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VICTOR VALLEY TRANSIT VVTA
Representing the communities of Apple Valley, Adelanto, Hesperia,
Victorville and San Bernardino County
 
 
 
 
 
Request for Proposal
 
 
DEMAND-RESPONSE DISPATCHING
SOFTWARE
 
 
RFP # 2015-02
 
 
January 20, 2015
 
 
 
 
 
 
PROPOSALS MUST BE RECEIVED NO LATER
THAN 3:00 P.M., HESPERIA LOCAL TIME
Thursday, March 12, 2015
17150 Smoketree Street
Hesperia, CA 92345
 
 
 
 
 
 
 
 
 
 
 
 
 
VVTA RFP 2015-02 Page 2 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
NOTICE INVITING BIDS
1. Purpose of the Procurement and Period of Performance
Victor Valley Transit Authority (VVTA) is seeking contractors to upgrade and deploy new ITS technology
that must provide route and vehicle information in real-time via web interface. The primary purpose is to
facilitate daily demand-response service with reporting capabilities. The Vehicle Tracking System shall
include hardware/software components to be installed in up to 51 Demand Response and 6 Shuttle/Flex
Route vehicles.
2. Proposal Due Date and Submittal Requirements
Proposals must be received by 3:00 PM Pacific Standard Time (PST) on Thursday, March 12, 2015.
2.1. Sealed Proposals shall be delivered to the Contract Administrator at the following address:
Victor Valley Transit Authority
Attn: Christine Plasting, CPPB, Senior Procurement Specialist
17150 Smoketree Street
Hesperia, CA 92335-8305
(760) 948-4021 x 152
(760)948-1380 fax
cplasting@vvta.org
2.2. Envelopes or boxes containing Proposals shall be sealed and clearly labeled with VVTA’s Bid
number and the solicitation title: VVTA RFP 15-02: DEMAND-RESPONSE DISPATCHING SOFTWARE.
The Pricing Form shall be in a separate sealed envelope clearly marked “Pricing Form.”
2.3. Proposers are requested to submit to VVTA (1) one hard copy of the proposal marked “Original,” (3)
three additional printed copies, each marked “Copy.” A Proposal is deemed to be late if it is received by
VVTA after the deadline stated above. Proposals received after the submission deadline shall be
returned, unopened to the Proposer. It is the Proposer’s sole responsibility to ensure that the Proposals
are received by the date and time stated above.
3. Validity of Proposals. Proposals and subsequent offers shall be valid for a period of (120) one
hundred and twenty days. An award may be made without further discussion. VVTA reserves the right
to withdraw or cancel this RFP at any time without prior notice and VVTA makes no presentation that
any contract will be awarded to a proposer responding to this RFP
4. Questions
There will not be a Pre-Proposal Meeting for this solicitation, however, the deadline for questions is 5:00
PM (PST), Friday, February 27, 2015. Prospective Bidders are requested to submit written questions to
the Contract administrator, identified above. Responses shall be shared with all prospective bidders by
written addenda only.
The successful Proposer will be required to comply with all applicable Equal Opportunity Laws and
Regulations.
Signed and Dated for Posting
______________________________________________________________________________
Debi Lorrah, Clerk of the Board
VVTA RFP 2015-02 Page 3 of 26 Rev. 01/2015
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TABLE OF CONTENTS
INSTRUCTIONS TO PROPOSERS…………………………………………………………… 4
A. TIMELINE ……….…………………………………………………………………………… 4
B. INTRODUCTION…………………………….……………………………………………… 4
C. BACKGROUND ………………………….……………………..…………………………… 5
D. BRIEF SUMMARY OF PROJECT AND SERVICES DESCRIPTION…..……...……… 5
E. MARTERIALS FURNISHED BY VVTA ………………………………………………….. 6
F. PRE-SUBMITTAL ACTIVITIES……………………………………………………………. 6
G. CONTRACT TYPE…...……………………………………………………………………… 7
H. PERIOD OF PERFORMANCE….…………………………………………………………. 7
I. EXAMINATION OF DOCUMENTS………………………………………………………… 8
J. REQUEST FOR CLARIFICATION/ APPROVED EQUALS ……….……………………. 8
K. DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION ..………………...… 8
L. VENDOR CONTACT……… ……..………………………………………………………… 10
M. OBTAINING PROPOSAL DOCUMENT………………………………………..……….… 11
N. INFORMED PROPOSER …………………………………………………………………… 11
O. CONFLICT OF INTEREST …..….…………………………………………………………. 11
P. PRE-CONTRACTUAL EXPENSES …………..……………………………………..…… 11
Q. JOINT PROPOSALS ……………………………………….………………………………. 12
R. TAXES……………………………………………....……………..…………………………. 12
S. SUBCONTRACTORS AND ASSIGNMENTS..…………………………………………… 12
T. SINGLE PROPOSAL PROCEDURE …………………………………………………..... 13
U. CANCELLATION OF PROCUREMENT………………….…………..…………………. 14
V. AVAILABILITY OF FUNDS ………………………….……………………………………. 14
W. VVTA’S RIGHTS …………....…………………………………………….…………….…. 14
X. CODE OF CONDUCT ………..…. …………………………………………….…………. 15
Y. ADDENDA ………………………………………..…………………………………………. 15
Z. WRITTEN QUESTIONS / CLARIFICATIONS……………..…………………………….. 15
AA. PROPOSAL INSTRUCTIONS …………………………………………………………… 15
BB. ACCEPTANCE OF PROPOSALS……………………………………………………...... 21
CC. PUBLIC RECORDS……………………………………………………………………….. 22
DD. EVALUATION CRITERIA………………………………………………………………... 22
EE. CONSULTANT SELECTION……………………………………………………………... 23
FF. NEGOTIATIONS AND AWARD…………………………………………………….…… 25
GG. AGREEMENT WITH FTA PROVISIONS………………………………………………. 25
HH. INCORPORATIONS OF ATTACHMENTS AND EXHIBITS………………………….. 25
ATTACHMENT A – SCOPE OF WORK
ATTACHMENT B – REGULATORY REQUIREMENTS
ATTACHMENT C – SAMPLE CONTRACT
ATTACHMENT D – INSURANCE REQUIREMENTS
ATTACHMENT E – PROTEST POLICY
ATTACHMENT F – SUBMISSION OF FORMS
ATTACHMENT G - REQUEST FOR PRE-OFFER CHANGE OR APPROVED EQUALS
ATTACHMENT H – FORM FOR PROPOSAL DEVIATION
ATTACHMENT I - ACKNOWLEDGEMENT OF ADDENDA
ATTACHMENT J – LIST OF SUBCONTRACTORS
VVTA RFP 2015-02 Page 4 of 26 Rev. 01/2015
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I. INSTRUCTIONS TO PROPOSERS
A. PROPOSAL TIMELINE
 
 
Date of RFP: January 20, 2015
Agency: VICTOR VALLEY TRANSIT AUTHORITY
Address of Agency: 17150 SMOKETREE ST., HESPERIA, CA 92345-8305
Contracting Officer: Christine Plasting, CPPB, Senior Procurement Specialist
Telephone No: (760) 948-4021, Ext. 152
FAX No: (760) 948-1380
Email Address: cplasting@vvta.org
 
Pre-proposal Conference (Non –Mandatory)
 
Not for this solicitation
Last Day for Questions
 
5:00 p.m. PST, Friday, February 27, 2015
Addenda and Answers to questions
 
2:00 p.m. PST, Thursday, March 5, 2015
 
Proposals Due Date
 
3:00 p.m. PST. Thursday, March 12, 2015
  Tentative Date for Interviews   8:00 am – 5:00 pm, Wednesday, March 25, 2015
 
Anticipated Award Date
 
April 20, 2015
 
Contract Type Standard
 
Number of Contracts One
 
 
B. INTRODUCTION
Victor Valley Transit Authority (VVTA) is seeking contractors to upgrade and deploy
new ITS technology that must provide route and vehicle information in real-time via
web interface. The primary purpose is to facilitate daily demand-response service
with reporting capabilities. The Vehicle Tracking System shall include
hardware/software components to be installed in up to 51 (fifty-one) Demand
Response and 6 (six) Shuttle/Flex Route vehicles.
 
This Request for Proposal (RFP) describes the Project, the required Scope of
Services, the Contractor selection process and the minimum information that must

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VVTA RFP 2015-02 Page 5 of 26 Rev. 01/2015
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be included in the Proposal. Failure to submit information in accordance with the
RFP requirements and procedures may be cause for disqualification.
 
The contract, if awarded, will be awarded without consideration of race, religion,
color, age, sex, or national origin.
 
C. BACKGROUND
 
VVTA is a Joint Powers Authority that provides public transit bus service for the
communities of Adelanto, Apple Valley, Hesperia, Victorville, Phelan, Wrightwood,
Pinon Hills, Helendale Board of Directors with a city councilmember and county
supervisor representative from each entity: City of Adelanto, Town of Apple Valley,
City of Hesperia, City of Victorville and the County of San Bernardino, 1st and 2nd
Districts. For information about VVTA and the services provided, feel free to visit
VVTA’s website at http://www.VVTA.org.
 
The Victor Valley is located approximately 90 miles northeast of Los Angeles and
45 miles north of the San Bernardino valley. Over the past several decades, the
Victor Valley has seen exponential growth, as families sought affordable housing
within driving range of the employment markets in the greater Los Angeles basin.
The Victor Valley is also a popular retirement area because of a large number of
over 55 gated communities and affordable housing. VVTA Fixed Route buses
provide over 1.3 million rides per year. VVTA provides approximately 150,000 rides
per year for ADA passengers. There are a large number of late cancelations that
cost VVTA over $200,000 per year. It is hoped that the proposed Demand-
Response Dispatching Software system can reduce those losses by as much as
50%
 
D. BRIEF SUMMARY OF PROJECT AND SERVICES DESCRIPTION
 
1. General.
VVTA, is seeking Proposals from qualified Firms to develop,
implement and maintain an Demand-Response Dispatching Software
system for our ADA Paratransit riders and Fixed Route passenger route
information, which will be installed at VVTA offices located at 17150
Smoketree Street, Hesperia, California, 92345. The services will include
general management, ongoing support and coordination of the system to
ensure proper implementation of new technologies, as well as System
troubleshooting.
 
2. Services.
As more fully detailed in Attachment A: Scope of Services, VVTA is seeking
to contract for system development services that will include, but not be
limited to, the following: system administration, system design, development,
testing, implementation, managing and configuring the system to be
VVTA RFP 2015-02 Page 6 of 26 Rev. 01/2015
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compatible with VVTA’s network (if needed) and users, troubleshooting
hardware/software, database servers (if proposed), integration of certain
data fields and reports into Third party databases and software (the
regional rideshare database under development and TransTrack system,
optional tasks). Periodic on‐site visits to VVTA, as required, for installation or
upgrading of equipment, training and special projects. Activities include not
only development, testing and implementation, but also post implementation
activities will include ongoing maintenance and program enhancements
during the contract term. The proposed System must be available on a 24/7
basis during 99.9% of the time.
E. MATERIALS FURNISHED BY VVTA
All software, data, reports, surveys, drawings, and other documents furnished to the
Consultant by VVTA for the Consultant's use in the performance of services shall
be made available for use in performing the assignment and shall remain the sole
property of VVTA. All such materials shall be returned to VVTA upon completion of
services, termination of the Contract, or other such time as VVTA may determine.
F. PRE-SUBMITTAL ACTIVITIES
1. General.
Proposers are cautioned not to discuss this RFP with any official, VVTA
Board Member, or VVTA employee, or VVTA’s operations’ contractor
(Veolia/ Transdev), other than the staff identified herein. Neither
Proposers, nor anyone representing the Proposer, are to discuss this
RFP with any VVTA-engaged consultant or contractor for assistance
in preparing a response to the RFP. Violation of this prohibition may result
in disqualification of the Proposer.
2. Questions Concerning this RFP
All questions relating to the RFP must be received in writing via mail, e-mail
(preferred), or hand-delivery, by no later than 5:00 p.m. Hesperia local time,
on Friday, February 13, 2015, and addressed to the sole point of contact for
this RFP process:
Subject: RFP #2015-02 Written Questions
VVTA
Attn: Christine Plasting, CPPB, Senior Procurement Specialist
17150 Smoketree Street, Hesperia, CA, 92345
E-mail: cplasting@vvta.org
VVTA will not entertain nor respond to questions via the phone. Responses
to all questions received by the above format and deadline will be e-mailed
to those firms who submit their interest to propose, identified in Section
VVTA RFP 2015-02 Page 7 of 26 Rev. 01/2015
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F.3., below.
 
3. Intent to Propose.
All firms intending to submit a Proposal, whether they ultimately submit or
not, must notify VVTA of their intent to propose. By complying with this
VVTA requirement, VVTA will ensure that all interested firms are added to
the VVTA list for future notifications of any addendums or changes to the
RFP and Scope of Services. The Intent to Propose notification
must be received by VVTA in writing via e-mail only, by no later than 5:00
p.m. Hesperia local time on Friday, February 13, 2015 , and addressed to:
 
Subject: RFP #2015-02 Intent to Propose
VVTA
Attn: Christine Plasting, CPPB, Senior Procurement Specialist
17150 Smoketree Street, Hesperia, CA, 92345-8305
Email: cplasting@vvta.org
 
4. Pre-Proposal Meeting.
There will NOT BE a Pre-Proposal Meeting in conjunction with this RFP.
 
5. Revision to this RFP.
VVTA reserves the right to revise the RFP prior to the date that Proposals
are due. Revisions to the RFP shall be e-mailed as Addenda to those that
comply with Section F.3., above. If you intend to propose and do not
comply with Section F.3., above, then you will not be directly notified of
possible Addenda to the RFP or other important notices regarding this RFP
process from VVTA. Prospective Proposers are encouraged to promptly
notify VVTA (via the contact in Section F.2., above) of any apparent major
inconsistencies, problems or ambiguities in the Scope of Services and/or
RFP.
G. CONTRACT TYPE
 
A Time and Materials Contract, with a not-to-exceed amount, if awarded, will be
issued for the Project. Rates will be fixed for the term of this Contract. Any services
provided by the Consultant, which are not specifically covered by the Contract, will
not be reimbursed. For detailed contractual terms and conditions, refer to Attachment
C, VVTA’s Standard Services.
 
H. PERIOD OF PERFORMANCE
The period of performance will initially be established for approximately (120) days,
until a negotiated time line for implementation is approved by VVTA.
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I. EXAMINATION OF DOCUMENTS
By submitting a proposal, the Proposer represents that it has thoroughly examined
and become familiar with the work required and the documents included under the
RFP.
J. REQUEST FOR CLARIFICATION / APPROVED EQUALS
1. Whenever any material, product or service is specified or indicated in the contract
documents by brand name, trade, patent, or proprietary name or by the name of the
manufacturer, the item so specified or indicated shall be deemed to be followed by
the words, “Or Equal.”
2. At any time during this procurement up to the time specified in the “Proposal
Schedule” (Section A), proposers may request, in writing, a clarification or
interpretation of any aspect, or a change to any requirement of the RFP or any
addendum to the RFP. Requests may include suggested substitutes for specified
items and for any brand names. Whenever a brand name is used in this
solicitation it shall mean the brand name or “approved equal.” Such written requests
shall be made to the Contracting Officer and may be transmitted by facsimile or via
email. The Proposer making the request shall be responsible for its proper
delivery to VVTA per “Contracting Officer” (Section A) on the form provided in
“Request for Pre-Offer Change or Approved Equal.” VVTA will not respond to oral
requests. Any request for a change to any requirement of the Contract Documents
must be fully supported with technical data, test results, or other pertinent
information evidencing that the exception will result in a condition equal to or better
than that required by the RFP, without substantial increase in cost or time
requirements. Any responses to such written request shall be provided by VVTA
in the form of addendum only. Only written responses provided as addendum
shall be official and all other forms of communication with any officer, employee or
agent of VVTA shall not be binding on VVTA.
3. VVTA, at its sole discretion, shall determine whether the substantiating data
demonstrates that an “approved equal” item(s) is equivalent in all respects to the
item specified in the contract documents.
K. VVTA’S ANNUAL ANTICIPATED DISADVANTAGED BUSINESS
ENTERPRISE (DBE) PARTICIPATION LEVEL (AADPL) AND
DISCRIMINATION POLICY APPLICABLE TO FEDERALLY FUNDED
PROCUREMENTS
 
1. Proposers are advised that, as required by federal law,
VVTA has established an Annual Anticipated DBE Participation
Level (AADPL) and it is required to report on Underutilized
Disadvantaged Enterprise (UDBE) and Disadvantaged Business
Enterprise (DBE) participation for all federal-aid contracts each year
so that attainment efforts may be evaluated.

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VVTA RFP 2015-02 Page 9 of 26 Rev. 01/2015
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The term ‘Disadvantaged Business Enterprise’ or ‘DBE’ means
a for-profit small business concern as defined in Title 49, Part
26.5, and Code of Federal Regulations (C.F.R.). In this Section,
the term ‘bidder’ also means ‘Proposer’ or ‘Offeror.’ The term
‘Small Business’ or ‘SB’ is as defined in 49 C.F.R. 26.65 and is
synonymous with a DBE firm.
 
2. This Agreement will be funded in whole or in part by the United States
Department of Transportation funding and will be subject to the
following requirements:
 
X Federal Transit Administration (FTA) Funding Will Be Used -
Additional UDBE/DBE requirements related to this procurement
are set forth in detail in the Standard Federal Provisions (FTA).
Refer to Exhibit B of the Standard Services Agreement.
 
X VVTA has not established a FTA DBE goal for this RFP;
however, Proposers are encouraged to obtain DBE
participation.
 
The FTA DBE Contract Specific Goal for this RFP is to be
met using minority-neutral means. No good Faith Effort (GFE)
documentation is required.
 
3. DBEs and other small businesses are strongly encouraged to
participate in the performance of agreements financed in whole or in
part with federal funds (see 49 C.F.R. 26, “Participation by
Disadvantaged Business Enterprises in Department of
Transportation Financial Assistance Programs”). The Proposer
should ensure that DBEs and other SBEs have the opportunity to
participate in the performance of the work that is the subject of this
solicitation and should take all necessary and reasonable steps for
this assurance. The Proposer shall not discriminate on the basis
of race, color, national origin, or sex in the award and performance of
subcontracts. Proposers also are encouraged to use services
offered by financial institutions owned and controlled by DBEs.
 
4. It is VVTA’s practice to provide disadvantaged, minority, and women-
owned business enterprises, as defined in Part 26, Title 49 C.F.R.,
an equitable opportunity to participate in all Contracting
opportunities. VVTA’s agreements with FTA regarding its DBE
programs, which include minority and women-owned business
enterprises, are designed to administer Contracts, Contractor
selection, and all related procurement activities without regard
to race, color, religion, disability, political beliefs, age, national
origin, gender, veteran status, or cultural background. Accordingly,
VVTA RFP 2015-02 Page 10 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
no firm or individual shall be denied the opportunity to compete
for VVTA Contracts by reasons so stated or implied.
 
5. VVTA requires all potential VVTA Contractors to comply with Title
VI and Title VII of the Civil Rights Act of 1964, the Americans with
Disabilities Act, the Age Discrimination in Employment Act, and the
California Fair Employment and Housing Act, as amended, and all
other applicable discrimination laws. VVTA will not tolerate illegal
discrimination or harassment by its Contractors.
 
