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HomeMy WebLinkAboutResolution - 2017-R0460 - Doublemap, Inc. - 12_07_2017Resolution No. 2017-RO460 Item No. 5.14 December 7, 2017 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 13159 and related documents for bus tracking software for Citibus, by and between the City of Lubbock and Doublemap, Inc., of Indianapolis, Indiana. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on December 7.2017 DANIEL M. POPE, MAYOR ATTEST: f')ne � 5�- -- Re ecca Garza, City Secreta tj APPROVED AS TO CONTENT: Z � a4� �J"-� — Bill erton, Assistant . ty Manager v APPROVED AS TO FORM: ccdocs/RES. Contract 13159 -- DoubleMap, Inc. -- Bus Mapping Software for Citibus November 22. 2017 Resolution No. 2017-R0460 City of Lubbock, TX Bus Tracking Software for Citibus Service Agreement Contract 13159 This Service Agreement (this "Agreement") is entered into as of the 7th day of December, 2017, ("Effective Date") by and between DoubleMap. Inc., (the Contractor), and the City of Lubbock (the "City"). RECITALS WHEREAS, the City has issued a Request for Proposals 17-13159-TF, Bus Tracking Software for Citibus. WHEREAS, the proposal submitted by the Contractor has been selected as the proposal which best meets the needs of the City for this service; and WHEREAS, Contractor desires to perform as an independent contractor to provide Bus Tracking Software for Citibus Services, upon terms and conditions maintained in this Agreement; and NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City and Contractor agree as follows: City and Contractor acknowledge the Agreement consists of the following exhibits, which are attached hereto and incorporated herein by reference, listed in their order of priority in the event of inconsistent or contradictory provisions: 1. This Agreement 2. Exhibit A — Specifications 3. Exhibit B — Proposal Price Sheet 4. Exhibit C — Insurance Scope of Work Contractor shall provide the services that are specified in Exhibit A. The Contractor shall comply with all the applicable requirements set forth in Exhibit B, and C attached hereto. Article 1 Services 1.1 Term The contract shall be for a term of one year, with the option of one, one-year extension, said date of term beginning upon formal approval. Initial start date following the services going live to riders can be established for services provided based on a written notification from the vendor and acceptance by the City. All stated annual quantities are approximations of usage during the time period to be covered by pricing established by this bid. Actual usage may be more or less. Order quantities will be determined by actual need. The City of Lubbock does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this bid and resulting contract. Quantity and usage will be established following formal approval of the contract to include items approved and budgeted by the City. The City reserves the right to procure fewer quantities for the program. The Contractor must maintain the insurance coverage required during the term of this contract including any extensions. It is the responsibility of the Contractor to ensure that valid insurance is on file with the Purchasing and Contract Management Department as required by contract or contract may be terminated for non-compliance. 12 months after the City's site is available on DoubleMap's smartphone application, the subscription charge, as shown in Exhibit B, will be billed, otherwise, the system will automatically go live once the required installations, per the specifications in the fleet list, of the fleet are operating. 1.2 Assignment 1.2.1 The Contractor shall not assign any interest in this Agreement and shall not transfer any interest in the Agreement, whatsoever, without prior consent of the City. 1.2.2 The contractor shall not assign or sublet the contract, or any portion of the contract, without written consent from the Director of Purchasing and Contract Management. Should consent be given, the Contractor shall insure the Subcontractor or shall provide proof of insurance from the Subcontractor that complies with all contract Insurance requirements document, this provision shall control. 1.3 Payment All funds for payment by the City under this Agreement are subject to the availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the Agreement, the City will terminate the Agreement, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this Agreement is spent, whichever event occurs first. The City must provide official documentation that the project has lost funding. If at any time funds are not appropriated for the continuance of this Agreement, cancellation shall be accepted by the contractor on 30 days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this Agreement beyond the date of termination. The City of Lubbock will pay the Contractor the fees set forth in the attached Pricing Exhibit. The Contractor will invoice the City of Lubbock and the City of Lubbock will pay the Contractor the following, when applicable: 1.3.1 An initial Capital Cost fee in the amount and installments set forth in the pricing Exhibit. 1.3.2 Annual Costs, payable in annual recurring installments. The first Annual Fee shall be due within thirty (30) days of the day riders are able to use the application. Providing proper invoicing has been remitted by the Contractor to the using Department. 1.3.3 Payment will be in accordance with Texas Government Code Sections 2251.025- 2251.026 Article 2 Miscellaneous. 2.1 Governing Law This Agreement is made in the State of Texas and shall for all purposes be construed in accordance with the laws of said State, without reference to choice of law provisions. 2.2 This Agreement is performable in, and venue of any action related or pertaining to this Agreement shall lie in, Lubbock, Texas. 2.3 Complete Agreement This Agreement and its Exhibits contains the entire agreement between the City and Contractor and supersedes any and all previous agreements, written or oral, between the parties relating to the subject matter hereof. No amendment or modification of the terms of this Agreement shall be binding upon the parties unless reduced to writing and signed by both parties. 2.4 This Agreement may be executed in counterparts, each of which shall be deemed an original. 2.5 Severability In the event any provision of this Agreement is held illegal or invalid, the remaining provisions of this Agreement shall not be affected thereby. 