REQUEST FOR PROPOSAL (RFP) FOR SCHEDULING, DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE

Transcription

1 ISSUED BY: REQUEST FOR PROPOSAL (RFP) FOR SCHEDULING, DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE LIMA ALLEN COUNTY REGIONAL TRANSIT AUTHORITY 200 EAST HIGH STREET, 1 C LIMA, OH Telephone: Facsimile: July 2013 Due Date: 30 August, 2013 Due Time: 4:00 pm EST

2 RFP CONTENTS Scope of Service... 3 Introduction... 3 Funding... 3 RFP Information... 3 RFP Timetable... 3 RFP Registration... 4 Communication Protocol... 4 Submission Information Requirements... 4 Proprietary Information... 5 Pre Bid Conference... 5 Protest Procedures... 5 General... 5 Protests Before Bid Opening... 5 Protests After Bid/Proposal Opening/Prior to Award... 6 Protests After Award... 6 Decision... 6 Protests to Federal Transit Administration (FTA)... 7 Submission of Protest to FTA... 7 Statement of Work... 7 Software and Equipment Requirements... 7 Delivery... 8 Contract Obligations & Requirements... 8 Certificates of Insurance... 9 Federal Contract Clauses for all Contracts... 9 Required Contrqact Clauses & Other Attachments... 9 Instructions to Proposers Bidder Checklist Contractor Qualifications & Reference Criteria Company Detail & Questions Changes to RFP Evaluation Criteria ATTACHMENT 1: Specifications Matrix ATTACHMENT 2: Federally Mandated Clauses for all Contracts ATTACHMENT 3: W9 FORM P age

3 SCOPE OF SERVICE INTRODUCTION Lima Allen County Regional Transit Authority, doing business as LACRTA, is a political subdivision of the State of Ohio established by the Allen County Commissioners to provide public transportation to the Lima, OH and surrounding communities. The system operates fixed route, general public demand response services, and complementary paratransit services for eligible persons with disabilities. LACRTA is requesting proposals from qualified Contractors to provide a SCHEDULING, DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE solution that will be able to complete the following tasks: Provide a turnkey solution that consists of route scheduling/dispatching software and an Intelligent Transportation System (ITS); Implement the turnkey solution according to requirements spelled out in this RFP or in LACRTA policies and plans; Implement the turnkey solution within a reasonable timeframe; Develop and conduct training on the solution for system administrators, train the trainers, power users, end users, etc.; Provide ongoing support and maintenance for the proposed solution; System will support operations of ten (10) fixed route and twenty four (24) vehicles dedicated with route scheduling/dispatching software, Automatic Vehicle Location (AVL), equipment (including Mobile Data Terminals [MDTs]) and ITS technology, and allow for expansion with system growth. FUNDING LACRTA utilizes a combination of FTA 5307, 5316 and 5317, state and local funding. Fixed Routes services currently operate 7 routes Monday Friday, from 5:45am until 10:15pm, and 6 routes on Saturday from 7:45am until 5:15pm. Demand response services provided Monday Saturday (including complementary para transit service and contracted services), operate the same hours as fixed route services and are currently scheduled one day in advance. Ultimately, demand response services will transition to provide same day service. The award of a contract resulting from the RFP is subject to a financial assistance contract between LACRTA and the FTA. The successful bidder will be required to comply with all terms and conditions prescribed for third party contracts in a grant agreement with FTA. RFP INFORMATION RFP TIMETABLE Date Friday, 26 July, 2013 Action Date RFP Issued Friday, 9 August, 2013 Friday, 16 August, 2013 Friday, 30 August, 2013, 4:00 p.m. Last Date to Register for RFP Deadline for Submitting Questions Deadline for Submitting Proposals Friday, 21 September, 2013 Contractor Notification 3 P age

4 RFP REGISTRATION It is the responsibility of each interested respondent to register by e mail upon receipt of this proposal, and to provide an e mail address so that an appropriate and timely response to inquiries may be supplied. In order to register for the RFP, Contractors must contact Ms. Teresa Kayser via at Teresa@acrta.com, no later than Friday, 9 August, 2013 with the following information: Company name Contact person s name Contact person s title Company address Telephone number, e mail address and fax number Only Contractors who register for the RFP will receive copies of any questions, answers and/or any subsequent RFP Addenda. COMMUNICATION PROTOCOL All questions related to the RFP and the bid process must be written and submitted by e mail prior to 4:00 p.m. EST Friday, 16 August, 2013, directed to Ms. Rosann Christian at rchristian@acrta.com. This is the only acceptable method of communication during the course of this RFP. Questions received will be responded to by e mail and will be shared with all registered interested parties. Any revisions or additions to this RFP will be provided to all registered respondents. Please do not solicit any information requests or questions from any other person(s) at LACRTA. Requests for technical assistance will not be available by phone. Questions, answers, and any ensuing Addenda will be distributed in writing to all Contractors registered on the RFP distribution list. SUBMISSION INFORMATION REQUIREMENTS Sealed proposals shall be submitted to LACRTA in person, by agent or certified mail, return receipt requested by 4:00 pm EST on 30 August, Envelopes should be clearly marked RFP: SCHEDULING, DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE PROPOSAL. Proposals without this project title will be subject to disqualification and non consideration. It is the responsibility of the proposer to ensure proposals arrive before the deadline. Failure of the U.S. Postal Service, or any other delivery service, to deliver proposal packages on time shall result in the proposal not considered and returned unopened. A bid may be withdrawn in person by a bidder or their authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the exact time set for receipt of bids. Submission of Facsimile and E Mail submissions will not be accepted. All submittals must be professionally organized. One original copy, signed by the individual authorized to legally enter into contractual obligations and six (6) additional copies of the proposal must be included. Mail proposals to: Lima Allen County Regional Transit Authority (LACRTA) 200 E. High Street, 1 C Lima, Ohio ATTN: RFP: SCHEDULING, DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE 4 P age

