PIONEER RESOURCES. Request For Proposal. Automated Demand Response Transportation Management System. PIONEER RESOURCES RFP No.

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1 PIONEER RESOURCES Automated Demand Response Transportation Management System 2015 Request For Proposal Request for Proposal Page 1

2 Pioneer Resources Request for Proposal (RFP) RFP No Direct Questions To: Susan Dennison, Pioneer Resources Finance Director, at by [date], Date Issued: _June 8 th, 2015 Date Due: _July 17 th 12:00 p.m. EST Proposer Name: Proposal Amount 1: Dispatch Software and Hardware to operate it $ Proposal Amount 2: AVL/MDT Hardware (tablets) $ Total Amount of first three years sub./fees 1: Software License and other Mandatory Fees $ Total Amount of first three years sub./fees 2: AVL/MDT Data and Communication Network Fees $ Mail the original and two copies to: Pioneer Resources, Inc. Attn: Susan Dennison Proposal for Trans.Mngt. System 601 Terrace, Suite 100 Muskegon, MI And one copy to Susan Dennison at PROPOSER READ AND COMPLETE The undersigned certified that he/she offers to furnish materials in strict accordance with the requirements of this proposal including any specifications, requirements, and terms and conditions that may be attached, and that prices quoted are correct. Signature Date Federal ID#: (Precede with S if Social Security #) Request for Proposal Page 2

3 BACKGROUND INFORMATION Pioneer Resources, Inc., is a private 501(c) (3) paratransit agency providing demand-response transportation services for Muskegon County and Ottawa County in Michigan. Pioneer Resources (hereafter referred to as the agency ) serves a population of 439,281 throughout the two counties and has a service range of approximately 3,091 square miles. Annual ridership exceeded 401,000 trips in The agency operates from 6:00 AM to 6:00 PM five (5) days a week (Monday through Friday) and has a fleet of 70 vehicles. Demand response scheduling is completed using a customized Access database system from With the increased demands placed on the system, the agency is looking for ways to better manage call volumes, and help dispatchers more efficiently route and schedule calls all the while increasing and improving services. The agency is looking to leverage new technologies to help put together effective schedules and increase communication effectiveness. SCOPE OF WORK Proposals are requested from qualified contractors who will be required to provide the design, implementation, training and maintenance of an Automated Demand Response Transportation Management System for door-to-door transit services. The agency is seeking to procure the Transportation Management System in two components. The first component is dispatch and operations software, with web portal technology for customer scheduling, and the hardware to operate the software. The software must have the ability to transmit GPS data to MDT/AVL devices. The second component is mobile data collection and hardware (tablets), and the communication network to support it, in the agency s 70 buses. This would include GPS technology for an automatic vehicle locator (AVL) and mobile data terminal (MDT) system. Both components will be procured with this solicitation. The procurement of the components includes the full installation and integration of the system at the agency s facilities in Muskegon, Michigan, and Ottawa County, Michigan, which will be the sites for installation and training. Contractors can submit price proposals on one or both components below. However, when submitting price proposals on both components show the prices as separate amounts on the cover sheet as indicated. 1. Dispatch and operations software, with web portal technology for customer scheduling, and the hardware to operate the software without the AVL/MDT components. However, proposers must describe the compatibility of their software with AVL/MDT devices. The price proposal must include the first three years of software license fees and other annual costs. See technical specifications for compatibility information. 2. AVL/MDT data collection devices (tablets), and the communication network to support them, along with any data fees required to operate the same. See technical specifications for required compatibility. Request for Proposal Page 3

4 The successful contractors will be required to attend meetings with agency officials as necessary to ensure timely and effective implementation of the project. This project will be managed by the agency. Please note that this project will be on a tight timeline, and the proposer must indicate that it can accomplish the project by the delivery date in order to be considered. The project must be completed by December 31, PART IV: TECHNICAL REQUIREMENTS v The following Technical Requirements must be met before a proposal will be considered for evaluation: Server Requirements v For an on premise solution on a stand alone server, please quote the server hardware required to run the software, for cloud based server solutions we require a minimum of Server 2008 or newer. For server based or cloud based the staff must be able to operate the software on multiple computers with multiple monitors from any internet connection. v Software shall be a Microsoft Windows based relational database. Microsoft SQL Server, Database and use 64-bit technology. Additional Display Requirement (3) required v Minimum 55 or larger television/display to be able to display vehicle location graphically. Displays must be able to be mounted on the wall. Any needed hardware and/or software that is needed to run and operate the displays Additional Communications Equipment Requirements v Any equipment needed to maintain optimal communication between MDT s and cellular/data connection should be included. Specifications The selected dispatch system must be capable of the following minimum requirements: v Vendor must make every effort to convert all existing data (MS Access database) with little or no loss of basic passenger information. v Software shall track the following passenger information at minimum: Ø Name, address, phone #, township, city, Ø Passenger type (adult, child, student, handicap, senior, senior handicap) Ø Passengers that require use of a low floor bus, boarding chair, or are in a wheelchair or mobility device Ø Emergency Contact Ø Area for notes Request for Proposal Page 4

