REQUEST for PROPOSALS. Scheduling and Dispatch Software. City of Ionia Dial-A-Ride (IDART) 251 E. Adams Street Ionia, Michigan

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1 REQUEST for PROPOSALS Scheduling and Dispatch Software City of Ionia Dial-A-Ride (IDART) 251 E. Adams Street Ionia, Michigan Proposals Due: November 18, :00 p.m.

2 Table of Contents PART I Instructions and Conditions for Proposal Submittal 3 PART II Technical Requirements 7 PART III Proposal Evaluation 9 Attached Required Federal Transit Administration Clauses 2

3 PART I: INSTRUCTIONS AND CONDITIONS FOR PROPOSAL SUBMITTAL Background IDART provides demand response, curb-to-curb, transit service to the City of Ionia, Berlin Township, Easton Township, Ionia Township and a portion of Orange Township. The service area covers approximately 140 square miles. IDART operates 6 days a week with a fleet of seven (7) wheelchair accessible and two (2) nonlift vehicles. IDART provides about 65,000 rides per year. Proposal Instructions IDART is seeking proposals for scheduling and dispatch software. The proposal must include a cover letter on the firm s letterhead signed by a person duly authorized to legally bind the person, partnership, company or corporation submitting the Proposal and must contain a statement that the proposal is firm for a period of one hundred twenty (120) days from the closing date for proposal submission. Proposals are limited to twenty (20) pages. Proposals must provide, in order, the descriptions required in Part II, Technical Requirements, of this Request For Proposal (RFP). Additional information, such as marketing materials, may be included as an appendix if desired, but should not be considered a replacement for answering these questions. Additional information will not count toward the 20-page limit. Disadvantaged Business Enterprises (DBEs) are encouraged to respond to the RFP. Part III, Proposal Evaluation, lists the criteria that will be used to determine the best value. Return proposals to: Ionia Dial-A-Ride 251 E Adams Street Ionia MI The deadline for submitting proposals is 12:00 noon EST, November 18, Proposals received after that time will not be considered. Faxed or ed proposals are not acceptable. 3

4 Proposal Content In order to be responsive to this RFP, proposals must contain the following: 1. Statement of Proposal Provide a narrative statement of your proposal indicating, through the use of drawings, diagrams or other material the way in which you propose to satisfy the requirements outlined in the background statement and technical requirements. 2. Organization Structure Indicate through the use of organization diagrams and/or narrative statements, the proposed staffing, functioning, and inter-relationships with IDART during the project, including the installation and training process. Indicate any portion of the proposal that is to be performed by subcontract. 3. Prior Experience Include three references. The references must include descriptions of prior or present projects which substantiate your qualifications to perform this project. Include name, address, and telephone number of each reference s responsible person who may be contacted. 4. Staff Description Identify principal staff personnel by name and qualification. Further, include names and proposed physical location of executive and professional personnel who would be involved in this project. Include the same information for any subcontractors. 5. Authorized Negotiators Provide the names and telephone numbers of personnel from your organization authorized to negotiate with IDART. 6. Training Describe the training included as part of the procurement proposal: number of sessions, length of each session, and location. Four IDART staff members work in dispatch in a typical week. It is possible not all staff members can attend the same training session. Describe how this situation will be addressed. Lists costs for any additional training that may be required. 7. Price Provide information on costs, including any options. Information requested in this section will be used for evaluation purposes within IDART only. 8. Ongoing Costs Provide costs for ongoing maintenance for years 1, 2, 3, 4 and 5 after purchase and installation. Information requested in this section will be used for evaluation purposes within IDART only. 9. Business Organization State the full name and address of your organization and, if applicable, any parent or subsidiary entity that will perform or assist in the performance of the work contained in your proposal. Indicate whether you operate as an individual, partnership or 4

5 corporation. If as a corporation, include the state in which you are incorporated. All respondents must indicate their organization s federal tax identification number. Point of Contact All communications, contracted items, contracts, documentation submittals and correspondence shall take place between the respondent and the IDART Transportation Director, Dawn Ketchum, 251 E Adams Street, Ionia, Michigan 48846, Fax , Telephone ext. 2. Verbal comments are not part of this RFP. If the IDART Transportation Director deems questions valid, answers will be sent in writing to all vendors who were sent RFPs or who contacted IDART about the project. All questions and/or comments must be received at least ten (10) working days prior to the proposal due date. Other Conditions Conditional proposals, proposals which take exception to the specifications, or proposals containing approved equals or deviations from the specifications will be considered nonresponsive and may be rejected unless approval is obtained from IDART, confirmed in writing, prior to the proposal s due date. The decision for IDART, as represented by the Transportation Director, shall be final with respect to whether any proposed conditions, exceptions, approved equals or deviations from the specifications are acceptable. Specification changes will be made by addendum only and issued in writing by the IDART Transportation Director to any firm sent an RFP or who has contacted IDART about the RFP. Proposals may be withdrawn upon written request received by IDART prior to the proposal due date. No proposal may be withdrawn for a period of one hundred twenty (120) days after the time set herein for the proposal due date. IDART reserves the right to accept any proposal, reject any or all proposals, postpone the proposal due date or to contract on such basis as IDART deems to be in its best interest. IDART reserves the right to waive any defects or irregularities, to accept the proposal with the best value and the right to award to other than the respondent submitting the lowest price. This RFP does not commit IDART to award a contract, to pay any cost incurred in the preparation of a proposal to this invitation, to negotiate with all qualified proposers, or to 5