5 LACRTA reserves the right to accept or reject any or all proposals or any part of a proposal and to waive any informality and accept the most favorable proposal to meet the best interest of LACRTA. LACRTA reserve the right to cancel this procurement at any time without cause or obligation to any proposers. PROPRIETARY INFORMATION Any information contained in the proposal that the proposer considers proprietary must be clearly identified as such. LACRTA will respect requests for non disclosure of proprietary information to the extent that information so restricted conforms to the Freedom of Information Act and any court rulings. PRE BID CONFERNECE No pre bid conference will be held for this procurement. PROTEST PROCEDURES GENERAL Protests may be made by prospective proposers whose direct economic interest would be affected by award of a contract or by failure to award a contract. LACRTA will consider all protests requested in a timely manner regarding the award of a contract, whether submitted before or after an award. All protests are to be submitted in writing to: Lima Allen County Regional Transit Authority 200 East High Street, 1 C Lima, OH Protest submissions should be concise, logically arranged, and clearly state the grounds for protest. A protest must include at least the following information: (a) Name, address, and telephone number of protestor, (b) Identification of contract solicitation number, (c) A detailed statement of the legal and factual grounds of the protest, including copies of relevant documents, and (d) A statement as to what relief is requested. Protests must be submitted to LACRTA in accordance with these procedures and time requirements, must be complete and contain all issues that the protestor believes relevant. PROTESTS BEFORE BID OPENING Protests alleging restrictive specifications or improprieties which are apparent prior to bid opening or receipt of proposals must be submitted in writing at the address above and must be received at least seven (7) days prior to bid opening or closing date for receipt of bids or proposals. If the written protest is not received by the time specified, bids or proposals may be received and award made in the normal manner unless LACRTA determines that remedial action is required. Oral protests not followed up by a written protest will be disregarded. LACRTA may request additional information from the appealing party and information or response from other bidders, which shall 5 P age

6 be submitted to LACRTA not less than ten (10) days after the date of LACRTA's request. So far as practicable, appeals will be decided based on the written appeal, information and written response submitted by the appealing party and other bidders. Failure of any party to timely respond to a request for information, may be deemed by LACRTA that such party does not desire to participate in the proceeding, does not contest the matter, or does not desire to submit a response, and in such a case, the protest will proceed and will not be delayed due to the lack of a response. Upon receipt and review of written submissions and any independent evaluation that LACRTA deems appropriate, LACRTA shall either: a) Render a final decision, or b) At the sole election of LACRTA, conduct an informal hearing at which the interested parties will be afforded opportunity to present their respective positions and facts, documents, justification, and technical information in support thereof. Parties may, but are not required to, be represented by counsel at the informal hearing, which will not be subject to formal rules of evidence or procedures. Following the informal hearing, if one is held, LACRTA will render a decision, which shall be final, and notify all interested parties thereof in writing but no later than ten (10) days from the date of informal hearing. PROTESTS AFTER BID/PROPOSAL OPENING/PRIOR TO AWARD Protests against the making of an award by LACRTA must be submitted in writing to LACRTA and received within seven (7) days of the award by LACRTA. Notice of the protest and the basis therefore will be given to all bidders or proposers. In addition, when a protest against the making of an award by LACRTA is received and it is determined to withhold the award pending disposition of the protest, the bidders or proposers whose bids or proposals might become eligible for award shall be requested, before expiration of the time for acceptance, to extend or to withdraw the bid. Where a written protest against the making of an award is received in the time period specified, award will not be made prior to seven (7) days after resolution of the protest unless LACRTA determines that: a) The items to be purchased are urgently required; b) Delivery or performance will be unduly delayed by failure to make award promptly; or, c) Failure to make award will otherwise cause undue harm to LACRTA or the federal government. PROTESTS AFTER AWARD In instances where the award has been made, the proposer shall be furnished with the notice of protest and the basis therefore. If the proposer has not executed the contract as of the date the protest is received by LACRTA, the execution of the contract will not be made prior to seven (7) days after resolution of the protest unless LACRTA determines that: a) The items to be purchased are urgently required; b) Delivery or performance will be unduly delayed by failure to make award promptly; or, c) Failure to make award will otherwise cause undue harm to LACRTA or the federal government. DECISION Any decision pertaining to a protest following the guidelines contained in this section is final. 6 P age