5 v Software shall track billing information for more than one program/contract types including per person rate, per hour, hourly within a certain part of the schedule, etc. v Software shall provide fast, efficient scheduling of trips including: Ø Pickup and Destination Ø Routing with turn by turn direction capability Ø Driver and Vehicle chosen by dispatcher (not computer program) Ø Type of payment Ø Return trip Ø Standing orders Ø Date and Pick up time Ø Type of passenger Ø Trip Purpose v Software shall process ride changes, including: Ø Canceling groups of rides fast and easy and be able to undo if necessary Ø Reassign rides in reoccurring, including driver, bus number Ø Be able to copy rides and automatically switch pick up & drop off for return trip. v Software shall provide easy modification of trips, and allow user to assign one or more trips to a vehicle, reassign trips from one vehicle to another, cancel and restore trips, and mark trips as complete. v Dispatcher chooses the bus and the driver for pickup, with optional input from the software for scheduling rides. v Software has the capability to help maintain pre-trip/post-trip records. v Software has the ability to manage incident/accident reports. v Access to GIS maps to let the dispatcher know of the exact mileage and provide navigation assistance v Will call list: for passengers who need a ride home (i.e. not sure on a time) the information will be put in a filter to use when return is determined; also, a filter for unassigned rides v Software shall provide/produce the following reports: Ø Reports for billing Ø Cash over/short Ø Bus maintenance reports Ø System wide monthly totals Ø Number of trips based on passenger type Ø Tracking and reporting vehicle mileage and fuel Ø Monthly calendars Ø Reports by rides per hour, pre-trip/post-trip Ø Reporting on ridership by municipality Ø Reports compatible with Michigan Department of Transportation (MDOT) reporting requirements. v Software shall produce a customized driver log/report sheet (when printed) with the following items: Ø Vehicle Number, Date, and Driver s Name Ø Starting and Ending Mileage, Fuel amount, oil added, shift time. Ø A list of pickups and drop offs and the dates and times they are scheduled. Ø Names, addresses of passengers to be picked up and dropped off. Request for Proposal Page 5

6 Ø Passenger type Ø Actual pick up and drop off times. Ø Place for driver signature Ø Comment section for drivers to record information. v Driver Checkout must include a printout of the checkout/rider activity v Continue to monitor vehicle schedules and locations while scheduling a new demand response trip request. v Continue searching for individual vehicle location to respond to a customer information request. v Passenger call to notify the day before and or the bus is about to arrive (i.e. 10 minutes) time when pickup takes place. This also notifies the passenger if bus is running late due to weather or other reason v The system must be able to track or time stamp changes from different dispatchers from any ride and be able to be viewed or printed by appropriate persons to track changes (auditing) v Different colors on the dispatch screen for cancels, no shows, open rides, if a passenger is on the bus or dropped off the bus, that can be hidden if not needed and reinstated if needed v The dispatchers must be able to move easily between all major components of the system without having to exit, turn off, or minimize other major components. v Proposal must describe the software and hardware s capability to be Cloud-based. v Proposer shall include training sufficient for staff to operate the software. v Proposer shall install all application software. v Software specified must have an operational track record of a period not less than 3 years. v The scheduling software must fully integrate with the AVL and mobile data terminal (MDT) interface. And be able to send all rider information to the MDT mounted inside the bus. Drivers will collect data per ride to be sent to the dispatch system. AVL/MDT Hardware Specifications v Driver must be able to notify dispatch with a bus running late notification (i.e. 10 minutes), this puts dispatch on notice that service needs adjustment and adjust if needed v Alert for dispatchers of suspensions of passengers, etc., and be able to override if needed v GEO coded addresses and be able to search by address, common names, etc. v Proposal must also describe the software and hardware s capability to integrate with MDTs/AVLs. v MDT s must be portable and easily removed from the vehicle for replacement or overnight storage, and have a built in camera on the front and back for possible accident/incident reporting documentation uses. v MDT s must be able to be purchased in a retail outlet for replacement if needed v The mounting for the MDT must not pose a safety hazard to the driver and passengers, and must be installed to minimize the exposure to the elements. Must be mounted to ensure the bumps and vibration of the vehicle on rough streets and roads and those caused by driver entering and leaving the vehicle, must be easily removed by a non technical person. v MDT s must have integrated mapping and turn-by-turn navigation using free available navigation software. v Store all communications and vehicle activity on the device when vehicle is out of coverage v Data must be transmitted to and from the vehicle and the channels must be adequate to allow for transmission of data in real time, and also over a WiFi system as well. Request for Proposal Page 6

