RFP Automatic Vehicle Locator (AVL) Questions/Clarifications due June 05, 2015

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1 Birmingham-Jefferson County Transit Authority 2121 Rev Abraham Woods Jr Blvd; Birmingham, Alabama Phone (205) RFP Automatic Vehicle Locator (AVL) 1. Question: Would BJCTA please indicate what their anticipated budget is for this project? BJCTA s Response: The total capital budget and project implementation plan could expand across multiple fiscal year budgets, and the total cost or budget amount(s) has not been determined. Please provide a comprehensive implementation strategy with several Phases. 2. Question: Would BJCTA please confirm what means they will be using to assessing proposals, the lowest price, or based on evaluation criteria (if available, please provide)? BJCTA s Response: BJCTA will initially review the proposals for responsiveness and responsibility-related criteria as set forth in the RFP. Those proposals that meet the responsiveness and experience requirement will then be scored according to the following criteria: Experience and qualifications Technical Proposal Cost Proposal Past performance and references 3. Question: Due to the short interval between the release of answers and the proposal shipping date, would BJCTA consider an extension of at least 3-weeks to the proposal due date? Would BJCTA also consider allowing vendors to submit additional clarification questions upon release of answers? BJCTA s Response: The due date has been extended to June 15, Question: BJCTA did not state a specific DBE goal for this project, will there be any scoring points/bonus given during the bid evaluations for providing DBE content? To minimize the burden on any potential DBE participants in this project, would BJCTA please allow the DBE Affidavit to be completed following contract award? BJCTA s Response: The BJCTA has an overall DBE goal of 10.5 percent. Our solicitations do not have DBE goals and we do not give bonuses or points; however, we will continue to use and support race-neutral means of facilitating DBE participation to meet our overall goal. Yes, the BJCTA DBE Affidavit can be completed after awarding the contract to the successful candidate. as of Friday, June 5, 2015; 11:00 AM Page 1 of 14

2 5. Question: Many of the requirements listed in the RFP describe functionality that is assumed to be already provided by the existing StrataGEN ADEPT software. Is the BJCTA requesting bidders to propose a replacement for this software? BJCTA s Response: BJCTA is requesting product solutions and we are receptive to immediate and long-term suggestions and recommendations. 6. Question: What is the version of the StrataGEN ADEPT software currently in use by BJCTA? Will BJCTA contract with StrataGEN directly for any upgrades or updates that may be required in order to enable communication with the mobile data terminals? BJCTA s Response: BJCTA is currently using 6.2. Whether or not an upgrade of StrataGEN will be determined by BJCTA. 7. Question: How many paratransit trips does BJCTA currently dispatch per day? BJCTA s Response: Approximately paratransit trips per day 8. Question: Many of the requirements listed in the RFP appear to be exclusively for demand response, a few could be applicable to both paratransit and fixedroute, and a very few may be exclusively for fixed-route. Would BJCTA please clarify which requirements are intended for paratransit and which are for fixedroute operations? BJCTA s Response: Our primary requirement is to provide paratransit AVL solutions then AVL for fixed-route buses. We will contract with the most responsive and responsible solution to this request. 9. Question: Would BJCTA please confirm that MDT s are required for all 40 paratransit and 100 fixed-route vehicles? Is any other vehicle equipment required to be quoted at this time, other than interfaces to existing vehicle systems such as fareboxes and head signs? BJCTA s Response: This RFP is for solutions from experts for up to 40 paratransit and 100 fixed-route vehicles. 10. Question: For each vehicle involved in this project, please provide make and model information of any installed equipment (fareboxes, PA system, and electronic head signs, etc.) that the MDT must interface with. Please explain what functionality is expected to be provided by interfacing these systems with the proposed MDTs and applications? BJCTA s Response: Make/model/year of current vehicle inventory (Paratransit / Fixed-route) MAKE YEAR MODEL New flyer 2013 XN40 as of Friday, June 5, 2015; 11:00 AM Page 2 of 14

3 Optima 2004 Opus 29 Optima 2004 Opus 34 Goshen 2014 F550 Goshen 2010 E450 NABI LFW-06 Chance 2001 ABCHN Chance 2002 ABCHN EVAmarica 2014 ECOBUS as of Friday, June 5, 2015; 11:00 AM Page 3 of 14

