Invitation No.: 405-18
Location: Statewide
Commodity: Fixed Route Software
ITB Information Conference Call:
October 4, 2017 1:00pm EST
State of Ohio, Department of Transportation
On October 4, 2017, a pre-submission conference call was held as described in Section VII. SUBMISSION INSTRUCTIONS, Sub-section (c) Pre-Submission Conference. During the conference call, vendors were permitted to ask clarifying questions to assist with providing adequate responses to the ITB. Representatives from ODOT, Connect Ohio, the Lakatos Group (the consulting firm providing Project Management), three Rural Transit System representatives and seven individuals representing seven vendors participated on the conference call.
The conference call was not recorded; therefore, the questions and answers are not verbatim. The questions and answers are not in the order they were asked but will be listed in groupings that follow the ITB structure.
GENERAL QUESTIONS
Q. What will happen if a question arises after the phone call?
A. If a question is asked that cannot be answered, the answer will be researched and answered within a timely fashion. Questions can still be asked on the ODOT website and the information for this is in the ITB. Questions can be asked up until the bidding process ends.
Q. How will the process work?
A. Vendors meeting the specifications and FTA requirements listed in the ITB will be placed on a list of approved vendors for the rural transit providers to select directly.
IMPLEMENTATION:
Q. Are there different software packages for Demand Response Routes and Fixed Routes?
A. The selected software must be compatible with both Demand Response and Fixed Routes, work on either, and must be interchangeable. On the list of requirements for the software, some of the requirements address the needs of one or the other route types. The selected system must link the needs of both types of routes
Q. What is the time frame for orders to come in?
A. This project is funded with Federal funds and is required to be closed ended. Therefore, only Ohio rural transit systems can purchase from the approved supplier list between January and June of 2018. In addition, all projects must be completed by December 31, 2018. A quick implementation is needed. Federal funding is recanted December 31, 2018.
VEHICLE SPECIFICATIONS
Q. Are Fareboxes covered under this Grant?
A. The intent of the project is to provide scheduling/dispatching software. The software must be able to record the data that is currently being recorded manually – such as counting passengers, tracking fares, tracking on and off points and being able to track passengers that may be using contract passes. None of the agencies under this grant currently have electronic fareboxes in place. The selected system(s) should work with the fareboxes that are in place now. However, if funds are available, fareboxes would be an eligible item to upgrade.
Q. Would it be possible to get a detailed hardware list for the vehicles in each area?
A. This information was not provided because it changes frequently. The number of vehicles per authority is available on the website. You can also click a link that tells which transit authorities are participating in the program. There is information on this in Figure 8 of the bid package. Many of these vehicles are not large busses. Because these are rural routes, most of the vehicles are vans or narrow-bodied busses.
Q. Would it be possible to get a list of the number of units on each of the 8 agencies for fixed routes only?
A. Yes, we will post that on the website.
CELL COVERAGE
Q. Has there been progress in the effort to address the “weak links” in the rural wireless coverage?
A. ODOT has just completed the broadband drive testing in the 10 SE Ohio counties. An ITB was announced on October 2, 2017 to begin work on broadband expansion
DATA COLLECTION
Q. Please talk about what is desired in the Demand Response or Fixed Route coverage response
A. Data Collection and Dispatch are currently being completed on tablets. ODOT wants new software that will be able to be integrated with the Android tablets that are currently in use. The devices must be able to switch between the Demand Response and Fixed Routes easily.
Q. Can the reports of the data be generated separately?
A. No. ODOT is looking for a system that will be able to run a single report with the compilation of all data required, but that can be customized to report on collected data individually if required for different studies.
Q. Are you looking for something with an integrated pay system?
A. Yes, but only if that is part of the data that is generated in the report
Q. How will responses to questions be known?
A. Answers to all questions submitted on the website will be posted on the website.
BID PRICING
Q. Do you have price points in mind?
A. A pricing menu would be the best way to go.
Q. Should the Vendor pricing include an upgraded tablet as a consumer grade tablet may be insufficient?
A. We know that Butler County is using consumer grade tablets with success. If you use a menu based price format, a price for the upgraded tablet could be represented there.
FUNDING
Q. Will the Supplier’s Price List be available to other agencies or just the 8 covered under the Tiger Grant?
A. The pricing list will be made available to the 8 Agencies.
Q. Is there funding above the minimum requirement?
A. The funding is not divided between the agencies. Funding will be allocated based on need. The amount of funding each agency receives will depend on the pricing. However, the funds appropriated can only be expended on approved items.