6. VVTA is participating as a Non-Certifying Member in the California
Unified Certification Program (CUCP). Therefore, VVTA will accept
DBE certification from the certifying member agencies, which certify
eligibility of DBEs in accordance with 49 C.F.R., Part 26, under the
CA CUCP. Listings of certifying member agencies is available in
the Department of Transit, Civil Rights, Business Enterprise Program
website at: www.dot.ca.gov/hq/bep.
 
7. T he CUCP database includes the DBEs certified from all certifying
agencies participating in the CUCP. If you are looking for a certified DBE firm or
want to be sure the firm you plan to subcontract with is certified, you may
perform a query in the CUCP database by going to the Caltrans website at:
http://www.dot.ca.gov/hq/bep/find_certified.htm. If you believe a firm is
certified that cannot be located on the database, contact the Caltrans Office of
Civil Rights Certification Unit at 916.324.8347 for assistance.
 
8. If you do not have access to the Internet, contact VVTA at
760.948.4710.
 
9. It is the Proposer’s responsibility to verify that the DBE firm is
certified as a DBE at date of Proposal submittal. For a list of DBEs
certified by the California Unified Certification Program, go to:
www.dot.ca.gov/hq/bep/find_certified.htm.
L. VENDOR CONTACT
1. All correspondence, communication and/or contact with regard to any
aspect of this solicitation is authorized only with the designated Contracting
Officer identified in “A. Proposal Schedule” above, or their designated
representative. Proposers and their representatives shall not make any contact
with or communicate with any employees of VVTA, or its directors and
consultants, other than the Contracting Officer in regard to any aspect of this
solicitation or offers. Ex parte’ communications with members of VVTA’s
Board of Directors or any person responsible for awarding a contract,
including the Contracting Officer is prohibited under California Public
Contract Code Section 20216. All communications shall be in writing and will
VVTA RFP 2015-02 Page 11 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
be made public.
2. If it should appear to a prospective Proposer that the performance of the Work
under the contract, or any of the matters relating thereto, is not sufficiently
described or explained in the RFP or Contract Documents, or that any
conflict or discrepancy exists between different parts thereof or with any federal,
state, local or Agency law, ordinance, rule, regulation, or other standard or
requirement, then the Proposer shall submit a written request for clarification to
VVTA within the time period specified above.
M. OBTAINING PROPOSAL DOCUMENT
Proposal documents may be obtained from Victor Valley Transit Authority, in person
at 17150 Smoketree Street, Hesperia, CA 92345-8305 or electronically at
www.vvta.org. Documents are also available via email request to
cplasting@vvta.org. Proposals requested by courier or via USPS mail shall be
packaged and sent only at the Proposers’ expense.
N. INFORMED PROPOSER
 
Proposers shall review the Scope of Services (identified herein as
Attachment A) and the Standard Services Agreement (identified herein as
Attachment C), for a complete understanding of the terms and conditions
included herein. Proposers are expected to be fully aware of the conditions,
requirements, and Scope of Services before submitting any Proposal. Failure
to do so will be at the Proposer’s own risk. By submitting a Proposal, the
Proposer represents that it is capable of performing quality work to achieve
VVTA’s objectives identified in this RFP.
 
O. CONFLICT OF INTEREST
 
Any person or firm that has assisted VVTA in preparing any aspect of this
RFP or any cost estimate associated with this procurement is prohibited from
submitting a Proposal in response to this RFP. Firms that received
assistance from any such person or entity, or who will use the services of
such person or entity in performing the services will be disqualified. The
determination of a conflict of interest, direct or incidental, shall be at the sole
discretion of VVTA.
P. PRE-CONTRACTUAL EXPENSES
1. VVTA will not be liable for any pre-contractual expenses incurred by any
Proposer in preparation of its proposal. Proposer shall not include any such
expenses as part of their proposal.
2. Pre-contractual expenses are defined as expenses incurred by the proposer in:
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a. Preparing a proposal in response to this RFP;
b. Submitting that proposal to VVTA.
c. Negotiating with VVTA any matter related to this proposal; and
d. Any other expenses incurred by proposer prior to date of award, if any, of the
Agreement.
Q. JOINT PROPOSALS
Where two or more firms desire to submit a single proposal in response to this RFP,
they should do so on a prime-subcontractor basis rather than as a joint venture.
R. TAXES
Proposals are subject to State and Local sales taxes. However, VVTA is exempt
from the payment of Federal Excise and Transportation Taxes. Firm is responsible
for payment of all taxes for any goods, services, processes, and operations
incidental to or involved in the contract.
S. SUBCONTRACTORS AND ASSIGNMENTS
1. Pursuant to the provisions of the California Public Contract Code Section 4104
every proposer shall in the proposal set forth:
a. The name and location of the place of business (address) of each
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percent of the proposer’s total proposal; and
b. The portion of the work that will be done by each subcontractor. The
proposer shall list only one subcontractor for each portion of work as
defined by the proposer in its proposal.
c. The dollar amount of the work which will be done by each such
subcontractor
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with the above requested information.
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performed under the contract in excess of one-half of one percent of the
proposer’s total Proposal, or if the proposer specified more than one
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VVTA RFP 2015-02 Page 13 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
contract in excess of one-half of one percent of the proposer’s total proposal,
the proposer agrees to perform that portion.
4. The successful proposer shall not, without the express written consent of VVTA,
either:
5. Substitute any person, firm, or corporation as subcontractor in place of the
subcontractor designated in the original Proposal; or
6. Permit any subcontract to be assigned or transferred; or
7. Allow it to be performed by anyone other than the original subcontractor listed in
the Proposal.
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business (address) of each subcontractor certified as a disadvantaged business
enterprise who will perform work or labor or render service to the prime
contractor in connection with the performance of the contract.
9. Proposer shall not assign any interest it may have in any Agreement/Contract
with VVTA, nor shall proposer assign any portion of the work under any such
Agreement with a value in excess of one-half of one percent of Agreement price
to be sub-contracted to anyone other than these subcontractors listed in the “List
of Subcontracts,” except by prior written consent of VVTA. VVTA’s consent to
any assignment shall not be deemed to relieve proposer of its obligations to fully
comply with its obligations under its Agreement with VVTA. Proposer with its
own forces shall perform a minimum of ten percent (10%) (calculated as a
percentage of the total cost of the project) of the work under this Agreement.
Proposer shall also include in its subcontract agreements the provisions of its
Agreement with VVTA including the stipulation that each subcontractor shall
maintain adequate insurance coverage compatible to the insurance coverage
required of the proposer.
T. SINGLE PROPOSAL RESPONSE
 
If only one proposal is received in response to this RFP and it is found by VVTA to
be acceptable, a detailed price/cost proposal may be requested of the single
Proposer. A price or cost analysis, or both, possibly including an audit, may be
performed by or for VVTA of the detailed price/cost proposal in order to determine
if the price is fair and reasonable. The Proposer has agreed to such analysis by
submitting a proposal in response to this RFP. A price analysis is an evaluation
of a proposed price that does not involve an in-depth evaluation of all the separate
cost elements and the profit factors that comprise a Proposer’s price proposal. It
should be recognized that a price analysis through comparison to other similar
procurements must be based on an established or competitive price of the elements
used in the comparison. The comparison must be made to a purchase of similar
quantity, involving similar specifications and in a similar time frame. Where a
difference exists, a detailed analysis must be made of this difference and costs
VVTA RFP 2015-02 Page 14 of 26 Rev. 01/2015
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attached thereto. Where it is impossible to obtain a valid price analysis, it may be
necessary to conduct a cost analysis of the proposed price. A cost analysis is a
more detailed evaluation of the cost elements in the Proposer’s Offer to perform. It
is conducted to form an opinion as to the degree to which the proposed
costs represent what the Proposer’s performance should cost. A cost analysis is
generally conducted to determine whether the Proposer is applying sound
management in proposing the application of resources to the contracted effort
and whether costs are allowable, allocable and reasonable. Any such analyses
and the results therefrom shall not obligate VVTA to accept such a single
proposal; and VVTA may reject such proposal at its sole discretion.
 
U. CANCELLATION OF PROCUREMENT
 
VVTA reserves the right to cancel the procurement, for any reason, at any time
before the Contract is fully executed and approved on behalf of VVTA.
V. AVAILABILITY OF FUNDS
 
This procurement is subject to the availability of funding. VVTA’s obligation
hereunder is contingent upon the availability of appropriated funds from which
payment for the contract purposes can be made. No legal liability on the part of
VVTA for any payment shall arise until funds are made available to the Contracting
Officer for this contract and until the Contracting Officer receives notice of such
availability, by issuance of a written Notice to Proceed by the Contracting Officer.
Any award of Contract hereunder is conditioned upon said availability of funds for
the Contract.
W. VVTA’S RIGHTS
1. Each Proposal will be received with the understand that acceptance by VVTA of the
Proposal to provide services described herein shall constitute a contract between
the proposer and VVTA which shall bind the Proposer on its part to furnish and
deliver at the prices given and in accordance with conditions of said accepted
Proposal and specifications.
2. VVTA reserves the right, in its sole discretion to:
a. Accept or reject any and all Proposals, or any item or part thereof, or to waive
any informalities or irregularities in Proposals.
b. Withdraw or cancel this RFP at any time without prior notice. VVTA makes no
representations that any contract will be awarded to any Proposer responding to
this RFP.
c. Issue a new RFP for the project.
VVTA RFP 2015-02 Page 15 of 26 Rev. 01/2015
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d. To postpone the Proposal opening for its own convenience.
e. Investigate the qualifications of any Proposer, and/or require additional evidence
or qualifications to perform the work.
X. CODE OF CONDUCT
Firm agrees to comply with VVTA’s Code of Conduct as it relates to Third-Party
contracts which is hereby referenced by this reference and is incorporated herein.
Firm agrees to include these requirements in all of its subcontracts.
 
Y. ADDENDA
 
Any changes to this RFP will be made by written Addenda and prospective
Proposers will be contacted about any and all Addenda through the
procedure in Section J above. VVTA will not be bound to any modifications
to or deviations from the requirements set forth in this RFP, or any of its
Addenda, as a result of any oral discussions and or instructions.
Proposers shall acknowledge receipt of any Addenda in their Proposal
using Attachment I.
 
Z. WRITTEN QUESTIONS/CLARIFICATIONS
 
All questions and or clarifications to this RFP, must be put in writing and
must be received by VVTA via email, by no later than 5:00 p.m. Hesperia
local time on Friday, February 27, 2015. Questions received after the date
and time specified may or may not be responded to, within the sole
discretion of VVTA. All questions/clarifications must be e-mailed to VVTA to
the e-mail identified in V.B. above, and the e-mail Subject shall state: RFP
#2013-05 Written Questions. VVTA is not responsible for failure to respond
to questions that are not appropriately marked, or are not e-mailed to VVTA
at the e-mail address in F.2.above, by the deadline identified above.
VVTA’s responses to the questions received by the date and time identified
herein, including VVTA’s answers will be e- mailed to the Prospective
Proposer identified in Section V.C. above, and will also be posted on
VVTA’s website at http://www.VVTA.org/bid.html.
 
AA. PROPOSAL INSTRUCTIONS
 
Proposals are due at or before 3:00 p.m., Hesperia local time on Thursday,
March 12, 2015. Proposals shall be single sided with a minimum of 12 point
font, at least 1.5 line spacing, and the page count shall not exceed fifty (50)
pages. Excessive and redundant information regarding the proposing firm
shall be viewed negatively. Proposer shall submit one (1) original hardcopy
and six (6) hardcopies of the Proposal, AND one (1) PDF version on a CD or
VVTA RFP 2015-02 Page 16 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
USB flash drive. Proposals submitted by facsimile (FAX) or e-mail are not
acceptable and will not be considered. All Proposals are to be submitted in a
sealed package, clearly marked with RFP number (RFP # 2013-05), RFP title
(IVR for ADA Paratransit and Fixed Route Passengers), and with the
company’s name and address. One of the hardcopies shall be marked as
“Original” with original signatures and called out in the packet. Proposals are
to be submitted to:
 
VVTA Senior Procurement Specialist
17150 Smoketree Street, Hesperia, CA, 92345
 
Proposals received after the date and time specified herein will not be
accepted and will be returned to the firm unopened.
 
Proposers shall include the following information in their
Proposals:
1. Cover Letter
 
a. A statement requesting VVTA to evaluate the submitted
Proposal.
 
b. Identification of all proposed subcontractors including, a
description of the work to be performed by the firm and
each subcontractor proposed for the Project, and an
estimate of the percentage of work to be performed by the
firm and each subcontractor proposed.
 
c. A memorandum from a principal (who has contracting
authority) from each subcontractor indicating the specific
portion of services the subcontractor will be performing.
 
d. Indicate the location of the office from which the majority
of the work will be performed.
 
e. Respond to the following question within the cover letter:
Has your firm ever been terminated from a contract before
the contractual expiration date? If the answer is yes, on a
separate sheet of paper on Proposer’s letterhead,
addressed to VVTA, describe for each termination: the
contracting agency, date of termination, as well as the
facts and circumstances in detail.
 
f. Acknowledgement of receipt of all Addenda, if any.
 
g. A signed statement by an officer of the prime firm
attesting that all information in the Proposal is true and correct.
 
h. Name, title, address, e-mail address, and telephone number of
the person to contact concerning the Proposal.
 

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VVTA RFP 2015-02 Page 17 of 26 Rev. 01/2015
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i. Signature of an authorized person within the prime firm who
can bind the firm to the terms and conditions of the RFP.
   
j. That the Proposal shall remain valid for 120 days from
the date of submission.
 
2. Proposal Content:
 
a. Table of Contents. A clear identification of the materials by
section and page numbers.
 
b. Executive Summary. Include a not-to-exceed, one-page
overview of the entire Proposal describing the important
elements of the Proposal.
 
c. Qualifications, Related Experience and References. This
section of the Proposal should establish the ability of the
proposed firm and subcontractors (herein referred to as
“Team”) to satisfactorily perform the required work by reasons
of:
 
i. experience in performing work of the same or similar nature;
ii. demonstrated experience of those directly involved in this
Project, in working with similar projects at other public agencies
iii. s t a f f i n g capability;
iv. work load;
v. a record of meeting schedules on similar projects;
and
vi. supportive client references.
 
More specifically, the Proposal shall provide the following to address
the above points on Team’s ability:
 
vii. Provide a brief profile of the firm, including the
types of services offered; the year founded; number of
years the company has been in business, form of the
organization (corporation, partnership, sole
proprietorship); total number of offices and locations;
and total employees.
 
viii. Address (es) of office(s) that will work on this Project,
size and location of offices and number of employees at
each location.
 
ix. P r o v i d e a general description of the firm's current
financial condition; identify any conditions (e.g.,
bankruptcy, pending litigation, planned office closures,
impending merger) that may impede ability to complete
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VVTA RFP 2015-02 Page 18 of 26 Rev. 01/2015
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x. A statement as to whether or not the Proposer has filed
bankruptcy in the last ten (10) years and any other
relevant information documenting the Proposer’s
financial capability to complete this Project.
 
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similar nature to what is being solicited in this RFP, and
the participation in such work by the key personnel
proposed for assignment to this Project. Provide five (5)
samples of previous work designed and programmed by
the Proposer of a similar nature and purpose. VVTA
recommends that the samples be submitted as links to
the individual project websites with an explanation of the
Proposer’s and/or Team’s role in implementation.
Samples of transit agency or other public agency
websites are preferred, but any example of quality and
user friendly site will be acceptable.
 
xii. Provide a minimum of three (3) references, preferably
similar in scope, cost and nature to the Project
proposed in this RFP and are three of the five samples
identified above. Furnish the name, title, address,
telephone number and e-mail address of the person(s)
at the client organization who is most knowledgeable
about the work performed, identify the time period of the
assignment as well as dollar value of the contracts.
References may also be supplied from other work not
cited in this section as related experience.
 
d. Proposed Staffing and Project Organization. This section
of the Proposal should establish the method that will be used to
manage the Project as well as identify key personnel assigned.
Specifically:
 
i. Provide education, experience and applicable
professional credentials of Team and Project staff.
ii. Clearly identify the assigned Project Manager for the
Team, who will be the sole point of contact to VVTA for
day-to-day operations.
 
iii. Furnish brief resumes (not more than two [2] pages
each) for the proposed Project Manager and other key
personnel.
 
iv. Key personnel.
 
o Identify key personnel proposed t o per f or m
t h e wor k in t he specified tasks and include major
areas of subcontract work. Include the person's name,
VVTA RFP 2015-02 Page 19 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
current location, and proposed position for this Project,
how long each has been with the firm and their
availability for this Project.
 
o I d e n t i f y other major projects/assignment, and level
of commitment to that assignment that each key
personnel will or may be involved in, during the duration
of the first year of this Contract. In this description,
estimate the percentage of that key personnel’s time
on each external assignment as compared to that key
personnel’s overall work hours.
 
o I n c l u d e a statement that key personnel will be
available to the extent proposed for the duration of
the contract, acknowledging that no person designated
as "key" to the Project shall be removed or replaced
without the prior written concurrence of VVTA.
 
v. Include a Project organization chart that clearly
delineates communication/reporting relationships among
the Project staff, including subcontractors. All key
personnel identified above, should be included I this chart.
 
 
e. Work Plan. This section of the Proposal shall provide a
narrative that addresses the Scope of Services (as outlined in
Attachment A) and demonstrates an u n d e r s t a n d i n g of
the Project needs and requirements. Specifically:
 
i. Describe the approach and work plan for
completing the tasks specified in the Scope of
Services.
 
ii. Identify methods that will be used to ensure quality
control as well as budget and schedule control for the
Project.
 
iii. Identify proposed channels of communication with
VVTA, subcontractors and any other stakeholders
involved in this Project, and how they will be
implemented to maintain the milestone schedule.
 
iv. Identify the timeline for implementation, based on VVTA
requirements and include anticipated schedule for
completion of work, including performance and delivery
schedules indicating phases or segment of the project,
milestones and significant events.
 
v. Identify any potential issues or problems that are likely
to be encountered during this Project and how will they
be addressed.
VVTA RFP 2015-02 Page 20 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
vi. Include a statement of the extent to which the Proposers
approach and Scope of Services will meet or exceed
the stated objectives identified in this RFP.
Furthermore, a discussion of how the Proposer would
modify the project and/or schedule to better meet these
objectives.
 
vii. Proposers are encouraged to propose enhancements
or innovations to the Scope of Services (Attachment A)
that do not materially deviate from the objectives or
required content of the Project.
 
f. Appendices.
Information considered pertinent to this RFP and which has not
been specifically solicited in any of the aforementioned
sections may be placed in a separate appendix section.
However, firms are cautioned that this separate appendix
does not constitute an invitation to submit large a m o u n t s
o f e x t r a n e o u s m a t e r i a l s . Any a p p e n d i c e s
s h o u l d b e relevant and brief and are to be included in the
fifty (50) page proposal limits.
 
g. Price Proposal – Attachment F .
Proposers shall complete all pricing forms in this RFP and
include them in their Proposal (refer to Attachment F, P r i c e
P r o p o s a l F o r m ). Proposers s h a l l c o m p l e t e a l l
s e c t i o n s , including Year 1 Development and Implementation,
Year 2 Maintenance, Year 3 Maintenance and Proposal Pricing
Summary of all Years, by Line Item.
 
h. Comments on the Standard Services Agreement –
Attachment C.
The selected Proposers will be required to sign a VVTA
Standard Services Agreement, a sample of which is
attached to the RFP, Attachment C. Proposers are asked to
include in their Proposals a written explanation of proposed
exceptions to, or deviations from VVTA’s Standard Services
Agreement. Include all comments/deviations/exceptions, no
matter how minor they may seem. VVTA reserves the
right to disqualify any Consultant that does not provide a
complete written explanation of its contractual exceptions, and
VVTA reserves the right to disqualify any Consultant based on
objections that VVTA considers non-negotiable. Be aware that
VVTA does not anticipate making substantive changes to its
Standard Services A g r e e m e nt Terms a n d Cond it ions .
Should a Proposer not identify any proposed exceptions in
their Proposal, the Proposer will be deemed to have accepted
the Agreement terms and conditions without exception, and

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VVTA RFP 2015-02 Page 21 of 26 Rev. 01/2015
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shall execute the Standard Services Agreement and all Terms
and Conditions as is, with no further changes. Use Attachment
H - Proposal
 
i. Insurance Requirements.
VVTA requires Contractors doing business with it to obtain
insurance, as shown in the Standard Services Agreement –
RFP Attachment D . The required insurance certificates
must comply with all requirements of the standards as shown
in the Agreement and an original certificate must be provided to
VVTA within fifteen (15) days of contract execution and prior to
the commencement of any work on the Project.
j. Required Certifications.
Attachment F contains all submittals and certifications, which
are required to be submitted along with the Proposal and are,
excluded from the fifty (50) page proposal limit.
 
