REQUEST FOR PROPOSAL (RFP) FOR SCHEDULING, DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE

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REQUEST

FOR

PROPOSAL

(RFP)

FOR

SCHEDULING,

DISPATCHING,

AUTOMATION

SOFTWARE

AND

HARDWARE

ISSUED

BY:

LIMA ALLEN COUNTY REGIONAL TRANSIT AUTHORITY

200 EAST HIGH STREET, 1‐C

LIMA, OH 45801

Telephone:

419.222.2782

Facsimile:

419.224.0989

July 2013

Due Date: 30 August, 2013

Due Time: 4:00 pm EST

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RFP CONTENTS

Scope of Service ... 3

Introduction ... 3

Funding ... 3

RFP Information ... 3

RFP Timetable ... 3

RFP Registration ... 4

Communication Protocol ... 4

Submission Information Requirements ... 4

Proprietary Information ... 5

Pre‐Bid Conference ... 5

Protest Procedures ... 5

General ... 5

Protests Before Bid Opening ... 5

Protests After Bid/Proposal Opening/Prior to Award ... 6

Protests After Award ... 6

Decision ... 6

Protests to Federal Transit Administration (FTA)... 7

Submission of Protest to FTA ... 7

Statement of Work ... 7

Software and Equipment Requirements ... 7

Delivery ... 8

Contract Obligations & Requirements ... 8

Certificates of Insurance ... 9

Federal Contract Clauses for all Contracts ... 9

Required Contrqact Clauses & Other Attachments ... 9

Instructions to Proposers ... 10

Bidder Checklist ... 10

Contractor Qualifications & Reference Criteria ... 11

Company Detail & Questions ... 12

Changes to RFP ... 13

Evaluation Criteria ... 13

ATTACHMENT 1: Specifications Matrix ... 15

ATTACHMENT 2: Federally Mandated Clauses for all Contracts ... 19

ATTACHMENT 3: W9 FORM ... 41

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SCOPE OF SERVICE

INTRODUCTION

Lima Allen County Regional Transit Authority, doing business as LACRTA, is a political subdivision of

the State of Ohio established by the Allen County Commissioners to provide public transportation

to the Lima, OH and surrounding communities. The system operates fixed route, general public

demand response services, and complementary paratransit services for eligible persons with

disabilities.

LACRTA is requesting proposals from qualified Contractors to provide a SCHEDULING,

DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE solution that will be able to complete

the following tasks:

 Provide a turnkey solution that consists of route scheduling/dispatching software and an

Intelligent Transportation System (ITS);

 Implement the turnkey solution according to requirements spelled out in this RFP or in LACRTA

policies and plans;

 Implement the turnkey solution within a reasonable timeframe;

 Develop and conduct training on the solution for system administrators, train the trainers,

power users, end users, etc.;

 Provide ongoing support and maintenance for the proposed solution;

 System will support operations of ten (10) fixed route and twenty‐four (24) vehicles dedicated

with route scheduling/dispatching software, Automatic Vehicle Location (AVL), equipment

(including Mobile Data Terminals [MDTs]) and ITS technology, and allow for expansion with

system growth.

FUNDING

LACRTA utilizes a combination of FTA 5307, 5316 and 5317, state and local funding. Fixed Routes

services currently operate 7 routes Monday‐Friday, from 5:45am until 10:15pm, and 6 routes on

Saturday from 7:45am until 5:15pm. Demand response services provided Monday‐Saturday

(including complementary para‐transit service and contracted services), operate the same hours as

fixed route services and are currently scheduled one day in advance. Ultimately, demand response

services will transition to provide same day service. The award of a contract resulting from the RFP

is subject to a financial assistance contract between LACRTA and the FTA. The successful bidder

will be required to comply with all terms and conditions prescribed for third party contracts in a

grant agreement with FTA.

