Barrie, ON L4N 9P6
REQUEST FOR PROPOSAL:
Computerized Student Transportation Planning and Management System
RFP#11-2
Schedule of Events:
Release of RFP: Monday June 13. 2011
Deadline for Questions: Monday June 20, 2011
Deadline for Question Responses: Monday June 27, 2011
Closing Date for Proposal Submissions: Tuesday July 5, 2011 at 2:00:00 pam. E.S.T.
Anticipated Interview/Demonstrations Dates: Wed nesdav July 13, 2011 and/or
Thursday July 141 2011
Anticipated Contract Award: Thursday July 21, 2011
Anticipated Project Start Date: Monday August 15. 2011
Anticipated Delivery of Turn Key System: Thursday January 5. 2012
INTRODUCTION
The Simcoe County Student Transportation Consortium (hereafter referred to as SCSTC) is interested in obtaining Proposals for a computerized student transportation planning and managements system.
SCSTC provides transportation services for the Simcoe Muskoka Catholic District School Board (hereafter referred to SMCDSB) and the Simcoe County District School Board (hereafter
referred to SCDSB) to approximately 34,500 students, attending 161 schools, located
throughout the County of Simcoe, with a total enrolment of approximately 74,000. SCSTC also provides transportation services to various other clients.
Note: SCSTC is presently using Edulog software. However, SCSTC is open to receiving offers from the existing Provider and from other Providers of transportation planning and management software systems that are available in the marketplace. In order for SCSTC to evaluate all proposal submissions fairly, the current Proponent shall treat this Request for Proposal as a new opportunity.
GENERAL INSTRUCTIONS TO PROPONENTS Liability for Errors:
SCSTC has used considerable effort to ensure that information presented herein reflects, with reasonable accuracy, the nature of the goods and/or services requested and its factual components. The information is supplied as a guideline for Proponents and may not be completely accurate, comprehensive or exhaustive. SCSTC does not make any representation, warranty or guarantee as to the accuracy of the information contained herein. It is the Proponent’s responsibility to avail themselves of all necessary information to prepare a Proposal in response to this Request for Proposal. If the Proponents have any questions or issues they feel need to be addressed, contact the Proposal Coordinator.
Prorosal Coordinator:
Proponents who wish to obtain further information about the REP and the process must submit their questions by e-mail or facsimile on or before the deadline indicated in the Schedule of Events on page one (1) to:
Donna Kasper Buyer
Simcoe Muskoka Catholic District School Board 46 Alliance Blvd
Barrie, ON L4M 5K3
Facsimile # (705) 722-6534
E-mail Address: [email protected]
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The Proponent is put on notice that:
• Only the Proposal Coordinator specified by SCSTC is authorized to amend or waive the requirements of the REP.
• Under no circumstances shall the Proponent rely upon any information or instructions from the SCSTC, its’ employees or its’ agents, trustees and Directors unless the person named as the Proposal Coordinator provides the information or instruction in writing.
• SCSTC, nor their respective employees or agents, trustees and Directors shall be responsible for any information or instructions provided to the Proponent, with the exception of information or instructions provided in writing by the Proposal Coordinator.
It is the responsibility of the Proponent to seek clarification, from the Proposal Coordinator specified, of any matter it considers to be unclear before submitting a Proposal. SCSTC shall not be responsible for any misunderstanding on the part of the Proponent concerning the REP or the process.
Prorosal Submission
Proposals must be received prior to the closing date and time stated in the Schedule of Events, located on page one (1).
Sealed Proposals will be received at the Reception Desk of:
Simcoe Muskoka Catholic District School Board 46 Alliance Blvd.,
Barrie, ON, L4M 5K3 ATTN: REP # SCSTC 11-2
On/or before 2:00:00 p.m. E.S.T. on/or before Tuesday July 5, 2011. Include return address on the outside of the sealed envelope.
Each proponent shall submit four (4) copies of their Proposal. One (1) original identified as
‘Master’ and three (3) copies identifled as ‘Copy’. Submissions should be kept to a
maximum of 25 pages. SCSTC is requesting that Proponents refrain from using binders for their Proposal submission.
It is the sole responsibility of each Proponent to ensure that the Proposal is delivered and accepted at the correct address no later than the closing date and time. Proposals shall be deemed to have been submitted only when actually marked as received at the SMCDSB Board office. Proposals received after the specified closing date and time or delivered to another address will not be accepted and will be returned unopened to the Proponent.