4 Make/Model of currently installed equipment (fareboxes, PA system, electronic head signs, etc) in Paratransit and Fixed-route buses? Farebox PA SYSTEM ROUTE SIGN VIDEO RECORDER New Flyer GFI Odyssey REI Hanover Display (eric) SafeStor Road Recorder 7000 NABI --- same same Luminator Mark IV Digital Recorder DR600 Opus ---- same same Luminator Mark IV N/A Trolley ---- same same Electric Manual N/A ECOBUS --- same same Luminator Mark IV Safety Vision F same same Hanover Display (eric) Angel Trax Hybrid Quest E N/A same N/A N/A 11. Question: Please provide a complete breakdown of your vehicle inventory by paratransit and fixed-route (make/model/year) BJCTA s Response: Please to Question/BJCTA Response #10. No further details will be provided at this time. 12. Question: Please provide a contact information for the company that currently supports and/or provides maintenance for the existing in-vehicle electronic and radio equipment. BJCTA s Response: BJCTA s Maintenance and the Information Technology Departments are responsible for maintaining all vehicle equipment, and the existing in-vehicle electronic devices. 13. Question: With respect to the vehicle installations (with BJCTA Responses): What is the minimum and maximum number of vehicles available for installation per day? Evenings and weekends What is the location where installations will take place? BJCTA Maintenance Facility, 3105 Abraham Woods, Jr., Blvd; Birmingham, Alabama During what hours will the vehicles be available for installation (i.e., weekday or evenings/weekends)? Unlimited availability during evenings and weekends Will a driver be available to move vehicles for installation and testing purposes? Yes, BJCTA will provide vehicle driver(s) as needed. 14. Question: With respect to fixed-route operations (with BJCTA Responses): How many routes are there? All routes are available on our website How many stops are there? All stops are available on our website Will BJCTA be providing geo-coding (GPS locations) of each stop; and if so, how will the information be provided (i.e. Excel spreadsheet). Yes as requested by the successful candidate. as of Friday, June 5, 2015; 11:00 AM Page 4 of 14

5 15. Question: With respect to fixed-route rostering, how does BJCTA currently do rostering via spreadsheets? Who at BJCTA performs the rostering role? How often is the rostering done? BJCTA s Response: Rostering is done by BJCTA Transportation Managers on a daily basis using the Fleet-Net System. 16. Question: Is the Interactive Voice option required for Paratransit, Fixed-route or both operations? Where should the IVR pricing be provided on the Pricing Schedule? BJCTA s Response: The Interactive Voice option is for both Paratransit and Fixed-Route operations. Please provide your own itemized Price Report. 17. Question: Please confirm that BJCTA has no existing WiFi access points to connect network? Provide diagrams, photos, and dimensions of all parking areas requiring coverage. BJCTA s Response: BJCTA does not have existing WiFi points and will require up to 1,000 feet radius access. Feel free to use Goggle Maps, however, no further details will be provided at this time. 18. Question: The price form (Attachment A) indicates that Data Communication costs are to be provided. For what period of time does BJCTA wish to contract with the carrier for the cellular air time charges? BJCTA s Response: Your proposed solution should identify and include all possible expenses. 19. Question: With respect to the Fleet-Net software interface, please elaborate on the maintenance interfaces that are required for the proposer s solution. Provide specific details on the functionality and data fields that must be interfaced with both fixed-route and paratransit? BJCTA s Response: BJCTA does not have an answer for this question. 20. Question: The RFP states that the vendor solution must have the capability to interface with StrataGEN, Fleet-Net and various other software/hardware. Please indicate what other existing software or hardware would need to be interfaced? BJCTA s Response: Please refer to Question #10 and BJCTA s Response. All other equipment interfaces are based on your proposed solutions. as of Friday, June 5, 2015; 11:00 AM Page 5 of 14