RFP INFORMATION

RFP TIMETABLE

Date Action

Friday, 26 July, 2013 Date RFP Issued

Friday, 9 August, 2013 Last Date to Register for RFP

Friday, 16 August, 2013 Deadline for Submitting Questions

Friday, 30 August, 2013, 4:00 p.m. Deadline for Submitting Proposals

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RFP REGISTRATION

It is the responsibility of each interested respondent to register by e‐mail upon receipt of this

proposal, and to provide an e‐mail address so that an appropriate and timely response to inquiries

may be supplied. In order to register for the RFP, Contractors must contact Ms. Teresa Kayser via

email at [email protected] , no later than Friday, 9 August, 2013 with the following information:

 Company name

 Contact person’s name

 Contact person’s title

 Company address

 Telephone number, e‐mail address and fax number

Only Contractors who register for the RFP will receive copies of any questions, answers and/or any

subsequent RFP Addenda.

COMMUNICATION PROTOCOL

All questions related to the RFP and the bid process must be written and submitted by e‐mail prior

to 4:00 p.m. EST Friday, 16 August, 2013, directed to Ms. Rosann Christian at [email protected].

This is the only acceptable method of communication during the course of this RFP. Questions

received will be responded to by e‐mail and will be shared with all registered interested parties.

Any revisions or additions to this RFP will be provided to all registered respondents. Please do not

solicit any information requests or questions from any other person(s) at LACRTA. Requests for

technical assistance will not be available by phone. Questions, answers, and any ensuing Addenda

will be distributed in writing to all Contractors registered on the RFP distribution list.

SUBMISSION INFORMATION REQUIREMENTS

Sealed proposals shall be submitted to LACRTA in person, by agent or certified mail, return receipt

requested by 4:00 pm EST on 30 August, 2013.

Envelopes should be clearly marked “RFP: SCHEDULING, DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE PROPOSAL”. Proposals without this project title will be subject to disqualification

and non‐consideration. It is the responsibility of the proposer to ensure proposals arrive before the deadline. Failure of the U.S. Postal Service, or any other delivery service, to deliver proposal

packages on time shall result in the proposal not considered and returned unopened.

A bid may be withdrawn in person by a bidder or their authorized representative, provided their

identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior

to the exact time set for receipt of bids.

Submission of Facsimile and E‐Mail submissions will not be accepted. All submittals must be

professionally organized. One original copy, signed by the individual authorized to legally enter into

contractual obligations and six (6) additional copies of the proposal must be included.

Mail proposals to:

Lima Allen County Regional Transit Authority (LACRTA)

200 E. High Street, 1‐C

Lima, Ohio 45801

ATTN: “RFP: SCHEDULING, DISPATCHING, AUTOMATION SOFTWARE AND HARDWARE”

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LACRTA reserves the right to accept or reject any or all proposals or any part of a proposal and to

waive any informality and accept the most favorable proposal to meet the best interest of LACRTA.

LACRTA reserve the right to cancel this procurement at any time without cause or obligation to any

proposers.

PROPRIETARY INFORMATION

Any information contained in the proposal that the proposer considers proprietary must be clearly

identified as such. LACRTA will respect requests for non‐disclosure of proprietary information to

the extent that information so restricted conforms to the Freedom of Information Act and any

court rulings.

PRE‐BID CONFERNECE

No pre‐bid conference will be held for this procurement.

PROTEST PROCEDURES

GENERAL

Protests may be made by prospective proposers whose direct economic interest would be affected

by award of a contract or by failure to award a contract. LACRTA will consider all protests

requested in a timely manner regarding the award of a contract, whether submitted before or after

an award.

All protests are to be submitted in writing to:

Lima Allen County Regional Transit Authority 200 East High Street, 1‐C

Lima, OH 45801

Protest submissions should be concise, logically arranged, and clearly state the grounds for protest.

A protest must include at least the following information:

(a) Name, address, and telephone number of protestor,

(b) Identification of contract solicitation number,

(c) A detailed statement of the legal and factual grounds of the protest, including copies of

relevant documents, and

(d) A statement as to what relief is requested.

Protests must be submitted to LACRTA in accordance with these procedures and time

requirements, must be complete and contain all issues that the protestor believes relevant.