Proposals submitted by fax or email will not be accepted.
Proposals will not be opened publicly.
All submissions and associated enclosures shall become the property of SCSTC.
Alterations to the original REP document will not be permitted under any circumstances.
Proposals shall be disqualified if incomplete, written in pencil or unsigned.
Each proposal shall be signed by an authorized agent of the Proponent. The person signing for the company must initial all erasure, over-writing or strikeouts.
Every proposal shall be submitted on the forms provided, and shall be completed without interlineations, alteration or erasure of or with respect to any pre-printed text contained within the REP. SCSTC reserves the right to reject any Proposals where the pre-printed text has been altered.
Proposal submissions shall bear the original signature of the Proponent or, in the case of a Proposal submitted by a Corporation, an authorized signing officer of the Corporation, inscribed in the space provided.
By signing the Acknowledgement Form (Appendix A) shall indicate an understanding and
agreement to comply with the terms and conditions and other requirements as stated in the REP and that any exceptions have been duly noted in the Proposal.
Mandatory Requirements
The following are mandatory requirements that must be met. Proposal submissions that do not meet the mandatory requirements shall be deemed non-compliant and will not be considered further in the evaluation process.
• Appendix A completed and returned with Proposal
• Appendix B completed and returned with Proposal
• All addenda (if issued) signed and returned with Proposal PROPOSAL CONTENT- KEY AREAS
NOTE: Submissions should be kept to a maximum of 25 pages
SCSTC is requiring that all Proponents follow the suggested format to complete the Proposal submission:
• Provide a brief overview of Corporate information and history.
• Using the Scope of Work parameters, describe your solution to SCSTC’s computerized student transportation and planning requirements.
• Provide the steps that will be taken to complete the Scope of Work. Include a clear and concise staged work plan that identifies and describes the stages, activities, processes and deliverables for this project. Identify the services provided (including training), methods and processes for achieving a
successful plan. Include a breakdown of time allocated to each task or phase of the project by specific team members, Identify any additional software that would be required.
• Provide a timeline.
• List the expectations and resources required by SCSTC.
• Provide outline of any Value Added* Services provided.
• Provide three (3) references of similar projects; listing contact information, date of project and a brief overview of the Scope of Work. Include any Student Transportation/Public Sector projects with examples of supporting consortia/board goals.
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Include all required forms (Appendices, Addenda), brochures etc. at the end of the Proposal.
*Value Added Services: Provide an outline of all value added services that are offered to SCSTC at no cost. Describe the nature of these services along with details and dollar value associated with these. Note: SCSTC will determine if these are true value added, during the evaluation process. SCSTC’s decision is final.
lnterrretation, Clarification and Addenda
SCSTC reserves the right at any time prior to the closing time to withdraw or cancel the Request for Proposal, to extend the closing time for the submission of Proposals; or to modify the RFP, the Specifications, or the Description of the Project, Work or Supply, by the publication of an Addendum, and SCSTC shall not be liable for any expense, cost, loss or damage incurred or suffered by any Proponent (or any other person) as a result of its so doing.
All addenda issued will be sent to all Proponents via e-mail. All addenda issued shall become part of the RFP document and shall be considered in determining the pricing.
It is the responsibility of the Proponent to seek clarification of any matter that they consider unclear before submitting a Proposal. Any request for clarification of these Instructions, the Proposal, the Description of the Project, Work or Supply, or any of the Contract Documents considered to be material shall be submitted in writing and shall allow sufficient time for a written clarification to be issued by SCSTC should it be considered necessary.
All communication between a Proponent and SCSTC shall be in writing and be directed to the Proposal Coordinator (including requests for information, instructions or clarification). Written answers or clarifications shall be shared with all Proponents and issued in the form
of
an addendum. SCSTC shall not be bound by any oral instruction, amendment, clarification,information, advice or suggestion from any member of SCSTC staff or other employees of either the SCDSB or the SMCDSB.
Where a Proposal has been received by SCSTC prior to the publication of an Addendum or notice, SCSTC shall allow the Proponent concerned to submit a revised Proposal prior to the closing date and time or to send a written acknowledgement (which may be faxed) that the original Proposal shall stand. All addenda must be issued 7 days prior to closing or the closing date must be extended.