7 PROTESTS TO FEDERAL TRANSIT ADMINISTRATION (FTA) Under certain limited circumstances, an interested party may protest to the FTA the award of a contract pursuant to an FTA grant. FTA's review of any such protest will be limited to: a) Alleged failure by LACRTA to have written protest procedures or alleged failure to follow such procedures; or, b) Alleged violations of specific federal requirement that provides an applicable complaint procedure shall be submitted and processed in accordance with that federal regulation. In such cases, protestors shall file a protest with FTA not later than five (5) working days after LACRTA renders a final decision under LACRTA protest procedure. In instances where the protestor alleges that LACRTA failed to make a final determination on the protest, the protestor shall file a complaint with FTA no later than five (5) Federal working days after the protestor knew or should have known of LACRTA's failure to render a final determination in the protest. SUBMISSION OF PROTEST TO FTA Protests submitted to FTA, with a concurrent copy to LACRTA, should be submitted to: FTA Region West Adams Street Chicago, Illinois The protest filed with FTA shall: a) Include the name and address of the protestor; b) Identify the LACRTA project number and the number of the contract solicitation; c) Contain a statement of the grounds for protest and any supporting documentation, that details the alleged failure to follow LACRTA s protest procedures, or the alleged failure to have procedures, and be fully supported to the extent possible; and, d) Include a copy of the local protest filed with LACRTA and a copy of the LACRTA decision, if any. STATEMENT OF WORK LACRTA is requesting proposals from qualified vendors to provide implementation and support services for a proposed route scheduling and dispatching software, and an ITS system consisting of hardware and software with CAD/AVL functionalities. The system, in addition to meeting the specified criteria included in this RFP, must be able to coordinate the various types of services that will be in operation, as well as accommodate any increase in ridership and number vehicles, and produce data reports that provide information for federal and state reporting as well as planning and service adjustments. This proposal includes hardware as it pertains to MDTs for the vehicles, etc. New terminals for viewing and scheduling will be not be necessary, nor will display AV equipment. All software provided must meet the technical specs for equipment currently in use. SOFTWARE AND EQUIPMENT REQUIREMENTS The required specifications for this scheduling system are provided in Attachment 1. This list must be completely filled out and included in proposal submissions. Failure to do so may result in LACRTA s refusal to consider the proposal. 7 P age

8 Proposals for this project must include a cost proposal, work plan/implementation plan, resumes, training plan, maintenance plan, references, and completed functional requirements. The proposals must demonstrate the Contractor s ability to increase service capacity through more effective trip scheduling and improve customer service options available to the residents of Lima and Allen County. Proposals must clearly demonstrate that the respondent understands the requirements and intent of this RFP. The proposal must include all costs that relate to the responses submitted. All proposals become the property of LACRTA to use. All proposals will be considered public information and will be open for inspection. LACRTA reserves the right to request information from respondents for clarification purposes. Written notification will be made to all respondents. If a respondent fails to execute the contract, LACRTA may award the contract to another respondent whose proposal met the requirements of the RFP and any addenda. The period of time within which such an award of the contract may be made shall be subject to the written agreement between LACRTA and the respondent. DELIVERY Cost of delivery shall be included in the proposed price. Specified equipment shall be delivered to: Lima Allen County Regional Transit Authority 200 East High Street, 1 C Lima, OH Delivery locations shall be confirmed in writing prior to delivery by the proposer. CONTRACT OBLIGATIONS & REQUIREMENTS The contents of the RFP and the commitments set forth in the selected proposals shall be considered contractual obligations, if a contract ensues. Failure to accept these obligations may result in cancellation of the award. The contract will bind the bidder to furnish and deliver at the bid price, and in accordance with conditions of said accepted proposal and specifications, for ninety (150) calendar days after the opening of the proposal, with preferred implementation of January 1, Proposals submitted for funding consideration must be consistent with and, if funded, conducted according to all applicable federal and state regulations, and LACRTA policies and procedures. The contract award will not be final until LACRTA and the successful bidder have executed a mutually satisfactory contractual agreement(s). No contract activity may begin prior to the execution of a contractual agreement between the successful bidder and LACRTA. If the successful bidder refuses or fails to execute the contract, LACRTA may award the contract to another bidder whose proposals comply with all the requirements of the RFP and any addenda thereto. LACRTA reserves the right to cancel an award immediately if new state or federal regulations or policy make it necessary to change the service purpose or content substantially or to prohibit any such goods and services. In the event of such change, LACRTA will compensate for completed work at the time of change. STATE AND LOCAL LAW DISCLAIMER The rights and duties of the parties hereto shall be determined by the laws of the State of Ohio and to that end the contract shall be considered as a contract made and to be executed in the City of 8 P age