PROTESTS BEFORE BID OPENING

Protests alleging restrictive specifications or improprieties which are apparent prior to bid opening

or receipt of proposals must be submitted in writing at the address above and must be received at

least seven (7) days prior to bid opening or closing date for receipt of bids or proposals. If the

written protest is not received by the time specified, bids or proposals may be received and award

made in the normal manner unless LACRTA determines that remedial action is required. Oral

protests not followed up by a written protest will be disregarded. LACRTA may request additional

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be submitted to LACRTA not less than ten (10) days after the date of LACRTA's request. So far as

practicable, appeals will be decided based on the written appeal, information and written response

submitted by the appealing party and other bidders. Failure of any party to timely respond to a

request for information, may be deemed by LACRTA that such party does not desire to participate

in the proceeding, does not contest the matter, or does not desire to submit a response, and in

such a case, the protest will proceed and will not be delayed due to the lack of a response. Upon

receipt and review of written submissions and any independent evaluation that LACRTA deems

appropriate, LACRTA shall either:

a) Render a final decision, or

b) At the sole election of LACRTA, conduct an informal hearing at which the interested parties

will be afforded opportunity to present their respective positions and facts, documents,

justification, and technical information in support thereof. Parties may, but are not

required to, be represented by counsel at the informal hearing, which will not be subject to

formal rules of evidence or procedures. Following the informal hearing, if one is held,

LACRTA will render a decision, which shall be final, and notify all interested parties thereof

in writing but no later than ten (10) days from the date of informal hearing.

PROTESTS AFTER BID/PROPOSAL OPENING/PRIOR TO AWARD

Protests against the making of an award by LACRTA must be submitted in writing to LACRTA and

received within seven (7) days of the award by LACRTA. Notice of the protest and the basis

therefore will be given to all bidders or proposers. In addition, when a protest against the making

of an award by LACRTA is received and it is determined to withhold the award pending disposition

of the protest, the bidders or proposers whose bids or proposals might become eligible for award

shall be requested, before expiration of the time for acceptance, to extend or to withdraw the bid.

Where a written protest against the making of an award is received in the time period specified,

award will not be made prior to seven (7) days after resolution of the protest unless LACRTA

determines that:

a) The items to be purchased are urgently required;

b) Delivery or performance will be unduly delayed by failure to make award promptly; or,

c) Failure to make award will otherwise cause undue harm to LACRTA or the federal

government.

PROTESTS AFTER AWARD

In instances where the award has been made, the proposer shall be furnished with the notice of

protest and the basis therefore. If the proposer has not executed the contract as of the date the

protest is received by LACRTA, the execution of the contract will not be made prior to seven (7)

days after resolution of the protest unless LACRTA determines that:

a) The items to be purchased are urgently required;

b) Delivery or performance will be unduly delayed by failure to make award promptly; or,

c) Failure to make award will otherwise cause undue harm to LACRTA or the federal

government.

DECISION

Any decision pertaining to a protest following the guidelines contained in this section is final.

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PROTESTS TO FEDERAL TRANSIT ADMINISTRATION (FTA)

Under certain limited circumstances, an interested party may protest to the FTA the award of a

contract pursuant to an FTA grant. FTA's review of any such protest will be limited to:

a) Alleged failure by LACRTA to have written protest procedures or alleged failure to follow

such procedures; or,

b) Alleged violations of specific federal requirement that provides an applicable complaint

procedure shall be submitted and processed in accordance with that federal regulation.

In such cases, protestors shall file a protest with FTA not later than five (5) working days after

LACRTA renders a final decision under LACRTA protest procedure. In instances where the protestor

alleges that LACRTA failed to make a final determination on the protest, the protestor shall file a

complaint with FTA no later than five (5) Federal working days after the protestor knew or should

have known of LACRTA's failure to render a final determination in the protest.

SUBMISSION OF PROTEST TO FTA

Protests submitted to FTA, with a concurrent copy to LACRTA, should be submitted to:

FTA Region 5

200 West Adams Street

Chicago, Illinois 60606

The protest filed with FTA shall:

a) Include the name and address of the protestor;

b) Identify the LACRTA project number and the number of the contract solicitation;

c) Contain a statement of the grounds for protest and any supporting documentation, that

details the alleged failure to follow LACRTA’s protest procedures, or the alleged failure to

have procedures, and be fully supported to the extent possible; and,

d) Include a copy of the local protest filed with LACRTA and a copy of the LACRTA decision, if

any.