Guidelines for Bid Irregularities (Non-comLjliant) Late Proposals will not be accepted.
Proposals that are not completed in full, or are not typewritten, printed or in legible writing (in ink) shall be rejected.
SCSTC reserves the right to reject qualified or conditional Proposals. (i.e. Proposals which are submitted subject to a caveat added to the Proposal or under a covering letter or alterations to the Request for Proposal.
Proposals not complying with Mandatory Requirements shall be deemed non-compliant and will not be given further consideration in the evaluation process.
Proposals not completed on the proper form, or received on a document other than the original document supplied by SCSTC, shall be rejected.
Proposals where an Addendum is not acknowledged and returned with the REP submission shall be rejected.
Withdrawal of Prolosal by Proronent
A Proponent may withdraw their Proposal submission at any time prior to the closing date and time for the Proposal, by providing a written request to that effect to the Proposal Coordinator, but no such request received after that closing date and time shall be effective. A withdrawal request shall be effective only where made in writing, on company letterhead, and actually received by the Proposal Coordinator.
A Proponent who withdraws a Proposal prior to the closing time and date for the submission, may submit a revised Proposal at any time prior to that closing date and time, but otherwise no amendment may be made to a Proposal after it has been submitted, and in particular no amendment may be made to a Proposal orally, or by fax, e-mail, or otherwise than by a sealed document. However, if more than one Proposal has been inadvertently submitted prior to the official closing date and time, the last submission received shall supersede and invalidate all those previously submitted by that Proponent.
EVALUATION CRITERIA
Proposals will be assessed on the basis of information provided in the Proposal submission as well as any additional information that may be gained, at the option of SCSTC, through subsequent correspondence, meetings, demonstrations/interviews and/or negotiation sessions with the
Proponent. No assumptions will be made.
For this Request for Proposal, if necessary, a short-list of Proponents may be developed. The short-listed Proponents would then proceed into the final stage of the evaluation, the interview process.
The Proponent must be prepared, if requested, to present evidence of experience, ability, capacity and financial resources and reputation deemed necessary by SCSTC in the
performance of the contract. SCSTC reserves the right to investigate a Proponent’s claim or background at any time and in any manner deemed appropriate by SCSTC.
The Evaluation Committee may ask Proponents to provide further information or clarification on the contents of their submissions or request verification on statements of capacity, capability or costs.
Rating Scale:
The Evaluation Committee, consisting of staff from SCSTC, SMCDSB and SCDSB will be using the rating criteria shown below and will evaluate each comiliant Proposal submission. The Evaluation Committee will include additional l.T. staff from the Boards, to evaluate and advise on the technical portions.
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Each evaluation criterion will be rated on a scale of 0-10 by the Evaluation Committee, based on the response of the Proponent in the submission package. The rating will be based on the following:
0 = No information was provided.
1- 4 = The Proposal is lacking or is inadequate in many of the basic requirements, specifications and provisions.
5 = The Proposal meets all of the basic requirements, specifications and provisions, and is generally capable of meeting SCSTC’s needs.
6-8 = The Proposal more than adequately meets all of the basic requirements, specifications and provisions, and exceeds them in some respects.
9-10 = The Proposal exceeds all basic requirements, specifications and provisions.
After the rating (1-10) has been arrived through evaluation, the figure is multiplied by the weighting points in the chart below.
Criteria and Weighting:
Note: This is the first stage of the evaluation that will be used to select a short-list of Proponents to continue on in the evaluation process, if required.
Proposal Criteria Category Weighted Points
Overall Proposal submission and Company Profile: 5
• completeness of Proposal submission
. provide brief overview of corporate information_and_history
Core Transportation Management System: 20
• overall core system capabilities .__types_of_add-on_modules_available
Graphics and Mapping 10
.__overall_capabilities
Data Analysis and Reporting: 10
. system capabilities
.__type_of_reporting_available
Web Interface: 5
.__ability_to_satisfy_SCSTC_requirements
GPS Solution: 5
. ability to provide
•__functionality_of_solution
Implementation Plan and Staff Training: 5
• details of the plan including timelines
•__details_of_the_training_provided
Annual License/Maintenance and Support: 10
•__details_of_the_maintenance_and_support_plan
Added Value 5
Total Cost (Software, Implementation and Annual 25 License and Maintenance Support)
TOTAL WEIGHTED POINTS 100
Scoring for Total Cost
Points will be assigned using the following formula:
Weighted points X Lowest Bid Price = Points awarded Proponent’s Bid Price
For example, if the lowest bid “A” is $2.00 and bid “B” is $4.00, bid “A” will receive 100% of the available 40 points, and bid “B” will receive 25 X ($21$4) =20 points.