6 21. Question: Is BJCTA requesting Fixed-route scheduling software as a part of the Project Scope? If so, is it your desire to have an automatic run cutting or a manually based run cutting package? BJCTA s Response: BJCTA is requesting automatic run cutting solutions. 22. Question: Is it a desire to have a Fixed-route IVR solution? BJCTA s Response: Yes. 23. Question: Regarding the Paratransit IVR, is it desired to have a night before reminder call component as well? BJCTA s Response: Yes. 24. Question: Is it a desire to have an onsite server solution or a hosted solution? BJCTA s Response: The final product desire is based on proposed solutions. 25. Question: What is the number of system users for Paratransit and Fixed-route? BJCTA s Response: Paratransit (5) Fixed-route (15). 26. Question: What is the number of year of warranty to be quoted? Normally we see 3 5 years beyond SAT requested. BJCTA s Response: Five (5) year warranty. 27. Question: What is the number of baseline system spares? BJCTA s Response: Paratransit (2) Fixed-route (2). 28. Question: What is the number of voice channels? BJCTA s Response: Paratransit (1) Fixed-route (1). 29. Question: Please describe the level of voice radio integration desired for Paratransit and Fixed-route? BJCTA s Response: The final product desire is based on proposed solutions. 30. Question: Is BJCTA looking for 24x7 phone support to be quoted? BJCTA s Response: Yes. 31. Question: Regarding Paratransit APC, is it desire to have the Paratransit vehicles equipped with APC s due to the ability to provide a dual use for Paratransit and Fixed-route? BJCTA s Response: No, but please include the cost for both Paratransit and Fixed-route vehicles. as of Friday, June 5, 2015; 11:00 AM Page 6 of 14

7 32. Question: Are there currently fareboxes installed on the Paratransit buses? If so, they integrated with the MDT for single point of logon? BJCTA s Response: Yes, donation type fareboxes are located on all Paratransit buses and no, they are not integrated. 33. Can you provide the make and model of the video system to be integrated? BJCTA s Response: Currently a video system does not exist for Paratransit, however BJCTA currently uses a RoadRecorder 7000 NVR and dedicated Micros TRV1B-120R for fixed-route buses. 34. Please describe the PBX system, including Model, version, support for SIP protocol, and its ability to support up to additional calls/sessions in the current configuration? BJCTA s Response: Fonality Phone System, PBX version No additional calls/sessions, please proposal an alternative solution. 35. Who is the technical point of contact for the PBX System? BJCTA s Response: All questions must be directed to Procurement. Do not contact other departments during the solicitation process. 36. What languages should be supported by the IVR system? BJCTA s Response: At a minimum English, other languages are optional. 37. Question: What is the daily call volume for the paratransit customer service call center? BJCTA s Response: Approximately paratransit customer service calls per day 38. Question: What is the daily call volume for the fixed-route customer service call center? BJCTA s Response: Approximately 1,200 fixed-route customer service calls per day 39. Question: What is the current no-show for paratransit clients? BJCTA s Response: 1% to 2% 40. Question: What is the current late pickup rate for paratransit clients? BJCTA s Response: 5% to 7% as of Friday, June 5, 2015; 11:00 AM Page 7 of 14

8 41. Question: Addendum #1 Page 2 The third paragraph states that the selected system features should include client registrations, trip reservations, invoicing, routing etc. The assumption is that this is handled in your current StrataGen Adept and Fleet Net software, kindly clarify. BJCTA s Response: This is currently handled by StrataGen 42. Question: Kindly detail what your agency desires out the integration with Fleet Net and what data points you foresee being interfaced. BJCTA s Response: To be determined. 43. Question: Will a proposer be deemed non-compliant if they have no previous interface experience with StrataGen Adept and Fleet Net software? BJCTA s Response: No 44. Question: Kindly provide contacts at both StrataGen and Fleet Net for interface validation. BJCTA s Response: BJCTA will provide this information to the successful candidate. 45. Question: Who will assume the costs (if applicable) charged by StrataGen and Fleet-Net for a third party interface? BJCTA s Response: To be determined. 46. Question: Addendum #1 Page 6 Under the Standard Reports section you list Fare Detail and Fare Summary by Date, however farebox integration seems to be an option as seen on page 7, kindly clarify. BJCTA s Response: Farebox integration will eventually happen, and it is not considered as an option to BJCTA, but the actual implementation process may occur at a later date. 47. Question: What is the make and model of the farebox(s)? BJCTA s Response: GFI Odyssey as of Friday, June 5, 2015; 11:00 AM Page 8 of 14