STATEMENT OF WORK

LACRTA is requesting proposals from qualified vendors to provide implementation and support

services for a proposed route scheduling and dispatching software, and an ITS system consisting of

hardware and software with CAD/AVL functionalities. The system, in addition to meeting the

specified criteria included in this RFP, must be able to coordinate the various types of services that

will be in operation, as well as accommodate any increase in ridership and number vehicles, and

produce data reports that provide information for federal and state reporting as well as planning

and service adjustments.

This proposal includes hardware as it pertains to MDTs for the vehicles, etc. New terminals for

viewing and scheduling will be not be necessary, nor will display AV equipment. All software

provided must meet the technical specs for equipment currently in use.

SOFTWARE AND EQUIPMENT REQUIREMENTS

The required specifications for this scheduling system are provided in Attachment 1. This list must

be completely filled out and included in proposal submissions. Failure to do so may result in

LACRTA’s refusal to consider the proposal.

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Proposals for this project must include a cost proposal, work plan/implementation plan, resumes,

training plan, maintenance plan, references, and completed functional requirements. The

proposals must demonstrate the Contractor’s ability to increase service capacity through more

effective trip scheduling and improve customer service options available to the residents of Lima

and Allen County.

Proposals must clearly demonstrate that the respondent understands the requirements and intent

of this RFP. The proposal must include all costs that relate to the responses submitted. All

proposals become the property of LACRTA to use. All proposals will be considered public

information and will be open for inspection. LACRTA reserves the right to request information from

respondents for clarification purposes. Written notification will be made to all respondents. If a

respondent fails to execute the contract, LACRTA may award the contract to another respondent

whose proposal met the requirements of the RFP and any addenda. The period of time within

which such an award of the contract may be made shall be subject to the written agreement

between LACRTA and the respondent.

DELIVERY

Cost of delivery shall be included in the proposed price. Specified equipment shall be delivered to:

Lima Allen County Regional Transit Authority

200 East High Street, 1‐C

Lima, OH 45801

Delivery locations shall be confirmed in writing prior to delivery by the proposer.

CONTRACT OBLIGATIONS & REQUIREMENTS

The contents of the RFP and the commitments set forth in the selected proposals shall be

considered contractual obligations, if a contract ensues. Failure to accept these obligations may

result in cancellation of the award. The contract will bind the bidder to furnish and deliver at the

bid price, and in accordance with conditions of said accepted proposal and specifications, for ninety

(150) calendar days after the opening of the proposal, with anticipated implementation of January

1, 2014.

Proposals submitted for funding consideration must be consistent with and, if funded, conducted

according to all applicable federal and state regulations, and LACRTA policies and procedures.

The contract award will not be final until LACRTA and the successful bidder have executed a

mutually satisfactory contractual agreement(s). No contract activity may begin prior to the

execution of a contractual agreement between the successful bidder and LACRTA.

If the successful bidder refuses or fails to execute the contract, LACRTA may award the contract to

another bidder whose proposals comply with all the requirements of the RFP and any addenda

thereto. LACRTA reserves the right to cancel an award immediately if new state or federal

regulations or policy make it necessary to change the service purpose or content substantially or to

prohibit any such goods and services. In the event of such change, LACRTA will compensate for

completed work at the time of change.

 STATE AND LOCAL LAW DISCLAIMER

The rights and duties of the parties hereto shall be determined by the laws of the State of Ohio and

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Lima, Ohio and the State of Ohio. Court of Common Pleas in and for Allen County shall have

original jurisdiction over any legal matters arising from this tender.

 EXCLUSIONARY OR DISCRIMINATORY SPECIFICATIONS

Apart from inconsistent requirements imposed by Federal statute or regulations, the proposer

agrees that it will comply with the requirements of 49 U.S.C.~5323(h)(2) by refraining from using

any Federal assistance awarded by FTA to support procurements using exclusionary or

discriminatory specifications.

 SINGLE BID RESPONSE

If only one bid is received in response to the Request for Proposal, a detailed cost proposal may be

requested of the single bidder. A cost/price analysis and evaluation and/or audit may be

performed of the cost proposal in order to determine if the price is fair and reasonable.