9 Lima, Ohio and the State of Ohio. Court of Common Pleas in and for Allen County shall have original jurisdiction over any legal matters arising from this tender. EXCLUSIONARY OR DISCRIMINATORY SPECIFICATIONS Apart from inconsistent requirements imposed by Federal statute or regulations, the proposer agrees that it will comply with the requirements of 49 U.S.C.~5323(h)(2) by refraining from using any Federal assistance awarded by FTA to support procurements using exclusionary or discriminatory specifications. SINGLE BID RESPONSE If only one bid is received in response to the Request for Proposal, a detailed cost proposal may be requested of the single bidder. A cost/price analysis and evaluation and/or audit may be performed of the cost proposal in order to determine if the price is fair and reasonable. INTEREST OF MEMBERS OR DELEGATES TO CONGRESS In accordance with the requirements of 41 U.S.C.[22] the proposer agrees that it will not allow any member of or delegate to the Congress of the United States to any share or part of this contract or to any benefit arising there from. CERTIFICATES OF INSURANCE All proposers are required to provide certification of insurance. A copy of certificate(s) of insurance shall be submitted with this proposal or prior to the commencement of the agreement providing the following assurances: Worker s Compensation Insurance required by Ohio law and any other state in which work will be performed, or letter of exemptions (submit with proposal). Compliance with the foregoing requirements as to the carrying of insurance shall not relieve the proposer from his liability under any other portion of the contract. FEDERALLY MANDATED CLAUSES FOR ALL CONTRACTS REQUIRED CONTRACT CLAUSES & OTHER ATTACHMENTS Contractor agrees to acknowledge that LACRTA is an FTA grant recipient and the Contractor agrees to adhere to any and all terms and conditions of such a grant agreement as they relate to obligations the proposers would assume under this contract. Any obligation of any proposer to comply with governmental standards or regulations shall include the obligation to document such compliance. A proposer shall supply and/or execute such documents as LACRTA may reasonably need to affect the purposes of this contract or to comply with federal applicable regulations. All proposals or bids shall contain all certifications, duly executed, contained in the following FTA mandatory provisions. Failure to do so may result in LACRTA s refusal to consider the proposal or bid. The following clauses shall be incorporated into any contract that results from the RFP. These clauses are required by federal, state or local regulations, and are not subject to negotiation. 9 P age

10 INSTRUCTIONS TO PROPOSERS BIDDER CHECKLIST Responses to the RFP must correlate with the alpha numeric characters and order of items in the Bidder Checklist. Each Response to this RFP must contain a table of contents. Each item in the RFP should be addressed in the proposal. A. TABLE OF CONTENTS WITH PAGE NUMBERS B. Transmittal Letter C. Executive Summary (Bidder must include a brief executive summary to summarize the highlights of the proposal.) D. Complete Bidder Checklist (Bidder must include this completed checklist.) E. Proposer Information F. Project Information G. Comparable Projects in Size & Scope H. References I. Company Detail & Questions J. Certificates of Insurance K. BWC Certificate L. Suspension & Debarment M. Buy America Certificate N. Lobbyist Certificate O. Acknowledgement of Addenda: Should addenda relative to this RFP be released by LACRTA, bidders must include a signed acknowledgment of receipt for each addendum P. Executed Contract Signature Page Q. Completed W9 Form (See Attachment 3) 10 P age

11 CONTRACTOR QUALIFICATIONS & REFERENCE CRITERIA (Note: The proposer authorizes LACRTA to contact any person listed on this form for the purpose of investigating responsibility. Failure to provide complete information can be grounds for bid rejection.) PROPOSER INFORMATION: a. Business Name: b. Owner Name: c. Business Address: d. Business Phone: Daytime: Web address: Evening/Weekend: address: e. Number of Employees: Annual Sales $: f. Date Business Established: FOR THIS PROJECT ONLY: a. Name of Project Manager: b. Business Phone: Daytime: Evening/Weekend: c. Business Address: d. Address: COMPARABLE PROJECTS IN SIZE AND SCOPE: a. Name of Project: Project Location and Project Contact Person: Dates: b. Name of Project: Project Location and Project Contact Person: Dates: c. Name of Project: 11 P age

12 Project Location and Project Contact Person: Dates: d. Name of Project: Project Location and Project Contact Person: Dates: REFERENCES: a. Firm Name: Address: Name of Reference: Position Title: Telephone and b. Firm Name: Address: Name of Reference: Position Title: Telephone and c. Firm Name: Address: Name of Reference: Position Title: Telephone and COMPANY DETAIL & QUESTIONS All information requested in this section must be addressed in the proposal. Please limit your responses to two or three pages. Proposers must provide information on the following: 1. Submit a history and overview of your firm to include number and location of offices in the U.S., list the total number of customers, list the average fleet size. The legal name of your 12 P age

