REQUEST FOR PROPOSALS (NO. #RFP H)

Transcription

1 ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT Public Transportation Programs Section REQUEST FOR PROPOSALS (NO. #RFP H) For The Design and Installation Of A Paratransit Software Scheduling, Dispatching and Reporting System For further information regarding this RFP contact J.L. Jim Gilbert, Administrator Public Transportation Programs at (501) or [email protected] Proposals must be submitted no later than 4:30 p.m. CST February 15, 2005

2 ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT Public Transportation Programs Section INTRODUCTION Request For Proposal For Paratransit Software Design and Installation 1.1 Scope of Proposal: The Arkansas Highway and Transportation Department, hereinafter called AHTD and the Department, is soliciting proposals from qualified vendors to effectively design and install a paratransit software system and provide technical assistance to meet the individual needs of various paratransit services. AHTD is considering purchasing systems for up to four locations as a demonstration effort to test the systems effectiveness and future potential implementation at other locations. 1.2 Point of Contact: This Request for Proposals (RFP) is issued by the Arkansas State Highway and Transportation Department, Public Transportation Programs Section. Questions concerning submission of a proposal in response to this RFP should be addressed to the AHTD officials named below: J.L. Jim Gilbert, Administrator Danny Chidester, Transportation Planner Public Transportation Programs Public Transportation Programs Arkansas Highway & Transportation Dept. Arkansas Highway & Transportation Dept P. O. Box 2261 P. O. Box 2261 Little Rock, AR Little Rock, AR Phone: (501) Phone: (501) Fax: (501) Fax: (501) Inquiries may be referred to employees of the Department for detailed answers or clarifications. Written inquiries are encouraged and will be responded to in writing. Oral communications shall not be binding on the Department and can in no way modify the terms, conditions, or specifications of this RFP or relieve the successful Contractor of any obligations resulting from this RFP. Proposers are expected to raise any questions they have concerning the RFP document at this point in the RFP process. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions, amendments, or supplements will be provided to all recipients of this initial RFP and all who have requested information in writing. 1.3 Proposer Qualifications: Proposers must have knowledge and working experience of design, implementation, training and supportive services of Paratransit Software Programs. 1.4 Information Restrictions: All information received by AHTD regarding this RFP is restrictive and will not be available before award of the project to the successful Contractor. 1.5 Choice of Law & Choice of Forum: This RFP and any resulting contract shall be governed by and construed in accordance with the laws of the State of Arkansas. Any proceeding relating to any cause of action of any nature arising from or relating to this RFP or contract may be brought only before the appropriate forum in Pulaski County, Arkansas.

3 1.6 Ethics: It shall be a breach of ethical standards for a person to be retained, or to retain a person, to solicit or secure a State contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies maintained by the contractor for the purpose of securing business. Ark.Code.Ann (a). PREPARING AND SUBMITTING A PROPOSAL 2.1 General Instructions: The evaluation and selection of a Vendor will be based on the information submitted in the Proposer s proposal plus references and samples. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response. 2.2 Incurring Costs: The Department is not liable for any cost incurred by Proposers in replying to this RFP. 2.3 Time and Place for Submission of Proposals: Proposers must submit 3 copies of their proposal, along with all materials required herein for acceptance of their proposal by 4:30 p.m. CST, on February15, If sent by US Postal Service, proposals must arrive and be date stamped by AHTD. Mail To: Deliver To: J. L. Jim Gilbert, Administrator J. L. Jim Gilbert, Administrator Public Transportation Programs Section Public Transportation Programs Section Arkansas State Highway and Transportation Department Arkansas State Highway and Transportation Department P.O. Box Interstate 30 Little Rock, AR Little Rock, AR Late Proposals: Proposals received after the date and hour established will be considered late proposals and will be automatically disqualified. Late proposals will be returned unopened. 2.5 Unsigned Proposals: Page 4 of this RFP must be signed and included with proposal to constitute a valid submission. The signature must be original (not stamped or photocopied) and in ink. Unsigned and improperly signed proposals will be automatically disqualified. 2.6 Withdrawing or Modifying Proposals: A proposal may be withdrawn, modified, or corrected by a Proposer after it has been submitted only if a written request to do so is filed with the AHTD Public Transportation Programs Section prior to the date and time set for opening. Telegrams or letters received before the date set for opening of proposals will be accepted and attached to the unopened proposal, and the proposal will be considered withdrawn, modified, or otherwise changed accordingly. No proposal may be withdrawn, modified, corrected, or otherwise changed after the date and time set for opening. 2.7 Assignment: No award resulting from this RFP may be assigned, sold, or transferred without the prior written consent of AHTD. Furthermore, no obligation incurred pursuant to this RFP and resulting contract may be delegated without prior written consent of AHTD. 2.8 Cancellation of Contract: The Department reserves the right to cancel any award without recourse upon written notice to the Contractor.