 INTEREST OF MEMBERS OR DELEGATES TO CONGRESS

In accordance with the requirements of 41 U.S.C.[22] the proposer agrees that it will not allow any

member of or delegate to the Congress of the United States to any share or part of this contract or

to any benefit arising there from.

CERTIFICATES OF INSURANCE

All proposers are required to provide certification of insurance. A copy of certificate(s) of insurance

shall be submitted with this proposal or prior to the commencement of the agreement providing

the following assurances:

 Worker’s Compensation Insurance required by Ohio law and any other state in which work will

be performed, or letter of exemptions (submit with proposal).

Compliance with the foregoing requirements as to the carrying of insurance shall not relieve the

proposer from his liability under any other portion of the contract.

FEDERALLY MANDATED CLAUSES FOR ALL CONTRACTS

REQUIRED CONTRACT CLAUSES & OTHER ATTACHMENTS

Contractor agrees to acknowledge that LACRTA is an FTA grant recipient and the Contractor agrees

to adhere to any and all terms and conditions of such a grant agreement as they relate to

obligations the proposers would assume under this contract.

Any obligation of any proposer to comply with governmental standards or regulations shall include

the obligation to document such compliance.

A proposer shall supply and/or execute such documents as LACRTA may reasonably need to affect

the purposes of this contract or to comply with federal applicable regulations.

All proposals or bids shall contain all certifications, duly executed, contained in the following FTA

mandatory provisions. Failure to do so may result in LACRTA’s refusal to consider the proposal or

bid.

The following clauses shall be incorporated into any contract that results from the RFP. These

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INSTRUCTIONS TO PROPOSERS

BIDDER CHECKLIST

Responses to the RFP must correlate with the alpha numeric characters and order of items in the Bidder

Checklist. Each Response to this RFP must contain a table of contents. Each item in the RFP should be

addressed in the proposal.

A. TABLE OF CONTENTS WITH PAGE NUMBERS

B. Transmittal Letter

C. Executive Summary (Bidder must include a brief executive summary

to summarize the highlights of the proposal.)

D. Complete Bidder Checklist (Bidder must include this completed

checklist.)

E. Proposer Information

F. Project Information

G. Comparable Projects in Size & Scope

H. References

I. Company Detail & Questions

J. Certificates of Insurance

K. BWC Certificate

L. Suspension & Debarment

M. Buy America Certificate

N. Lobbyist Certificate

O. Acknowledgement of Addenda: Should addenda relative to this RFP

be released by LACRTA, bidders must include a signed

acknowledgment of receipt for each addendum

P. Executed Contract Signature Page

Q. Completed W9 Form (See Attachment 3)

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CONTRACTOR QUALIFICATIONS & REFERENCE CRITERIA

(Note: The proposer authorizes LACRTA to contact any person listed on this form for the purpose

of investigating responsibility. Failure to provide complete information can be grounds for bid

rejection.)

PROPOSER INFORMATION: a. Business Name:

b. Owner Name:

c. Business Address:

d. Business Phone:

Daytime: Evening/Weekend:

Web address: Email address:

e. Number of Employees: Annual Sales $:

f. Date Business Established:

FOR THIS PROJECT ONLY:

a. Name of Project Manager:

b. Business Phone:

Daytime: Evening/Weekend:

c. Business Address:

d. Email Address:

COMPARABLE PROJECTS IN SIZE AND SCOPE: a. Name of Project:

Project Location and Project Contact Person:

Dates:

b. Name of Project:

Dates:

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Dates:

d. Name of Project:

Dates:

REFERENCES: a. Firm Name:

Address:

Name of Reference:

Position Title:

Telephone and Email:

b. Firm Name:

Address:

Name of Reference:

Position Title:

c. Firm Name:

Address:

Name of Reference:

Position Title:

COMPANY DETAIL & QUESTIONS

All information requested in this section must be addressed in the proposal. Please limit your

responses to two or three pages. Proposers must provide information on the following:

1. Submit a history and overview of your firm to include number and location of offices in the

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company, if doing business under some name other than that by which the company is

commonly recognized. If the company is owned or controlled by a parent organization,

proposers are requested to provide the name of that organization, its address and the

name and title of the person responsible for your business unit.