13 company, if doing business under some name other than that by which the company is commonly recognized. If the company is owned or controlled by a parent organization, proposers are requested to provide the name of that organization, its address and the name and title of the person responsible for your business unit. 2. Include a description of the firm's experience and a description of the experience and training of all key individuals associated with the project. Proposals should detail all firm and individual experience relevant to the types of service described in this RFP. 3. Provide an organizational chart with job descriptions of key individuals assigned to the project. Job descriptions should be specific to the project. 4. Discuss the top three (3) distinctions between your company and its competitors. 5. Identify the number of customers and average fleet size that each sales person/representative oversees. How many calls per day does he/she average and define your firm s response time policy? 6. Describe the mediation procedure for a customer complaint about one of your employees or subcontractors. CHANGES TO RFP If a respondent discovers any mistakes or omissions in the RFP, please notify Rosann Christian of LACRTA by e mail. Clarifications and corrections will be sent to all registered interested respondents. EVALUATION CRITERIA Criteria for Evaluating Proposals An Evaluation Team will review and analyze each proposal. Proposals will be evaluated and scored according to the following criteria: Max points * Quality Level = Score Evaluation Factors Max Points Quality Level Score Understanding Understanding work to be performed, including knowledge of 20 coordination, ability to solicit agency participation and input, reasonable milestones and timelines, etc. Experience Experience of respondent including qualifications (education, experience 20 and training), experience with similar planning efforts and meeting facilitation, etc.) Product Proposer will provide a SCHEDULING, DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE solution compliant with all bid specifications. Cost neutral add ons and options available beyond the 30 specifications that represent present or future value added features are encouraged. Product is functional, user friendly and efficient for its intended use and application. Presentation & Proposal Proposal is organized and responsive to all areas contained in the RFP; 15 Proposer exhibits confidence and knowledge regarding the proposed products and services. Price Proposed price appears to be a reasonable, cost effective and detailed 15 cost estimate. Total price represents value. TOTAL POSSIBLE P age

14 The Quality Level will be based on the following scoring method: Quality Level Points Description Excellent 100% Very Good 85% Good 75% Fair 60% Poor 35% Meets all requirements; reflects significant enhancements or strengths as compared to minimum levels of acceptability; no offsetting weaknesses Meets all requirements; reflects some enhancements or strengths; few if any offsetting weaknesses. Meets all requirements; strengths and weaknesses, if any, tend to offset one another equally. May contain significant weaknesses only partially offset by less pronounced strengths; should meet all minimum requirements, but some areas of doubt may exist. Serious doubt exists about ability to meet minimum needs but may be sufficient; significant weaknesses without offsetting strengths. Deficient 0% Will not meet minimum needs. 14 P age

15 ATTACHMENT 1 SPECIFICATIONS MATRIX This matrix must be completed and included in all proposals submitted for this project. Failure to do so may result LACRTA s refusal to consider the proposal. Technological Capabilities Y N COMMENTS Are user interfaces available in a Windows based environment and do the hardware requirements for user PCs comply with LACRTA s hardware and software standards? Are user interfaces accessible using only a standard web browser, such as Microsoft Internet Explorer? Will the proposed solution go live with both web based system and the Mobile Data Terminals simultaneously? Is the technology completely web based and not a web front on top of a PC based solution? Is the stability of the web based system capable to ensure 99.9% up time? Does the system have the capability to schedule trips online without the need for human intervention? Reservations Y N COMMENTS Does the reservations system have the capability to indentify customers from just typing a few letters of either the customer first or last name? Does the system have the capability to automatically populate the reservation screen with the customer data, including commonly used locations, mobility device, eligibility, PCA, etc. after the individual has been identified? Is the reservations process utilizing auto complete functionality when finding addresses and common locations to reduce reservations errors? Is the reservations system able to automatically schedule a vehicle based on GPS position of vehicles and information of other trips? Does the system track who made the reservations? Does the system allow for customized comments to be placed in the system for the trips? Are trip cancellations intuitive and can users cancel multiple trips at once? Does the system accommodate subscription trips and allow for easy modification, corrections, and cancellations? Can trip edits be accomplished in nearly real time and are they exception based? 15 P age