Note:
If the module is included in the core system, the pricing for that module must be removed from the cores system section and be allocated to the module section. If a module is not available from the Proponent, the Proponent will score 0 points for that particular module only.
Criteria Category— Total Cost Weighted Points Core Transportation Management System 35%
Graphics and Mapping 5%
Data Analysis and Reporting 5%
Website Interface 5%
GPS Solution 5%
Implementation and Training 15%
Annual License/Maintenance and Support Fee 30%
Note:
The total weighted points awarded in this section will be totalled out of 100 possible points. The assigned total points will then be calculated against the weighted points in the Proposal Criteria Category chart.
For example, if the total weighted points awarded were 80, this is then multiplied by the Cost weighted points assigned, which would be 25. Formula: 80 X 25=20 points.
Only the highest ranking Proponents, to a maximum of four (4), shall be short-listed and shall move on to the next stage of the evaluation process (Interview Process) if required OR SCSTC may award at this point.
Interview Process
SCSTC reserves the right to interview the short-listed Proponents as part of the analysis of the Proposal(s). The interview will be scheduled at a time and place chosen by SCSTC and all costs are the responsibility of the Proponent. The purpose of the interview would be to seek clarification of certain aspects of the Proposal and a demonstration of the products available.
The results of the interview process will become part of the evaluation process.
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Criteria Category Weighted Points
Presentation 20
Demonstration of software capabilities 60 Project Team members including questions 20 and answers
TOTAL 100
Note: As part of the due diligence process, SCSTC reserves the right to request proof of concept from the short-listed Proponents as required.
Right to Negotiation
Proposals will be assessed on the basis of information provided by the Proponent at the time of submission as well as any additional information that may be gained at the option of SCSTC or modifications mutually agreed, through subsequent meetings and/or negotiation sessions with the Proponent.
SCSTC reserves the right, at its discretion, to enter into these discussions with any Proponent as it sees fit, or with another Proponent concurrently. In no event will SCSTC be required to enter into discussions or negotiations on similar or other terms, or offer any modified terms to any Proponent prior to entering into an Agreement. SCSTC shall incur no liability to any Proponent as a result of these discussions, negotiations or modifications.
Negotiation
SCSTC may, prior to and after award, negotiate changes to the Scope of Work, the type of materials, the specifications or any conditions with the selected or preferred Proponent or one or more of the Proponents without having any duty or obligation to advise any other Proponent or to allow them to vary their Proposal prices as a result of such changes, and SCSTC shall have no liability to any other Proponent as a result of such negotiations or modifications.
ACCEPTANCE AND AWARD OF PROPOSAL
SCSTC may not necessarily accept the lowest Proposal or any submitted Proposal. SCSTC reserves the right to reject any and all submitted Proposals at any time without explanation or to accept any submitted Proposal considered advantageous to SCSTC.
The results from the Evaluation Committee will be presented to the SCSTC Executive for authorization to enter into a contract with the selected Proponent.
It is SCSTC’s intention to award to the most responsive and responsible Proponent receiving the highest overall ranking for their Proposal submission and interview results.
For the interview portion of the evaluation, SCSTC will be using the rating criteria shown below and will evaluate each short-listed Proponent.
Interview Criteria and Weighting:
The selected Proponent, if any, shall be notified in writing by SCSTC, on the award of the Proposal, in whole or in part.
The award made by the Evaluation Committee and approved by the SCSTC Executive, is final.
SCSTC reserves the right to immediately remove from eligibility to submit bids for an indeterminate period, any Proponent for failure to accept the contract as awarded, or any Proponent for unsatisfactory performance of the contract in the opinion of SCSTC.
General Information Pricing
The lowest price Proposal may not necessarily be accepted due to SCSTC requirements and/or budget considerations. In addition to considering bid prices when evaluating Proposals and awarding the contract, SCSTC will exercise reasonable judgment with respect to its use of selection criteria. Each responsive Proposal will be assessed and scored against the rated criteria.
SCSTC reserves the right to correct any mathematical errors based on the unit price shown and the corrected total will be used as the basis for comparison.
