REQUEST FOR PROPOSAL FY15-R-011

REQUEST FOR PROPOSAL FY15-R-011 for PARATRANSIT SCHEDULING SYSTEM for DES MOINES REGIONAL TRANSIT AUTHORITY Addendum 2 Date: January 16, 2015 Attachment 1: Questions and Answers to the RFP

RFP Questions & Answers FY15-R-011 Paratransit Scheduling Software 1. How does DART s Flex service factor into pricing and functionality of this RFP? DART s buses that are used for Flex service can also be used for Paratransit Service, but not vice versa. 2. Emergency call button is this a hidden panic button or is it on the MDT? Yes, it is a hidden button and will have no integration with the Paratransit Scheduling Software 3. Is DART open to alternatives to Paratransit scheduling software that integrates with Transitmaster? DART could potentially consider an alternative as long as it is cost effective and meets the requirements of the RFP. It should be stressed that off hours the fixed route dispatcher also manages any needs of the few paratransit vehicles in service, so any alternative should minimize any impact to their ability to manage this service. 4. Can proposers receive at least 1 weeks notice for the on-site oral presentation dates? Yes. 5. Can the proposals be submitted electronically? Yes, as long as there is a signature on it. 6. Are there current integration shortcomings between Transitmaster and ADEPT that should be addressed in a submitted proposal? No, there are no shortcomings. It was identified in the RFP due to there being 2 separate systems and 2 separate screens pulled up in order to operate the 2 separate systems. Having the systems separate also provides some level of failsafe since one system failure does not fully inhibit the other. 7. In regards to the Compliance Matrix, should proposers address each paragraph of the technical section of the RFP? Yes, as long as DART has a sense that the proposer understands DART s requirements and addresses them. 8. Can the proposal be longer than 50 pages? No, but the Compliance Matrix should be provided as a separate section and is not subject to the 50 page restriction. 9. Do proposers need to respond to any of the Contract Provisions in Section 6? No, these provisions are part of the RFP and will potentially be part of the contract. Proposers should note the following statement from Section 5: Proposer is advised that if it wishes to take exception to any of the terms contained in this RFP it must identify the term and the exception in its response to the procurement. Failure to do so may lead DART to declare any such term non-negotiable. Proposer s desire to take exception to a non-negotiable term will not disqualify it from consideration for award. 10. Does DART currently own the Transitmaster Licenses? DART currently has license for all vehicle systems. 11. Regarding the workforce management piece of the project, can DART provide more details? Does DART want a bidding tool as part of this? Yes, that would be good if a bidding tool was

part of the workforce management portion of the project. Other individual tools are essentially related to the general payroll functionality and are the same as fixed route. 12. Will DART need any spare licenses for the new Paratransit software? Not that DART is aware of, but vendors should state any assumptions that they are making with regard to licensing requirements. Proposers should include per vehicle license costs should DART s fleet expand. 13. What firm deployed Microsoft Dynamics at DART? Can you please supply contact information for DART s account manager at this firm? Tribridge Consulting handles our GP support and integrations, julie.rague@tribridge.com; 214.239.1191 x4451 14. Does DART have any account manager at Microsoft whom additional licensing is purchased for Microsoft Dynamics? If so, can you please provide this contact information? All of licensing for Dynamics is provided for by Tribridge, Julie s info is provided above. 15. Do any of the fixed route drivers also operate paratransit service? No. 16. What is the main reason for taxi overflow? (e.g. lack of DART vehicles, lower cost on taxi, etc.) Lack of capacity on DART s vans and /or long single trip that keeps a van out of the service area for a long period of time. 17. Please further describe how DART wishes to see the taxi company modify its behavior. There is no change desired out of the taxi company s behavior as related to this RFP. 18. Due to the unique nature of the RFP format, would DART entertain providing an extension on the due date by 1 week? Not at this time. 19. Is the number of Flex vehicles DART has included in the paratransit number of vehicles listed in the RFP? If not, how many flex vehicles are there and how many flex routes are there? There are 22 Paratransit vehicles and 13 Flex vehicles. There are currently 6 routes using flex vehicles (72, 73, 74, 75, Ankeny on-call, and Regional on-call). 20. To get a better understanding of what is expected in regards to Microsoft Dynamics ERP interface, what specific information needs to be transferred to the Microsoft Dynamics ERP system on a recurring basis? It is anticipated that the interface would provide the appropriate information to drive operator payroll within Microsoft Dynamics ERP. This could be done through an existing interface with Trapeze Ops, so an integration with Ops would give DART the same benefits 21. Are the 10 custom reports that are to be created after the implementation to be in addition to the reports that are required by the RFP in the sample billing reports? Yes. 22. In regards to the Technical Information section, does DART want a description of what will be required for DART in regards to setup for system deployment or a description for a proposed remote hosting center? DART would like a description of the system requirements for