3. Entire Proposal Package:
The Proposal is limited to a total of 50 single- sided pages, printed
on 8 ½” x 11 pages in no smaller than 12-point font, a minimum of 1.5
line spacing, and includes all responses to the RFP, including forms,
resumes, project examples; however, the page limit does not include
the front and back covers of the Proposal, cover letter, section
dividers that contain no information, and required certifications as
contained and required in Attachment D. Charts and schedules may
be included in 11” x 17” format. Proposals shall not include any
unnecessarily elaborate or promotional material, as any excessive or
lengthy narrative is strongly discouraged. Presentations and
additional materials should be brief and concise. Proposals that do not
contain the required information or do not contain the required number
of copies will be rejected and will not be considered. Proposals are
not to be copyrighted.
 
4. Changes:
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changes to proposed key personnel or subcontractors, the firm must
notify VVTA in writing of those proposed changes. VVTA reserves
the right to accept or reject such proposed changes or to revise the
evaluation scoring to reflect the proposed staffing changes. All
changes to the RFP will be via an Addendum. Attachment I –
Acknowledgement of Addenda must be included with the proposal
package, in the event that there are Addenda.
 
BB. ACCEPTANCE OF PROPOSALS
 
VVTA RFP 2015-02 Page 22 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
VVTA reserves the right to accept or reject any and all Proposals, or any
item or part thereof, or to waive any informalities or irregularities in
Proposals. VVTA reserves the right to withdraw or cancel this RFP at any
time without prior notice and VVTA makes no representation that any
contract will be awarded to any firm responding to this RFP. VVTA reserves
the right to re-issue a new RFP for the same or similar services. VVTA
reserves the right to postpone proposal evaluation for its own convenience.
Proposals submitted to and received by VVTA are public information and
upon conclusion of the evaluation period and VVTA Board selection, all
Proposals will be made available to any person upon request. Submitted
Proposals shall not be copyrighted. Consultant may withdraw its Proposal
before the VVTA evaluation and review of Proposals, by submitting a written
request signed by an authorized representative of the firm and delivered via
certified mail to:
 
VVTA RFP #2015-02 – Withdrawal of Proposal
Attention: Senior Procurement Specialist
17150 Smoketree Street, Hesperia, CA, 92345
 
CC. PUBLIC RECORDS
 
All Proposals submitted in response to this RFP become the property of
VVTA. All VVTA records are public records, as such, may be subject to
public review. Documents protected by law from public disclosure will not be
disclosed by VVTA if clearly marked with the word "CONFIDENTIAL" on
each applicable page. Trade secrets may be marked as "CONFIDENTIAL”
only to the extent they meet the requirements of California Government
Code Section 6254.7. Only information claimed to be a trade secret at the
time of submittal to VVTA and clearly identified as "CONFIDENTIAL" will be
treated as a trade secret. Entire Proposals in which every page is marked
"CONFIDENTIAL" may be rejected by VVTA if each and every page does
not meet the California Government Code Section 6254.7 referenced above.
 
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cost rate data, VVTA shall first notify and obtain written permission from
any Proposer or firm subject to an indirect cost rates audit. If VVTA
receives a Public Records Act request for a Proposer’s or firm’s indirect cost
rates, pursuant to Government Code Section 6250 et seq., VVTA shall also
take the above-described precautionary steps.
 
DD. EVALUATION CRITERIA
 
A. Proposers will be evaluated based on:
 
1. Experience and Qualifications of the Firm:
i. Specialized experience or knowledge of firm in developing
similar web-based application, databases and reporting tools.
VVTA RFP 2015-02 Page 23 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
ii. Demonstrated competence of the firm, including sub-
contractor(s) to perform requirements as outlined in the Scope of
Services (Attachment A).
iii. D e m o n s t r a t e d experience in working with the public sector.
iv. Knowledge of transit, commuter services, rideshare and/or
vanpool programs.
 
2. Experience and Qualifications of Key Staff:
i. Professional qualifications and experience of key project
personnel.
ii. Relevant experience of the project Team in developing similar
web- based databases and reporting tools.
iii. P r o p o s e d Team/personnel's experience appropriate for
technical and management requirements of the Project.
iv. Staff with knowledge of transit, commuter services, rideshare
and/or vanpool programs.
v. Time commitment of key personnel and Team
members.
vi. Integrity and reputation of project Team.
 
3. Work Plan/Project Approach:
i. Appropriateness of technical approach to the project as it
relates to the Scope of Services (Attachment A).
ii. Understanding of the Project goals and objectives.
iii. U n d e r s t a n d i n g of the Project issues and potential conflicts
including user rights, data integrity and security, quality assurance of
data input and upload of data to third party systems.
iv. Understanding FTA reporting requirements, inputs into the NTD
web-based system, project monitoring requirements including
schedules and FTA timelines.
v. Core areas of management, customer service/sales and
maintenance will be evaluated and must be are addressed in the
Proposal.
 
4. Cost Effectiveness:
i. Proposal must meet the Scope of Services (Attachment A)
requirements and provide VVTA with a Proposal that is
affordable and manageable to maintain by VVTA staff. Routine
maintenance will have minimal disruption to the users.
ii. The cost score for each Proposal will be determined by
the Evaluation Team, will be evaluated based on the pricing
submittal (Attachment F, Pricing Form Proposal), and will be applied
to the Evaluation Criteria outlined in this Section.
 
EE. CONSULTANT SELECTION
 
The primary objective of this RFP, is for VVTA is to select a qualified Team
VVTA RFP 2015-02 Page 24 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
regardless of size, to perform the services identified herein, at a fair and
reasonable cost. In addition, VVTA has established the following criteria for
the selection process:
 
1. The selection process shall be fair, open, and competitive.
   
2. The evaluation process and resulting recommendation of a Contractor
to the VVTA Board of Directors, will be based on clearly stated
objectives identified in this RFP.
 
3. Selection of the Contractor shall be based upon demonstrated
competence, professional qualifications, experience, capabilities and
overall best value to perform the required services identified in Scope
of Services, Attachment A.
 
4. Upon review of the Proposals and at VVTA’s discretion, a shortlist
of firms may be required to participate in an interview scheduled for
Wednesday, March 25, 2015, with a starting interview time
between the hours of 9:00 a.m. and 3:00 p.m. (Hesperia local time).
Interviews shall be conducted at VVTA’s Office located at 17150
Smoketree Street, Hesperia, California 92345. Prospective Proposers
MUST reserve this date and timeframe for possible interviews.
 
5. The Contract will be awarded to the firm who offers the overall best
value, best conformance to the RFP, and in the opinion of VVTA, most
advantageous to VVTA. This is not a low-bid proposal evaluation
process. The criteria to evaluate all Proposers is contained in Section
XVI.A above, and evaluation will also include, but not be limited
reference provided and the potential for a conflict of interest.
 
6. VVTA reserves the right to reject any and all Proposals, to negotiate
with any responsible, responsive Proposers, and to request a Best
and Final Offer (BAFO) from one or any of the responsive Proposers.
VVTA is under no obligation to award a contract for the subject
services. At the conclusion of the evaluation process, the evaluation
committee will recommend to VVTA’s Board of Directors the firm
that offers the best services and overall value to VVTA. VVTA may
or may not engage in negotiations with firms who submit a Proposal,
and may or may not request BAFOS; therefore, the Offeror’s Proposal
should contain the most favorable terms and conditions including
pricing, since the selection and award may be made without any
discussion with any firm.
 
7. Firms who will not be awarded a contract with VVTA as a result of this
RFP, may obtain a debriefing from VVTA concerning the strengths
and weaknesses of their Proposals. A debriefing request may only
occur after VVTA’s Board of Directors authorizes an award. A request

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VVTA RFP 2015-02 Page 25 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
for debriefing must be submitted in writing to VVTA and e-mailed
cplasting@vvta.org.
 
FF. NEGOTIATIONS AND AWARD
 
VVTA reserves the right to negotiate with the selected Consultant, the
resulting contract, Scope of Services and Cost Proposal. Firms are to identify
in their Proposal any comments relating to the Scope of Services and/or
the terms and conditions of VVTA’s standard contract. VVTA reserves the
right to disqualify any firm that does not provide written discussions of any
disagreements it has relative to VVTA’s Standard Services Agreement and
Terms and Conditions (Attachment C). VVTA does not anticipate making
any substantive changes to its Terms and Conditions. Proposer is advised
that any recommendation for contract award is not binding on VVTA until the
Agreement is approved by VVTA’s Board of Directors, and is fully executed.
       
GG. AGREEMENT WITH FTA PROVISIONS
 
This Agreement requires the use of FTA Standard Provisions and applies to
all Buy America and Disadvantaged Business Enterprise requirements.
Those provisions are identified throughout this RFP, and required
certifications to be attached to each Proposal, are contained in the RFP
Attachment D.
 
      HH. INCORPORATION OF ATTACHMENTS AND EXHIBITS
 
A. VVTA’s RFP No. 2015-02, and Contractor’s Proposal in response to
VVTA’s RFP, are hereby incorporated by reference except to the
extent they may conflict with the terms of the Standard Services
Agreement. The following documents, Attachments, as well as
Exhibits to the Standard Services Agreement, are also attached and
incorporated.
 
B. In the event of conflicting provisions, the following order of
precedence will apply: 
1) Federal Provisions for Procurements in Excess of $100,000 (FTA);
2) Special Provisions for Service and/or Equipment Agreements;
3) The Standard Services Agreement;
4) RFP No. 2014-02; and
5) Contractor’s Proposal.
 
C. Wherever the word “Proposer” “Firm” or “Team” may appear
in the Attachments or Exhibits to this Agreement, it should be read as
the equivalent to the word “Contractor.” Wherever the words “bid” or
“bidder” may appear in the Attachments or Exhibits to this Agreement,
they should be read as the equivalent to the words “Proposal” or
VVTA RFP 2015-02 Page 26 of 26 Rev. 01/2015
DEMAND-RESPONSE DISPATCHING SOFTWARE
 
“Proposer.”
ATTACHMENT A – SCOPE OF WORK
VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE
VVTA RFP 2015-02 Page 1 of 34 Rev 01/2015
ATTACHMENT A – SCOPE OF WORK
A. GENERAL
This section provides an overview of the Demand-Response Dispatching Software system project
and describes the functionality required for each of the major sub-systems, components, and
associated interfaces. Additionally, this section defines the scope of the required functionality to
be provided by the Contractor.
The scope of work and functionality described in this section is a general guide and is not
intended to be a complete list of all the work necessary to complete the project. It contains work
tasks believed necessary for an experienced system supplier to provide VVTA with a Demand-
Response Dispatching Software system that meets the needs of the agency.
The contractor shall implement a comprehensive Demand-Response Dispatching Software
system to support paratransit operations. The system shall meet both the current needs of this
program and future growth needs. The system shall be fully compliant with general functional
areas and specific requirements detailed in the Scope of Services.
The goal of this procurement is to deploy new ITS technology that will improve customer service
by improving the predictability of demand-response service. This goal is approached both from
an improvement in reliability and consistency of service, as well as an information
accessibility standpoint for our customers.
This system must provide route and vehicle information in real-time via a web interface to
schedulers, dispatchers, supervisory personnel and managerial personnel. The primary purpose
of the system is to facilitate daily demand-response service, and must be equipped with reporting
capabilities to accurately data stream operational service information (e.g., route timing,
passenger wait time, trip counts, operator performance, vehicle speed and movement). The
Vehicle Tracking System shall include the functionality for hardware/software components to be
installed in up to 51 Demand Response vehicles, and six Shuttle/Flex Route vehicles. Vendor will
assure the devices to be installed are certified by the wireless carrier and the carrier can provide
adequate coverage for our needs.
B. OPERATIONS OVERVIEW
VVTA’s administrative offices are located at the VVTA’s main facility on Smoketree Street in
Hesperia, CA. The VVTA Fixed Route and Paratransit services are operated by an operations
contractor, currently TransDev, Inc. (formerly known as Veolia). The operation is responsible
for all reservations, scheduling, delivery of trips and customer service. The Demand-
Response Dispatching Software system must integrate with our ShoreTel VoIP System to
allow for direct communication with riders as necessary.
Mobile Data Terminals (MDTs) and Computer Aided Dispatch/Automatic Vehicle Location
(CAD/AVL) technology are currently employed by the operations. VVTA Direct Access uses
the Trapeze PASS Version 12 software system as its computerized trip management system.
Avail Technologies provides the MDT’s for both Paratransit and Fixed Route buses. The
Fixed Route system is from Avail Technologies and includes AVL, APC, Next Stop
Announcements, and a Closed Mic system.
ATTACHMENT A – SCOPE OF WORK
VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE
VVTA RFP 2015-02 Page 2 of 34 Rev 01/2015
ATTACHMENT A – SCOPE OF WORK
Current Dispatch Process for ADA
Currently, the VVTA Direct Access customers call reservations telephonically up to 14 days
in advance to schedule rides. Reservationists book trips for customers using the PASS
software. Schedulers review and optimize the next day's schedules. Dispatchers send out
the day's schedule through paper manifests and through mobile data terminals (MDTs).
Customers may call the dispatcher to confirm or to cancel their scheduled pickup times.
For a limited number of customers, the dispatcher will attempt to give a reminder call to the
customer shortly before the estimated pick up time. Notes on the manifest ask the driver to contact
the dispatcher when the driver is about 10 minutes from the customer's pick up location. The
driver contacts the dispatcher over the radio and the dispatcher then contacts the customer by
telephone. These "10-minute calls" are done on a "time available" basis and are not guaranteed.
C. CORE REQUIREMENTS
The Scope of this project includes the installation of fully integrated on-board components.
The following components were identified by VVTA as the most critical ITS technologies that
would benefit VVTA and its customers. The complete list of ITS technologies to be deployed
during the phase I implementation include:
 Web-based Demand Response Scheduling Software
 Integrated Mobile Data Terminals; Real-time Updates to Driver Manifests
 Dynamic automated routing of trips both before and on the day of service
 Automated Alerts system to immediately notify dispatcher of possible live service impacts
 Predictive Arrival System
 Live monitoring and notification of status of Will Call trips
 Simple and easy to use calendaring of Standing rides and Group trips
 All inclusive support and maintenance without increase in cost for the entire contract
period
 Standards-based, open software API that provides VVTA a data stream from which
additional interfaces can be developed.
 VVTA is to own all data at no additional cost.
 Brokerage module which will allow for trips to be given to other vendors at the lowest cost
available
1. On-Board System Requirements
The Vendor should minimize proprietary hardware in favor of existing off-the-shelf
hardware. If new or proprietary hardware must be provided to meet these
requirements, the vendor shall indicate this in the proposal.
2. On-board (MDT) Software
 The MDTs shall allow vehicle operator logon using vehicle operator ID entry
 The MDT shall allow the vehicle operator to logoff by selecting the logoff key
 The MDT shall send a location report, indicating its current GPS location and
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ATTACHMENT A – SCOPE OF WORK
VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE
VVTA RFP 2015-02 Page 3 of 34 Rev 01/2015
ATTACHMENT A – SCOPE OF WORK
 All transmitted data shall be stamped with following information: date and time,
GPS location latitude and longitude, vehicle number, vehicle operator ID number
 The MDT shall store the most recent ten (10) minutes of GPS information, so that
if the GPS receiver is not able to report the location, the last known location will
remain available to be transmitted when the network reconnects
 The MDT shall track on-time performance (demand response)
 Drivers receive manifest updates as they are made (via integrated scheduling
software)
 MDT records the following, but not limited to:
o Arrival time at pick-up location
o Arrival time at destination
o Actual Pickup time
o Actual Pickup location
o Time and location of driver initiated pickup
o Departure time at pick or drop location
o Actual departure time
o Actual departure location
o Time and location of driver initiated drop-off
o Travel time (between pick-up location/destination)
o Boardings / Deboardings
o Estimated and verified Odometer readings
o Payment Type
o Ability to request No Show and to log reason
o Display pertinent notes regarding passenger and/or location
o Ability to send/receive canned/free formed messages when stationary
o Signature Capture from Client and Additional Passengers (optional)
o MDT Display must be HIPAA compliant
3. Back-Office System Requirements
The successful vendor will supply a turn-key, hosted, cloud-based software solution
that provides a single point of access for administrators. VVTA will access the system
via a standard web browser; without the need for software to be installed locally. The
web-based software shall provide a single portal from which all system features will
be available such as – Supervisor Dashboards, Alerts, On Time Performance graphs,
Run Status, Subscriptions, Trips, Archive Trips, etc. The web based software shall
have additionally password secured areas with sub contents for detail management
for Administration, Reports, Reservations and System Configuration. The system
must allow for multiple user logins with tiered levels of accessibility.
4. The vendor shall import all existing data that resides in VVTA current software;
VVTA will provide the successful vendor with access to a database backup for this
purpose.
D. Paratransit Scheduling Software
 Information regarding individual riders shall include, but not limited to:
o Full Name
o Home Address
o Mailing Address
ATTACHMENT A – SCOPE OF WORK
VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE
VVTA RFP 2015-02 Page 4 of 34 Rev 01/2015
ATTACHMENT A – SCOPE OF WORK
o Phone Numbers (Cell/Work/Home)
o Birth Date
o Sex
o Eligibility dates
o Mobility types (wheelchair, scooter, walker, lift only, etc.)
o Care attendant and/or service animals used
o Emergency contact information (address, phone, relationship)
o ADA eligibility code/date issued/date expires
o ADA eligibility limitations
o Default individual Load/unload times
o Suspensions (if applicable) with beginning and ending dates
o Additional notes
 Stores riders frequent drop off/pick up locations
 Ability to view current subscription rides
 Stores rider trip history
 Create schedules at least 30 days in advance for demand-response and subscription ride
 Enter subscription rides by using an easy selection process. For instance: regular physical
therapy schedules on Monday, Wednesday, and Friday, rather than every day of the week
 Ability to make exceptions and cancellations to subscription rides without affecting the
regular rides
 Make real time calculations based on distances, average run times, etc.
 Ability to add notes to any ride on a schedule
 Ability to track the date and time of a cancellation and compare the cancellation time to
custom cancellation policies
 Ability to mark the rider as a "no show" or "late cancel"
 View scheduled rides for a specific rider
 View scheduled rides for a day
 Information to be included on the manifest/schedule, but not limited to
o Name of Rider
o Pick-up/destination locations
o Scheduled pick-up time (with appointment time if necessary)
o Pass/payment type
o Care attendants, service animals, mobility devices used
o Number of companions if applicable
 Can view rider pick-up/destination locations
 ETA's (estimated times of arrival) continuously updates throughout the day
 Establish a tiered level of accessibility for drivers, dispatchers, and supervisors
 Must be able to report number of rides based on age and mobility type of rider, reason
for trip, cancellation type, and no show shows for any given date range
 Percentage of trips late/on time
 Number of rides by driver
 Easy to read trip manifests/schedules
 Must be able to print No Show/Late Cancel invoices
 Must be able to run reports for all National Transit Database (NTD) data
 Must include a brokerage module which will allow for trips to be given to other vendors at
the lowest cost available
E. Technical Support
ATTACHMENT A – SCOPE OF WORK
VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE
VVTA RFP 2015-02 Page 5 of 34 Rev 01/2015
ATTACHMENT A – SCOPE OF WORK
 24 x 7 telephone support
 Call center located in the USA
 All support, maintenance, updates, upgrades and mapping upgrades are to be provided
for the term of the contract and be all inclusive with no increase in cost during the term
of the contract.
F. Warranty, Training, Documentation, and Maintenance
 Extended maintenance periods beyond the term of the contract shall be available upon
request
 First year maintenance shall be included in purchase price
 Maintenance period will begin on first day of Go Live
 Vendor shall include all support, maintenance, updates and upgrades as per the
maintenance contract.
G. PROJECT TASKS
This RFP covers all aspects of the Demand-Response Dispatching Software System. The
tasks to be performed under this contract are described below. The Contractor must be
cognizant of multiple task dimensions in order to perform them completely, correctly, and
meet VVTA expectations. Under this RFP, VVTA will require the following tasks to be
completed under the project’s Scope of Work:
1. Project Kickoff
2. System Design
3. Integration and Testing
4. System Integration and Test Review
5. Installation, Implementation and Training
6. System Completion and Final Acceptance
TASK 1 – PROJECT KICKOFF
a) The successful Contractor shall present an initial kickoff meeting at the VVTA
Administrative offices at 17150 Smoketree St., Hesperia, California 92345.
The purpose of this meeting is to have the Contractor present its plan for
developing specific project work tasks for implementation of assigned work.
b) Key Contractor staff assigned to this effort shall attend the kickoff meeting.
The kickoff meeting shall be held within one (1) week after the initiation of the
Notice to Proceed.
c) The objective of the kickoff meeting is to: a. Review any exceptions or
deviations proposed by the Contractor; and, b. Review the project plan,
budget and technical risk factors
d) The Contractor shall provide a mitigation plan for each risk identified,
ATTACHMENT A – SCOPE OF WORK
VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE
VVTA RFP 2015-02 Page 6 of 34 Rev 01/2015
ATTACHMENT A – SCOPE OF WORK
including a description of current and anticipated project problem areas or
risks and steps to be taken to resolve each problem.
e) The Contractor shall be responsible for preparing and distribution Kickoff
Meeting materials to the VVTA Program Manager, and preparing and
submitting the minutes of the meeting.
Task 2 – System Design
a) Using the functional specifications included in this document as a baseline,
the Contractor shall perform any additional analysis required and develop the
Draft System Design Document that describes the Demand-Respnse
Dispatching Software System in technical detail.
b) The Contractor shall provide VVTA with a Draft System Design Outline
document. This document shall include, but is not limited to the following
topics:
i. System architecture
ii. Overview and configuration of the subsystems
iii. Subsystem block/flow diagrams
iv. Functional descriptions of the system and associated subsystems
v. Specific functions and operations of the system’s software and hardware
vi. Software architecture with hierarchical structure of components and data
structures
vii. Systems databases
viii. Interfaces to existing VVTA systems
ix. Communications systems and coverage
x. System networking and communications
xi. System configuration
c) Upon VVTA review and approval, the Contractor shall further analyze the
tasks and details required and develop the System Design Document.
d) The technical details of the System Design Document shall be presented at
the System Design Review.
Task 3 – Integration and Testing
a) The Contractor shall analyze all tasks required and shall develop a System
Integration and Test Plan. This Plan shall establish VVTA system integration
and test requirements. The document shall provide a detailed, structured set
of tasks to be performed by the Contractor. This Plan shall also include the
following:
i. Detailed test procedures developed to support integration.
ii. Detailed interface documentation to support data messaging.