All proposed prices shall be in Canadian Funds, FOB Destination. H.S.T will be extra and should not be included in the pricing.
Debriefing Session
If requested by an unsuccessful Proponent, representative(s) of the Evaluation Committee agree to meet with the interested party. SCSTC will only identify any weaknesses in the Proponent’s submission. No information regarding other Proponent’s submissions will be revealed.
Freedom of Information and Protection of Privacy Act
All Proposals submitted to SCSTC are subject to the access provisions of the Freedom of Information and Protection of Privacy Act R.S.O. 1990 F31 (FOIPOP)
FOIPOP provides all persons with a legal right of access to information in the custody and/or control of SCSTC, subject to a limited set of exemptions. One such exemption is information that reveals a trade secret of scientific, technical, commercial, financial or labour relations information supplied in confidence by a third party, where disclosure could reasonably be expected to result in certain harms. A Proponent should clearly identify any information in their Proposal or any accompanying documentation, which they claim to be confidential.
Despite the above, submission of a Proposal shall be deemed to be consent by the Proponent:
• To the disclosure of the Proposal or any part thereof, to individuals in SCSTC, SMCDSB and SCDSB; in other Boards and in government agencies and to other persons, as may be necessary for the purpose of reviewing and evaluating the Proposal.
• To SCSTC making of copies of the Proposal for the purpose of reviewing and evaluating the Proposal.
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• To the retention of the Proposal by SCSTC,
• To the public, disclosure of the name of the Proponent.
Conflict of Interest
No employee of SCSTC shall personally sell goods or services to SCSTC, nor have a direct or indirect interest in a company that sells goods or services to SCSTC. SCSTC shall reject any Proposal submitted, or cancel any contract awarded, in contravention of this requirement.
Reserved Rights
SCSTC reserves the right to cancel the Request for Proposal, without explanation.
In no event will SCSTC be responsible for the costs of the preparation of the submission of a Proposal or additional interview/meeting costs from any Proponent.
It is vital to SCSTC that the process leading to the recommendation of a supplier and the conclusion of an agreement be seen to be open and fair and that each of the respondents is treated equally. No respondent can be seen to be deriving, intentionally or otherwise, an advantage of information, which is not equally available to all other respondents. Nor is it
acceptable that any advantage or information be sought or obtained from any unauthorized staff or representative of SCSTC, SCDSB or SMCDSB, or any benefit derived from any special or personal relationship contacts. Therefore, all communication, including request for information should only be with the representative of SCSTC who has been authorized and designated for that particular purpose. Refer to Proposal Coordinator Section.
Insurance
The selected Proponent shall provide and maintain, during the term of the Contract, Commercial General Liability Insurance acceptable to SCSTC and subject to limits of not less than
$5,000,000 inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof. SCSTC shall be named as an additional insured on said Commercial General Liability Insurance. Proof of insurance, in the form of a certificate of insurance, is to be provided at the time of Contract signing and annually by renewal date.
The selected Proponent, his agent, all workmen and persons employed by him, or under his control, will use due care that no person or persons are injured and that no property is damaged in the prosecution of the work and the selected Proponent will be solely responsible for all damages to person or property, including theft, whether the property is owned by SCSTC or any of its employees, agents, trustees and Directors.
Settlement of Disputes
In the event of any dispute or claim arising between SCSTC and the Proponent as to their respective rights and obligations under the contract, either party may give the other written notice of such dispute or claim. The notification of dispute or claim shall be made within fourteen (14) days of the dispute or cause of action arising. If the dispute or claim cannot be resolved through negotiation to the satisfaction of both parties, the parties may between themselves agree to submit the particular matter to arbitration in accordance with the laws of Ontario. If no agreement is made for arbitration, then either party may dispute to the appropriate judicial tribunal as the circumstances may require.
Termination
In addition to all of SCSTC other remedies, if a selected Proponent fails to execute an agreement within thirty (30) days of notice of selection, SCSTC may, in their sole and absolute discretion and without incurring any liability, rescind the award of that Proponent.
In the event of failure to execute as aforesaid, or that the selected Proponent does not, in the opinion of SCSTC, comply with the specifications and terms of this contract at any time throughout the duration of the contract, or if SCSTC, in its sole and unfettered discretion determines that either their service or the product/equipment provided by the selected Proponent is unsatisfactory at any time during the term of the contract, SCSTC reserves the right to immediately terminate the contract in its entirety and to remove the selected Proponent from eligibility to submit future bids for an indeterminate period thereafter.
