of the issuance of this RFP, the preparation or submission of a proposal, the evaluation of a proposal, or the selection of the Contractor. MTA is not contractually bound until a written contract for the performance of the work is properly authorized and executed by the MTA and the duly authorized representative of the successful Proposer.
2.5 RIGHTS TO PROPOSAL DOCUMENT
All copies and contents thereof of any proposal, attachment, and explanation thereto submitted in response to this Request for Proposal, except copyright material, shall become the property of MTA. MTAreserves the right to use, at its discretion, and in any manner it deems appropriate, any concept, idea, technique, or suggestion contained therein.
2.6 DISCLOSURE OF MTA RECORDS
All documents including, but not limited to, tracings, drawings, estimates, field notes, maps, investigations, design analysis, and studies which are provided or prepared in the performance of this contract are to be, and remain the property of MTA. The Contractor shall furnish MTA upon its request, originals or reproducible copies of all documents generated by this contract. All documents generated by this contract will be the property of the MTA.
2.7 CONFIDENTIALITY OF DOCUMENTS
All proposals and other material submitted becomes the property of MTA and therefore is a matter of public record, which is open to reasonable inspection, after such time as a contract is negotiated. All proposal information, including detailed price and price information, will be held in confidence during the evaluation process and prior to the time a Notice of Intent to Awardis issued. Thereafter, proposals will become public information. Trade secrets and other proprietary data contained in proposals may be held confidential at the request of the Proposer if clearly identified in the proposal along with a brief statement, which sets out the reasons for confidentiality. The Proposer will be required to fully defend, in all forums, MTA’s refusal to produce such information; otherwise, MTAwill make such information public. All prices of such defense shall be borne by the Proposer.
2.8PROPOSAL PRICING
It is anticipated that the contract award will be on a firm fixed price basis, therefore, proposals shall address the pricing with this in mind. No additional charges (e.g., for sales tax, transportation, container packing, installation, training, out-of-pocket expenses, consulting, etc.) will be allowed unless so specified in the proposal and accepted by MTA. All components required to meet contract requirements as proposed must be included in the base price. All price options shall be specifically stated and identified utilizing the Proposal Pricing Form (Attachment B). In the event of a discrepancy between the unit price and the extended price, the unit price shall prevail.
2.9PAYMENT TERMS
The payment terms for this project will be included in the final contract betweenMTA and the Proposer. Proposers are required to submit a progress payment schedule, based upon milestones, for consideration along with their proposal.
2.10 RIGHT TO REJECT PROPOSALS
MTA reserves the right to reject any part of any proposal, to waive minor defects or technicalities, or to solicit new proposals on the same project or on a modified project which may include portions of the originally proposed project as MTA may deem necessary and in its interest. Proposers must comply with all the terms of the RFP and all applicable local, state, and federal laws, codes and regulations. MTA may reject any proposal that does not comply with all the material and substantial terms, conditions, and performance requirements of the RFP. Proposers may not restrict the rights of MTA nor qualify their proposal. If a Proposer does so, Procurement Services may determine the proposal to be a non-responsive counter offer and the proposal may be rejected.
Minor informalities, that do not affect responsiveness; that are merely a matter of form or format; that do not change the relative standing or otherwise prejudice other offers; that do not change the meaning or scope of the RFP; that are trivial, negligible, or immaterial in nature; that do not reflect a material change in the work; or, that do not constitute a substantial reservation against a requirement or provision may be waived by MTA.
2.11 PERMITS AND LICENSES
The successful Proposer must be responsible for obtaining all necessary city and state permits/licenses and must comply with all local codes and ordinances. Copies of such permits/licenses shall be made available to MTA upon request.
2.12 SOFTWARE LICENSES
MTA reserves the right to protect its reputation and its investment in computer software/hardware by enforcing strong internal controls to prevent the purchase of unlicensed copies of software. Be aware that software piracy is subject to both civil and criminal penalties. These acts can produce serious impacts on the offending company’s reputation and worst case, potential loss of customers. Therefore, if MTA suspects that any unauthorized pricing or unlicensed product is proposed, MTA will report such to the appropriate authorities and will reject such proposal.
2.13 PRIME CONTRACTOR’S RESPONSIBILITY
The Contractor shall be responsible for meeting all requirements agreed to in the response to this RFP including system delivery, installation, training, maintenance, and integration of all software, hardware, and other related products. Further, MTA will consider the Contractor to be the sole point of contact with regards to contractual matters, including the performance of services and the payment of any all charges resulting from contractual obligations. Upon contract award, the Contractor shall be directly responsible for all of the subcontractors, if any. The Contractor shall designate a project manager to serve as the point of contact for MTA and to manage the system implementation. The Contractor can not change the project manager without MTA approval.
2.14PARTY RELATIONSHIPS
The Proposer shall clarify its relationships with parties supplying portions of the solution, and shall specify what each party is providing. The Contractor may not transfer or assign any portion of the contract without prior written approval from MTA.
Subcontractors may be used to perform work under this contract. If a Proposer intends to use subcontractors the Proposer must identify, in their proposal, the names of the subcontractors and the portions of the work the subcontractors will perform. If a proposal with subcontractors is selected, the Proposer must provide the following information concerning each prospective subcontractor within five working days from the date of MTA’s request:
- Complete name of the subcontractor
- Complete address of the subcontractor
- Type of work the subcontractor will be performing
- Percentage of work the subcontractor will be providing
- A written statement, signed by each proposed subcontractor that clearly verifies that the subcontractor is committed to render the services required by the contract.
A Proposer’s failure to provide this information, within the time set, may cause MTA to consider their proposal non-responsive and reject the proposal. The substitution of one subcontractor for another may be made only at the discretion and by prior written approval of the MTA.
2.15PROPOSAL TERM
All submitted proposals must remain valid offers for at least ninety days from the proposal closing date.
2.16 PROTEST PROCEDURES
Any protests an interested party regarding this procurement shall be made in accordance with Macon Transit Authority procedures set in this section. After such administrative remedies have been exhausted, an interested party may file a protest with the Federal Transit Administration (FTA) of the U.S. Department of Transportation pursuant to the procedures provided in FTA C 4220.1D. Alleged violations of certain federal requirements provide a separate complaint procedure. See, for example, Buy America Requirements, 49 CFR 661 (Section 661.15) and Participation by Disadvantaged Business Enterprise in Department of Transportation Programs, 49 CFR 23 (Section 23.73).
Failure to comply with the above protest procedures will render a protest untimely and/or inadequate and shall result in its rejection.
2.17 Approved Equals, Clarification, or Protest –- Before Proposal Submission:
This section establishes procedure for bidders to seek clarification or review of the technical specifications, evaluation procedures and addenda. Absent any request for clarification or review ofthe technical specifications, evaluation procedures, or addenda, the interpretation of the Procuring Agency on the bid documents shall be final and controlling. A bidder may submit to the Procuring Agency requests for approved equals or clarifications, or protests on the technical specifications or evaluation methodology. Any such requests or protests must be received by the Procuring Agency, in writing, not less than twenty (20) calendar days before the final proposals are to be submitted date. Each request for approved equals or protest must be fully supported with technical data, test results or other pertinent information as evidence that the substitute offered isgood as or better than that required by the addendum or as evidence that the protest should be upheld.