9 48. Question: Are the farebox(s) integration ready for an AVL interface? If required, will BJCTA procure any required firmware from their farebox vendor to support integration? BJCTA s Response: If required, BJCTA will procure the required firmware. 49. Question: For what duration will BJCTA need access to historical data in the system? BJCTA s Response: Please provide standard duration. 50. Question: Addendum #1 Page 6 In the Vehicle Integration section it states that Cellular data will be provided by the contractor through SAT. Please confirm that BJCTA will cover all cellular data and communication costs after approval of SAT and what is the expected duration of SAT. BJCTA s Response: Yes, BJCTA will cover all cellular data and communication costs. 51. Question: Do all buses have working sound systems, speakers and microphones? Do the vehicles that require Voice Annunciators have working exterior speakers? Kindly detail. BJCTA s Response: a. Yes b. Only the 30 New Flyers have external speakers 52. Question: Kindly provide door measurements and the distance between front and rear doors for all bus makes/models that will require APC s. BJCTA s Response: New Flyer XN40 Front 43 3/4 Rear 35 ½ Between F & R Opus Optima Front 42 ½ Rear 40 Between F & R 9 8 Optima (40 ) Front 42 ½ Rear 40 Between F & R 14 6 Chance Trolley Front /8 Rear 32 ½ Between F & R - 11 ¾ Hydrogen Bus Front 39 ½ Rear - 40 Between F & R ¼ F550 Goshen Front - 36 Rear 46 - Between F & R - 0 E450 Goshen Front 33 ¼ Rear 46 - Between F & R - 0 NABI LFW Front 40 ½ Rear 36 Between F & R Orion 6 Front 43 Rear 43 Between F & R as of Friday, June 5, 2015; 11:00 AM Page 9 of 14

10 53. Question: Although an option, kindly provide the make/model for all destination signs that may require an interface as well as confirmation that the signs have the hardware and firmware to support an interface. If not, will BJCTA procure directly from their sign provider(s)? BJCTA s Response: OPUS Luminator Horizon Gen 3 NABI Luminator Horizon Gen 4 E550 - Hanover Displays New Flyer Hanover Displays The signs should interface with the new system. If not BJCTA will work with sign vendor to procure hardware/firmware to interface. 54. Question: Has BJCTA piloted any fixed route scheduling software in the past? Does the agency have a preferred product? BJCTA s Response: No, and no. 55. Question: Does BJCTA have all route and stop location data in an exportable format or will the successful vendor need to capture/generate this? BJCTA s Response: Yes BJCTA currently has all route and stop location data in an exportable format. 56. Question: Are visual next stop messages (via internal LED sign) required/desired as part of the Annunciation system? BJCTA s Response: Neither required nor desired at this time. 57. Question: Are standard maps such as Bing and Google acceptable for the AVL display? BJCTA s Response: Yes 58. Question: Does the BJCTA have a preference regarding agency/onsite vs. vendor hosting? BJCTA s Response: No as of Friday, June 5, 2015; 11:00 AM Page 10 of 14

11 59. Question: What is the desired Go-Live date? Are there any grant deadlines vendors should be aware of? BJCTA s Response: To be determined. 60. Question: Has BJCTA piloted or used an AVL system in the past? If yes which system? BJCTA s Response: To the best of our knowledge the answer is No. 61. Question: May vendors use their own price sheet format to better detail all items and options? BJCTA s Response: Yes 62. Question: Kindly share the list of attendees at the pre-proposal meeting. BJCTA s Response: A pre-proposal meeting did not take place for this solicitation. 63. Question: Which cell carrier does BJCTA currently work with? BJCTA s Response: BJCTA currently uses VERIZON 64. Question: Can the hardware installers work on weekends in addition to weekdays? BJCTA s Response: Please refer to BJCTA s Response to # Does the bus storage area have Wi-Fi and or Internet connectivity? BJCTA s Response: Please refer to BJCTA s Response to # Question: Regarding the integration to StrataGen and Fleet-Net: What is the current level of integration between StrataGen and Fleet-Net? BJCTA s Response: There is no integration between StrataGen and Fleet-Net. 67. Question: What is the specific integration that BJCTA is looking for between the selected provider and StrataGen and/or Fleet-Net? BJCTA s Response: BJCTA s primary goal is a production that works with AVL. 68. Question: Can BJCTA please provide contacts for StrataGen and Fleet-Net? as of Friday, June 5, 2015; 11:00 AM Page 11 of 14