The Proponent may also cancel this contract for just cause on ninety (90) days written notice to SCSTC.
Subcontracting or Assignment
The selected Proponent agrees not to assign or sub-contract any of the work or obligations required hereunder unless the Proponent obtains the written consent of SCSTC, which consent may be withheld for good cause.
Confidentiality
The selected Proponent will not at any time before, during or after the completion of the engagement, divulge any confidential information communicated to or acquired by the
Proponent or disclosed by SCSTC, SMCDSB and/or SCDSB, in the course of carrying out the engagement. No such information will be used by the Proponent on any other project without prior written approval. Use of such confidential information could result in legal action by SCSTC, SMCDSB and/or SCDSB.
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SCOPE OF WORK Background
SCSTC provides transportation services to approximately 34,500 students (including 1,250 requiring special needs transportation) attending 161 schools located in the County of Simcoe with a total enrolment of approximately 74,000. SCSTC currently contracts approximately 700 routes compromising of an estimated 2200 runs servicing 16,000 stop locations per day.
The two (2) Member Boards’ (SCDSB & SMCDSB) current student data system is eSIS, for both elementary and secondary students, and is anticipated to change. The proposed solution must accommodate the current student data system(s) and any adopted student data system(s) by the Member Boards.
There are eleven (11) employees of SCSTC, requiring system access with plans for secure interaction with schools, Board Administrators, Bus Operators, Parents and the public.
Note: SCSTC is presently using Edulog software. However, SCSTC is open to receiving offers from the existing Provider and from other Providers of transportation planning and management software systems that are available in the marketplace. In order for SCSTC to evaluate all proposal submissions fairly, the current Proponent shall treat this Request for Proposal as a new opportunity.
FUNCTIONAL REQUIREMENTS
Listed below are the components of the Computerized Student Transportation Planning and Management System that is TurnKey* upon delivery and must include, but is not limited to only the components if others are available.
*Definition of Turn-Key
The term “turn key” relates to the selected Proponent inputting all student, school, boundary, stop, run, route data (including driver directions) and map line segment and attribute data required for system operations to the accuracy level of the data provided. It is the expectation that minimal SCSTC staff time will be required for the data setup of this project. SCSTC intends to purchase the transportation system as a “turn key” system. This ‘turn key” system will include the creation of a fully operational student transportation database to be used immediately upon delivery of the system. SCSTC will provide the selected Proponent with complete map data including board boundaries, school locations and boundaries, street mapping and address ranges, student data, bus stop locations, run and route data.
1. Core Transportation Management System
• Transportation database:
o Ability to import student data for all student enrolment by Member Boards
according to scheduled automatic uploads (factor compatibility of Member Board software and Board identification).
o Ability to export transportation data to be imported into student information systems by Member Boards and other clients according to scheduled automatic uploads.
o Ability to edit system generated run/route directions.
o Ability to identify run loaded, slack, deadhead time and kilometres.
o Ability to identify and report weighted student counts by Member Boards, bus runs and routes.
o Ability to maintain/update unique multiple datasets (minimum 5).
o Ability to maintain and utilize multiple transportation addresses and schedules for individual student records with system capability of uploading from Member Board or web based data systems with address matching, eligibility calculation and stop assignments.
o Ability to incorporate contracted rates into the system and summarize cost by student, operator, budget allocation by Member Board and Ministry of Education reporting requirements.
o The Proponent must specify whether the components are standard (out of the box), requires configuration and/or customization and if it is in the development stage.
• Route scheduling system (day to day operations)
o Abilityto produce real time route schedules including passenger manifests and mappable driver directions in order to provide all the information required by SCSTC, Member Boards, schools, Bus Operators and drivers to provide a safe, accurate and reliable service.
• Hardware, Software and Network Capabilities
o Proponent must ensure system compatibility running on Windows based operating systems as upgraded by SCSTC.
o Proponent must identify minimum and optimal hardware specifications, including desktop and server, for client to ensure maximum system stability.
o Proponent must identify specifications for minimum and optimal network capacity, including band-width required for ideal speed for web-based access.
o Proponent must identify any third party software or Relational Database that may be required to implement the proposed solution. The Proponent must identify the third party software and/or database requirements and any additional hardware required to support the relational database.
o Proponent identified hardware and third party software requirements (not
currently owned/licensed by SCSTC) will be priced by SCSTC. These costs will be considered by SCSTC in the final decision.
o All information provided must be based on 11 users within the Consortium, with specific requirements and costs to bring additional users on-line through a secure, interactive web access.
o The Proponent must specify whether the components are standard (out of the box), requires configuration and/or customization and if it is in the development stage.