2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of any parties otherwise to insist upon strict performance of any provision hereof shall not constitute a waiver of any subsequent breach or of any subsequent failure to perform. 2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their respective heirs, representatives and successors and may be assigned by Contractor or the City to any successor only on the written approval of the other party. 2.8 Disputes 2.8.1 All claims, disputes, and other matters in question between the Parties arising out of or relating to this Agreement or the breach thereof, shall be formally discussed and negotiated between the Parties for resolution. In the event that the Parties are unable to resolve the claims, disputes, or other matters in question within 30 days of written notification from the aggrieved Party to the other Party, the aggrieved Party shall be free to pursue all remedies available at law or in equity. 2.8.2 The City reserves the right to exercise any right or remedy to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this do. 2.9 This agreement includes incorporation of Federal Transit Administration (FTA) Terms. The preceding provisions include, in part, certain Standard Terms and Conditions required by the Department of Transportation (DOT), whether or not expressly set forth in the preceding contract provisions. All contractual provisions required by DOT, as set forth in FTA Circular 4220.1 F, are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this agreement. The Contractor shall not perform any act, fail to perform any act, or refuse to comply with any requests which would cause Citibus to be in violation of the FTA terms and conditions. 2.10 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the full amount of such overpayments within 30 days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor. 2.11 The Contractor warrants that it complies with Chapter 2270, Subtitle F, Title 10 of the Texas Government Code by verifying that: (1) The Contractor does not boycott Israel; and (2) The Contractor will not boycott Israel during the term of the Agreement. 2.12 SB 252 Prohibits the City from entering into a contract with a vendor that is identified by The Comptroller as a company known to have contracts with or provide supplies or service with Iran, Sudan or a foreign terrorist organization. IN WITNESS WHEREOF, this Agreement is executed as of the Effective Date. CITY OF LUBBOCK, TX: Daniel M. Pope, Mayor ATTEST: . J'j '5r� Re ecca Garza, City SecreliZryj APPROVED Bill Hoy/cAon, Assistant Ci"anager APPROVED AS TO FORM: Justi ruitt Assistant City Attorney CONTRACTOR: Contract is Signature I/VA Printed T4ame CA2 Title E XREEVI T A City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications SCOPE OF WORK To improve the quality of transit service, City Transit Management (Citibus)) is seeking a Vehicle tracking System utilizing GPS technology in conjunction with vehicle location and mapping software to track vehicle locations enroute in real-time. The GPS readings of the bus location must occur in real-time with vehicle location information posted on a GUI map display available on a public website and viewable through various devices (Smart Phone, Kiosk, Bus Stop, PC, etc.). The system should be equipped with a notification service, whereupon users can subscribe and be able to select one route, multiple routes and/or individual bus stops and be notified when the next bus is coming. Real time tracking means that a vehicle's location is reported via an AVL device installed on each vehicle and transmitted to an internet server with a delay of not more than 10 seconds. This is done through the use of GPS for pinpointing the location and a wireless communication system (i.e., cellular GPRS) for transmitting the information to an internet server. Proposers shall indicate their recommended rate of transmission for a system such as this. The Scope of Work shall be for the purchase and installation of an Integrated Intelligent Transit System, turnkey system consisting of the following two (2) components. 1. AVL System - An Automatic Vehicle Location (AVL) system to be installed in a minimum of40 transit buses and/or a maximum of 75 transit buses. Citibus Fleet list attached 2. AVA System - An Automatic Voice Announcement (AVA) system to be installed in a minimum of 40 Transit buses and/or a maximum of 75 transit buses. Citibus will consider an Application Service Provider (ASP) or vendor -hosted solution as well as other alternatives. The long term implication costs of both system types will be considered in the evaluation process. 3. Proposers General Obligations The Proposer shall furnish the following items and services, as well as any additional items and services described in this RFP that is required to perform all described functions: a) Work Plan with project schedule and significant milestones b) Identification of the optimal hardware and system software requirements for the RFP. c) All application software required to implement the functional capabilities of this Specification. d) All needed engineering and technical support until Final Acceptance. e) Complete documentation for all Proposer -provided training and software. f) Onsite training of all Citibus Staff. g) Project management and control, including periodic progress meetings with, and reporting to Citibus staff. h) Maintenance and support for all subsequent Technical Support periods. i) A Live Agent is required for Help Desk technical support. (Please provide hours) City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications 4. Project Management Project management will be a key responsibility of both the Vendor and Citibus. The Vendor's project manager assigned to this project shall have the authority to make commitments and decisions that are binding on the Vendor. All communications between the Vendor and Citibus shall be documented and coordinated through the project managers. The Vendor's Project Manager will be responsible for at least the following: • Providing periodic updates to the Work Plan as needed. Changes to the Work Plan are subject to approval by Citibus Project Manager(s). • Providing weekly or daily updates to the Project Schedule component of the Work Plan. • Submitting written biweekly project status reports detailing progress toward fulfilling objectives in the Work Plan and its project schedule. • Coordination of project resources and work so that milestones are met in an efficient manner. Tasks will be laid out so as to minimize implementation time and cost while taking into consideration resources and time constraints such as Citibus staff availability. The Proposer and Citibus Project Manager(s) will ensure that individuals performing tasks have appropriate skill levels and credentials. • Coordination of all required deliverables including data conversion, documentation and training as required by contract. • Attending Citibus meetings as requested by Citibus project manager(s). 