6 preclude IDART from canceling, in part or in its entirety, this RFP, if it is in the best interest of IDART. The IDART reserves the right to postpone the submission deadline or proposal award for its own convenience. The IDART and the successful respondent, hereafter referred to as the Contractor, shall mutually agree when it is necessary to make changes in, additions to, or deductions from the work performed on the material to be furnished, pursuant to the provisions of the contract documents, as long as the change does not constitute a cardinal change. Contract Documents Each proposal will be submitted with the understanding that acceptance in writing by IDART of the offer to furnish the equipment or services described therein shall constitute a contract between the successful respondent and IDART which shall bind the Contractor to furnish and deliver the equipment or services at the proposed price in accordance with the proposed specifications, general conditions and general requirements detailed in the proposal specification package or subsequently added or made a part thereof. Federal/State Requirements This project is funded by the Federal Transit Administration (FTA) and Michigan Department of Transportation (MDOT). The procurement is subject to the MDOT Procurement Guidelines For Grantees Receiving Federal Transit Funds Via MDOT Revised January 30, 2013, and the FTA Contract Clauses MATERIALS AND SUPPLIES LESS THAN $100,000, Michigan Department of Transportation 3164 (07/12). The Contractor will receive a written Notice to Proceed from IDART after IDART consults with MDOT about IDART s selection for procurement award. Terms of Payment This is a firm fixed price agreement. The Contractor shall receive a lump sum payment once the software has been installed, staff members trained, all required documentation submitted to MDOT, and 45 days after receipt of a valid invoice. Cancellation of Contract The contract may be cancelled by IDART for Contractor default. Change Order A Change Order is required from the Transportation Director whenever an alteration to the procurement is necessary and would or would not require added costs. The Change Order would be the authorization to proceed. The Change Order cannot constitute a cardinal change. 6

7 Opportunity to Cure (General Provisions) IDART, in its sole discretion may, in the case of a termination for breach or default, allow the Contractor five (5) working days in which to cure the defect. In such case, the Notice of Termination will state the time period in which cure is permitted and other appropriate conditions. If the Contractor fails to remedy to IDART satisfaction, the breach or default or any of the terms, covenants or conditions or the Contract within five (5) working days after receipt by the Contractor or written notice from IDART setting forth the nature of said breach or default, IDART shall have the right to terminate the contract without any further obligation to the Contractor. Any such termination for default shall not in any way operate to preclude IDART from also pursuing all available remedies against the Contractor and its sureties for said breach of default. Waiver of Remedies for any Breach In the event that IDART elects to waive its remedies for any breach by the Contractor of any covenant, term or condition of this Contract, such waiver by IDART shall not limit IDART remedies for and succeeding breach of that or any other term, covenant, or condition of this Contract. Indemnification The Contractor shall indemnify, defend and hold harmless IDART, its officers, agents, employees, independent contractors, the State of Michigan, the Michigan State Transportation Commission, the MDOT and all officers, agents, employees thereof: A. From any and all claims by persons, firms, or corporations for labor, materials, supplies or services provided in connection with any contract awarded, which the offerer shall perform under the terms of this contract; and B. From any and all claims for injuries to, or death of, any and all persons, for loss of or damage to property, environmental damage, degradation response and cleanup costs, and attorney fees or other related costs arising out of, under, or by reasons of this Agreement, including the design of the project, except claims resulting from the sole negligence or willful acts or omissions of said indemnities, its agents or employees. PART II: TECHNICAL REQUIREMENTS The RFP must meet the following Technical Requirements before being considered for evaluation. Describe how your software will: Be compatible with a Microsoft Windows based operating system on the service and Windows XP and Windows 7 on the Workstations (or approved equal) 7

8 Be compatible with a Microsoft Windows based relational database. Microsoft SQL Server (or approved equal). Track the following required passenger information: o Name, address, phone number, township, city o Passenger type (adult, child, student, disabled, senior, senior disabled) o Passengers that require use of a wheelchair or other mobility device o Emergency contact o Area for notes Track any additional passenger information Track billing information for multiple outside agencies that pay the trip fare Provide fast, efficient scheduling of trips including: o Pickup and destination o Manual selection of driver and vehicle by dispatcher o Type of payment o Return trip o Standing orders o Date and pick up time o Type of passenger o Trip purpose Process ride changes, including: o Options and techniques for rider cancellation, including recurring trips o Re-assigning trips to a different driver and vehicle o Software shall provide easy modification of trips and allow user to assign one or more trips to a vehicle, reassign trips from one vehicle to another, cancel and restore trips, and mark trips as complete. Be integrated with a stand-alone map display. Provide/produce the following reports: o Cash over and short reporting o Billing o Tracking and reporting vehicle mileage and fuel o Riders and miles by geographic area (City of Ionia and townships) o Reports compatible with MDOT reporting requirements. Integrate vehicle location with scheduling and dispatch Produce a customized log sheet with the following items: o Vehicle number, date, and driver name o Starting and ending mileage, fuel amount, shift time o A list of pickups and drop offs and the times they are scheduled o Names or addresses of passengers to be picked up and dropped off o Fare due (for current ride plus any owed for previous no-shows) o Method of payment o Actual pick up and drop off times o Comment section for drivers to record information Describe your software s operational track record, preferably for 3 years. Explain the training needed for staff to operate the software and how the software will be installed. 8

9 PART III: PROPOSAL EVALUATION All proposals shall be subject to an evaluation by the Selection Committee. The Selection Committee will be comprised of IDART Transportation Director, Ionia City Clerk, and an IDART Dispatcher. Award will be made to the responsive and responsible respondent with the highest score. Responses will be evaluated using the following weighted criteria. The criteria are listed in order of importance: 1. Quality of Proposal Description of the proposed product Organization and clarity Completeness 2. Suitability of the software to IDART operations 3. Price 4. Qualifications and Experience Identification of staff and their qualifications Prior experience with similar projects 9