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o Proponent to identify security measures enabled to ensure system stability, data integrity and confidentiality.
2. Graphics and Mapping
o Ability to import and display a Single Line Road Network (SLRN) to form a basemap layer.
o Ability to exchange spatial data with other GIS applications or capability to add background map for SCSTC editing (Arc View License held for use of the County of Simcoe’s map to update current transportation system map).
o Ability to import and/or display as layers, various spatial datasets or shapefiles depicting geographical features such as property parcels, civic address points and labels, municipal boundaries, orthoimagery, railways or water bodies.
o Ability to geocode student addresses and address-based stop locations.
o Support of alias street names and the ability to translate imported student
address information based on user-defined rules for improved geocoding results.
o Ability for SCSTC to perform, or the Proponent to perform, map updates and accuracy audits. Cost details beyond base support fee must be identified.
o Ability to print maps and supply to a web application, displays of routes,
boundaries, walking routes, etc. (including standard map elements such as logos, titles, legends, scale bars, north arrows, etc.)
o Ability to export map layers, including routes, stops, etc.
o Ease of printing/plotting route and boundary map elements.
o The Proponent must specify whether the components are standard (out of the box), requires configuration and/or customization and if it is in the development stage.
Note: Proponent is to identify a plan to address copyright agreements, including Logo’s on maps.
3. Data Analysis and Reporting
• Optimization module
o Abilityto analyze the effectiveness of existing stop/run/route structures and school hours to produce more efficient and cost effective alternatives
o System must have the ability to optimize one (1) or more schools, one (1) or more routes and/or specific geographic areas. Include limitations.
• Reporting Module
o Ability, but not limited, to find/sort/summarize and report students by grade, program, home school, attended school, distance and address including students that are eligible by type, i.e. distance, hazard, boundary, grandfathering, as well as not eligible by type, i.e. under distance, out of bounds etc.
o Ability to report summarize and group run loaded, slack, deadhead time and kilometres.
o Ability to generate reports for data collection, key performance indicator reporting, as well as but not limited to comprehensive financial details specific to annual contract rates and cost sharing formulas
o Ability to develop custom reports by both the Proponent and SCSTC.
o Ability to report details of “what if” scenario planning.
o The Proponent must identify third party software that
is
used for the reporting solution and indicate if the cost is included or not.o Reporting Modules will be assessed for their robustness and ease of use.
o Proponent will identify the reporting tool to be used as part of the solution including third party software required.
o The Proponent must specify whether the components standard (are out of the box), requires configuration and/or customization and if it is in the development stage.
Planning module
o Ability to analyze current transportation solutions
o Ability to create statistics and performance matrix for comparison and reporting for consortium supplied Key Performance Indicators.
o Ability, but not limited, to find/sort students by grade, program, home school, attended school, distance and address including students that are eligible by type, i.e. distance, hazard, boundary grandfathering, as well as not eligible by reason type, i.e. under distance, out of bounds.
o Ability to create/maintain temporary attendance boundaries for “what if” scenario planning, as well as the ability to provide graphic representation.
o Ability to plan, schedule and report “specific transportation” (not home to school) such as school to school, field trips, Saturday school, summer school, temporary holding school.
4. Website Interface
Internet interface for the Public. Parents. Schools and Transportation Operators
• Enable public access to school boundary information (by selected board) and transportation eligibility
• Enable a Parent portal to access their child(ren) specific transportation information
• Parent portal technology and processes must ensure security from unauthorized access. The Proponent is requested to address the following situation: The
Proponent is expected to outline the process to be used to control password resets.
How will the portal accommodate resetting parent passwords? How will parents receive their initial username and password?
• Enable a School portal to input and utilize validated (geocoded) alternate student addresses and schedules
• Enable schools and Member Boards to access and print route details, maps and student transportation assignments (allow for report sorting of, but not limited to, students based on eligibility type, route, alphabetically or by homeroom).