2. Include a description of the firm's experience and a description of the experience and

training of all key individuals associated with the project. Proposals should detail all firm

and individual experience relevant to the types of service described in this RFP.

3. Provide an organizational chart with job descriptions of key individuals assigned to the

project. Job descriptions should be specific to the project.

4. Discuss the top three (3) distinctions between your company and its competitors.

5. Identify the number of customers and average fleet size that each sales

person/representative oversees. How many calls per day does he/she average and define

your firm’s response time policy?

6. Describe the mediation procedure for a customer complaint about one of your employees

or subcontractors.

CHANGES TO RFP

If a respondent discovers any mistakes or omissions in the RFP, please notify Rosann Christian of

LACRTA by e‐mail. Clarifications and corrections will be sent to all registered interested

respondents.

EVALUATION CRITERIA Criteria for Evaluating Proposals

An Evaluation Team will review and analyze each proposal. Proposals will be evaluated and scored

according to the following criteria: Max points * Quality Level = Score

Evaluation Factors Max

Points

Quality Level

Score Understanding

Understanding work to be performed, including knowledge of

coordination, ability to solicit

agency participation and input, reasonable milestones and timelines, etc.

20

Experience

Experience of respondent including qualifications (education, experience

and training), experience with similar planning efforts and meeting

facilitation, etc.)

20

Product

Proposer will provide a SCHEDULING, DISPATCHING, AUTOMATION

SOFTWARE AND HARDWARE solution compliant with all bid

specifications. Cost neutral add‐ons and options available beyond the

specifications that represent present or future value‐added features are

encouraged. Product is functional, user‐friendly and efficient for its

intended use and application.

30

Presentation & Proposal

Proposal is organized and responsive to all areas contained in the RFP;

Proposer exhibits confidence and knowledge regarding the proposed

products and services.

15

Price

Proposed price appears to be a reasonable, cost effective and detailed

cost estimate. Total price represents value.

15

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The Quality Level will be based on the following scoring method:

Quality Level Points Description

Excellent 100%

Meets all requirements; reflects significant enhancements or

strengths as compared to minimum levels of acceptability; no

offsetting weaknesses

Very Good 85% Meets all requirements; reflects some enhancements or strengths;

few if any offsetting weaknesses.

Good 75% Meets all requirements; strengths and weaknesses, if any, tend to

offset one another equally.

Fair 60%

May contain significant weaknesses only partially offset by less

pronounced strengths; should meet all minimum requirements, but

some areas of doubt may exist.

Poor 35% Serious doubt exists about ability to meet minimum needs but may be

sufficient; significant weaknesses without offsetting strengths.

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ATTACHMENT 1

SPECIFICATIONS MATRIX

This matrix must be completed and included in all proposals submitted for this project. Failure to

do so may result LACRTA’s refusal to consider the proposal.

Technological Capabilities Y N COMMENTS

Are user interfaces available in a Windows based

environment and do the hardware requirements for

user PCs comply with LACRTA’s hardware and software

standards?

Are user interfaces accessible using only a standard web

browser, such as Microsoft Internet Explorer?

Will the proposed solution go live with both web based

system and the Mobile Data Terminals simultaneously?

Is the technology completely web‐based and not a web

front on top of a PC based solution?

Is the stability of the web based system capable to

ensure 99.9% up time?

Does the system have the capability to schedule trips

online without the need for human intervention?

Reservations Y N COMMENTS

Does the reservations system have the capability to

indentify customers from just typing a few letters of

either the customer first or last name?

Does the system have the capability to automatically

populate the reservation screen with the customer data,

including commonly used locations, mobility device,

eligibility, PCA, etc. after the individual has been

identified?

Is the reservations process utilizing auto‐complete

functionality when finding addresses and common

locations to reduce reservations errors?

Is the reservations system able to automatically

schedule a vehicle based on GPS position of vehicles and

information of other trips?

Does the system track who made the reservations?

Does the system allow for customized comments to be

placed in the system for the trips?

Are trip cancellations intuitive and can users cancel

multiple trips at once?

Does the system accommodate subscription trips and

allow for easy modification, corrections, and

cancellations?

