REQUEST FOR INFORMATION FOR # SCHEDULING/RUN CUTTING/BIDDING SOFTWARE. February 16, 2016

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1 REQUEST FOR INFORMATION FOR # SCHEDULING/RUN CUTTING/BIDDING SOFTWARE February 16, 2016 Questions Due: March 1, 2016 at 12:00 p.m. SUBMISSIONS DUE: March 10, 2016 at 11:00 a.m NE 65th Avenue ~ PO Box 2529 Vancouver, WA ~ Contact Person: Anna Vogel, Procurement Coordinator PO Box 2529 Vancouver, WA P

2 TABLE OF CONTENTS 1 GENERAL INFORMATION Introduction Agency Background Reimbursement Submissions Become Public Records Nondiscrimination GENERAL REQUIREMENTS Inquiries on RFI Submittal of Proposals Addenda to RFI PURPOSE SUBMISSION REQUIREMENTS RFI Requirements Demo Requirements... 7 Attachment A

3 1 GENERAL INFORMATION 1.1 Introduction The Clark County Public Transportation Benefit Area (dba C-TRAN) is in the process of implementing several Technology Upgrade Projects on its bus fleet. This request includes information from firms interested in providing a fixed route Scheduling/Run Cutting/Bidding Software Solution. This Request for Information (RFI) outlines a description of the services sought and the required documents interested proposers will be expected to submit. All requested information shall be submitted in the format required by 11:00 a.m. (local time), Monday, March 10, Any responses received after the deadline will not be considered. This is a RFI and is not a commitment on the part of C-TRAN to enter into any Contract. This RFI is intended to gain information from vendors, suppliers and/or Contractors regarding the Project described in this document. Vendors may be contacted to discuss their responses. Any information collected through this RFI process may or may not be used in the future to develop a Request For Proposals (RFP) or and Invitations To Bid (ITB). Providing a response to C-TRAN does not in any way give an advantage to any vendor. The issuance of this RFI does not obligate C-TRAN to enter into nor will it result in a Contract for any services or equipment. Issuance of this RFI does not commit C-TRAN, in any way, to pay any costs incurred in the preparation and submission of a response. All costs related to the preparation and submission of a response shall be paid by the respondent. 1.2 Agency Background C-TRAN provides transit services throughout its specified service area boundaries in Clark County, Washington, and to Portland, Oregon. C-TRAN s service area population is approximately 372,634 persons in an area of 141 square miles. C-TRAN currently operates a fleet of approximately 105 fixed route transit buses serving the Clark County (Vancouver, Washington) and Portland, Oregon areas. Service includes 19 local routes in Clark County, seven (7) express commuter routes into downtown Portland, and three (3) limited routes that connect with TriMet rail service in Portland, Oregon. C-TRAN s ridership has grown steadily as additional equipment and facilities have been placed into service and public awareness of mass transit has increased. In 2014, C-TRAN s total ridership reached approximately 6,365,278 passengers. 2

4 C-TRAN is a municipal corporation of the State of Washington and is governed by a Board of elected officials representing Clark County, City of Vancouver, East County and North County cities and towns. 1.3 Reimbursement C-TRAN will not reimburse proposers for any costs involved in the preparation and submission of responses to this RFI or in the preparation for and attendance at subsequent interviews. Furthermore, this RFI does not obligate C-TRAN to accept or contract for any expressed or implied services. 1.4 Submissions Become Public Records Submissions are public information and subject to the Washington State Public Disclosure Act (RCW 42.17). Any proprietary information revealed in the submittal should therefore be clearly identified as such. C-TRAN will notify any proposer before releasing the proprietary information to any request for public records. If the proposer believes its records are exempt from disclosure, it is the proposer's sole responsibility to pursue a lawsuit under RCW to enjoin disclosure. It is the proposer s discretionary decision whether to file such a lawsuit. However, if the proposer does not timely obtain and serve an injunction, C-TRAN will disclose the records, in accordance with applicable law. 1.5 Nondiscrimination C-TRAN, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 USC 2000d to 200d-4, and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally Assisted Programs of the Department of Transportation issued pursuant to such Act, herby notifies all proposers that it will affirmatively ensure that in regard to any Contract entered into pursuant to this RFI, minority business enterprises will be afforded full opportunity to submit a proposal in response to this request and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award. 3

5 2 GENERAL REQUIREMENTS 2.1 Inquiries on RFI Questions on this RFI should be addressed in writing to C-TRAN s Procurement Coordinator via to: The Procurement Coordinator shall be the single point of contact during the entire solicitation process. Contact with other C-TRAN personnel, committee members and/or consultants will not be permitted during the solicitation process. Any changes or clarifications to the information provided herein shall be reduced to writing and will be furnished to all prospective proposers as addenda to this RFI. Questions must be submitted by 12:00 noon, March 1, Any questions and concerns submitted after the specified time will be addressed at the discretion of C-TRAN s Procurement Coordinator. 2.2 Submittal of Proposals One (1) original, clearly marked, and five (5) copies of the proposal must be furnished to C-TRAN at the time and place specified above. Sealed proposals will be received by C-TRAN up to the hour of 11:00 a.m., March 10, Proposals delivered later will not be accepted. C-TRAN is not responsible for delays in delivery. All proposals shall be placed in a sealed envelope, which is clearly marked RFI # Scheduling/Run Cutting/Bidding Software Solution. Proposals by fax or will not be accepted. Submittals shall have the name and address for delivery as follows: Hand Delivery or Commercial Carrier Services: C-TRAN Attn: Procurement Coordinator 2425 NE 65th Avenue Vancouver, WA RFI # SCHEDULING/RUNCUTTING/BIDDING SOFTWARE SOLUTION U.S Postal Delivery: C-TRAN Attn: Procurement Coordinator PO Box 2529 Vancouver, WA RFI # SCHEDULING/RUN CUTTING/BIDDING SOFTWARE SOLUTION 4