• Enable a Bus Operator portal to report delays, billing adjustments, behavioural issues and print routes and maps, accurate directions as well as safety features such as Emergency Student Medical Information and effective dates for route changes.
• All interfaces must be secure and require user authentication prior to granting access (Proponent must complete a security assessment tool outlining the measures taken to protect confidential SCSTC data).
• The Proponent must specify whether the components are standard (out of the box), requires configuration and/or customization and if it is in the development stage.
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5. GPS Solution
GPS
o It is anticipated the Consortium will require the Bus Operators to install and maintain GPS units in the vehicles providing services.
o The Proponent will have clearly responded by providing the functionality of a full integrated GPS solution.
o The Proponent will include hardware specifications and cost details.
o The Proponent will identify third party support required for the solution.
o The Proponent must specify whether the components are out of the box, requires configuration and/or customization and if it is in the development stage.
6. Implementation Plan and Staff Training
o Proponent must identify implementation plan including timelines.
o Proponent to recommend optimal staff training and timelines.
7. Technical and Consortium support (ongoing)
o Proponent must identify availability of software support services (including provisions for peak periods, local stat holidays and Eastern Standard Time).
o Proponent must indicate the provision for SCSTC staff to edit and maintain system tools/files to automatically correct user input errors.
o Ability to routinely update transportation system basemap data electronically without overwriting existing base map attributes (e.g., user-created walkways, turn-around locations, routing optimization values, etc.) and boundary
information or recommended options.
8. Value Added
o Provide an outline of all value added services that are offered to SCSTC at no cost. Describe the nature of these services along with details and dollar value associated with these. Note: SCSTC will determine if these are true value added, during the evaluation process. SCSTC’s decision is final.
Simcoe County Student Transportation Consortium
Computerized Student Transportation Planning and Management System Request for Proposal # 11-2
APPENDIX A- ACKNOWLEDGEMENT
By signing below, I/we acknowledge that I/we have read, understand and accept the terms and conditions of this document and further that lANe have the authority to bind the organization.
lANe acknowledge that I/we have received addenda number(s)
and the price(s) quoted incorporate such addenda. If no addenda were issued for this contract, enter 0 in the space above.
Include bid Proposal documents and pricing details with submission.
Signature
Printed Name
Company Name
Address
City Postal Code
Phone
Fax
Date
NOTE:
This document must be completed in full including an authorized signature and returned with your Proposal submission.
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Computerized Student Transportation Planning and Management System Request for Proposal # 11-2
APPENDIX B -COST PROPOSAL
Do not include any taxes (H.S.T.) in the price. Prices to be quoted in Canadian dollars.
Services to be broken down by task.
TRANSPORTATION MANAGEMENT SYSTEM COST (details to include breakdowns for each module)
CORE TRANSPORTATION MANAGEMENT SYSTEM
$______________________
(description)
$______________________
(description)
$______________________
(description)
TOTAL TRANSPORTATION MANAGEMENT SYSTEM COST $________________
GRAPHICS AND MAPPING
$______________________
(description)
$_______________________
(description)
$______________________
(description)
TOTAL GRAPHICS AND MAPPING COST $________________
DATA ANALYSIS AND REPORTING
$______________________
(description)
$_______________________
(description)
$______________________
(description)
TOTAL DATA ANALYSIS AND REPORTING COST $________________
APPENDIX B —COST PROPOSAL (continued)
WEBSITE INTERFACE
(description)
(description)
(description)
TOTAL WEBSITE INTERFACE COST
GPS SOLUTION
$-
$-
$-
$-
(description)
(description)
(description)
TOTAL IMPLEMENTATION and Training COST
$.
S S
$
$
$
$
(description)
(description)
(description)
TOTAL GPS SOLUTION COST
IMPLEMENTATION and TRAINING (services to be broken down by task)
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APPENDIX B -COST PROPOSAL (continued)
ANNUAL LICENSE/MAINTENANCE & SUPPORT FEE
(description)
(description)
(description)
(description)
TOTAL ANNUAL LICENSE/MAINTENANCE & SUPPORT COSTS.
TOTAL COST
S.
ADDITIONAL FEATURES AVAILABLE
(description)
(description)
(description)
TOTAL ADDITIONAL FEATURE COSTS:
$
$
$
$
WARRANTY PERIOD—
Signature of Officer Printed Name of Officer Legal Name of Proponent Date