7 v Hardware for Mobile Data Terminal shall allow dispatchers to move seamlessly Between all major components of the system without having to turn off or exit from other major components. Ø Support Mobile Data Terminal (MDTs) via an interface that is independent of a particular equipment supplier or a particular method of communication. Ø Communicate trip details to the driver through the MDT Ø View list of upcoming stops on the MDT Ø View detailed trip information (notes/mobility aids) Ø Communicate pickups, drop-offs, no-shows and fare collections to the dispatcher through the MDT. Ø Send pre-defined messages to the dispatcher via MDT Ø MDT must support text messaging between dispatch and the vehicle operator Ø View and respond to messages sent by the dispatcher. v Hardware for Automatic Vehicle Location (AVL) shall perform as follows: Ø Receive vehicle location data at frequent intervals Ø The AVL System must fully integrate with the GIS System and real time information using graphical mapping of vehicles, routes, stop address, etc. Ø User must be able to: view vehicle location direction and status on the GIS map Ø View historical vehicle information on the GIS Map by selecting the particular vehicle, schedule date and time. Web Portal Specifications Ø Must have web portal technology available that integrates with the dispatch software and allows for individuals (customers) and groups (facilities/businesses) to request rides for approval by dispatch. Web portal, at a minimum, must have the following features: Ø Individual user login Ø Allows users to schedule trip reservations by date and time, Ø Allows users to schedule initial and return trips Ø Accept passenger information (e.g. uses wheelchair or walker, carries portable oxygen, or is visually impaired) and if a personal attendant is going on the trip, Ø Allows users to search for addresses, Ø Allows users to confirm trip details before submission, Ø Immediately notify dispatchers/schedulers of a pending request, Ø Allow users to be notified of approvals, denials or modifications, Ø Notify dispatchers/schedulers of fare collected and method of payment (cash, check, ticket, etc), Ø Be able to easily run reports showing all dates submitted with reservation, Ø Reports must be easily exportable into an Excel spreadsheet, PROPOSAL CONTENT In order to be responsive to this RFP, proposals must contain the following: 1. Statement of Proposal. Provide a narrative statement of your proposal indicating, through the use of drawings, diagrams or other material the way in which you propose to satisfy Request for Proposal Page 7

8 the requirements outlined in the Background Information, Scope Of Work and Technical Requirements. 2. Organization Structure. Indicate through the use of organization diagrams and/or narrative statements, the proposed staffing, functioning, and interrelationships with the agency during the project, including the installation and training process. Indicate any portion of the proposal that is to be performed by subcontract. Include similar information as to qualifications of subcontractors or their employees as is required of the respondent. 3. Prior Experience. Include descriptions of prior or present projects which would tend to substantiate your qualifications to perform this project. Include name, address, and telephone number of the responsible person of the former client s organization who may be contacted. 4. Staff Description. Identify principal staff personnel by name and qualification. Further, include names of executive and professional personnel who would be involved in this project. 5. Authorized Negotiators. Provide the names and telephone numbers of personnel of your organization authorized to negotiate with the agency. 6. Training. Describe the training included number of sessions, length of each session, location. We have about 8 or less members who work in Dispatch in a typical week. We operate 5 days a week. Not all staff members could attend any session. If additional training might be required beyond what you have included, list any costs associated with that training in the pricing section. 7. Itemized Costs. A complete list of itemized costs related to the project/solution is required. Proposal Itemized costs should include only the sum of the first three years of fees on the cover sheet. Please list out the subsequent annual fees for years four and five. that can be expected to maintain the system as proposed in the body of your proposal. Information requested in this section is required in order to evaluate the reasonableness and quality of the proposal and will be used for evaluation purposes within the transit agency only. This request applies to both components of the RFP: Dispatch Software with web portal technology and Hardware to operate the software; and AVL/MDT devices and the communication network to support them. A full cost analysis may be required from the selected vendor prior to Michigan Department of Transportation (MDOT) approval of the award. This information will be required upon submitting the selected vendor s proposal to MDOT for award approval. 9. Business Organization. State the full name and address of your organization and, if applicable, the parent or subsidiary entity that will perform or assist in performance of the work contained in your proposal or will provide any assistance. Indicate whether you operate as an individual, partnership or corporation; if as a corporation, include the state in which you are incorporated. All respondents must indicate their organization s federal identification number. QUESTIONS Request for Proposal Page 8