16 Is the system able to schedule the trip and provide the negotiated time on the reservation interface within a few seconds or less on average after a reservationist collects all trip information? Dispatching Y N COMMENTS Is dispatching automated without the need for a dispatcher to manually select information that must be sent to the vehicle? Does the system provide dispatchers with web based tools to proactively manage OTP, no shows, cancellations, subscriptions and late trips? Is real time vehicle arrival information available to allow dispatch to provide trip information to customers? Does the system automatically send updates of the dispatched trips to the MDTs? Does the system provide web based tools for managers/ supervisors/ contractors to monitor their drivers performance on real time? Scheduling Y N COMMENTS Is the scheduling process completely automated and does it have a proven capability to function without a scheduling position initiating the scheduling? Is the automated scheduling process continuously looking to improve schedules based on real time operating factors such as cancellations, no shows, vehicles positions, driver performance etc.? Does the scheduling process allow reservationist to book trips while the caller is on the phone (real time)? Does the scheduling process use hourly and day of week dependent congestion factors? Does the automatic scheduling process take into account different space requirements? Is the system able to automatically re optimize the manifests on the day of service to maximize adaptation to the changes? Does the system optimize same day trip orders with advance trip orders and automatically send updates to the MDT s? Does the system automatically adjust the manifests for drivers running late or early? Does the system generate the manifests in increments during the day of service to ensure maximal adjustment to changes? Reporting Y N COMMENTS Does the solution provide reports that meet Federal (National Transit Database) and State requirements? Are the reports completely web based? 16 P age

17 Are all reports exportable in comma separated values (csv), portable document format (pdf), Word and Excel formats? Can reports be run on schedule and on demand? Does the system track log in and tracking of revenue data for fixed route services? Does the system provide reports to monitor the staff s reaction to problem alerts such as no shows, excessive loading/unloading times, drivers performing stops far away from location etc.? Does the system support real time web based operational supervision and On Time Performance reporting? Does the scheduling process use street level GIS map data speed information to calculate driving length and duration? Does the scheduling process use street level GIS map data to identify one way street information to calculate driving length and duration? Is the scheduling process using street level GIS map data to identify turning restrictions to calculate driving length and duration? AVL Y N COMMENTS Are dispatchers able to view real time vehicle positions in mapping applications such as Google Earth? Does the system support integration with mapping tools like Google Earth to investigate no show and complaint issues at stops? Can the system display geo coded stop locations and reported stop arrival and departure locations? Can the geo coded data be exported into another shape file for other application purposes? Can the system record geo codes for stops along fixed routes? Can the geo coded data be exported into another shape file for other application purposes? Does the system keep an event log for the creating, editing, adding, changing for each customer profile? Is training intuitive and can training be completed in a very short timeframe? Is the reservations process for the system straightforward and easy to complete? Personnel Y N COMMENTS Does the proposed project manager for the project implementation have a strong demand response transit operations background as well as a strong technology background? 17 P age

18 MDT Y N COMMENTS Are the MDT units portable, so that installation is not required in the vehicles? Do the MDT units send the arrival information to each stop in real time? Does the arrival information contain GPS location information? Does the MDT unit send the departure information from each stop in real time? Does the arrival information contain GPS location information? Do the MDT s post a warning for the driver if driver tries to perform a stop while the vehicle is too far away from the stop location? Do the MDT s post a reminder for the driver if the driver has not performed departure from the stop after certain time has passed since arrival to the stop? Do the MDTs have an option to allow for driver log in and to enter passenger counts for fixed route services, allowing for up to 12 categories of count types for fixed route services? Do the MDT s post a reminder for the drivers as the vehicle approaches the next stop location? Do the MDT's automatically send confirmation for the manifest updates received by the MDT? Do the MDT s post a reminder for the driver if driver has not performed a stop arrival at the estimated time for the stop? 18 P age

19 ATTACHMENT 2 FEDERAL TRANSIT ADMINISTRATION BEST PRACTICES PROCUREMENT MANUAL TABLE OF CONTENTS (Appendix A Governing Documents) A.1 Federally Required and Other Model Contract Clauses 1. Fly America Requirements 2. Buy America Requirements 3. Charter Bus and School Bus Requirements 4. Cargo Preference Requirements 5. Seismic Safety Requirements 6. Energy Conservation Requirements 7. Clean Water Requirements 8. Bus Testing 9. Pre Award and Post Delivery Audit Requirements 10. Lobbying 11. Access to Records and Reports 12. Federal Changes 13. Bonding Requirements 14. Clean Air 15. Recycled Products 16. Davis Bacon and Copeland Anti Kickback Acts 17. Contract Work Hours and Safety Standards Act 18. [Reserved] 19. No Government Obligation to Third Parties 20. Program Fraud and False or Fraudulent Statements and Related Acts 21. Termination 22. Government wide Debarment and Suspension (Non procurement) 23. Privacy Act 24. Civil Rights Requirements 25. Breaches and Dispute Resolution 26. Patent and Rights in Data 27. Transit Employee Protective Agreements 28. Disadvantaged Business Enterprises (DBE) 29. [Reserved] 30. Incorporation of Federal Transit Administration (FTA) Terms 31. Drug and Alcohol Testing 19 P age