4 2.9 Default and Remedies: Non-performance of any requirement, term or condition resulting from this RFP shall constitute default. Upon default, the Department shall issue a written notice of default providing a period in which the Vendor/Contractor shall have seven (7) days to cure said default. If the Vendor/Contractor remains in default beyond the seven (7) days, or if the default is repeated during the term of the contract or any extension thereof, the Department may, in its sole discretion, terminate the contract(s) or remaining portion thereof and exercise any remedy provided by law References: Proposers may submit a list of clients for whom similar products and services have been performed. Any references should include a point of contact name, address, and telephone number. Information obtained from reference contacts will be used in determining the successful Contractor. PRICING 3.1 Pricing: Proposers must submit a detailed budget for accomplishing the proposed design and implementation for the initial site location and additional locations. There will be no advance payment for start-up. Reimbursement will be based on expenditures and expense incurred. Section 4.0 EVALUATION AND AWARD 4.1 Evaluation: Proposals will be evaluated on the extent of services offered, ability to provide those services, references, experience and pricing. 4.2 Award: Any award will be made based upon the evaluation of all proposals received in response to this solicitation and the determination of the proposal or proposals considered to be the most advantageous to the State. The Department reserves the right to accept or reject in whole or in part any and all proposals submitted, to award to more than one Proposer, to waive any minor technicalities when it is in the best interest of the State, and to negotiate the terms of the contract, including the award amount, with the selected Proposer(s).

5 ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT Public Transportation Programs Section Proposal For The Design and Installation Of A Paratransit Software Scheduling, Dispatching and ReportingSystem ***This Page MUST be completed, properly signed, and returned for proposal to be considered*** OFFER AND ACCEPTANCE Offer: I, the undersigned, affirm that this proposal is made on behalf of the below-named individual/company, for whom I have legal authority to commit to the terms and conditions set forth in the RFP and this response, to which I/we agree to be bound if this proposal is found acceptable by the Department; and that this proposal is made without any collusion or coercion on the part of any person, firm, corporation or other entity. Company: Address: Representative: City: Title: Phone: Fax: Signature: (Must be original, no photocopies, and in ink) Date: Acceptance: (FOR AHTD USE ONLY) Accepted: By: Date:

6 ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT Request For Proposals For The Development and Installation A Paratransit Software System Purpose. The purpose of this Request For Proposals (RFP) is to solicit responses from qualified vendors to effectively design and install a paratransit software scheduling, dispatching and reporting system, and provide technical assistance to meet those individual training needs of various paratransit services using the system. AHTD is considering purchasing systems for up to four locations as a demonstration effort to test the systems effectiveness and future potential implementation at other locations. General Requirements. Vendors are requested to develop and submit a detailed work plan that identifies the methodologies for completing each task as outlined in the following section. This software package will allow paratransit agencies to collect and store client information, make single appointments and multiple (subscriptions) appointments and prepare and edit efficient routes for each vehicle in the fleet. The program should provide driver manifests for each vehicle, standard and custom reports, and support certain administrative functions. Technical support and training will be key to ensure agency personnel can efficiently operate the system. The following work plan identifies in more detail the project requirements and vendor responsibilities. Vendors are encouraged to view these criteria as project guidelines and to develop each criteria in an innovative manner. I. Client Information. The system should provide easy access to all client information in the system. Multiple means of searching for this data is preferred. Client registration, management and ADA certification tracking is desired. Client information shall include, but not be limited to, the following items: A Unique Client ID number B Client Name (First, Middle Initial, Last) C Client Street Address D Apartment Number (if appropriate) E City F State G ZIP Code H Telephone number (Alternate) I Date of Birth