12 BJCTA s Response: StrataGen call ext 120 John Mathews; and Fleet-Net call Sales or Technical Support. 69. Question: Is BJCTA looking to implement a Paratransit solution first and then expand to the Fixed Route or to implement both Paratransit and Fixed Route at the same time? 70. BJCTA s Response: Yes, BJCTA will implement Paratransit solutions first. 71. Question: What is the desired timeline for deployment, including system acceptance? 72. BJCTA s Response: To be determined by BJCTA and the successful Contractor. 73. Question: Regarding the option for future IVR: What type of PBX does BJCTA have? Does it support SIP? BJCTA s Response: Please refer to BJCTA s Response to # Question: Please provide distribution of trip pickups across average peak day by hours (preferably by ½ hour increments). BJCTA s Response: BJCTA does not have average peak day by hours or ½ hour increments, however, and as previously reported, approximately paratransit trips are performed each day. 75. Question: Does BJCTA require text-to speech, recordings, or professional voice recordings? BJCTA s Response: BJCTA has not defined recording requires yet. Please let us know what you recommend. 76. Question: With the addition of AVA and APCs, does the capital budget for this project exceed 2 Million Dollars? BJCTA s Response: Please refer to BJCTA s Response to # Question: How many agents are at the call center? BJCTA s Response: There are eight (8) Call Center agents as of Friday, June 5, 2015; 11:00 AM Page 12 of 14

13 78. Question: Please advise which vehicle hardware integrations (such as APC, AVA, headsign, farebox, etc) are desired for: Paratransit vehicles AVL Fixed route vehicles APC, AVA; existing headsign, farebox and cameras 79. Question: Additionally, the software needs and features that are most important for demand response vary from those features that are most important for fixed route. Can the agency identify separately which features are the most important for each type of service (such as dispatch features, reporting features, etc)? BJCTA s Response: BJCTA has not defined the most important feature requirements yet. Please let us know what you recommend. 80. Question: The RFP asks for pricing for up to 40 Paratransit buses and up to 100 fixed route buses. What is the actual number of vehicles in each service that the agency plans to deploy in the initial launch of the ITS system? BJCTA s Response: The immediate and initial launch numbers are 30- Paratransit and 85-Fixed Route Buses. 81. Question: Can the agency provide a fleet roster showing the full list of vehicles intended for the initial installation? Can the agency identify vehicle manufacturer, make, model year, # of doors, and whether the vehicle is in fixed route or paratransit service? BJCTA s Response: Please refer to BJCTA s Response to # Question: Are there any vehicles in the fleet that perform both paratransit AND fixed route service, or are there separate fleets for paratransit and fixed route? If some vehicles perform both, please identify the number and type of such shared fleet vehicles. BJCTA s Response: None of the vehicles perform dual functions. 83. Question: What are the particular use cases / user stories for integration with the following systems? What are the specific tasks that the agency would like to accomplish that require both AVL and 3 rd party systems? as of Friday, June 5, 2015; 11:00 AM Page 13 of 14

14 BJCTA s Response: BJCTA has not defined particular integration requirements yet. Please let us know your recommendations. 84. Question: Are any of the above integrations expected to be performed in real time? Or is the expectation that data will be combined/reconciled with the 3 rd party system at the end of the day/week/month for historical review purposes? BJCTA s Response: BJCTA has not defined particular integration requirements yet. Please let us know your recommendations. 85. Question: Are paratransit scheduling/dispatch functions and fixed route scheduling/dispatch functions performed by the same staff, or are there separate staff for paratransit and fixed route? BJCTA s Response: BJCTA has dedicated and separate staff for paratransit and fixed route. 86. Question: What is the DBE goal % for this project? BJCTA s Response: Please refer to BJCTA s Response to # Question: On the APC system, is it acceptable for the driver to indicate, via the touchscreen, when a wheelchair/bicycle is loaded (instead of connecting an automated sensor for wheelchair lift / bicycle rack)? BJCTA s Response: Yes as of Friday, June 5, 2015; 11:00 AM Page 14 of 14

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