20 2. BUY AMERICA REQUIREMENTS 49 U.S.C. 5323(j) 49 C.F.R. Part 661 Applicability to Contracts The Buy America requirements apply to the following types of contracts: Construction Contracts and Acquisition of Goods or Rolling Stock (valued at more than $100,000). Flow Down The Buy America requirements flow down from FTA recipients and subrecipients to first tier contractors, who are responsible for ensuring that lower tier contractors and subcontractors are in compliance. The $100,000 threshold applies only to the grantee contract, subcontracts under that amount are subject to Buy America. Mandatory Clause/Language The Buy America regulation, at 49 CFR , requires notification of the Buy America requirements in FTA funded contracts, but does not specify the language to be used. The following language has been developed by FTA. Buy America The contractor agrees to comply with 49 U.S.C. 5323(j) and 49 C.F.R. Part 661, which provide that Federal funds may not be obligated unless steel, iron, and manufactured products used in FTA funded projects are produced in the United States, unless a waiver has been granted by FTA or the product is subject to a general waiver. General waivers are listed in 49 C.F.R , and include final assembly in the United States for 15 passenger vans and 15 passenger wagons produced by Chrysler Corporation, and microcomputer equipment and software. Separate requirements for rolling stock are set out at 49 U.S.C. 5323(j)(2)(C) and 49 C.F.R Rolling stock must be assembled in the United States and have a 60 percent domestic content. A bidder or offeror must submit to the FTA recipient the appropriate Buy America certification (below) with all bids or offers on FTA funded contracts, except those subject to a general waiver. Bids or offers that are not accompanied by a completed Buy America certification must be rejected as nonresponsive. This requirement does not apply to lower tier subcontractors. Certification requirement for procurement of steel, iron, or manufactured products. Certificate of Compliance with 49 U.S.C. 5323(j)(1) The bidder or offeror hereby certifies that it will meet the requirements of 49 U.S.C. 5323(j)(1) and the applicable regulations in 49 C.F.R. Part Date Signature Company Name Title Certificate of Non Compliance with 49 U.S.C. 5323(j)(1) 20 P age

21 The bidder or offeror hereby certifies that it cannot comply with the requirements of 49 U.S.C. 5323(j)(1) and 49 C.F.R , but it may qualify for an exception pursuant to 49 U.S.C. 5323(j)(2)(A), 5323(j)(2)(B), or 5323(j)(2)(D), and 49 C.F.R Date Signature Company Name Title Certification requirement for procurement of buses, other rolling stock and associated equipment. Certificate of Compliance with 49 U.S.C. 5323(j)(2)(C). The bidder or offeror hereby certifies that it will comply with the requirements of 49 U.S.C. 5323(j)(2)(C) and the regulations at 49 C.F.R. Part Date Signature Company Name Title Certificate of Non Compliance with 49 U.S.C. 5323(j)(2)(C) The bidder or offeror hereby certifies that it cannot comply with the requirements of 49 U.S.C. 5323(j)(2)(C) and 49 C.F.R , but may qualify for an exception pursuant to 49 U.S.C. 5323(j)(2)(A), 5323(j)(2)(B), or 5323(j)(2)(D), and 49 CFR Date Signature Company Name Title 21 P age

22 6. ENERGY CONSERVATION REQUIREMENTS 42 U.S.C et seq. 49 CFR Part 18 Applicability to Contracts The Energy Conservation requirements are applicable to all contracts. Flow Down The Energy Conservation requirements extend to all third party contractors and their contracts at every tier and subrecipients and their subagreements at every tier. Model Clause/Language No specific clause is recommended in the regulations because the Energy Conservation requirements are so dependent on the state energy conservation plan. The following language has been developed by FTA: Energy Conservation The contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act. 7. CLEAN WATER REQUIREMENTS 33 U.S.C Applicability to Contracts The Clean Water requirements apply to each contract and subcontract which exceeds $100,000. Flow Down The Clean Water requirements flow down to FTA recipients and subrecipients at every tier. Model Clause/Language While no mandatory clause is contained in the Federal Water Pollution Control Act, as amended, the following language developed by FTA contains all the mandatory requirements: Clean Water (1) The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C et seq. The Contractor agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will, in turn, report each violation as required to assure notification to FTA and the appropriate EPA Regional Office. (2) The Contractor also agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with Federal assistance provided by FTA. 10. LOBBYING 31 U.S.C CFR Part CFR Part 20 Applicability to Contracts The Lobbying requirements apply to Construction/Architectural and Engineering/Acquisition of Rolling Stock/Professional Service Contract/Operational Service Contract/Turnkey contracts. 22 P age