9 Verbal comments are not part of this RFP. Questions must be submitted by to Susan Dennison at and will be answered in writing. Pioneer Resources will respond and post responses to all questions, and comments on the website. These will be able to be viewed by all vendors. Questions, answers, and any addendums to the RFP will be also distributed to every firm sent an RFP, and to every firm who has submitted a proposal or question. All questions must be received at least ten (10) working days prior to the proposal due date. The director is the sole point of contact for all communications related to this RFP. PROPOSAL SUBMITTAL Mail original proposal and two copies to: Pioneer Resources, Inc. Attn: Susan Dennison Proposal for Transportation Management System 601 Terrace, Suite 100 Muskegon, MI one copy to Susan Dennison at The deadline for receiving mailed proposals is July 17th, :00 PM. E.S.T. Proposals received after that time will not be considered. FAXED OR ED PROPOSALS ARE NOT ACCEPTABLE. THE RFP COVER PAGE SENT WITH THIS RFP MUST BE SIGNED IN INK BY AN OFFICIAL OF THE SUBMITTING ORGANIZATION authorized to bind the proposer to the provision of the RFP. THE COMPLETED RFP COVER PAGE MUST BE RETURNED WITH THE PROPOSAL The agency and the successful proposer shall mutually agree when it is necessary to make changes in, additions to, or deductions from the work performed on the material to be furnished, pursuant to the provisions of the contract documents, as long as the change does not constitute a cardinal change. Conditional proposals, or those which take exception to the specifications, will be considered non-responsive and may be rejected unless specific approval from the agency is requested in writing by the due date. All other eligible proposers are to be notified of any approved exceptions to the specifications. Proposals are limited to 20 pages. Additional information, such as marketing materials, may be included in an appendix if desired. All proposals will be evaluated by the Selection Committee, consisting of the Finance Director; Transportation Director; and the Executive Director. The Selection Committee may be assisted by other technical personnel as deemed appropriate for the purpose of selecting the proposer with whom a contract will be executed. Representatives from the firm(s) in a competitive range may Request for Proposal Page 9

10 be invited for an interview in person or by video conference or conference call with the Selection Committee before final selection is made. The interview allows the Selection Committee to discuss any aspects of the proposal needing clarification. Presentations will be evaluated on best fit, clarity, quality, and completeness. Evaluation scores may be adjusted based on the results of the presentations. Cost will be evaluated using the following formula: lowest proposal divided by the proposal being evaluated multiplied by the points available will equal points awarded. Cost will be installation, hardware and software, and three years of maintenance agreement. The agency reserves the right to reject any or all proposals for sound, documentable, business reasons, to waive any minor defects or irregularities, to award to other than the lowest price proposal and to award to the proposal representing the Best Value to the agency. Minority owned and female owned firms are encouraged to respond to the solicitation or proposals. The contract will be a firm, fixed price contract. The project is funded by Federal Transit Administration and Michigan Department of Transportation (MDOT) grants. The federal requirements for this project are the MATERIALS AND SUPPLIES MORE THAN $100,000, as attached. The clauses must be signed and included with the original submission. MDOT must review the 3 rd party subcontract between the contractor and the agency. The awarded subcontract serves as the agency s award to the contractor and is the contractor s Notice to Proceed. Proposals may be withdrawn upon written request received by Pioneer Resources or prior to the time fixed for proposal due date. No proposal may be withdrawn for a period of one hundredtwenty (120) days after the time set herein for proposal due date. Pioneer Resources reserves the right to postpone the proposal due date on such basis as Pioneer Resources deems to be in its best interest. This RFP does not commit Pioneer Resources to award a contract, to pay any cost incurred in the preparation of a proposal to this invitation, to negotiate with all qualified proposers, or to preclude Pioneer Resources from canceling, in part or in its entirety, this RFP, if it is in the best interest of Pioneer Resources. PROPOSAL EVALUATION Proposals will be evaluated using the following weighted criteria. The criteria will be applied independently to each component being proposed, since some contractors may only submit proposals on one component and not both. Each component will be evaluated and scored separately. Award will be to each highest scored component. The criteria are listed in order of importance. Price is less important than the other evaluation criteria as a whole. 1. Understanding of Request and Technical Approach Description and compatibility of the proposed work Request for Proposal Page 10