6 C-TRAN makes no provision for specifically collecting mail from its post office box prior to the deadline. Proposals submitted by mail should, therefore, be mailed in ample time to arrive at the post office or commercial carrier service before the actual due date and time. C-TRAN shall not be liable for checking the post office box immediately prior to the time of opening. 2.3 Addenda to RFI C-TRAN reserves the right to make any changes in the RFI as deemed appropriate. Any and all changes shall be made by written addendum, which shall be issued by C-TRAN and posted to our Web site. It is the sole responsibility of the proposer to learn of Addenda, if any. Such information may be obtained from C-TRAN S Procurement Bid and Opportunities page, C-TRAN accepts no responsibility or liability and will provide no accommodation to bidders who fail to check for addendums and submit inadequate or incorrect responses. 5

7 3 PURPOSE C-TRAN is interested in learning more about industry leading fixed route Scheduling Software Solutions which produce an effective and efficient planning and scheduling system. C-TRAN is interested in receiving information from vendors that are able to provide a complete and integrated fixed route Scheduling, Run Cutting, and Bidding Software Solution including, but not limited to the following: Required Features: Trip blocking. Run time optimization. Bus stop creation. Bus route design. Bus route network maintenance, with a geographic component. Run Cutting. Operator bidding. Optimized crew travel/trip planning. Daily crew scheduling/assignment. Daily vehicle scheduling/assignment. Ability to export schedule data in standard formats, including General Transit Feed Specification (GTFS), as well as formats that support mobile devices. Ability to export data to/import data from a Geographic Information System (GIS). Ability to produce summary statistics from the schedule data (e.g., scheduled revenue hours, scheduled vehicle miles, etc.). Access to schedule data for customer service and marketing staff. Optional Features: Detour creation and management. Ability to facilitate ride/load checks. Ability to monitor daily report times of operators. Ability to manage customer comments. Ability to integrate with an Enterprise Resource Planning (ERP) Software (used for payroll processing). Another critical function is the ability to efficiently transfer schedule data to C-TRAN s Automatic Vehicle Location (AVL) system when needed. The AVL system relies on current schedule data in order to function properly and support vehicle components and applications such as Mobile Data Terminals (MDTs), Vehicle Destination Signs, Transit Signal Priority (TSP), the Electronic Fare System, Automatic Stop Announcements, Real Time Customer Information (which includes an Interactive Voice Response (IVR) component), and Trip Planning. In addition, the ability to integrate schedule data with archived AVL data for the purpose of generating statistics and producing analysis is essential. 6

8 4 SUBMISSION REQUIREMENTS Proposers shall prepare a proposal simply, and economically, providing a straightforward and concise description of qualifications and methods to satisfy all requirements of the RFI. Do not submit binders, brochures, or other attachments that have not been requested in the RFI document. Proposals shall be submitted either stapled or clipped together. If additional information is required, it will be requested after the review of the proposals. C-TRAN shall not be liable for any expense incurred in the preparation of proposals. All proposals and submissions will become the property of C-TRAN and will not be returned to the proposer. Each proposal shall contain the following items: 4.1 RFI Requirements 1. General Information Sheet (Attachment A-1). 2. Company Information, including number of years in business, scope of products offered, number of clients, number of employees, etc. 3. Proposed Solution Describe the software product your company offers that will best meet the needs of C-TRAN based on the information contained in this RFI. 4. Support Describe the customer support your company offers, especially support provided to assist in converting from an existing installation to your product, which would likely include parallel operations. Provide examples of where such assistance has been provided. 5. Training Describe the product training your company offers, along with the degree of training required for initial use of your product. 6. Past Experience Provide information from three (3) (or more) public transit agencies that have purchased your product. Include contact information for each agency. In addition, provide applicable case studies which demonstrate return on investment and benefits associated with the proposed product. 4.2 Demo Requirements Each vendor who submits a response to this RFI will be invited to perform a demonstration of their proposed solution on March 29, Vendors will be given the option to perform their demonstrations online or in person. The Procurement Coordinator will contact each firm who submitted a response to schedule a time. 7

9 Attachment A-1 GENERAL INFORMATION RFI # Scheduling/Run Cutting/Bidding Software This form must be signed by a person authorized to make proposals and enter into Contract negotiations on behalf of your agency. To be considered for this project, the submittals must be completed in accordance with this RFI and this cover sheet must be attached. By signing this form the firm acknowledges that their proposal will remain in effect for at least 90 days after submission. Failure to submit this form will result in your proposal being deemed nonresponsive. Authorized Official (Signature) Date Printed Name of Authorized Official Title of Authorized Official Company Name Telephone Number Address City, State, Zip Address Federal Employee ID Receipt of the following Addendum(s) to the Plans and/or Specification is hereby acknowledged: Addendum No. Date of Receipt Signed Acknowledgement 1 2 8

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