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ATTACHMENT A – SCOPE OF WORK
VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE
VVTA RFP 2015-02 Page 7 of 34 Rev 01/2015
ATTACHMENT A – SCOPE OF WORK
b) As part of the integration and test process the Contractor shall install a
complete configuration of equipment and software in a room proved by VVTA.
This configuration of equipment and software will constitute a VVTA Test Bed
to be used throughout the project and beyond.
c) Completion of these tasks and utilization of the Test Bed shall demonstrate
that the requirements of the system have been satisfied and the system is
suitable for operation.
Task 4 – System Integration and Test Review
The system integration and Test Review and its associated materials are critical to
project success.
a) The technical details of the Contractor’s System Draft Plan shall be presented
at the System Integration and Test Review.
b) Any unresolved open issues, as determined by VVTA, will need to be closed
prior to issuance by VVTA of acceptance of the Contractor’s System
Integration and Test Review.
c) The Contractor shall revise Draft Plan and deliver the plan to VVTA for formal
approval.
d) An approved Plan shall be required prior to the start of any formal testing.
e) The Contractor shall provide a formal notification to VVTA at least two weeks
prior to the beginning of any formal testing.
Task 5 – Implementation and Testing
a) The System Implementation Guidelines shall be established for the VVTA
system implementation requirements. This document shall provide a detailed,
structured set of installation tasks to be performed by the Contractor.
b) The Contractor shall analyze the tasks required and provide VVTA with a
Draft System Implementation Plan. This document shall provide a detailed
schedule. An approved System Implementation Plan is required prior to the
start of any implementation.
c) The Contractor shall provide a formal notification to VVTA at least two weeks
prior to the beginning of any formal testing.
d) The Contractor shall analyze the tasks required and provide VVTA with a
Draft Training Plan in accordance with training requirements described in this
Request for Proposals, including a detailed schedule. Submission of the
ATTACHMENT A – SCOPE OF WORK
VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE
VVTA RFP 2015-02 Page 8 of 34 Rev 01/2015
ATTACHMENT A – SCOPE OF WORK
approved Training Plan document is required two weeks prior to
implementation.
Task 6 – System Acceptance Testing
System Acceptance Testing shall be performed by the Contractor and evaluated by
VVTA, with Contractor and VVTA staff present at a time agreeable to all parties.
System acceptance tests will exercise all system components.
a) The Contractor shall analyze the tasks required and provide VVTA with a
required Draft System Acceptance Testing Plan, including detailed schedule
Submission of the approved System Acceptance Plan document is required
prior to the start of Acceptance Testing.
b) The Contractor shall provide a formal notification to VVTA at least two weeks
prior to the beginning of any formal Acceptance Testing.
H. Project Management
Project management will be a key responsibility of the selected Contractor. The Contractor’s
Project Manager assigned to the VVTA project shall have the authority to make commitments
and decisions that are binding, within the limits of the Agreement.
VVTA will designate its Project Manager who will coordinate all VVTA project activities. All
communications between VVTA and the Contractor shall be coordinated through their
respective Project Managers.
1. The Contractor’s Project Manager shall be responsible for at least the
following:
a) Provide periodic updates to the work plan and schedules. Changes to
the work plan and schedules that exceed 10% of the baseline require
written approval by VVTA.
b) Submit status reports detailing progress toward fulfilling objectives in
the work plan and its project schedule, and highlighting items on the
critical path. Status reports shall also include the status of risk
mitigation efforts.
c) Coordinate project resources and work so those milestones are met in
an efficient manner. Tasks will be laid out to minimize implementation
time and cost while taking into consideration resource and time
constraints such as VVTA staff availability. The Contractor and VVTA
project manager will ensure that individuals performing tasks have
appropriate skill levels and credentials.
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d) Coordinate all required deliverables, installation and configuration of
software and hardware, documentation and training as described
herein.
e) Participate in weekly project meetings (possibly via conference call, if
needed)
2. VVTA requires the following deliverables from the Contractor in order to
monitor progress and ensure compliance:
a) Detailed Work Plan (due ten days after Notice to Proceed.) The Work
Plan shall detail the work effort of the deliverable(s) in hours or days
(based on one person working on the activity full-time.)
b) Staffing Plan (due seven days after Notice to Proceed.)
c) Monthly Progress Report.
3. The Contractor shall prepare progress reports as follows:
a) Bi-monthly reports due within five (5) working days of the end of the
preceding week during the kickoff and design phases of the project.
b) Weekly status reports for the remainder of the project, due within two
(2) working days of the end of each week.
4. The progress report shall include the following items:
a) An updated project schedule with explanations of any deviations from
the planned delivery schedule. The explanation shall include the
anticipated impact of any delays and a plan for returning to the target
schedule. All delays shall be factored into the project schedule as
soon as the Contractor’s Project Manager is aware of them. In
addition, all changes to the schedule since the last progress report
shall be identified.
b) An updated list of all correspondence transmitted and received.
c) An updated documentation schedule, highlighting the documents to be
transmitted for review during the next reporting periods.
d) An Action Item Data Base (or spreadsheet?) shall be established and
maintained to support closure of action items in a timely manner. Open
action items shall be discussed weekly with VVTA. An updated list of
Contractor and VVTA action items with status and required resolution
dates shall be included as part of each progress report.
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e) A summary of pending and upcoming Contractor and VVTA activities
during the next two reporting periods along with required completion
dates.
f) The status of unresolved contract questions and change requests.
I. TRAINING
The Contractor shall provide all training of VVTA staff and VVTA Direct Access staff
required for successful implementation and operation of the system. The length of sessions
proposed per training type shall be adequate to cover the required material in sufficient
depth for the trainees to perform their responsibilities on the Contractor’s system. VVTA’s
training philosophy is a “train-the-trainer” concept with a maximum utilization of Contractor
generated course materials.
The Contractor shall provide a list of the types of training required, recommended courses,
content, length, and proposed schedule as part for their response. Courses needed to
address the following staff positions. These positions include but are not limited to:
1. Customer Service Representatives and Supervisors
2. Routers/Schedulers
3. Dispatchers
4. I.T.
5. Administrative Staff
6. Management
The Contractor shall maximize its use of existing Computer Based Training courseware and
MS PowerPoint to accommodate training. For each type of training, Contractor shall provide
a Student Training Manual for each trainee (in both hard-copy and electronic format) and an
Instructor Training Manual (in both hard-copy and electronic format) for use in providing
equivalent training sessions in the future.
The contractor shall video record all sessions and provide copies to VVTA.
VVTA and Veolia will provide classroom space at their facility.
Instructors
The principal instructors provided by the Contractor shall have had previous formal
classroom instructor training and relevant experience with the system. The
instructors shall demonstrate a thorough knowledge of the material covered in the
courses, including interfaces to neighboring (connected) subsystems, as applicable,
and familiarity with the training manuals, system documentation tools, and training
aids used in the courses. When prerecorded lectures or other video presentations
are part of a training course, the lecturer or a qualified substitute instructor shall be
present to supplement and answer questions and discuss on the recorded material.
A qualified instructor shall be present in person for training on all specific system
elements. VVTA has the right to review and approve all instructors. Should an

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ATTACHMENT A – SCOPE OF WORK
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ATTACHMENT A – SCOPE OF WORK
instructor prove unsatisfactory to VVTA, the Contractor shall provide a suitable
replacement.
Manuals and Instructional Aids
The Contractor shall prepare training manuals and submit them to VVTA for review
prior to the start of classroom instruction. The training manuals shall be prepared
specifically for use as training aids. Principal documents used for training shall be
tailored to reflect all system hardware, software, and user requirements.
Upon completion of each course, instructor’s manuals, training manuals, and training
aids shall become property of VVTA, and Contractor will assign copyrights to VVTA.
As part of the delivered system documentation and the final documentation, the
Contractor shall supply VVTA with all changes and revisions to the training manuals
and other training documentation. VVTA shall have the right to copy all training
manuals and aids for use in VVTA training courses. The Contractor shall furnish for
use during training courses all special tools; equipment, training aids, and any other
materials required to train course participants. The number of special tools and other
training equipment shall be adequate for the number of participants attending the
course.
J. DELIVERABLES
The Contractor shall develop the following key deliverables; however, other interim
deliverables may be created during the process.
Deliverable 1: System Implementation Design
The Contractor shall prepare and submit the System Design and Implementation
Plan to the Project Manager for approval prior to any installation. The plan should
include at the least the following components:
a) Project Plan and schedule;
b) System Architecture for production and test environments, including
telephony components;
c) Spoken Menu Structure;
d) Based Configuration of Administrative tools and default parameters;
e) Data import and export design including integration plan and design;
f) Test and Training Plans;
g) Installation and Production Deployment Plan;
Deliverable 2: System Installation
The Contractor, with VVTA assistance, shall install the test system and contracted
software meeting VVTA’s requirements for security and stability. VVTA will
implement monitoring, backup, and security software to support and maintain the
system.
ATTACHMENT A – SCOPE OF WORK
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ATTACHMENT A – SCOPE OF WORK
Deliverable 3: Base/Test System Configuration and Data Population
The Contractor, with VVTA collaboration, shall configure the test system to include:
a) At least two, single mode, fully-populated transit data sets
b) Fully layered, structured voice menus
c) All required speech data to support required functionality
d) All required system data to support required functionality
e) Telephony connections for at least twenty phone lines
f) Administrator accounts, access and permission setups
Deliverable 4: Test Execution
Testing shall be performed according to the Test Plan and shall consist of, but is not
limited to the following areas:
a) Integration Test to validate transit data import and export requirements.
b) Interface Test (Administrative Users) to verify administrative functions
c) User Test (Customer Perspective, including customers with disabilities) to
verify ease-of-use
d) Operations Test to validate backup, recovery and failure recovery procedures
e) Data analysis/procedures to demonstrate successful operations of all
functionality over time.
The Contractor shall administer QA/Testing and document results to ensure that all
system components and procedures work properly.
Deliverable 5: Production Deployment
The implementation shall consist of connecting the fully functional system to the
public phone lines and performing pre-test on the customer interface to ensure
proper operations.
Deliverable 6: Documentation
The Contractor shall provide VVTA with documentation necessary to effectively fulfill
all of the system roles (IVR administration, operations and maintenance, etc.).
Documentation includes, but is not limited to:
ATTACHMENT A – SCOPE OF WORK
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ATTACHMENT A – SCOPE OF WORK
a) All project documentation (plans, status, design, architecture, etc.)
b) All build instructions
c) User Administrator documentation
d) Technical support documentation (Maintenance Plans, Update Plans, etc.)
e) Examples and samples
Deliverable 7: Training
The Contractor shall train the VVTA administrators to enable them to fully manage
and maintain the IVR System.
Deliverable 8: Production Acceptance
Production Acceptance shall be performed with all components and subsystems
completely functional, operational, online, and in service. VVTA will monitor to
ensure appropriate functioning of the IVR System from an administrative and
customer standpoint. Contractor shall provide system reliability and usability metrics
showing the performance. During Acceptance, Contractor shall provide support in
accordance with the warranty.
K. DOCUMENTATION
Complete system documentation shall be submitted for VVTA approval. Documentation shall
at least meet the Contractor’s documentation standard evidenced in their response. A unique
Contractor document number and system name shall identify each document. When a
document is revised for any reason, a number, date, and subject in a revision block along
with an indication of official approval by the Contractor’s Project Manager shall indicate each
such revision.
The Contractor shall provide a document index identifying all documents to be provided with
the system. This includes all documents supplied with original equipment manufacturer
(OEM) hardware/software and the Contractor’s own documents. The index shall describe
each document and the document’s purpose, to help the user locate the appropriate
document in the set of all system documentation.
VVTA shall receive all draft system documents prior to the start of testing unless directed
otherwise. Contractor-supplied documentation shall be provided in an electronic PDF file
format.
Final documentation shall be easily reproducible by VVTA and VVTA shall have the right to
reproduce any documents supplied under this contract for its own needs. With respect to
records claimed by the Contractor to be proprietary or confidential, VVTA will use good faith
efforts to maintain the confidentiality of the records in accordance with the provisions of the
California Public Records Act.
ATTACHMENT A – SCOPE OF WORK
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ATTACHMENT A – SCOPE OF WORK
1. Document Review and Approval Rights
To ensure that the proposed project conforms to the specific provisions and general
intent of the Functional Specification the Contractor shall submit all documentation to
VVTA for review and approval prior to finalizing the documents.
VVTA shall have the right to require the Contractor to make any necessary
documentation changes at no additional cost to VVTA to achieve conformance with
the specification. Any purchasing, manufacturing, or programming implementation
initiated prior to VVTA’s written approval of the relevant documents shall be
performed at the Contractor’s risk. Review and approval by VVTA shall not relieve
the Contractor of its overall responsibilities to satisfy system functions and features
in accordance with the specification.
2. Original Equipment Manufacture Document Review
Documentation of standard, third party hardware and software (if applicable) shall be
furnished for VVTA review. VVTA reserves the right to determine whether the
documentation accurately and completely describes all features and options of the
hardware and software that pertain to the system.
3. Contractor and Third Party Document Review
The Contractor’s and third party hardware and software may need, if applicable, to
be customized to fully conform to the requirements contained within this document.
VVTA shall have, in addition to the approval rights described above, full approval
over the portions of the relevant document’s content and format pertaining to the
modified or custom hardware, software, and firmware.
4. System Documentation
System documents are those that describe the system hardware and software in
technical detail. System administrators, site administrators and maintenance staff will
use system documents to administer and modify the system, replace and upgrade
hardware/software, and to identify and solve problems.
5. Configuration Control of Software, Hardware, Documents, and Training
The Contractor shall develop and maintain three (3) inventory lists. The following
inventory lists provide examples of the type of information required.
i. An inventory of all software and firmware, including product, version,
purpose, and installed location.
ii. An inventory of all hardware, and installed location (if applicable).
iii. An inventory of all-training material and classes presented. This shall
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ATTACHMENT A – SCOPE OF WORK
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VVTA RFP 2015-02 Page 15 of 34 Rev 01/2015
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These shall be maintained and kept current by the Contractor until final acceptance
of the system and copies shall be provided.
6. Standard Software/Hardware
Installation, user and reference documentation for standard software/hardware shall
be provided for VVTA review and approval in accordance with the requirements
defined herein. Standard software/hardware is defined as commercial off-the-shelf
products that fully satisfy the requirements of the Request for Proposal without the
need for modification.
7. Program Source Code
VVTA must be assured that its investment will be protected in the event that the
Contractor becomes unwilling or unable to support it. VVTA is willing to negotiate
non-disclosure, escrow or other agreements between the Contractor and VVTA.
Details of hardware and software designs shall be fully disclosed to VVTA. If
Contractor is unwilling to fully disclose software designs, Contractor may negotiate
placing such designs in escrow. Nothing contained herein shall require Contractor to
place in escrow designs for commercially available off-the-shelf (“COTS”) software
that are not normally made available to Contractor by the supplier thereof.
The Contractor shall provide VVTA with a machine-readable copy of all source code,
and build support files for all components of the system. This includes code and help
source files, “make”, batch and project files, libraries, and other compile/link
components. The Contractor shall also document the environmental (i.e., hardware
and software) variables within which the code is run. Contractor shall provide
updates for source files as program updates are released during the initial and
subsequent warranty and technical support periods.
8. Software Ownership and Rights in Technical Data
VVTA specific application software specifically and exclusively designed for the
VVTA system shall be the property of VVTA, and shall be delivered together with
source code, associated hardware and all applicable documentation. To protect the
interest of VVTA the source code will be held in escrow through the completion of
the contract.
VVTA shall have the right to modify the VVTA-specific application software, however
modification shall void any remaining warranty or liability associated with the
software modified. Any liabilities for software not modified shall not be void.
Contractor shall present a list of all VVTA-specific application software for review
and approval by VVTA at the System Design Review.
In no event shall the Contractor patent, copyright, or assume any other such
ownership rights with respect to VVTA-specific application software. Without limiting
the generality of the foregoing, the Contractor shall retain all rights to proprietary
ATTACHMENT A – SCOPE OF WORK
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VVTA RFP 2015-02 Page 16 of 34 Rev 01/2015
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information held by the Contractor prior to execution of the Agreement and
subsequently used by the Contractor in the performance of the work under this RFP.
Proprietary information include “trade secrets” as defined in 18 U.S.C. §1839 as well
as all intellectual property for which the Contractor holds a current patent or
copyright recognized under United States law.
The Contractor shall grant to VVTA a non-transferable, non-exclusive, royalty-free
right to use for the operation and maintenance of the system only.
a. The inventions claimed in any patents owned by the Contractor or licensed
for the Contractor’s use.
b. Any copyrighted works it owns or is licensed to use, for the lives of such
patents, licenses or copyrights.
c. That the Contractor also grants to VVTA the right to use any trade secret or
other such proprietary right royalty-free to the extent that such trade secret or
right is incorporated in any work performed under this contract.
The above provisions will bind subcontractors of the Contractor to the same extent
as they bind the Contractor; however, the above provisions shall not be applicable to
the acquisition of commercially available, off-the-shelf software for the work
performed under this Agreement.
9. Database Design
As part of the System Design document, Contractor shall provide database design
documentation that completely describes both the logical and physical structure of
the VVTA system database. The documentation shall define and describe the
individual elements (file, tables, records and fields) and the relationships among
them. Detail shall also include a detailed data dictionary. Any portions of the
database developed or modified specifically for VVTA’s system shall be identified.
Note that this requirement is for complete and thorough description of the physical
and logical database schema. This will permit VVTA to develop and maintain
interfaces between the system database and other applications, and will facilitate the
development of complex custom reports and interfaces to other systems.
L. NOTICE OF COMPLETION
When the Final Acceptance Test has been satisfactorily completed; VVTA shall issue a
Letter of Completion to the Contractor indicating the date of such completion. The
Contractor shall record the Notice of Completion upon receipt of the VVTA completion letter.
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VVTA RFP 2015-02: Demand Response Dispatching Software

