Vendor Questions regarding Valley Transit District RFP No. 017 Demand Response System Management Software Solution and Mobile Data Computers

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1 RESPONSES TO: 1 Vendor Questions regarding Valley Transit District RFP No. 017 Demand Response System Management Software Solution and Mobile Data Computers Vendor #1 1. Will VTD provide a list of firms who have received the RFP? Not at this time. VTD is not aware of all parties who have received this RFP. 2. When can we expect the answers to submitted questions to be provided? N/A 3. What is the budget available for this procurement? $85, is available for this procurement. Additional funds for hardware items may be available. 4. What factors will determine if VTD purchases a MDC system as part of this procurement? A MDC system is an important part of this procurement however; overall cost is a determining factor. 5. Should VTD elect to not implement the MDC system as part of the initial deployment, will the option to purchase the proposed system be included in the procurement contract? Yes 6. Please confirm if VTD is looking for a hosted MDC system or if VTD is interested in having the system installed on-site? VTD would like to explore both options and select the options that best suits VTD s budget and needs. 7. Section 2.1, Optional Components (1) page 12: Should the option of the (5) year prepaid support costs for the Mobile Data Computer system also be provided? Yes 8. Section page 21: Will the VTD be responsible for any monthly wireless communications for the MDC system? Yes 9. Section page 21: Installation and Implementation a. Please provide contact information for the company that currently supports and/or provides VTD s existing radio / telecommunication services for the agency.

2 b. What is the minimum and maximum number of vehicles available for installations per day? All vehicles will be available after service hours from 6pm to 6am. 2 to 4 vehicles could possibly be available for installation during service hours (depending on time of day) from 6am to 6pm and be swapped out after installation. VTD would also like to explore the option of having our in- house maintenance technician trained on how to install hardware/mdc units. c. Where is the location that the in-vehicle equipment installations will take place? During what hours will vehicles be available for installation? VTD garage, 41 Main Street, Derby, CT Section 3.0 Functional Requirements, page 22. This section stipulates that Systems are expected to be installed and integrated at Valley Transit District offices while Section 2.1 and Attachment, Pricing Form refer to Software hosting. Is VTD expecting the software to be installed at VTD offices or hosted by the vendor? VTD request that both pricing options be available and asks vendors to recommend the best course of action for VTD. 11. Section Automated Vehicle Location page 26: a. Does VTD have a preferred cellular network? No b. Should the proposed MDC wireless data communication system support an network? If so what is the make/model of VTD s WLAN access points? VTD does not have a wireless data communications system at this time. 12. Section In-Vehicle Hardware Specifications page 26: a. How many training/spare MDC units does VTD require? VTD does not require a spare MDC unit at this time but requests that vendors recommend current industry standards of transit agencies of similar size regarding spare MDC units. 13. Section 3.2.2: Accessories, 2 nd bullet point, page 27: Calls for Cabling for connections to the applicable on-board radio/data modem equipment, power and any desired peripherals. a. Does VTD intend to use its current two-way radio system to support the systems data communications requirements? If yes, then please confirm: VTD has a two-way radio system currently in place for communications. However VTD requests optional pricing for both the existing two-way radio system and a wireless carrier. i. Is it a conventional radio data network or a trunking network? 2

3 3 ii. Which frequencies are licensed for data and can be dedicated for data only? iii. Are these frequencies licensed such that continuous data (100% duty cycle) can be transmitted on them? iv. Are the frequencies to be used for data communication exclusively licensed and used by VTD? v. Is there voice sharing or co-users on the channels to be used for data? vi. If there are multiple frequencies/channels, are they used for coverage or capacity? vii. If multiple towers are used, is automatic channel switching required? viii. ix. Will VDT be providing the installation of the radio tie line (between tower and office) through your current telecom vendor if one is required by the proposed solution? N/A Please provide a complete inventory of all radio hardware including makes, models and software versions in your base station radio/repeaters and mobile radios. 14 Motorola CDM 750 radios, 1 Motorola Radius M1225 (base station in dispatch), Repeater information not available at this time. See communication contact (question Xii) for detailed repeater and tower info. x. What service manuals and documentation are you able to release about your system? See attached radio information sheet. Attachment #2 xi. Please provide a detailed diagram of your radio/data infrastructure including base station and tower locations, telco, LAN and firewall connections. Attachment # 1 xii. Is there a local source or contact familiar with your radio system that Mentor can contact for further details?

