Washington County School District Request for Proposal School Bus Fleet Tracking System RFP #TD 1011

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1 Request for Proposal I. GENERAL A. Intent of Request for Proposal (RFP) The purpose of this Request for Proposal is to solicit sealed, competitive proposals from vendors qualified and experienced to provide an AVL/GPS/Vehicle Diagnostics Inspection Tracking System that can integrate with the current Transportation routing program and be compatible with each other. B. Background is the seventh largest school district in Utah with approximately 24,000 students. The district has a total of forty-one schools including six high schools and one alternative high school. The District ranks as the largest employer in Washington County. The District s bus fleet consists of approximately 120 buses. Daily routes cover approximately 2400 square miles. Activity trips may travel up to 600 miles from the transportation facility. C. Other Requirements 1. Conform to Response Form Guidelines All proposed information must be submitted with the Proposal Response Forms found in this RFP to Mark Hoss, Purchasing Coordinator. 2. Proposals Submitted on a Timely Basis All proposals must be submitted by: Monday 3 October, Submission of Proposals Sealed proposals must be submitted to Mr. Mark Hoss, Purchasing Coordinator at the following address: 121 W. Tabernacle St. George, Utah Any proposals submitted at any other locations will be deemed nonresponsive and be returned unopened. 4. Late Proposals Unacceptable

2 Any proposal received after the deadline will be deemed non-responsive and will not be considered for evaluation. 5. Faxed Proposals Unacceptable Faxed copies of the proposal will not be accepted. D. Proposal Calendar It is anticipated that the following schedule will be followed: September 20, 2011 October 4, 2011 RFP Released and Advertised Proposals due. Sealed proposals are to be submitted to the Purchasing Coordinator no later than 3:00 p.m. Mountain Time. October 5-7, 2011 October 11, 2011 Evaluation of Proposals. Contract Award E. Clarification of Proposal The district may request formal written clarification of any portion of the proposal at any time. F. Required Signatures Proposals must be signed by an official of the firm authorized to bind the proposing entity to the proposed terms for a period of thirty (30) days from the date of receipt by the district s Purchasing Coordinator. G. Basis of Selection Evaluation of proposals, and if a vendor is to be selected, selection of the vendor will be on the basis of: Total points available = Responsiveness The demonstrated ability to meet the scope of work and the conformity of the proposal to the RFP requirements. (25 points) 2. Technical Capability The demonstrated capability to comply with and meet schedules as per the RFP requirements. (20 points). 2

3 3. Qualifications The demonstrated qualifications, expertise and experience of the staff assigned to work on the project. (15 points) 4. Cost Total cost of the proposed hardware, software and services related to the RFP requirements. (30 points) 5. Performance references Cost savings to past clients as verified by the District. References provided as per RFP requirements. (10 points) H. Contacts 1. Inquiries All inquiries relative to this Request for Proposal must be directed to: Mark Hoss, Purchasing Coordinator, ext. 103 All inquiries relative to the Scope of Services please direct to: Launi Schmutz, Transportation Director, ext Other Contacts Prohibited No other employee, Board Member, or evaluation committee member should be contacted concerning this RFP during the selection process. Failure to comply with this requirement may result in disqualification. I. Right of Rejection The Board of Education reserves the right to reject any and all proposals or to waive any non-statutory informality. The Board of Education further reserves the right to make the contract award deemed by the Purchasing Coordinator to be in the best interest of the district. The Board s decision to accept or reject the contract shall be final. J. Addenda to RFP If it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all proposers of record who received the original RFP. K. Firm Proposal An official of the firm must sign proposals, if proposer is a company, authorized to bind the company to a contract. Conditions must be firm for a period of thirty (30) days from the due date of this RFP. L. Conflict of Interest Disclosure All proposals must list agent or other relationships between the proposer and any company, contractor, or other agency where the potential for a real or. 3

4 perceived conflict of interest may arise in the course of providing service to the. M. Assignment of Contractual Rights It is agreed that the successful offeror shall not assign, transfer, convey or otherwise dispose of the contract of its right, title or interest in, or any part thereof, without previous written consent of Washington County School District Board of Education. II. SCOPE OF WORK All respondents must respond to each and every feature and identify whether they comply or don t comply and identify any and all exceptions. Incomplete submissions will not be accepted. Proposals should reference quantifiable cost savings realized by similar school districts directly related to the purchase and use of the vendor s products or services. Price will include all labor costs for installation on bus systems and include itemization or identify cost savings to the District if the work is performed by the District. Price shall be for a complete system and must include all hardware, software, training and support. The pricing for these shall be clearly identified as separate line items. Submittals shall identify all costs associated with using, maintaining, and expanding the system. This shall include any monthly service charge, 3 rd party vendors, etc. Successful vendor must obtain and pay for all necessary licenses, permits and related documents. Any and all data, statistics, reports generated are to remain the express property of. Clearly identify all warranties and the number of years of said warranties. The District is considering integrating this system with our current payroll program, Kronos. Please indicate any integration you have with Kronos, current or in progress. The District is considering integrating this system with our current routing software, VersaTrans. Please indicate and integration you have with VersaTrans, current or in progress. The District is seeking An Automatic Vehicle Location (AVL)/GPS Fleet Tracking System that can provide AVL electronic inspection, tracking, and operations, and. 4

5 integrate with the current routing program, VersaTrans. Be designed to provide increased operational efficiencies, cost savings, and environmental impact. System should include: 1. AVL/GPS units with all necessary hardware and software for installation. 2. Integrate with ground traffic control with frequent second/minute intervals so all buses can be viewed or a selection of location of them in real time. 3. Provide route and trip real time data. 4. Provide electronic verified inspection reports. 5. Provide high definition GPS location is real time. 6. Integrate with mapping software. 7. GPS must be able to provide vehicle diagnostics, mileage, idle time, repair time reports, bus speed, and fuel consumption. This is not an exhaustive list of all data that should be available. All reports must be easily accessible and able to print. 8. Provides alerts for a number of activities such as zone, maximum speed, zone speed, idling, inspection and ABS. 9. Provides instant mechanical problems and present repair information. 10. The program is handled in house by office and shop personnel. 11. Be accessible after hours by designated district/department personnel. 12. Each GPS device should have a separate, private IP address for data security. Public IP addresses will not be considered acceptable.. 5

6 Schedule A CERTIFICATION OF PROPOSAL I (We) have read the Request for Proposal and fully understand its intent. I (We) certify that I (we) have adequate personnel and resources to fulfill the proposal requirements. I (We) further understand that our ability to meet the criteria and provide the required services shall be judged solely by Washington County School District. I (We) further certify that, since the receipt of this RFP, no contact, discussion, or negotiation has been made nor will be made regarding this proposal, with any employee or Board Member other than the listed contact people in the RFP. I (We) understand that any such contact could disqualify this proposal. I (We) certify that all schedules and addenda contained herein shall be considered part of the entire RFP and that the complete documents submitted shall be considered a legally binding document. Submitted by: Proposer s Name Authorized Signature Name and Title Telephone Date. 6