23 Flow Down The Lobbying requirements mandate the maximum flow down, pursuant to Byrd Anti Lobbying Amendment, 31 U.S.C. 1352(b)(5) and 49 C.F.R. Part 19, Appendix A, Section 7. Mandatory Clause/Language Clause and specific language therein are mandated by 49 CFR Part 19, Appendix A. Modifications have been made to the Clause pursuant to Section 10 of the Lobbying Disclosure Act of 1995, P.L [to be codified at 2 U.S.C. 1601, et seq.] Lobbying Certification and Disclosure of Lobbying Activities for third party contractors are mandated by 31 U.S.C. 1352(b)(5), as amended by Section 10 of the Lobbying Disclosure Act of 1995, and DOT implementing regulation, "New Restrictions on Lobbying," at 49 CFR (d) Language in Lobbying Certification is mandated by 49 CFR Part 19, Appendix A, Section 7, which provides that contractors file the certification required by 49 CFR Part 20, Appendix A. Modifications have been made to the Lobbying Certification pursuant to Section 10 of the Lobbying Disclosure Act of Use of "Disclosure of Lobbying Activities," Standard Form LLL set forth in Appendix B of 49 CFR Part 20, as amended by "Government wide Guidance For New Restrictions on Lobbying," 61 Fed. Reg (1/19/96) is mandated by 49 CFR Part 20, Appendix A. Byrd Anti Lobbying Amendment, 31 U.S.C. 1352, as amended by the Lobbying Disclosure Act of 1995, P.L [to be codified at 2 U.S.C. 1601, et seq.] Contractors who apply or bid for an award of $100,000 or more shall file the certification required by 49 CFR part 20, "New Restrictions on Lobbying." Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C Each tier shall also disclose the name of any registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contacts on its behalf with non Federal funds with respect to that Federal contract, grant or award covered by 31 U.S.C Such disclosures are forwarded from tier to tier up to the recipient. APPENDIX A, 49 CFR PART 20 CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements (To be submitted with each bid or offer exceeding $100,000) The undersigned [Contractor] certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 23 P age

24 (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions [as amended by "Government wide Guidance for New Restrictions on Lobbying," 61 Fed. Reg (1/19/96). Note: Language in paragraph (2) herein has been modified in accordance with Section 10 of the Lobbying Disclosure Act of 1995 (P.L , to be codified at 2 U.S.C. 1601, et seq.)] (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. [Note: Pursuant to 31 U.S.C. 1352(c)(1) (2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.] The Contractor,, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any. Signature of Contractor's Authorized Official Name and Title of Contractor's Authorized Official Date 11. ACCESS TO RECORDS AND REPORTS 49 U.S.C CFR (i) 49 CFR Applicability to Contracts Reference Chart "Requirements for Access to Records and Reports by Type of Contracts" Flow Down FTA does not require the inclusion of these requirements in subcontracts. 24 P age

25 Model Clause/Language The specified language is not mandated by the statutes or regulations referenced, but the language provided paraphrases the statutory or regulatory language. Access to Records The following access to records requirements apply to this Contract: 1. Where the Purchaser is not a State but a local government and is the FTA Recipient or a subgrantee of the FTA Recipient in accordance with 49 C.F.R (i), the Contractor agrees to provide the Purchaser, the FTA Administrator, the Comptroller General of the United States or any of their authorized representatives access to any books, documents, papers and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions. Contractor also agrees, pursuant to 49 C.F.R to provide the FTA Administrator or his authorized representatives including any PMO Contractor access to Contractor's records and construction sites pertaining to a major capital project, defined at 49 U.S.C. 5302(a)1, which is receiving federal financial assistance through the programs described at 49 U.S.C. 5307, 5309 or Where the Purchaser is a State and is the FTA Recipient or a subgrantee of the FTA Recipient in accordance with 49 C.F.R , Contractor agrees to provide the Purchaser, the FTA Administrator or his authorized representatives, including any PMO Contractor, access to the Contractor's records and construction sites pertaining to a major capital project, defined at 49 U.S.C. 5302(a)1, which is receiving federal financial assistance through the programs described at 49 U.S.C. 5307, 5309 or By definition, a major capital project excludes contracts of less than the simplified acquisition threshold currently set at $100, Where the Purchaser enters into a negotiated contract for other than a small purchase or under the simplified acquisition threshold and is an institution of higher education, a hospital or other non profit organization and is the FTA Recipient or a subgrantee of the FTA Recipient in accordance with 49 C.F.R , Contractor agrees to provide the Purchaser, FTA Administrator, the Comptroller General of the United States or any of their duly authorized representatives with access to any books, documents, papers and record of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions. 4. Where any Purchaser which is the FTA Recipient or a subgrantee of the FTA Recipient in accordance with 49 U.S.C. 5325(a) enters into a contract for a capital project or improvement (defined at 49 U.S.C. 5302(a)1) through other than competitive bidding, the Contractor shall make available records related to the contract to the Purchaser, the Secretary of Transportation and the Comptroller General or any authorized officer or employee of any of them for the purposes of conducting an audit and inspection. 5. The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. 6. The Contractor agrees to maintain all books, records, accounts and reports required under this contract for a period of not less than three years after the date of termination or expiration of this contract, except in the event of litigation or settlement of claims arising from the performance of this contract, in which case Contractor agrees to maintain same until the Purchaser, the FTA Administrator, the Comptroller General, or any of their duly authorized representatives, have disposed of all such litigation, appeals, claims or exceptions related thereto. Reference 49 CFR 18.39(i)(11). 25 P age