4 Rich Kemp, Utility Communications 920 Sherman Ave. Hamden, CT (203) b. What desired peripherals does VTD want to integrate with the MDC system. 14. Attachment A: VTD Pricing Form. Since the MDC system is an optional component how does VTD wish pricing for the professional services [labor and expenses] required for the installation, integration and training for the wireless communications middleware and MDC systems to be presented? VTD wishes to have one vendor present all optional pricing. Multiple pricing options to include quotes for dispatch/scheduling software including installation, training and maintenance. Additional quotes for optional items such as MDC/MDT and/or smart phone technology with installation, maintenance and training is also requested. 15. Attachment A: VTD Pricing Form. Please identify what costs VTD wants to have detailed under Maintenance ((five years maintenance agreement) and Maintenance (annual maintenance). VTD requires a 5 year maintenance contract on the Scheduling/Dispatch software and requires a1 year contract with the option of 4 additional years regarding MDC software maintenance. 16. Attachment A: VTD Pricing Form How does VTD to have MDC hardware support pricing and MDC software support pricing broken out and presented. VTD requests that MDC hardware and software be priced as a total optional package. As an optional cost separate from scheduling and dispatch software supplied from one point of contact vendor. Please see section page 12, 2.2 under vendor requirements. 4 Vendor #2 1. Page 12 of the RFP Optional Hosting Please clarify what hosting is meant in this context? Since VTD is a smaller size Para-Transit operation it does not have an internal IT department, therefore optional pricing regarding the hosting of data on site and off site is requested. Web based service is a possible option.

5 2. Regarding Hosting - what exactly are you requesting that be Hosted? Provide all necessary hosting of all software solution components including data. Hosting pricing must be provided on an annual basis for 5 years Passenger Ford Vans - please provide and help us understand what type of Ford Model and Type of Van (Mfg) it is. Also any on vehicle equipment now such as MDT s fareboxes, Vehicle Network, etc. Please see equipment list in RFP under scope of work Ford E passenger cutaways.vtd currently utilizes fareboxes manufactured by Main Fare Box Model #R991. VTD does not have a vehicle network. 4. What type of communications systems is in place? Do you have a radio network i.e.: public network, your own network, frequencies, bandwidths, any information would be appreciated. Please see attached radio communication information sheet Attachment # 1 and #2. 5. Fareboxes - do you currently have fareboxes if so what manufacture, model, etc. VTD currently utilizes fareboxes manufactured by Main Fare Box Model #R What type of scheduling software are you currently using? Please provide information on your current dispatch operations. Valley Transit District is a Microsoft shop running on HP Compaq computers. The standard Desktop OS for Valley Transit District is Windows XP. The current server is a workstation running Microsoft Small Business Server The District currently uses Intransit 4 as its scheduling dispatch software and is a Microsoft Access based program. This software was purchased by the District in VTD is considering upgrading its existing server in the near future. 5 Vendor #3 1) Please confirm how many trips are booked on a daily basis through the paratransit service? As stated in the RFP, The District provides approximately 400 passenger trips per day of which sixty percent are subscription/standing order trips.

6 6 2) How many concurrent users will there be of the future ASP Paratransit Scheduling Software system, (what we mean by concurrent users is how many reservationists, schedulers, dispatchers and management would be using the software system at the same time)? At peak time VTD estimates a maximum of 4 users. 3) How many vehicles require Mobile Data Terminals installed on them? VTD, depending on budget constraints would like to furnish all 14 vehicles with MDT/MDC units. 4) Please confirm whether the hosting required needs to be provided by a Lock Down facility or whether it could be hosted at a location with basic server set up requirements. VTD requests that vendors submit pricing for the hosting of data at VTD and also off-site hosting (by vendor). 5) Please provide a budget for the overall system $85, is available for Scheduling/Dispatch software including installation, maintenance, and training. VTD is currently pursuing additional funds for hardware such as MDC/Smartphone options. 6) Please provide a list of countries, regions, district, cities in which the paratransit service is currently provided. The 14 buses provide curb-to-curb service, within the district limits and surrounding communities in New Haven and Fairfield Counties to ADA and general public passengers. VTD serves the towns and cities of Ansonia, Shelton, Seymour, and Derby. VTD also travels to New Haven, West Haven, Milford, Orange, Hamden, Bridgeport, Stratford, Trumbul, Waterbury, Oxford, and Beacon Falls. 7) Does Valley Transit currently have a up to date GIS map available for use in the ASP Paratransit Scheduling software system? Yes

7 8) Does Valley Transit currently have maintenance staff available to be trained to install the hardware on the vehicles to reduce your overall installation cost? Yes, in fact VTD would prefer to have its maintenance staff trained to install hardware. Vendor # Please clarify the number of users who will access the software system i.e. schedulers, dispatchers, management, etc. At peak time VTD estimates a maximum of 4 users. 2. Page 16, section asks vendors to submit 1 original and 3 copies of the proposal. However, the RFP and the Valley Transit website asks for 1 original and 4 copies. Can you please confirm the number of copies required by Valley Transit District? Page 4, section 1.11 of the RFP requests 1 original and 4 copies. Page 16 section of the RFP is a typo. For clarification: VTD requests (1) original and (4) copies.

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