Can trip edits be accomplished in nearly real time and

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Is the system able to schedule the trip and provide the

negotiated time on the reservation interface within a

few seconds or less on average after a reservationist

collects all trip information?

Dispatching Y N COMMENTS

Is dispatching automated without the need for a

dispatcher to manually select information that must be

sent to the vehicle?

Does the system provide dispatchers with web based

tools to proactively manage OTP, no‐shows,

cancellations, subscriptions and late trips?

Is real time vehicle arrival information available to allow

dispatch to provide trip information to customers?

Does the system automatically send updates of the

dispatched trips to the MDTs?

Does the system provide web based tools for managers/

supervisors/ contractors to monitor their drivers

performance on real‐time?

Scheduling Y N COMMENTS

Is the scheduling process completely automated and

does it have a proven capability to function without a

scheduling position initiating the scheduling?

Is the automated scheduling process continuously

looking to improve schedules based on real time

operating factors such as cancellations, no‐shows,

vehicles positions, driver performance etc.?

Does the scheduling process allow reservationist to book

trips while the caller is on the phone (real time)?

Does the scheduling process use hourly and day of week

dependent congestion factors?

Does the automatic scheduling process take into

account different space requirements?

Is the system able to automatically re‐optimize the

manifests on the day of service to maximize adaptation

to the changes?

Does the system optimize same day trip orders with

advance trip orders and automatically send updates to

the MDT’s?

Does the system automatically adjust the manifests for

drivers running late or early?

Does the system generate the manifests in increments

during the day of service to ensure maximal adjustment

to changes?

Reporting Y N COMMENTS

Does the solution provide reports that meet Federal

(National Transit Database) and State requirements?

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Are all reports exportable in comma‐separated values

(csv), portable document format (pdf), Word and Excel

formats?

Can reports be run on schedule and on demand?

Does the system track log in and tracking of revenue

data for fixed route services?

Does the system provide reports to monitor the staff’s

reaction to problem alerts such as no‐shows, excessive

loading/unloading times, drivers performing stops far

away from location etc.?

Does the system support real time web based

operational supervision and On Time Performance

reporting?

Does the scheduling process use street level GIS map

data speed information to calculate driving length and

duration?

Does the scheduling process use street level GIS map

data to identify one‐way street information to calculate

driving length and duration?

Is the scheduling process using street level GIS map data

to identify turning restrictions to calculate driving length

and duration?

AVL Y N COMMENTS

Are dispatchers able to view real‐time vehicle positions

in mapping applications such as Google Earth?

Does the system support integration with mapping tools

like Google Earth to investigate no‐show and complaint

issues at stops?

Can the system display geo‐coded stop locations and

reported stop arrival and departure locations? Can the

geo‐coded data be exported into another shape file for

other application purposes?

Can the system record geo‐codes for stops along fixed

routes? Can the geo‐coded data be exported into

another shape file for other application purposes?

Does the system keep an event‐log for the creating,

editing, adding, changing for each customer profile?

Is training intuitive and can training be completed in a

very short timeframe?

Is the reservations process for the system

straightforward and easy to complete?

Personnel Y N COMMENTS

Does the proposed project manager for the project

implementation have a strong demand response transit

operations background as well as a strong technology

(18)

18 |

P a g e

MDT Y N COMMENTS

Are the MDT units portable, so that installation is not

required in the vehicles?

Do the MDT units send the arrival information to each

stop in real time? Does the arrival information contain

GPS location information?

Does the MDT unit send the departure information from

each stop in real time? Does the arrival information

contain GPS location information?

Do the MDT’s post a warning for the driver if driver tries

to perform a stop while the vehicle is too far away from

the stop location?

Do the MDT’s post a reminder for the driver if the driver

has not performed departure from the stop after certain

time has passed since arrival to the stop?

Do the MDTs have an option to allow for driver log in

and to enter passenger counts for fixed route services,

allowing for up to 12 categories of count types for fixed

route services?

Do the MDT’s post a reminder for the drivers as the

vehicle approaches the next stop location?

Do the MDT's automatically send confirmation for the

manifest updates received by the MDT?

Do the MDT’s post a reminder for the driver if driver has

not performed a stop arrival at the estimated time for

the stop?