7 J Sex K Space for special requirements and client comments Page 2 II. Single Appointments. The system should allow the dispatcher to take the information associated with a single appointment with the minimum amount of effort. The system should support the following functions: A Date of trip B Input pick up and drop off address for the trip C Input appointment or pick up time D Identify one way trip, call back (will call) or known return trip time E Purpose of trip or Dr. s Name F Trip related comments or notes III. Subscription Appointments. The system should allow the dispatcher to take all input information associated with multiple (subscription) appointments with a minimum amount of effort. The system should support the following functions: A Start and end date for subscriptions B Input pick up and drop off address for subscription C Input appointment or pick up times D Frequency of subscription (i.e. daily, weekly or monthly) E Identify one way trip, call back or known return trip time F Purpose of trip or Dr. s Name G Subscription related comments or notes IV. Vehicle Information. The system should include the following vehicle information that is essential for scheduling to be done automatically. These essential pieces of information include: A Vehicle Name/Model B Vehicle capacities (ambulatory, wheelchair, and if convertible, the number C of ambulatory seats loss for each wheelchair client) D Vehicle Identification Number E Address of start and/or end location. It would be desirable for this to be given for each vehicle so multiple vehicle depots are supported. F Start/End time for vehicle G A system to support tracking of vehicle maintenance functions is desirable. H Assign drivers to the vehicle

8 Page 3 V. Driver Information. This system should include the following driver information that paratransit agencies may find desirable although this feature may not be absolutely critical to a paratransit agency dispatching system. These systems generally support the following features: A Driver s Name, address, telephone number, etc. B Social Security Number C Driver s license number D Availability (Days, hours, etc.) E CDL F Insurance G Training record H Accident history I Other driver related information VI. Scheduling. The system should be able to build efficient routes for each vehicle. Vehicle capacity (ambulatory, wheelchair and if needed for convertible vans, the number of ambulatory seats lost for each wheelchair added) is required. Typical scheduling requirements may include: A Vehicle capacity should be considered (ambulatory, wheelchair and conversion ratio for convertible vans) B Ability to locate the pick up and destination addresses on an electronic street map C Ability to build efficient routes for each vehicle. These routes should consider drive times, dwell times and pick up or appointment anchored trips D Provide driver manifests with client name, pick up and destination addresses, ADA information, extra persons to expect, time of appointment or pick up, client and trip comments, etc. VII. Reports. The system should utilize the database in preparing standard and custom reports. Reports should be prepared on a monthly, quarterly and annual basis. The system should also be able to support user defined reporting period. General Reports: A Client information B Lists of Vehicles C List of Drivers

9 Page 4 D Operation Information Number of trips provided in period, breakdown of types of trips, etc. E Handicap and Elderly trips Custom Reports: A Created as customized by the agency utilizing all the agency related information (client, vehicle, driver, historical trips, appointment and subscription tables) to be open and accessible to the user. VIII. Administration. Administrative functions required to support the system include: A User names, passwords and authorization to each module in the system B Paths to critical modules and support files C Customized List variables if supported. IX. Technical Support and Training A On-site training shall be provided to insure agency personnel are trained to operate the system B Technical support shall be provided at times when the system is in operation. C Vendor shall support a toll-free support phone number for support calls D If a software problem impairs operation of the system, the vendor must provide a program fix within 24 hours or provide a means for the system to work around the problem. E During installation, testing and operation, the vendor will provide unlimited phone support during agency operational hours for a period of one year F Vendor shall identify any additional support and/or maintenance options provided Activity Plan. RFP response should contain brochures and screen shots of the software package and/or components offered. AHTD reserves the right to request a vendor demonstration of the proposed software package. Vendor Information. The vendor should provide local vendor service and support structure information to include sales and service personnel.

10 Page 5 Vendor Requirements. 1. Install all software onto the network and/or workstations as required 2. Perform on-site testing during and after complete installation 3. Furnish agency will all system documentation required to support the system. 4. Provide contingency plans (Disaster/ Recovery planning) 5. Provide a time-line for the installation of the system 6. Document its experience in business 7. Define its business structure, office locations, and location that would support this account. Describe qualifications of key personnel 8. References of customers using your product. Proposed Costs. Each proposal shall contain a cost section with a breakdown of cost items for an initial system at the primary location to be determined. A cost should be provided for each additional system, which will be installed at up to three other locations. Proposal Evaluations. The award decision will be based on a standard set of evaluation criteria considering the overall paratransit software package, system design, system integration, training initiatives, technical and maintenance support availability, pricing and vendor reputation.