  • 1.         VICTOR VALLEY TRANSIT VVTA Representing the communities of Apple Valley, Adelanto, Hesperia, Victorville and San Bernardino County           Request for Proposal     DEMAND-RESPONSE DISPATCHING SOFTWARE     RFP # 2015-02     January 20, 2015             PROPOSALS MUST BE RECEIVED NO LATER THAN 3:00 P.M., HESPERIA LOCAL TIME Thursday, March 12, 2015 17150 Smoketree Street Hesperia, CA 92345                          
  • 2. VVTA RFP 2015-02 Page 2 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   NOTICE INVITING BIDS 1. Purpose of the Procurement and Period of Performance Victor Valley Transit Authority (VVTA) is seeking contractors to upgrade and deploy new ITS technology that must provide route and vehicle information in real-time via web interface. The primary purpose is to facilitate daily demand-response service with reporting capabilities. The Vehicle Tracking System shall include hardware/software components to be installed in up to 51 Demand Response and 6 Shuttle/Flex Route vehicles. 2. Proposal Due Date and Submittal Requirements Proposals must be received by 3:00 PM Pacific Standard Time (PST) on Thursday, March 12, 2015. 2.1. Sealed Proposals shall be delivered to the Contract Administrator at the following address: Victor Valley Transit Authority Attn: Christine Plasting, CPPB, Senior Procurement Specialist 17150 Smoketree Street Hesperia, CA 92335-8305 (760) 948-4021 x 152 (760)948-1380 fax cplasting@vvta.org 2.2. Envelopes or boxes containing Proposals shall be sealed and clearly labeled with VVTA’s Bid number and the solicitation title: VVTA RFP 15-02: DEMAND-RESPONSE DISPATCHING SOFTWARE. The Pricing Form shall be in a separate sealed envelope clearly marked “Pricing Form.” 2.3. Proposers are requested to submit to VVTA (1) one hard copy of the proposal marked “Original,” (3) three additional printed copies, each marked “Copy.” A Proposal is deemed to be late if it is received by VVTA after the deadline stated above. Proposals received after the submission deadline shall be returned, unopened to the Proposer. It is the Proposer’s sole responsibility to ensure that the Proposals are received by the date and time stated above. 3. Validity of Proposals. Proposals and subsequent offers shall be valid for a period of (120) one hundred and twenty days. An award may be made without further discussion. VVTA reserves the right to withdraw or cancel this RFP at any time without prior notice and VVTA makes no presentation that any contract will be awarded to a proposer responding to this RFP 4. Questions There will not be a Pre-Proposal Meeting for this solicitation, however, the deadline for questions is 5:00 PM (PST), Friday, February 27, 2015. Prospective Bidders are requested to submit written questions to the Contract administrator, identified above. Responses shall be shared with all prospective bidders by written addenda only. The successful Proposer will be required to comply with all applicable Equal Opportunity Laws and Regulations. Signed and Dated for Posting ______________________________________________________________________________ Debi Lorrah, Clerk of the Board
  • 3. VVTA RFP 2015-02 Page 3 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   TABLE OF CONTENTS INSTRUCTIONS TO PROPOSERS…………………………………………………………… 4 A. TIMELINE ……….…………………………………………………………………………… 4 B. INTRODUCTION…………………………….……………………………………………… 4 C. BACKGROUND ………………………….……………………..…………………………… 5 D. BRIEF SUMMARY OF PROJECT AND SERVICES DESCRIPTION…..……...……… 5 E. MARTERIALS FURNISHED BY VVTA ………………………………………………….. 6 F. PRE-SUBMITTAL ACTIVITIES……………………………………………………………. 6 G. CONTRACT TYPE…...……………………………………………………………………… 7 H. PERIOD OF PERFORMANCE….…………………………………………………………. 7 I. EXAMINATION OF DOCUMENTS………………………………………………………… 8 J. REQUEST FOR CLARIFICATION/ APPROVED EQUALS ……….……………………. 8 K. DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION ..………………...… 8 L. VENDOR CONTACT……… ……..………………………………………………………… 10 M. OBTAINING PROPOSAL DOCUMENT………………………………………..……….… 11 N. INFORMED PROPOSER …………………………………………………………………… 11 O. CONFLICT OF INTEREST …..….…………………………………………………………. 11 P. PRE-CONTRACTUAL EXPENSES …………..……………………………………..…… 11 Q. JOINT PROPOSALS ……………………………………….………………………………. 12 R. TAXES……………………………………………....……………..…………………………. 12 S. SUBCONTRACTORS AND ASSIGNMENTS..…………………………………………… 12 T. SINGLE PROPOSAL PROCEDURE …………………………………………………..... 13 U. CANCELLATION OF PROCUREMENT………………….…………..…………………. 14 V. AVAILABILITY OF FUNDS ………………………….……………………………………. 14 W. VVTA’S RIGHTS …………....…………………………………………….…………….…. 14 X. CODE OF CONDUCT ………..…. …………………………………………….…………. 15 Y. ADDENDA ………………………………………..…………………………………………. 15 Z. WRITTEN QUESTIONS / CLARIFICATIONS……………..…………………………….. 15 AA. PROPOSAL INSTRUCTIONS …………………………………………………………… 15 BB. ACCEPTANCE OF PROPOSALS……………………………………………………...... 21 CC. PUBLIC RECORDS……………………………………………………………………….. 22 DD. EVALUATION CRITERIA………………………………………………………………... 22 EE. CONSULTANT SELECTION……………………………………………………………... 23 FF. NEGOTIATIONS AND AWARD…………………………………………………….…… 25 GG. AGREEMENT WITH FTA PROVISIONS………………………………………………. 25 HH. INCORPORATIONS OF ATTACHMENTS AND EXHIBITS………………………….. 25 ATTACHMENT A – SCOPE OF WORK ATTACHMENT B – REGULATORY REQUIREMENTS ATTACHMENT C – SAMPLE CONTRACT ATTACHMENT D – INSURANCE REQUIREMENTS ATTACHMENT E – PROTEST POLICY ATTACHMENT F – SUBMISSION OF FORMS ATTACHMENT G - REQUEST FOR PRE-OFFER CHANGE OR APPROVED EQUALS ATTACHMENT H – FORM FOR PROPOSAL DEVIATION ATTACHMENT I - ACKNOWLEDGEMENT OF ADDENDA ATTACHMENT J – LIST OF SUBCONTRACTORS
  • 4. VVTA RFP 2015-02 Page 4 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   I. INSTRUCTIONS TO PROPOSERS A. PROPOSAL TIMELINE     Date of RFP: January 20, 2015 Agency: VICTOR VALLEY TRANSIT AUTHORITY Address of Agency: 17150 SMOKETREE ST., HESPERIA, CA 92345-8305 Contracting Officer: Christine Plasting, CPPB, Senior Procurement Specialist Telephone No: (760) 948-4021, Ext. 152 FAX No: (760) 948-1380 Email Address: cplasting@vvta.org   Pre-proposal Conference (Non –Mandatory)   Not for this solicitation Last Day for Questions   5:00 p.m. PST, Friday, February 27, 2015 Addenda and Answers to questions   2:00 p.m. PST, Thursday, March 5, 2015   Proposals Due Date   3:00 p.m. PST. Thursday, March 12, 2015   Tentative Date for Interviews   8:00 am – 5:00 pm, Wednesday, March 25, 2015   Anticipated Award Date   April 20, 2015   Contract Type Standard   Number of Contracts One     B. INTRODUCTION Victor Valley Transit Authority (VVTA) is seeking contractors to upgrade and deploy new ITS technology that must provide route and vehicle information in real-time via web interface. The primary purpose is to facilitate daily demand-response service with reporting capabilities. The Vehicle Tracking System shall include hardware/software components to be installed in up to 51 (fifty-one) Demand Response and 6 (six) Shuttle/Flex Route vehicles.   This Request for Proposal (RFP) describes the Project, the required Scope of Services, the Contractor selection process and the minimum information that must
  • 5. VVTA RFP 2015-02 Page 5 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   be included in the Proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification.   The contract, if awarded, will be awarded without consideration of race, religion, color, age, sex, or national origin.   C. BACKGROUND   VVTA is a Joint Powers Authority that provides public transit bus service for the communities of Adelanto, Apple Valley, Hesperia, Victorville, Phelan, Wrightwood, Pinon Hills, Helendale Board of Directors with a city councilmember and county supervisor representative from each entity: City of Adelanto, Town of Apple Valley, City of Hesperia, City of Victorville and the County of San Bernardino, 1st and 2nd Districts. For information about VVTA and the services provided, feel free to visit VVTA’s website at http://www.VVTA.org.   The Victor Valley is located approximately 90 miles northeast of Los Angeles and 45 miles north of the San Bernardino valley. Over the past several decades, the Victor Valley has seen exponential growth, as families sought affordable housing within driving range of the employment markets in the greater Los Angeles basin. The Victor Valley is also a popular retirement area because of a large number of over 55 gated communities and affordable housing. VVTA Fixed Route buses provide over 1.3 million rides per year. VVTA provides approximately 150,000 rides per year for ADA passengers. There are a large number of late cancelations that cost VVTA over $200,000 per year. It is hoped that the proposed Demand- Response Dispatching Software system can reduce those losses by as much as 50%   D. BRIEF SUMMARY OF PROJECT AND SERVICES DESCRIPTION   1. General. VVTA, is seeking Proposals from qualified Firms to develop, implement and maintain an Demand-Response Dispatching Software system for our ADA Paratransit riders and Fixed Route passenger route information, which will be installed at VVTA offices located at 17150 Smoketree Street, Hesperia, California, 92345. The services will include general management, ongoing support and coordination of the system to ensure proper implementation of new technologies, as well as System troubleshooting.   2. Services. As more fully detailed in Attachment A: Scope of Services, VVTA is seeking to contract for system development services that will include, but not be limited to, the following: system administration, system design, development, testing, implementation, managing and configuring the system to be
  • 6. VVTA RFP 2015-02 Page 6 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   compatible with VVTA’s network (if needed) and users, troubleshooting hardware/software, database servers (if proposed), integration of certain data fields and reports into Third party databases and software (the regional rideshare database under development and TransTrack system, optional tasks). Periodic on‐site visits to VVTA, as required, for installation or upgrading of equipment, training and special projects. Activities include not only development, testing and implementation, but also post implementation activities will include ongoing maintenance and program enhancements during the contract term. The proposed System must be available on a 24/7 basis during 99.9% of the time. E. MATERIALS FURNISHED BY VVTA All software, data, reports, surveys, drawings, and other documents furnished to the Consultant by VVTA for the Consultant's use in the performance of services shall be made available for use in performing the assignment and shall remain the sole property of VVTA. All such materials shall be returned to VVTA upon completion of services, termination of the Contract, or other such time as VVTA may determine. F. PRE-SUBMITTAL ACTIVITIES 1. General. Proposers are cautioned not to discuss this RFP with any official, VVTA Board Member, or VVTA employee, or VVTA’s operations’ contractor (Veolia/ Transdev), other than the staff identified herein. Neither Proposers, nor anyone representing the Proposer, are to discuss this RFP with any VVTA-engaged consultant or contractor for assistance in preparing a response to the RFP. Violation of this prohibition may result in disqualification of the Proposer. 2. Questions Concerning this RFP All questions relating to the RFP must be received in writing via mail, e-mail (preferred), or hand-delivery, by no later than 5:00 p.m. Hesperia local time, on Friday, February 13, 2015, and addressed to the sole point of contact for this RFP process: Subject: RFP #2015-02 Written Questions VVTA Attn: Christine Plasting, CPPB, Senior Procurement Specialist 17150 Smoketree Street, Hesperia, CA, 92345 E-mail: cplasting@vvta.org VVTA will not entertain nor respond to questions via the phone. Responses to all questions received by the above format and deadline will be e-mailed to those firms who submit their interest to propose, identified in Section
  • 7. VVTA RFP 2015-02 Page 7 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   F.3., below.   3. Intent to Propose. All firms intending to submit a Proposal, whether they ultimately submit or not, must notify VVTA of their intent to propose. By complying with this VVTA requirement, VVTA will ensure that all interested firms are added to the VVTA list for future notifications of any addendums or changes to the RFP and Scope of Services. The Intent to Propose notification must be received by VVTA in writing via e-mail only, by no later than 5:00 p.m. Hesperia local time on Friday, February 13, 2015 , and addressed to:   Subject: RFP #2015-02 Intent to Propose VVTA Attn: Christine Plasting, CPPB, Senior Procurement Specialist 17150 Smoketree Street, Hesperia, CA, 92345-8305 Email: cplasting@vvta.org   4. Pre-Proposal Meeting. There will NOT BE a Pre-Proposal Meeting in conjunction with this RFP.   5. Revision to this RFP. VVTA reserves the right to revise the RFP prior to the date that Proposals are due. Revisions to the RFP shall be e-mailed as Addenda to those that comply with Section F.3., above. If you intend to propose and do not comply with Section F.3., above, then you will not be directly notified of possible Addenda to the RFP or other important notices regarding this RFP process from VVTA. Prospective Proposers are encouraged to promptly notify VVTA (via the contact in Section F.2., above) of any apparent major inconsistencies, problems or ambiguities in the Scope of Services and/or RFP. G. CONTRACT TYPE   A Time and Materials Contract, with a not-to-exceed amount, if awarded, will be issued for the Project. Rates will be fixed for the term of this Contract. Any services provided by the Consultant, which are not specifically covered by the Contract, will not be reimbursed. For detailed contractual terms and conditions, refer to Attachment C, VVTA’s Standard Services.   H. PERIOD OF PERFORMANCE The period of performance will initially be established for approximately (120) days, until a negotiated time line for implementation is approved by VVTA.
  • 8. VVTA RFP 2015-02 Page 8 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   I. EXAMINATION OF DOCUMENTS By submitting a proposal, the Proposer represents that it has thoroughly examined and become familiar with the work required and the documents included under the RFP. J. REQUEST FOR CLARIFICATION / APPROVED EQUALS 1. Whenever any material, product or service is specified or indicated in the contract documents by brand name, trade, patent, or proprietary name or by the name of the manufacturer, the item so specified or indicated shall be deemed to be followed by the words, “Or Equal.” 2. At any time during this procurement up to the time specified in the “Proposal Schedule” (Section A), proposers may request, in writing, a clarification or interpretation of any aspect, or a change to any requirement of the RFP or any addendum to the RFP. Requests may include suggested substitutes for specified items and for any brand names. Whenever a brand name is used in this solicitation it shall mean the brand name or “approved equal.” Such written requests shall be made to the Contracting Officer and may be transmitted by facsimile or via email. The Proposer making the request shall be responsible for its proper delivery to VVTA per “Contracting Officer” (Section A) on the form provided in “Request for Pre-Offer Change or Approved Equal.” VVTA will not respond to oral requests. Any request for a change to any requirement of the Contract Documents must be fully supported with technical data, test results, or other pertinent information evidencing that the exception will result in a condition equal to or better than that required by the RFP, without substantial increase in cost or time requirements. Any responses to such written request shall be provided by VVTA in the form of addendum only. Only written responses provided as addendum shall be official and all other forms of communication with any officer, employee or agent of VVTA shall not be binding on VVTA. 3. VVTA, at its sole discretion, shall determine whether the substantiating data demonstrates that an “approved equal” item(s) is equivalent in all respects to the item specified in the contract documents. K. VVTA’S ANNUAL ANTICIPATED DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION LEVEL (AADPL) AND DISCRIMINATION POLICY APPLICABLE TO FEDERALLY FUNDED PROCUREMENTS   1. Proposers are advised that, as required by federal law, VVTA has established an Annual Anticipated DBE Participation Level (AADPL) and it is required to report on Underutilized Disadvantaged Enterprise (UDBE) and Disadvantaged Business Enterprise (DBE) participation for all federal-aid contracts each year so that attainment efforts may be evaluated.
  • 9. VVTA RFP 2015-02 Page 9 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   The term ‘Disadvantaged Business Enterprise’ or ‘DBE’ means a for-profit small business concern as defined in Title 49, Part 26.5, and Code of Federal Regulations (C.F.R.). In this Section, the term ‘bidder’ also means ‘Proposer’ or ‘Offeror.’ The term ‘Small Business’ or ‘SB’ is as defined in 49 C.F.R. 26.65 and is synonymous with a DBE firm.   2. This Agreement will be funded in whole or in part by the United States Department of Transportation funding and will be subject to the following requirements:   X Federal Transit Administration (FTA) Funding Will Be Used - Additional UDBE/DBE requirements related to this procurement are set forth in detail in the Standard Federal Provisions (FTA). Refer to Exhibit B of the Standard Services Agreement.   X VVTA has not established a FTA DBE goal for this RFP; however, Proposers are encouraged to obtain DBE participation.   The FTA DBE Contract Specific Goal for this RFP is to be met using minority-neutral means. No good Faith Effort (GFE) documentation is required.   3. DBEs and other small businesses are strongly encouraged to participate in the performance of agreements financed in whole or in part with federal funds (see 49 C.F.R. 26, “Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs”). The Proposer should ensure that DBEs and other SBEs have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The Proposer shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts. Proposers also are encouraged to use services offered by financial institutions owned and controlled by DBEs.   4. It is VVTA’s practice to provide disadvantaged, minority, and women- owned business enterprises, as defined in Part 26, Title 49 C.F.R., an equitable opportunity to participate in all Contracting opportunities. VVTA’s agreements with FTA regarding its DBE programs, which include minority and women-owned business enterprises, are designed to administer Contracts, Contractor selection, and all related procurement activities without regard to race, color, religion, disability, political beliefs, age, national origin, gender, veteran status, or cultural background. Accordingly,
  • 10. VVTA RFP 2015-02 Page 10 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   no firm or individual shall be denied the opportunity to compete for VVTA Contracts by reasons so stated or implied.   5. VVTA requires all potential VVTA Contractors to comply with Title VI and Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act, the Age Discrimination in Employment Act, and the California Fair Employment and Housing Act, as amended, and all other applicable discrimination laws. VVTA will not tolerate illegal discrimination or harassment by its Contractors.   6. VVTA is participating as a Non-Certifying Member in the California Unified Certification Program (CUCP). Therefore, VVTA will accept DBE certification from the certifying member agencies, which certify eligibility of DBEs in accordance with 49 C.F.R., Part 26, under the CA CUCP. Listings of certifying member agencies is available in the Department of Transit, Civil Rights, Business Enterprise Program website at: www.dot.ca.gov/hq/bep.   7. T he CUCP database includes the DBEs certified from all certifying agencies participating in the CUCP. If you are looking for a certified DBE firm or want to be sure the firm you plan to subcontract with is certified, you may perform a query in the CUCP database by going to the Caltrans website at: http://www.dot.ca.gov/hq/bep/find_certified.htm. If you believe a firm is certified that cannot be located on the database, contact the Caltrans Office of Civil Rights Certification Unit at 916.324.8347 for assistance.   8. If you do not have access to the Internet, contact VVTA at 760.948.4710.   9. It is the Proposer’s responsibility to verify that the DBE firm is certified as a DBE at date of Proposal submittal. For a list of DBEs certified by the California Unified Certification Program, go to: www.dot.ca.gov/hq/bep/find_certified.htm. L. VENDOR CONTACT 1. All correspondence, communication and/or contact with regard to any aspect of this solicitation is authorized only with the designated Contracting Officer identified in “A. Proposal Schedule” above, or their designated representative. Proposers and their representatives shall not make any contact with or communicate with any employees of VVTA, or its directors and consultants, other than the Contracting Officer in regard to any aspect of this solicitation or offers. Ex parte’ communications with members of VVTA’s Board of Directors or any person responsible for awarding a contract, including the Contracting Officer is prohibited under California Public Contract Code Section 20216. All communications shall be in writing and will
  • 11. VVTA RFP 2015-02 Page 11 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   be made public. 2. If it should appear to a prospective Proposer that the performance of the Work under the contract, or any of the matters relating thereto, is not sufficiently described or explained in the RFP or Contract Documents, or that any conflict or discrepancy exists between different parts thereof or with any federal, state, local or Agency law, ordinance, rule, regulation, or other standard or requirement, then the Proposer shall submit a written request for clarification to VVTA within the time period specified above. M. OBTAINING PROPOSAL DOCUMENT Proposal documents may be obtained from Victor Valley Transit Authority, in person at 17150 Smoketree Street, Hesperia, CA 92345-8305 or electronically at www.vvta.org. Documents are also available via email request to cplasting@vvta.org. Proposals requested by courier or via USPS mail shall be packaged and sent only at the Proposers’ expense. N. INFORMED PROPOSER   Proposers shall review the Scope of Services (identified herein as Attachment A) and the Standard Services Agreement (identified herein as Attachment C), for a complete understanding of the terms and conditions included herein. Proposers are expected to be fully aware of the conditions, requirements, and Scope of Services before submitting any Proposal. Failure to do so will be at the Proposer’s own risk. By submitting a Proposal, the Proposer represents that it is capable of performing quality work to achieve VVTA’s objectives identified in this RFP.   O. CONFLICT OF INTEREST   Any person or firm that has assisted VVTA in preparing any aspect of this RFP or any cost estimate associated with this procurement is prohibited from submitting a Proposal in response to this RFP. Firms that received assistance from any such person or entity, or who will use the services of such person or entity in performing the services will be disqualified. The determination of a conflict of interest, direct or incidental, shall be at the sole discretion of VVTA. P. PRE-CONTRACTUAL EXPENSES 1. VVTA will not be liable for any pre-contractual expenses incurred by any Proposer in preparation of its proposal. Proposer shall not include any such expenses as part of their proposal. 2. Pre-contractual expenses are defined as expenses incurred by the proposer in:
  • 12. VVTA RFP 2015-02 Page 12 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   a. Preparing a proposal in response to this RFP; b. Submitting that proposal to VVTA. c. Negotiating with VVTA any matter related to this proposal; and d. Any other expenses incurred by proposer prior to date of award, if any, of the Agreement. Q. JOINT PROPOSALS Where two or more firms desire to submit a single proposal in response to this RFP, they should do so on a prime-subcontractor basis rather than as a joint venture. R. TAXES Proposals are subject to State and Local sales taxes. However, VVTA is exempt from the payment of Federal Excise and Transportation Taxes. Firm is responsible for payment of all taxes for any goods, services, processes, and operations incidental to or involved in the contract. S. SUBCONTRACTORS AND ASSIGNMENTS 1. Pursuant to the provisions of the California Public Contract Code Section 4104 every proposer shall in the proposal set forth: a. The name and location of the place of business (address) of each subcontractor who will perform work or labor or render service to the proposer in or about the work in an amount in excess of one-half of one percent of the proposer’s total proposal; and b. The portion of the work that will be done by each subcontractor. The proposer shall list only one subcontractor for each portion of work as defined by the proposer in its proposal. c. The dollar amount of the work which will be done by each such subcontractor 2. Proposer shall complete form entitled “List of Subcontractors (Attachment J)” with the above requested information. 3. If the proposer fails to specify a subcontractor for any portion of the work to be performed under the contract in excess of one-half of one percent of the proposer’s total Proposal, or if the proposer specified more than one subcontractor for the same portion of the work to be performed under the
  • 13. VVTA RFP 2015-02 Page 13 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   contract in excess of one-half of one percent of the proposer’s total proposal, the proposer agrees to perform that portion. 4. The successful proposer shall not, without the express written consent of VVTA, either: 5. Substitute any person, firm, or corporation as subcontractor in place of the subcontractor designated in the original Proposal; or 6. Permit any subcontract to be assigned or transferred; or 7. Allow it to be performed by anyone other than the original subcontractor listed in the Proposal. 8. Each proposer shall set forth in its proposal the name and location of the place of business (address) of each subcontractor certified as a disadvantaged business enterprise who will perform work or labor or render service to the prime contractor in connection with the performance of the contract. 9. Proposer shall not assign any interest it may have in any Agreement/Contract with VVTA, nor shall proposer assign any portion of the work under any such Agreement with a value in excess of one-half of one percent of Agreement price to be sub-contracted to anyone other than these subcontractors listed in the “List of Subcontracts,” except by prior written consent of VVTA. VVTA’s consent to any assignment shall not be deemed to relieve proposer of its obligations to fully comply with its obligations under its Agreement with VVTA. Proposer with its own forces shall perform a minimum of ten percent (10%) (calculated as a percentage of the total cost of the project) of the work under this Agreement. Proposer shall also include in its subcontract agreements the provisions of its Agreement with VVTA including the stipulation that each subcontractor shall maintain adequate insurance coverage compatible to the insurance coverage required of the proposer. T. SINGLE PROPOSAL RESPONSE   If only one proposal is received in response to this RFP and it is found by VVTA to be acceptable, a detailed price/cost proposal may be requested of the single Proposer. A price or cost analysis, or both, possibly including an audit, may be performed by or for VVTA of the detailed price/cost proposal in order to determine if the price is fair and reasonable. The Proposer has agreed to such analysis by submitting a proposal in response to this RFP. A price analysis is an evaluation of a proposed price that does not involve an in-depth evaluation of all the separate cost elements and the profit factors that comprise a Proposer’s price proposal. It should be recognized that a price analysis through comparison to other similar procurements must be based on an established or competitive price of the elements used in the comparison. The comparison must be made to a purchase of similar quantity, involving similar specifications and in a similar time frame. Where a difference exists, a detailed analysis must be made of this difference and costs
  • 14. VVTA RFP 2015-02 Page 14 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   attached thereto. Where it is impossible to obtain a valid price analysis, it may be necessary to conduct a cost analysis of the proposed price. A cost analysis is a more detailed evaluation of the cost elements in the Proposer’s Offer to perform. It is conducted to form an opinion as to the degree to which the proposed costs represent what the Proposer’s performance should cost. A cost analysis is generally conducted to determine whether the Proposer is applying sound management in proposing the application of resources to the contracted effort and whether costs are allowable, allocable and reasonable. Any such analyses and the results therefrom shall not obligate VVTA to accept such a single proposal; and VVTA may reject such proposal at its sole discretion.   U. CANCELLATION OF PROCUREMENT   VVTA reserves the right to cancel the procurement, for any reason, at any time before the Contract is fully executed and approved on behalf of VVTA. V. AVAILABILITY OF FUNDS   This procurement is subject to the availability of funding. VVTA’s obligation hereunder is contingent upon the availability of appropriated funds from which payment for the contract purposes can be made. No legal liability on the part of VVTA for any payment shall arise until funds are made available to the Contracting Officer for this contract and until the Contracting Officer receives notice of such availability, by issuance of a written Notice to Proceed by the Contracting Officer. Any award of Contract hereunder is conditioned upon said availability of funds for the Contract. W. VVTA’S RIGHTS 1. Each Proposal will be received with the understand that acceptance by VVTA of the Proposal to provide services described herein shall constitute a contract between the proposer and VVTA which shall bind the Proposer on its part to furnish and deliver at the prices given and in accordance with conditions of said accepted Proposal and specifications. 2. VVTA reserves the right, in its sole discretion to: a. Accept or reject any and all Proposals, or any item or part thereof, or to waive any informalities or irregularities in Proposals. b. Withdraw or cancel this RFP at any time without prior notice. VVTA makes no representations that any contract will be awarded to any Proposer responding to this RFP. c. Issue a new RFP for the project.
  • 15. VVTA RFP 2015-02 Page 15 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   d. To postpone the Proposal opening for its own convenience. e. Investigate the qualifications of any Proposer, and/or require additional evidence or qualifications to perform the work. X. CODE OF CONDUCT Firm agrees to comply with VVTA’s Code of Conduct as it relates to Third-Party contracts which is hereby referenced by this reference and is incorporated herein. Firm agrees to include these requirements in all of its subcontracts.   Y. ADDENDA   Any changes to this RFP will be made by written Addenda and prospective Proposers will be contacted about any and all Addenda through the procedure in Section J above. VVTA will not be bound to any modifications to or deviations from the requirements set forth in this RFP, or any of its Addenda, as a result of any oral discussions and or instructions. Proposers shall acknowledge receipt of any Addenda in their Proposal using Attachment I.   Z. WRITTEN QUESTIONS/CLARIFICATIONS   All questions and or clarifications to this RFP, must be put in writing and must be received by VVTA via email, by no later than 5:00 p.m. Hesperia local time on Friday, February 27, 2015. Questions received after the date and time specified may or may not be responded to, within the sole discretion of VVTA. All questions/clarifications must be e-mailed to VVTA to the e-mail identified in V.B. above, and the e-mail Subject shall state: RFP #2013-05 Written Questions. VVTA is not responsible for failure to respond to questions that are not appropriately marked, or are not e-mailed to VVTA at the e-mail address in F.2.above, by the deadline identified above. VVTA’s responses to the questions received by the date and time identified herein, including VVTA’s answers will be e- mailed to the Prospective Proposer identified in Section V.C. above, and will also be posted on VVTA’s website at http://www.VVTA.org/bid.html.   AA. PROPOSAL INSTRUCTIONS   Proposals are due at or before 3:00 p.m., Hesperia local time on Thursday, March 12, 2015. Proposals shall be single sided with a minimum of 12 point font, at least 1.5 line spacing, and the page count shall not exceed fifty (50) pages. Excessive and redundant information regarding the proposing firm shall be viewed negatively. Proposer shall submit one (1) original hardcopy and six (6) hardcopies of the Proposal, AND one (1) PDF version on a CD or
  • 16. VVTA RFP 2015-02 Page 16 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   USB flash drive. Proposals submitted by facsimile (FAX) or e-mail are not acceptable and will not be considered. All Proposals are to be submitted in a sealed package, clearly marked with RFP number (RFP # 2013-05), RFP title (IVR for ADA Paratransit and Fixed Route Passengers), and with the company’s name and address. One of the hardcopies shall be marked as “Original” with original signatures and called out in the packet. Proposals are to be submitted to:   VVTA Senior Procurement Specialist 17150 Smoketree Street, Hesperia, CA, 92345   Proposals received after the date and time specified herein will not be accepted and will be returned to the firm unopened.   Proposers shall include the following information in their Proposals: 1. Cover Letter   a. A statement requesting VVTA to evaluate the submitted Proposal.   b. Identification of all proposed subcontractors including, a description of the work to be performed by the firm and each subcontractor proposed for the Project, and an estimate of the percentage of work to be performed by the firm and each subcontractor proposed.   c. A memorandum from a principal (who has contracting authority) from each subcontractor indicating the specific portion of services the subcontractor will be performing.   d. Indicate the location of the office from which the majority of the work will be performed.   e. Respond to the following question within the cover letter: Has your firm ever been terminated from a contract before the contractual expiration date? If the answer is yes, on a separate sheet of paper on Proposer’s letterhead, addressed to VVTA, describe for each termination: the contracting agency, date of termination, as well as the facts and circumstances in detail.   f. Acknowledgement of receipt of all Addenda, if any.   g. A signed statement by an officer of the prime firm attesting that all information in the Proposal is true and correct.   h. Name, title, address, e-mail address, and telephone number of the person to contact concerning the Proposal.  
  • 17. VVTA RFP 2015-02 Page 17 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   i. Signature of an authorized person within the prime firm who can bind the firm to the terms and conditions of the RFP.     j. That the Proposal shall remain valid for 120 days from the date of submission.   2. Proposal Content:   a. Table of Contents. A clear identification of the materials by section and page numbers.   b. Executive Summary. Include a not-to-exceed, one-page overview of the entire Proposal describing the important elements of the Proposal.   c. Qualifications, Related Experience and References. This section of the Proposal should establish the ability of the proposed firm and subcontractors (herein referred to as “Team”) to satisfactorily perform the required work by reasons of:   i. experience in performing work of the same or similar nature; ii. demonstrated experience of those directly involved in this Project, in working with similar projects at other public agencies iii. s t a f f i n g capability; iv. work load; v. a record of meeting schedules on similar projects; and vi. supportive client references.   More specifically, the Proposal shall provide the following to address the above points on Team’s ability:   vii. Provide a brief profile of the firm, including the types of services offered; the year founded; number of years the company has been in business, form of the organization (corporation, partnership, sole proprietorship); total number of offices and locations; and total employees.   viii. Address (es) of office(s) that will work on this Project, size and location of offices and number of employees at each location.   ix. P r o v i d e a general description of the firm's current financial condition; identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede ability to complete the Project.
  • 18. VVTA RFP 2015-02 Page 18 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE     x. A statement as to whether or not the Proposer has filed bankruptcy in the last ten (10) years and any other relevant information documenting the Proposer’s financial capability to complete this Project.   xi. Describe the firm's experience in performing work of a similar nature to what is being solicited in this RFP, and the participation in such work by the key personnel proposed for assignment to this Project. Provide five (5) samples of previous work designed and programmed by the Proposer of a similar nature and purpose. VVTA recommends that the samples be submitted as links to the individual project websites with an explanation of the Proposer’s and/or Team’s role in implementation. Samples of transit agency or other public agency websites are preferred, but any example of quality and user friendly site will be acceptable.   xii. Provide a minimum of three (3) references, preferably similar in scope, cost and nature to the Project proposed in this RFP and are three of the five samples identified above. Furnish the name, title, address, telephone number and e-mail address of the person(s) at the client organization who is most knowledgeable about the work performed, identify the time period of the assignment as well as dollar value of the contracts. References may also be supplied from other work not cited in this section as related experience.   d. Proposed Staffing and Project Organization. This section of the Proposal should establish the method that will be used to manage the Project as well as identify key personnel assigned. Specifically:   i. Provide education, experience and applicable professional credentials of Team and Project staff. ii. Clearly identify the assigned Project Manager for the Team, who will be the sole point of contact to VVTA for day-to-day operations.   iii. Furnish brief resumes (not more than two [2] pages each) for the proposed Project Manager and other key personnel.   iv. Key personnel.   o Identify key personnel proposed t o per f or m t h e wor k in t he specified tasks and include major areas of subcontract work. Include the person's name,
  • 19. VVTA RFP 2015-02 Page 19 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   current location, and proposed position for this Project, how long each has been with the firm and their availability for this Project.   o I d e n t i f y other major projects/assignment, and level of commitment to that assignment that each key personnel will or may be involved in, during the duration of the first year of this Contract. In this description, estimate the percentage of that key personnel’s time on each external assignment as compared to that key personnel’s overall work hours.   o I n c l u d e a statement that key personnel will be available to the extent proposed for the duration of the contract, acknowledging that no person designated as "key" to the Project shall be removed or replaced without the prior written concurrence of VVTA.   v. Include a Project organization chart that clearly delineates communication/reporting relationships among the Project staff, including subcontractors. All key personnel identified above, should be included I this chart.     e. Work Plan. This section of the Proposal shall provide a narrative that addresses the Scope of Services (as outlined in Attachment A) and demonstrates an u n d e r s t a n d i n g of the Project needs and requirements. Specifically:   i. Describe the approach and work plan for completing the tasks specified in the Scope of Services.   ii. Identify methods that will be used to ensure quality control as well as budget and schedule control for the Project.   iii. Identify proposed channels of communication with VVTA, subcontractors and any other stakeholders involved in this Project, and how they will be implemented to maintain the milestone schedule.   iv. Identify the timeline for implementation, based on VVTA requirements and include anticipated schedule for completion of work, including performance and delivery schedules indicating phases or segment of the project, milestones and significant events.   v. Identify any potential issues or problems that are likely to be encountered during this Project and how will they be addressed.
  • 20. VVTA RFP 2015-02 Page 20 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   vi. Include a statement of the extent to which the Proposers approach and Scope of Services will meet or exceed the stated objectives identified in this RFP. Furthermore, a discussion of how the Proposer would modify the project and/or schedule to better meet these objectives.   vii. Proposers are encouraged to propose enhancements or innovations to the Scope of Services (Attachment A) that do not materially deviate from the objectives or required content of the Project.   f. Appendices. Information considered pertinent to this RFP and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. However, firms are cautioned that this separate appendix does not constitute an invitation to submit large a m o u n t s o f e x t r a n e o u s m a t e r i a l s . Any a p p e n d i c e s s h o u l d b e relevant and brief and are to be included in the fifty (50) page proposal limits.   g. Price Proposal – Attachment F . Proposers shall complete all pricing forms in this RFP and include them in their Proposal (refer to Attachment F, P r i c e P r o p o s a l F o r m ). Proposers s h a l l c o m p l e t e a l l s e c t i o n s , including Year 1 Development and Implementation, Year 2 Maintenance, Year 3 Maintenance and Proposal Pricing Summary of all Years, by Line Item.   h. Comments on the Standard Services Agreement – Attachment C. The selected Proposers will be required to sign a VVTA Standard Services Agreement, a sample of which is attached to the RFP, Attachment C. Proposers are asked to include in their Proposals a written explanation of proposed exceptions to, or deviations from VVTA’s Standard Services Agreement. Include all comments/deviations/exceptions, no matter how minor they may seem. VVTA reserves the right to disqualify any Consultant that does not provide a complete written explanation of its contractual exceptions, and VVTA reserves the right to disqualify any Consultant based on objections that VVTA considers non-negotiable. Be aware that VVTA does not anticipate making substantive changes to its Standard Services A g r e e m e nt Terms a n d Cond it ions . Should a Proposer not identify any proposed exceptions in their Proposal, the Proposer will be deemed to have accepted the Agreement terms and conditions without exception, and
  • 21. VVTA RFP 2015-02 Page 21 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   shall execute the Standard Services Agreement and all Terms and Conditions as is, with no further changes. Use Attachment H - Proposal   i. Insurance Requirements. VVTA requires Contractors doing business with it to obtain insurance, as shown in the Standard Services Agreement – RFP Attachment D . The required insurance certificates must comply with all requirements of the standards as shown in the Agreement and an original certificate must be provided to VVTA within fifteen (15) days of contract execution and prior to the commencement of any work on the Project. j. Required Certifications. Attachment F contains all submittals and certifications, which are required to be submitted along with the Proposal and are, excluded from the fifty (50) page proposal limit.   3. Entire Proposal Package: The Proposal is limited to a total of 50 single- sided pages, printed on 8 ½” x 11 pages in no smaller than 12-point font, a minimum of 1.5 line spacing, and includes all responses to the RFP, including forms, resumes, project examples; however, the page limit does not include the front and back covers of the Proposal, cover letter, section dividers that contain no information, and required certifications as contained and required in Attachment D. Charts and schedules may be included in 11” x 17” format. Proposals shall not include any unnecessarily elaborate or promotional material, as any excessive or lengthy narrative is strongly discouraged. Presentations and additional materials should be brief and concise. Proposals that do not contain the required information or do not contain the required number of copies will be rejected and will not be considered. Proposals are not to be copyrighted.   4. Changes: At any time during the procurement process, a firm makes any changes to proposed key personnel or subcontractors, the firm must notify VVTA in writing of those proposed changes. VVTA reserves the right to accept or reject such proposed changes or to revise the evaluation scoring to reflect the proposed staffing changes. All changes to the RFP will be via an Addendum. Attachment I – Acknowledgement of Addenda must be included with the proposal package, in the event that there are Addenda.   BB. ACCEPTANCE OF PROPOSALS  