deployment. If the specifications are for a hosted solution, then a design should be proposed for a hosted versus on-site setup. 23. When should the Nightly Reminder callouts begin and end? (i.e. how many minutes are the in the callout window?) This is a design decision to be decided during the design review 24. Is your PBX system configured to support an IVR system? If so, please describe the configuration, position of the IVR with respect to the ACD, the number of ports/lines supported, and the protocols/standards used. 23 Lines supported, the IVR would sit behind our audiocodes gateway, our phone system is Lync, so the format of the porting would have to match the Microsoft Lync UDP/TCP Standard. Otherwise the audio codes gateway could handle all the routing as we have done with other projects. 25. If additional sessions/lines are required to support DART s IVR requirements, what changes to the PBX system s hardware and software are required? There are no expectations that additional sessions or lines would be added for the IVR. DART is using Microsoft Lync 2010 for phone routing behind an audiocodes gateway and a standard PRI. 26. The Unibook IVR System can Register and Authenticate as a User Agent via SIP, or use a SIP trunking solution. Are these types of interconnectivity supported by the PBX, and which of the two is preferred? SIP Trunking would be easier to implement 27. Can the PBX support unattended SIP Call Transfer using SIP REFER and NOTIFY methods? Through the audiocodes gateway direct yes 28. The G.711 U codec is preferred by the IVR. Is it supported by the PBX? I am not familiar with this standard or process, additional research would need to be performed 29. Can the PBX will support UDP SIP? Only through the audiocodes gateway, unless your system uses Lync certified SIP. 30. Can the PBX supports DTMF relay In band and/or RFC 2833? Audiocodes 31. How many DNIS digits are needed on IVR transferred calls? This will be the number inserted in the Refer-To SIP header when transferring to the Call center queue. Translation could happen in the audiocodes, so 4 or 10 digits is acceptable when transferring. 32. Can the PBX provide an overflow route for inbound calls that exceed the IVR s capacity? No. 33. Technical Contact for Supporting Integration to the PBX System? a. Name: Jeremy Alt b. Company Name: SWC c. Email: Jeremy.alt@swc.com d. Phone: (630) 286-8191 34. Information about PBX:

a. Manufacturer: Microsoft Lync 2010 b. Model / Version / Build: Lync 2010 Enterprise UC c. Software Installed: Name, Version, Build: d. Date Installed: November, 2012 35. We understand that DART has a desired timeline in place, however in order to provide a complete and concise response to the RFP, would DART please consider at two (2) week extension to the due date? Not at this time. 36. Sec 1.5 Submittal Requirements: a. Are the contract provisions, resumes, list of all software installations requested in Item A.2- Experience and appendices excluded from the 50-page overall proposal page count? Yes b. Will the mandatory Forms be included in Vol 2 Pricing proposal? Yes c. On section A.6 System Capabilities, please clarify if the matrix completion includes offerings compliance in response to Section 2, Scope of Work, in addition to Appendix A, Concept of Operations. We anticipate the vendors to provide their project approach to cover section 2, the compliance matrix to cover the concept of operations 37. Sec 1.3 Copies: Will DART consider electronic submission instead of printed copies? What is the electronic address for submission? Yes, electronic submission is acceptable, as long as it has a signature on it. Address is: dartprocurement@ridedart.com. If the document is too large to email, contact Mike Tiedens for an alternate method to submit. 38. Section 1.5.2 requires detailed information for all (underlined) installations of the software. With hundreds of installations, does DART really want all installations or is there some filtering of installations to provide a reasonable comparison that can be applied? Within the last 3-5 years that are of similar scope and size as DART. 39. Section 1.5.5 refers to usability: and then uses the term usability in the definition. Can you please provide a clear, detailed direction on what is being requested? i.e. Usability: Information concerning the usability of the proposed product or products. Please describe how your system meets the functional requirements within the concept of operations. 40. Section 1.2.1 (Overview of the DART System) indicates 520 rides per weekday. Please confirm that these are one-way trips. Yes, one-way Paratransit trips. 41. Section 1.2.1 (Overview of the DART System) states that FY2014 service was provided with 23 vehicles. Are the 23 vehicles full-time vehicles the extent of the DART Paratransit Fleet? See question 19 above. 42. Section 2 (General SOW) suggests that the scheduling system should be able to connect to other systems through non-proprietary means. Is this a general requirement or are their specific systems that require interfacing? Generally, we desire any custom interfaces for this deployment to be fully open source documented and not proprietary. 43. Section 2.1 (required components) requires a robust billing module. Can you please provide the specific requirements including any required interfaces or reports? DART desires the billing

module to fulfill the billing requirements documented in the RFP and be as fully automated as possible. There shouldn t be manual intervention or changes required to square up account numbers between the two systems or billing types for example, these should be field match interfaces. 44. Section 2.1 (required components) requires a Medical trip eligibility tracking feature. Please provide the required level of tracking that is required including interfaces or reports. I cannot find this reference?? I think this is in 4.2. Medicaid trip eligibility tracking feature Several of DART s contracts include customers that are only eligible for a certain number of trips monthly. DART would like the system to track those limits and deny trips when they have been exceeded. No external interface required. 45. Section 3.1.3 (Compatibility) states The Contractor shall be responsible for ensuring the provided software is fully functional and compatible with DART owned software suites that interact with the Contractor provided software. The Contractor shall provide, throughout the warranty period, any patches, updates, and revisions to the provided software. Since there are references to Commercially Available and Proprietary software, please clarify which software is referenced in this requirement. Those things are not mutually exclusive. This would include Microsoft Office and office updates for items that interface with those, but would also include back end systems and systems that require patches, such as Microsoft SQL and Windows Server. 46. Section 5.1.1 (System Setup) requires Setting the initial schedule and route deviation reporting thresholds. Please clarify route deviation as it relates to this equipment. Delete this bullet. 47. Section 6.3 (Training) Please clarify that DART will provide a training environment or if the provision of a training environment is the responsibility of the contractor. DART will have a test environment as part of the spec. We will provide a classroom, recording setup as needed, whiteboard, projector, and needed equipment for training end users.