11 Quality of proposal Suitability of proposer s solution for Pioneer Resources operations. 2. Initial Cost. Initial cost will be evaluated using the following formula: lowest proposal divided by the proposal being evaluated multiplied by the points available = points awarded. Initial cost will not include the options listed in the section OPTIONS AVL/MDT Hardware Additions 3. Qualifications and Experience Identification of staff and qualifications Previous similar work 4. Ongoing Cost. A determination will be made from the proposal as to whether the agency can afford the ongoing annual costs including software license fees and other service fees that are required in order to maintain and support the complete system as proposed. Important to Note Evaluation scoring will only be on the sum of the first three years of fees. Ongoing cost will be evaluated using the formula: lowest proposal divided by the proposal being evaluated multiplied by the points available = points awarded. 5. Quality of Preparation Organization and clarity Completeness Cost is not the sole determining factor for selection, but it is an important factor in the evaluation process. The agency s intent is to obtain the best quality services and coverage at the lowest possible cost. TERMS OF PAYMENT: Payment shall be made to the contractor once the project has been completed to the agency s satisfaction. The contractor will submit two (2) invoices to: Pioneer Resources, Inc. Attn: Susan Dennison 601 Terrace, Suite 100, Muskegon, MI All invoices submitted to the agency shall be itemized. OPTIONS AVL/MDT Hardware Additions The agency may increase the quantity of supplies called for in the contract by up to 10 units at a unit price quoted on in the proposal. The agency may exercise the option by giving written notice to the Contractor within twelve (12) months of contract award. Delivery of the added items shall continue at the same rate as the like items called for under the contract. Request for Proposal Page 11

12 PROPOSAL PROTESTS All questions or protests pertaining to the proposal award shall be addressed in writing to the agency within five (5) days following the deadline for proposal submittals. The agency will review questions and respond within ten (10) days of receiving the proposal question or protest. The agency is the final arbitrator on any question or dispute pertaining to proposals, proposal forms, and awards. This disputes clause does not preclude consideration of questions of law in connection with decisions provided for above; provided that nothing in this contract shall be construed as making final the decision of any administrative official, representative, or board on a question of law. Proposal protests shall contain: a) The name and address of the protester b) Identification of the project c) A statement of the grounds for the protest and any supporting documentation. The grounds for protest shall be fully supported to the extent feasible. Additional materials in support of an initial protest may be permitted only at the sole discretion of the agency d) The relief desired of the agency INDEMNITY PROVISIONS The contractor shall indemnify, defend and hold harmless the agency, officers, employees and agents, from and against all losses, liabilities, penalties, fines, damages and claims (including taxes), and all related costs and expenses (including reasonable attorney s fees and disbursements and costs of investigation, litigation, settlement, judgments, interest and penalties), arising from or in connection with any of the following: a) the product provided, performance of the work, duties, responsibilities, actions or omissions of the contractor b) breach by the contractor or any representation of warranty made by the contractor in the contract c) occurrences that the contractor is required to insure against as provided for in this contract d) death or bodily injury of any person, or the damage, loss or destruction of any real or tangible personal property, in connection with the performance of services by the contractor, by any of its subcontractors, by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable; provided, however, that this indemnification obligation shall not apply to the extent, if any, that such death, bodily injury or property damage e) any claim, demand, action, citation or legal proceeding against the Agency, its employees and agents which results from an act or omission of the contractor or any of its subcontractors in its or their capacity as an employer or person ASSIGNMENT Request for Proposal Page 12

13 Neither party may assign, directly or indirectly, all or part of its rights or obligations under this Agreement without the prior written consent of the other party, which consent shall not be unreasonably withheld or delayed. IMPACT OF FEDERAL, STATE, AND LOCAL TAXES The agency is exempt from Federal, State, and local taxes. The agency will not be responsible for any taxes levied on the respondent as a result of the contract resulting from this RFP. ATTACHMENTS Attachment A: Materials and Supplies more than $100,000 Michigan Department of Transportation 3165 (02/14) Request for Proposal Page 13

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