  • 22. VVTA RFP 2015-02 Page 22 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   VVTA reserves the right to accept or reject any and all Proposals, or any item or part thereof, or to waive any informalities or irregularities in Proposals. VVTA reserves the right to withdraw or cancel this RFP at any time without prior notice and VVTA makes no representation that any contract will be awarded to any firm responding to this RFP. VVTA reserves the right to re-issue a new RFP for the same or similar services. VVTA reserves the right to postpone proposal evaluation for its own convenience. Proposals submitted to and received by VVTA are public information and upon conclusion of the evaluation period and VVTA Board selection, all Proposals will be made available to any person upon request. Submitted Proposals shall not be copyrighted. Consultant may withdraw its Proposal before the VVTA evaluation and review of Proposals, by submitting a written request signed by an authorized representative of the firm and delivered via certified mail to:   VVTA RFP #2015-02 – Withdrawal of Proposal Attention: Senior Procurement Specialist 17150 Smoketree Street, Hesperia, CA, 92345   CC. PUBLIC RECORDS   All Proposals submitted in response to this RFP become the property of VVTA. All VVTA records are public records, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by VVTA if clearly marked with the word "CONFIDENTIAL" on each applicable page. Trade secrets may be marked as "CONFIDENTIAL” only to the extent they meet the requirements of California Government Code Section 6254.7. Only information claimed to be a trade secret at the time of submittal to VVTA and clearly identified as "CONFIDENTIAL" will be treated as a trade secret. Entire Proposals in which every page is marked "CONFIDENTIAL" may be rejected by VVTA if each and every page does not meet the California Government Code Section 6254.7 referenced above.   Consistent with 49 U.S.C. 5325(b)(3)(D), before requesting or using indirect cost rate data, VVTA shall first notify and obtain written permission from any Proposer or firm subject to an indirect cost rates audit. If VVTA receives a Public Records Act request for a Proposer’s or firm’s indirect cost rates, pursuant to Government Code Section 6250 et seq., VVTA shall also take the above-described precautionary steps.   DD. EVALUATION CRITERIA   A. Proposers will be evaluated based on:   1. Experience and Qualifications of the Firm: i. Specialized experience or knowledge of firm in developing similar web-based application, databases and reporting tools.
  • 23. VVTA RFP 2015-02 Page 23 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   ii. Demonstrated competence of the firm, including sub- contractor(s) to perform requirements as outlined in the Scope of Services (Attachment A). iii. D e m o n s t r a t e d experience in working with the public sector. iv. Knowledge of transit, commuter services, rideshare and/or vanpool programs.   2. Experience and Qualifications of Key Staff: i. Professional qualifications and experience of key project personnel. ii. Relevant experience of the project Team in developing similar web- based databases and reporting tools. iii. P r o p o s e d Team/personnel's experience appropriate for technical and management requirements of the Project. iv. Staff with knowledge of transit, commuter services, rideshare and/or vanpool programs. v. Time commitment of key personnel and Team members. vi. Integrity and reputation of project Team.   3. Work Plan/Project Approach: i. Appropriateness of technical approach to the project as it relates to the Scope of Services (Attachment A). ii. Understanding of the Project goals and objectives. iii. U n d e r s t a n d i n g of the Project issues and potential conflicts including user rights, data integrity and security, quality assurance of data input and upload of data to third party systems. iv. Understanding FTA reporting requirements, inputs into the NTD web-based system, project monitoring requirements including schedules and FTA timelines. v. Core areas of management, customer service/sales and maintenance will be evaluated and must be are addressed in the Proposal.   4. Cost Effectiveness: i. Proposal must meet the Scope of Services (Attachment A) requirements and provide VVTA with a Proposal that is affordable and manageable to maintain by VVTA staff. Routine maintenance will have minimal disruption to the users. ii. The cost score for each Proposal will be determined by the Evaluation Team, will be evaluated based on the pricing submittal (Attachment F, Pricing Form Proposal), and will be applied to the Evaluation Criteria outlined in this Section.   EE. CONSULTANT SELECTION   The primary objective of this RFP, is for VVTA is to select a qualified Team
  • 24. VVTA RFP 2015-02 Page 24 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   regardless of size, to perform the services identified herein, at a fair and reasonable cost. In addition, VVTA has established the following criteria for the selection process:   1. The selection process shall be fair, open, and competitive.     2. The evaluation process and resulting recommendation of a Contractor to the VVTA Board of Directors, will be based on clearly stated objectives identified in this RFP.   3. Selection of the Contractor shall be based upon demonstrated competence, professional qualifications, experience, capabilities and overall best value to perform the required services identified in Scope of Services, Attachment A.   4. Upon review of the Proposals and at VVTA’s discretion, a shortlist of firms may be required to participate in an interview scheduled for Wednesday, March 25, 2015, with a starting interview time between the hours of 9:00 a.m. and 3:00 p.m. (Hesperia local time). Interviews shall be conducted at VVTA’s Office located at 17150 Smoketree Street, Hesperia, California 92345. Prospective Proposers MUST reserve this date and timeframe for possible interviews.   5. The Contract will be awarded to the firm who offers the overall best value, best conformance to the RFP, and in the opinion of VVTA, most advantageous to VVTA. This is not a low-bid proposal evaluation process. The criteria to evaluate all Proposers is contained in Section XVI.A above, and evaluation will also include, but not be limited reference provided and the potential for a conflict of interest.   6. VVTA reserves the right to reject any and all Proposals, to negotiate with any responsible, responsive Proposers, and to request a Best and Final Offer (BAFO) from one or any of the responsive Proposers. VVTA is under no obligation to award a contract for the subject services. At the conclusion of the evaluation process, the evaluation committee will recommend to VVTA’s Board of Directors the firm that offers the best services and overall value to VVTA. VVTA may or may not engage in negotiations with firms who submit a Proposal, and may or may not request BAFOS; therefore, the Offeror’s Proposal should contain the most favorable terms and conditions including pricing, since the selection and award may be made without any discussion with any firm.   7. Firms who will not be awarded a contract with VVTA as a result of this RFP, may obtain a debriefing from VVTA concerning the strengths and weaknesses of their Proposals. A debriefing request may only occur after VVTA’s Board of Directors authorizes an award. A request
  • 25. VVTA RFP 2015-02 Page 25 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   for debriefing must be submitted in writing to VVTA and e-mailed cplasting@vvta.org.   FF. NEGOTIATIONS AND AWARD   VVTA reserves the right to negotiate with the selected Consultant, the resulting contract, Scope of Services and Cost Proposal. Firms are to identify in their Proposal any comments relating to the Scope of Services and/or the terms and conditions of VVTA’s standard contract. VVTA reserves the right to disqualify any firm that does not provide written discussions of any disagreements it has relative to VVTA’s Standard Services Agreement and Terms and Conditions (Attachment C). VVTA does not anticipate making any substantive changes to its Terms and Conditions. Proposer is advised that any recommendation for contract award is not binding on VVTA until the Agreement is approved by VVTA’s Board of Directors, and is fully executed.         GG. AGREEMENT WITH FTA PROVISIONS   This Agreement requires the use of FTA Standard Provisions and applies to all Buy America and Disadvantaged Business Enterprise requirements. Those provisions are identified throughout this RFP, and required certifications to be attached to each Proposal, are contained in the RFP Attachment D.         HH. INCORPORATION OF ATTACHMENTS AND EXHIBITS   A. VVTA’s RFP No. 2015-02, and Contractor’s Proposal in response to VVTA’s RFP, are hereby incorporated by reference except to the extent they may conflict with the terms of the Standard Services Agreement. The following documents, Attachments, as well as Exhibits to the Standard Services Agreement, are also attached and incorporated.   B. In the event of conflicting provisions, the following order of precedence will apply:  1) Federal Provisions for Procurements in Excess of $100,000 (FTA); 2) Special Provisions for Service and/or Equipment Agreements; 3) The Standard Services Agreement; 4) RFP No. 2014-02; and 5) Contractor’s Proposal.   C. Wherever the word “Proposer” “Firm” or “Team” may appear in the Attachments or Exhibits to this Agreement, it should be read as the equivalent to the word “Contractor.” Wherever the words “bid” or “bidder” may appear in the Attachments or Exhibits to this Agreement, they should be read as the equivalent to the words “Proposal” or
  • 26. VVTA RFP 2015-02 Page 26 of 26 Rev. 01/2015 DEMAND-RESPONSE DISPATCHING SOFTWARE   “Proposer.”
  • 27. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 1 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK A. GENERAL This section provides an overview of the Demand-Response Dispatching Software system project and describes the functionality required for each of the major sub-systems, components, and associated interfaces. Additionally, this section defines the scope of the required functionality to be provided by the Contractor. The scope of work and functionality described in this section is a general guide and is not intended to be a complete list of all the work necessary to complete the project. It contains work tasks believed necessary for an experienced system supplier to provide VVTA with a Demand- Response Dispatching Software system that meets the needs of the agency. The contractor shall implement a comprehensive Demand-Response Dispatching Software system to support paratransit operations. The system shall meet both the current needs of this program and future growth needs. The system shall be fully compliant with general functional areas and specific requirements detailed in the Scope of Services. The goal of this procurement is to deploy new ITS technology that will improve customer service by improving the predictability of demand-response service. This goal is approached both from an improvement in reliability and consistency of service, as well as an information accessibility standpoint for our customers. This system must provide route and vehicle information in real-time via a web interface to schedulers, dispatchers, supervisory personnel and managerial personnel. The primary purpose of the system is to facilitate daily demand-response service, and must be equipped with reporting capabilities to accurately data stream operational service information (e.g., route timing, passenger wait time, trip counts, operator performance, vehicle speed and movement). The Vehicle Tracking System shall include the functionality for hardware/software components to be installed in up to 51 Demand Response vehicles, and six Shuttle/Flex Route vehicles. Vendor will assure the devices to be installed are certified by the wireless carrier and the carrier can provide adequate coverage for our needs. B. OPERATIONS OVERVIEW VVTA’s administrative offices are located at the VVTA’s main facility on Smoketree Street in Hesperia, CA. The VVTA Fixed Route and Paratransit services are operated by an operations contractor, currently TransDev, Inc. (formerly known as Veolia). The operation is responsible for all reservations, scheduling, delivery of trips and customer service. The Demand- Response Dispatching Software system must integrate with our ShoreTel VoIP System to allow for direct communication with riders as necessary. Mobile Data Terminals (MDTs) and Computer Aided Dispatch/Automatic Vehicle Location (CAD/AVL) technology are currently employed by the operations. VVTA Direct Access uses the Trapeze PASS Version 12 software system as its computerized trip management system. Avail Technologies provides the MDT’s for both Paratransit and Fixed Route buses. The Fixed Route system is from Avail Technologies and includes AVL, APC, Next Stop Announcements, and a Closed Mic system.
  • 28. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 2 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK Current Dispatch Process for ADA Currently, the VVTA Direct Access customers call reservations telephonically up to 14 days in advance to schedule rides. Reservationists book trips for customers using the PASS software. Schedulers review and optimize the next day's schedules. Dispatchers send out the day's schedule through paper manifests and through mobile data terminals (MDTs). Customers may call the dispatcher to confirm or to cancel their scheduled pickup times. For a limited number of customers, the dispatcher will attempt to give a reminder call to the customer shortly before the estimated pick up time. Notes on the manifest ask the driver to contact the dispatcher when the driver is about 10 minutes from the customer's pick up location. The driver contacts the dispatcher over the radio and the dispatcher then contacts the customer by telephone. These "10-minute calls" are done on a "time available" basis and are not guaranteed. C. CORE REQUIREMENTS The Scope of this project includes the installation of fully integrated on-board components. The following components were identified by VVTA as the most critical ITS technologies that would benefit VVTA and its customers. The complete list of ITS technologies to be deployed during the phase I implementation include:  Web-based Demand Response Scheduling Software  Integrated Mobile Data Terminals; Real-time Updates to Driver Manifests  Dynamic automated routing of trips both before and on the day of service  Automated Alerts system to immediately notify dispatcher of possible live service impacts  Predictive Arrival System  Live monitoring and notification of status of Will Call trips  Simple and easy to use calendaring of Standing rides and Group trips  All inclusive support and maintenance without increase in cost for the entire contract period  Standards-based, open software API that provides VVTA a data stream from which additional interfaces can be developed.  VVTA is to own all data at no additional cost.  Brokerage module which will allow for trips to be given to other vendors at the lowest cost available 1. On-Board System Requirements The Vendor should minimize proprietary hardware in favor of existing off-the-shelf hardware. If new or proprietary hardware must be provided to meet these requirements, the vendor shall indicate this in the proposal. 2. On-board (MDT) Software  The MDTs shall allow vehicle operator logon using vehicle operator ID entry  The MDT shall allow the vehicle operator to logoff by selecting the logoff key  The MDT shall send a location report, indicating its current GPS location and mileage reading every 10 seconds or less
  • 29. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 3 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK  All transmitted data shall be stamped with following information: date and time, GPS location latitude and longitude, vehicle number, vehicle operator ID number  The MDT shall store the most recent ten (10) minutes of GPS information, so that if the GPS receiver is not able to report the location, the last known location will remain available to be transmitted when the network reconnects  The MDT shall track on-time performance (demand response)  Drivers receive manifest updates as they are made (via integrated scheduling software)  MDT records the following, but not limited to: o Arrival time at pick-up location o Arrival time at destination o Actual Pickup time o Actual Pickup location o Time and location of driver initiated pickup o Departure time at pick or drop location o Actual departure time o Actual departure location o Time and location of driver initiated drop-off o Travel time (between pick-up location/destination) o Boardings / Deboardings o Estimated and verified Odometer readings o Payment Type o Ability to request No Show and to log reason o Display pertinent notes regarding passenger and/or location o Ability to send/receive canned/free formed messages when stationary o Signature Capture from Client and Additional Passengers (optional) o MDT Display must be HIPAA compliant 3. Back-Office System Requirements The successful vendor will supply a turn-key, hosted, cloud-based software solution that provides a single point of access for administrators. VVTA will access the system via a standard web browser; without the need for software to be installed locally. The web-based software shall provide a single portal from which all system features will be available such as – Supervisor Dashboards, Alerts, On Time Performance graphs, Run Status, Subscriptions, Trips, Archive Trips, etc. The web based software shall have additionally password secured areas with sub contents for detail management for Administration, Reports, Reservations and System Configuration. The system must allow for multiple user logins with tiered levels of accessibility. 4. The vendor shall import all existing data that resides in VVTA current software; VVTA will provide the successful vendor with access to a database backup for this purpose. D. Paratransit Scheduling Software  Information regarding individual riders shall include, but not limited to: o Full Name o Home Address o Mailing Address
  • 30. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 4 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK o Phone Numbers (Cell/Work/Home) o Birth Date o Sex o Eligibility dates o Mobility types (wheelchair, scooter, walker, lift only, etc.) o Care attendant and/or service animals used o Emergency contact information (address, phone, relationship) o ADA eligibility code/date issued/date expires o ADA eligibility limitations o Default individual Load/unload times o Suspensions (if applicable) with beginning and ending dates o Additional notes  Stores riders frequent drop off/pick up locations  Ability to view current subscription rides  Stores rider trip history  Create schedules at least 30 days in advance for demand-response and subscription ride  Enter subscription rides by using an easy selection process. For instance: regular physical therapy schedules on Monday, Wednesday, and Friday, rather than every day of the week  Ability to make exceptions and cancellations to subscription rides without affecting the regular rides  Make real time calculations based on distances, average run times, etc.  Ability to add notes to any ride on a schedule  Ability to track the date and time of a cancellation and compare the cancellation time to custom cancellation policies  Ability to mark the rider as a "no show" or "late cancel"  View scheduled rides for a specific rider  View scheduled rides for a day  Information to be included on the manifest/schedule, but not limited to o Name of Rider o Pick-up/destination locations o Scheduled pick-up time (with appointment time if necessary) o Pass/payment type o Care attendants, service animals, mobility devices used o Number of companions if applicable  Can view rider pick-up/destination locations  ETA's (estimated times of arrival) continuously updates throughout the day  Establish a tiered level of accessibility for drivers, dispatchers, and supervisors  Must be able to report number of rides based on age and mobility type of rider, reason for trip, cancellation type, and no show shows for any given date range  Percentage of trips late/on time  Number of rides by driver  Easy to read trip manifests/schedules  Must be able to print No Show/Late Cancel invoices  Must be able to run reports for all National Transit Database (NTD) data  Must include a brokerage module which will allow for trips to be given to other vendors at the lowest cost available E. Technical Support
  • 31. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 5 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK  24 x 7 telephone support  Call center located in the USA  All support, maintenance, updates, upgrades and mapping upgrades are to be provided for the term of the contract and be all inclusive with no increase in cost during the term of the contract. F. Warranty, Training, Documentation, and Maintenance  Extended maintenance periods beyond the term of the contract shall be available upon request  First year maintenance shall be included in purchase price  Maintenance period will begin on first day of Go Live  Vendor shall include all support, maintenance, updates and upgrades as per the maintenance contract. G. PROJECT TASKS This RFP covers all aspects of the Demand-Response Dispatching Software System. The tasks to be performed under this contract are described below. The Contractor must be cognizant of multiple task dimensions in order to perform them completely, correctly, and meet VVTA expectations. Under this RFP, VVTA will require the following tasks to be completed under the project’s Scope of Work: 1. Project Kickoff 2. System Design 3. Integration and Testing 4. System Integration and Test Review 5. Installation, Implementation and Training 6. System Completion and Final Acceptance TASK 1 – PROJECT KICKOFF a) The successful Contractor shall present an initial kickoff meeting at the VVTA Administrative offices at 17150 Smoketree St., Hesperia, California 92345. The purpose of this meeting is to have the Contractor present its plan for developing specific project work tasks for implementation of assigned work. b) Key Contractor staff assigned to this effort shall attend the kickoff meeting. The kickoff meeting shall be held within one (1) week after the initiation of the Notice to Proceed. c) The objective of the kickoff meeting is to: a. Review any exceptions or deviations proposed by the Contractor; and, b. Review the project plan, budget and technical risk factors d) The Contractor shall provide a mitigation plan for each risk identified,
  • 32. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 6 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK including a description of current and anticipated project problem areas or risks and steps to be taken to resolve each problem. e) The Contractor shall be responsible for preparing and distribution Kickoff Meeting materials to the VVTA Program Manager, and preparing and submitting the minutes of the meeting. Task 2 – System Design a) Using the functional specifications included in this document as a baseline, the Contractor shall perform any additional analysis required and develop the Draft System Design Document that describes the Demand-Respnse Dispatching Software System in technical detail. b) The Contractor shall provide VVTA with a Draft System Design Outline document. This document shall include, but is not limited to the following topics: i. System architecture ii. Overview and configuration of the subsystems iii. Subsystem block/flow diagrams iv. Functional descriptions of the system and associated subsystems v. Specific functions and operations of the system’s software and hardware vi. Software architecture with hierarchical structure of components and data structures vii. Systems databases viii. Interfaces to existing VVTA systems ix. Communications systems and coverage x. System networking and communications xi. System configuration c) Upon VVTA review and approval, the Contractor shall further analyze the tasks and details required and develop the System Design Document. d) The technical details of the System Design Document shall be presented at the System Design Review. Task 3 – Integration and Testing a) The Contractor shall analyze all tasks required and shall develop a System Integration and Test Plan. This Plan shall establish VVTA system integration and test requirements. The document shall provide a detailed, structured set of tasks to be performed by the Contractor. This Plan shall also include the following: i. Detailed test procedures developed to support integration. ii. Detailed interface documentation to support data messaging.
  • 33. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 7 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK b) As part of the integration and test process the Contractor shall install a complete configuration of equipment and software in a room proved by VVTA. This configuration of equipment and software will constitute a VVTA Test Bed to be used throughout the project and beyond. c) Completion of these tasks and utilization of the Test Bed shall demonstrate that the requirements of the system have been satisfied and the system is suitable for operation. Task 4 – System Integration and Test Review The system integration and Test Review and its associated materials are critical to project success. a) The technical details of the Contractor’s System Draft Plan shall be presented at the System Integration and Test Review. b) Any unresolved open issues, as determined by VVTA, will need to be closed prior to issuance by VVTA of acceptance of the Contractor’s System Integration and Test Review. c) The Contractor shall revise Draft Plan and deliver the plan to VVTA for formal approval. d) An approved Plan shall be required prior to the start of any formal testing. e) The Contractor shall provide a formal notification to VVTA at least two weeks prior to the beginning of any formal testing. Task 5 – Implementation and Testing a) The System Implementation Guidelines shall be established for the VVTA system implementation requirements. This document shall provide a detailed, structured set of installation tasks to be performed by the Contractor. b) The Contractor shall analyze the tasks required and provide VVTA with a Draft System Implementation Plan. This document shall provide a detailed schedule. An approved System Implementation Plan is required prior to the start of any implementation. c) The Contractor shall provide a formal notification to VVTA at least two weeks prior to the beginning of any formal testing. d) The Contractor shall analyze the tasks required and provide VVTA with a Draft Training Plan in accordance with training requirements described in this Request for Proposals, including a detailed schedule. Submission of the
  • 34. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 8 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK approved Training Plan document is required two weeks prior to implementation. Task 6 – System Acceptance Testing System Acceptance Testing shall be performed by the Contractor and evaluated by VVTA, with Contractor and VVTA staff present at a time agreeable to all parties. System acceptance tests will exercise all system components. a) The Contractor shall analyze the tasks required and provide VVTA with a required Draft System Acceptance Testing Plan, including detailed schedule Submission of the approved System Acceptance Plan document is required prior to the start of Acceptance Testing. b) The Contractor shall provide a formal notification to VVTA at least two weeks prior to the beginning of any formal Acceptance Testing. H. Project Management Project management will be a key responsibility of the selected Contractor. The Contractor’s Project Manager assigned to the VVTA project shall have the authority to make commitments and decisions that are binding, within the limits of the Agreement. VVTA will designate its Project Manager who will coordinate all VVTA project activities. All communications between VVTA and the Contractor shall be coordinated through their respective Project Managers. 1. The Contractor’s Project Manager shall be responsible for at least the following: a) Provide periodic updates to the work plan and schedules. Changes to the work plan and schedules that exceed 10% of the baseline require written approval by VVTA. b) Submit status reports detailing progress toward fulfilling objectives in the work plan and its project schedule, and highlighting items on the critical path. Status reports shall also include the status of risk mitigation efforts. c) Coordinate project resources and work so those milestones are met in an efficient manner. Tasks will be laid out to minimize implementation time and cost while taking into consideration resource and time constraints such as VVTA staff availability. The Contractor and VVTA project manager will ensure that individuals performing tasks have appropriate skill levels and credentials.
  • 35. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 9 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK d) Coordinate all required deliverables, installation and configuration of software and hardware, documentation and training as described herein. e) Participate in weekly project meetings (possibly via conference call, if needed) 2. VVTA requires the following deliverables from the Contractor in order to monitor progress and ensure compliance: a) Detailed Work Plan (due ten days after Notice to Proceed.) The Work Plan shall detail the work effort of the deliverable(s) in hours or days (based on one person working on the activity full-time.) b) Staffing Plan (due seven days after Notice to Proceed.) c) Monthly Progress Report. 3. The Contractor shall prepare progress reports as follows: a) Bi-monthly reports due within five (5) working days of the end of the preceding week during the kickoff and design phases of the project. b) Weekly status reports for the remainder of the project, due within two (2) working days of the end of each week. 4. The progress report shall include the following items: a) An updated project schedule with explanations of any deviations from the planned delivery schedule. The explanation shall include the anticipated impact of any delays and a plan for returning to the target schedule. All delays shall be factored into the project schedule as soon as the Contractor’s Project Manager is aware of them. In addition, all changes to the schedule since the last progress report shall be identified. b) An updated list of all correspondence transmitted and received. c) An updated documentation schedule, highlighting the documents to be transmitted for review during the next reporting periods. d) An Action Item Data Base (or spreadsheet?) shall be established and maintained to support closure of action items in a timely manner. Open action items shall be discussed weekly with VVTA. An updated list of Contractor and VVTA action items with status and required resolution dates shall be included as part of each progress report.
  • 36. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 10 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK e) A summary of pending and upcoming Contractor and VVTA activities during the next two reporting periods along with required completion dates. f) The status of unresolved contract questions and change requests. I. TRAINING The Contractor shall provide all training of VVTA staff and VVTA Direct Access staff required for successful implementation and operation of the system. The length of sessions proposed per training type shall be adequate to cover the required material in sufficient depth for the trainees to perform their responsibilities on the Contractor’s system. VVTA’s training philosophy is a “train-the-trainer” concept with a maximum utilization of Contractor generated course materials. The Contractor shall provide a list of the types of training required, recommended courses, content, length, and proposed schedule as part for their response. Courses needed to address the following staff positions. These positions include but are not limited to: 1. Customer Service Representatives and Supervisors 2. Routers/Schedulers 3. Dispatchers 4. I.T. 5. Administrative Staff 6. Management The Contractor shall maximize its use of existing Computer Based Training courseware and MS PowerPoint to accommodate training. For each type of training, Contractor shall provide a Student Training Manual for each trainee (in both hard-copy and electronic format) and an Instructor Training Manual (in both hard-copy and electronic format) for use in providing equivalent training sessions in the future. The contractor shall video record all sessions and provide copies to VVTA. VVTA and Veolia will provide classroom space at their facility. Instructors The principal instructors provided by the Contractor shall have had previous formal classroom instructor training and relevant experience with the system. The instructors shall demonstrate a thorough knowledge of the material covered in the courses, including interfaces to neighboring (connected) subsystems, as applicable, and familiarity with the training manuals, system documentation tools, and training aids used in the courses. When prerecorded lectures or other video presentations are part of a training course, the lecturer or a qualified substitute instructor shall be present to supplement and answer questions and discuss on the recorded material. A qualified instructor shall be present in person for training on all specific system elements. VVTA has the right to review and approve all instructors. Should an
  • 37. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 11 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK instructor prove unsatisfactory to VVTA, the Contractor shall provide a suitable replacement. Manuals and Instructional Aids The Contractor shall prepare training manuals and submit them to VVTA for review prior to the start of classroom instruction. The training manuals shall be prepared specifically for use as training aids. Principal documents used for training shall be tailored to reflect all system hardware, software, and user requirements. Upon completion of each course, instructor’s manuals, training manuals, and training aids shall become property of VVTA, and Contractor will assign copyrights to VVTA. As part of the delivered system documentation and the final documentation, the Contractor shall supply VVTA with all changes and revisions to the training manuals and other training documentation. VVTA shall have the right to copy all training manuals and aids for use in VVTA training courses. The Contractor shall furnish for use during training courses all special tools; equipment, training aids, and any other materials required to train course participants. The number of special tools and other training equipment shall be adequate for the number of participants attending the course. J. DELIVERABLES The Contractor shall develop the following key deliverables; however, other interim deliverables may be created during the process. Deliverable 1: System Implementation Design The Contractor shall prepare and submit the System Design and Implementation Plan to the Project Manager for approval prior to any installation. The plan should include at the least the following components: a) Project Plan and schedule; b) System Architecture for production and test environments, including telephony components; c) Spoken Menu Structure; d) Based Configuration of Administrative tools and default parameters; e) Data import and export design including integration plan and design; f) Test and Training Plans; g) Installation and Production Deployment Plan; Deliverable 2: System Installation The Contractor, with VVTA assistance, shall install the test system and contracted software meeting VVTA’s requirements for security and stability. VVTA will implement monitoring, backup, and security software to support and maintain the system.
  • 38. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 12 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK Deliverable 3: Base/Test System Configuration and Data Population The Contractor, with VVTA collaboration, shall configure the test system to include: a) At least two, single mode, fully-populated transit data sets b) Fully layered, structured voice menus c) All required speech data to support required functionality d) All required system data to support required functionality e) Telephony connections for at least twenty phone lines f) Administrator accounts, access and permission setups Deliverable 4: Test Execution Testing shall be performed according to the Test Plan and shall consist of, but is not limited to the following areas: a) Integration Test to validate transit data import and export requirements. b) Interface Test (Administrative Users) to verify administrative functions c) User Test (Customer Perspective, including customers with disabilities) to verify ease-of-use d) Operations Test to validate backup, recovery and failure recovery procedures e) Data analysis/procedures to demonstrate successful operations of all functionality over time. The Contractor shall administer QA/Testing and document results to ensure that all system components and procedures work properly. Deliverable 5: Production Deployment The implementation shall consist of connecting the fully functional system to the public phone lines and performing pre-test on the customer interface to ensure proper operations. Deliverable 6: Documentation The Contractor shall provide VVTA with documentation necessary to effectively fulfill all of the system roles (IVR administration, operations and maintenance, etc.). Documentation includes, but is not limited to:
  • 39. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 13 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK a) All project documentation (plans, status, design, architecture, etc.) b) All build instructions c) User Administrator documentation d) Technical support documentation (Maintenance Plans, Update Plans, etc.) e) Examples and samples Deliverable 7: Training The Contractor shall train the VVTA administrators to enable them to fully manage and maintain the IVR System. Deliverable 8: Production Acceptance Production Acceptance shall be performed with all components and subsystems completely functional, operational, online, and in service. VVTA will monitor to ensure appropriate functioning of the IVR System from an administrative and customer standpoint. Contractor shall provide system reliability and usability metrics showing the performance. During Acceptance, Contractor shall provide support in accordance with the warranty. K. DOCUMENTATION Complete system documentation shall be submitted for VVTA approval. Documentation shall at least meet the Contractor’s documentation standard evidenced in their response. A unique Contractor document number and system name shall identify each document. When a document is revised for any reason, a number, date, and subject in a revision block along with an indication of official approval by the Contractor’s Project Manager shall indicate each such revision. The Contractor shall provide a document index identifying all documents to be provided with the system. This includes all documents supplied with original equipment manufacturer (OEM) hardware/software and the Contractor’s own documents. The index shall describe each document and the document’s purpose, to help the user locate the appropriate document in the set of all system documentation. VVTA shall receive all draft system documents prior to the start of testing unless directed otherwise. Contractor-supplied documentation shall be provided in an electronic PDF file format. Final documentation shall be easily reproducible by VVTA and VVTA shall have the right to reproduce any documents supplied under this contract for its own needs. With respect to records claimed by the Contractor to be proprietary or confidential, VVTA will use good faith efforts to maintain the confidentiality of the records in accordance with the provisions of the California Public Records Act.
  • 40. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 14 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK 1. Document Review and Approval Rights To ensure that the proposed project conforms to the specific provisions and general intent of the Functional Specification the Contractor shall submit all documentation to VVTA for review and approval prior to finalizing the documents. VVTA shall have the right to require the Contractor to make any necessary documentation changes at no additional cost to VVTA to achieve conformance with the specification. Any purchasing, manufacturing, or programming implementation initiated prior to VVTA’s written approval of the relevant documents shall be performed at the Contractor’s risk. Review and approval by VVTA shall not relieve the Contractor of its overall responsibilities to satisfy system functions and features in accordance with the specification. 2. Original Equipment Manufacture Document Review Documentation of standard, third party hardware and software (if applicable) shall be furnished for VVTA review. VVTA reserves the right to determine whether the documentation accurately and completely describes all features and options of the hardware and software that pertain to the system. 3. Contractor and Third Party Document Review The Contractor’s and third party hardware and software may need, if applicable, to be customized to fully conform to the requirements contained within this document. VVTA shall have, in addition to the approval rights described above, full approval over the portions of the relevant document’s content and format pertaining to the modified or custom hardware, software, and firmware. 4. System Documentation System documents are those that describe the system hardware and software in technical detail. System administrators, site administrators and maintenance staff will use system documents to administer and modify the system, replace and upgrade hardware/software, and to identify and solve problems. 5. Configuration Control of Software, Hardware, Documents, and Training The Contractor shall develop and maintain three (3) inventory lists. The following inventory lists provide examples of the type of information required. i. An inventory of all software and firmware, including product, version, purpose, and installed location. ii. An inventory of all hardware, and installed location (if applicable). iii. An inventory of all-training material and classes presented. This shall also include dates, attendees, and class records.
  • 41. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 15 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK These shall be maintained and kept current by the Contractor until final acceptance of the system and copies shall be provided. 6. Standard Software/Hardware Installation, user and reference documentation for standard software/hardware shall be provided for VVTA review and approval in accordance with the requirements defined herein. Standard software/hardware is defined as commercial off-the-shelf products that fully satisfy the requirements of the Request for Proposal without the need for modification. 7. Program Source Code VVTA must be assured that its investment will be protected in the event that the Contractor becomes unwilling or unable to support it. VVTA is willing to negotiate non-disclosure, escrow or other agreements between the Contractor and VVTA. Details of hardware and software designs shall be fully disclosed to VVTA. If Contractor is unwilling to fully disclose software designs, Contractor may negotiate placing such designs in escrow. Nothing contained herein shall require Contractor to place in escrow designs for commercially available off-the-shelf (“COTS”) software that are not normally made available to Contractor by the supplier thereof. The Contractor shall provide VVTA with a machine-readable copy of all source code, and build support files for all components of the system. This includes code and help source files, “make”, batch and project files, libraries, and other compile/link components. The Contractor shall also document the environmental (i.e., hardware and software) variables within which the code is run. Contractor shall provide updates for source files as program updates are released during the initial and subsequent warranty and technical support periods. 8. Software Ownership and Rights in Technical Data VVTA specific application software specifically and exclusively designed for the VVTA system shall be the property of VVTA, and shall be delivered together with source code, associated hardware and all applicable documentation. To protect the interest of VVTA the source code will be held in escrow through the completion of the contract. VVTA shall have the right to modify the VVTA-specific application software, however modification shall void any remaining warranty or liability associated with the software modified. Any liabilities for software not modified shall not be void. Contractor shall present a list of all VVTA-specific application software for review and approval by VVTA at the System Design Review. In no event shall the Contractor patent, copyright, or assume any other such ownership rights with respect to VVTA-specific application software. Without limiting the generality of the foregoing, the Contractor shall retain all rights to proprietary
  • 42. ATTACHMENT A – SCOPE OF WORK VVTA RFP 2015-02 DEMAND-RESPONSE DISPATCHING SOFTWARE VVTA RFP 2015-02 Page 16 of 34 Rev 01/2015 ATTACHMENT A – SCOPE OF WORK information held by the Contractor prior to execution of the Agreement and subsequently used by the Contractor in the performance of the work under this RFP. Proprietary information include “trade secrets” as defined in 18 U.S.C. §1839 as well as all intellectual property for which the Contractor holds a current patent or copyright recognized under United States law. The Contractor shall grant to VVTA a non-transferable, non-exclusive, royalty-free right to use for the operation and maintenance of the system only. a. The inventions claimed in any patents owned by the Contractor or licensed for the Contractor’s use. b. Any copyrighted works it owns or is licensed to use, for the lives of such patents, licenses or copyrights. c. That the Contractor also grants to VVTA the right to use any trade secret or other such proprietary right royalty-free to the extent that such trade secret or right is incorporated in any work performed under this contract. The above provisions will bind subcontractors of the Contractor to the same extent as they bind the Contractor; however, the above provisions shall not be applicable to the acquisition of commercially available, off-the-shelf software for the work performed under this Agreement. 9. Database Design As part of the System Design document, Contractor shall provide database design documentation that completely describes both the logical and physical structure of the VVTA system database. The documentation shall define and describe the individual elements (file, tables, records and fields) and the relationships among them. Detail shall also include a detailed data dictionary. Any portions of the database developed or modified specifically for VVTA’s system shall be identified. Note that this requirement is for complete and thorough description of the physical and logical database schema. This will permit VVTA to develop and maintain interfaces between the system database and other applications, and will facilitate the development of complex custom reports and interfaces to other systems. L. NOTICE OF COMPLETION When the Final Acceptance Test has been satisfactorily completed; VVTA shall issue a Letter of Completion to the Contractor indicating the date of such completion. The Contractor shall record the Notice of Completion upon receipt of the VVTA completion letter. This date of record shall be the start of the one (1) year warranty period.