5. Progress Reports The Vendor shall prepare a written progress report on a monthly basis. The report shall be made available to Citibus at least two business days prior to each monthly progress review meeting in either electronic or printed format. The progress report shall include the following items: a) An update 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 Vendor's Project manager is aware of them. The Vendor shall highlight all changes to the schedule since the last progress report. Proposed schedule changes are subject to the review and approval of Citibus. b) An updated documentation schedule highlighting the documents to be transmitted for review during the next two reporting periods. c) An updated list of Vendor and Citibus action items with status and required resolution dates. d) A summary of pending and upcoming Vendor and Citibus activities during the next two reporting periods along with required completion dates. Where appropriate, both goal and "drop dead" completion dates may be identified. City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications e) A description of current and anticipated project problem areas or risks and recommended steps to be taken to resolve each problem. 6. Weekly Conference Calls The Vendor's Project Manager shall participate in weekly conference calls with Citibus Project Managers, who will coordinate with other Citibus staff as needed. The purpose of these conference calls shall be to review any technical, schedule, action item, deliverable, coordination, or project management issues that need to be discussed in order to help keep the project on schedule. These conference calls shall be scheduled for a mutually agreeable time, preferably at the same day and time each week. These conference calls will be conducted informally, and both the Vendor and Citibus may propose topics to be discussed each week. A conference call for any given week may be canceled if both Project Managers agree to do so. 7. Implementation This effort encompasses installation of new software, the transmission of data, conversion and input of the historical data, records, documentation and project management through cutover and formal acceptance. The Proposer will submit an implementation schedule with the RFP. The negotiated implementation schedule will become part of the Proposer expectations. 8. Installation, Testing, Acceptance The AVL/AVA application must have availability of not less than 99.00% of the time from 5:00 AM through 4:00 AM Monday through Sunday. a) Installation Upon completion of the installation phase, the vendor shall notify Citibus in writing of readiness of the system installation for testing. b) Testing Once notified that the system is ready for testing, Citibus and the vendor will schedule a date for performance testing. c) Testing Period Citibus shall operate in test mode for a minimum of thirty (30) days, up to a maximum of ninety (90) days, during the testing period. During this time, Citibus will compile a list of issues, bugs, or software glitches that shall be the responsibility of the vendor to correct during an additional 30-day period. d) Errors, Corrections, and Fixes If, after transit system testing, the hardware and software does not perform to specifications or vendor representations, vendor shall be given thirty (30) days after notification of the problem to remedy the issue. e) Final Testing Upon satisfying all software and integration problems, etc., Citibus will again commence a final testing period for thirty (30) days to verify that the vendor has addressed all identified problems without any further issues. City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications f) Acceptance After final testing is completed to the satisfaction of Citibus, the General Manager or his designee will issue a letter of acceptance to the Vendor. 9. Training Vendor is required to train Citibus personnel to proficiency on all software products offered. All training shall be conducted at Citibus offices located in Lubbock, TX and all training schedules will be coordinated with Citibus Project Managers. a) Training Program Vendor will be required to provide a combination of classroom and "hands-on training" for all software products offered. Training content and duration shall be stated specifically in the proposer's written response to this procurement. All instructors shall demonstrate a thorough knowledge of the software and hardware covered in training. b) Class Size Vendor shall examine the Citibus staff size to assess the potential number of staff who will be required to attend vendor training on the various software products to be held at Citibus. c) Manuals and Documentation Vendor shall provide five (5) copies of the software manuals for each product offered as part of this procurement. Vendor will also be responsible for supplying Citibus with any manual(s) update for the system and/or software timely. If Vendor has online manuals please state this in the Proposal. d) Help Desk Support Vendor shall provide Live Help Desk Support regarding questions or problems after Final Acceptance of software and hardware. Citibus expects vendors to include a minimum of three days of onsite support for Final Acceptance and to close out any issues or bugs in software or hardware. 10. General Characteristics of Product 1. Describe the proposed system architecture and identify its advantages and disadvantages. 2. Identify issues that Citibus should anticipate, and indicate how they are resolved using your system and services. 3. Describe additional software required to operate system efficiently, including operating system, network software, database, utilities (if applicable), report writer, and other additional software required to take full advantage of the system. 4. Describe your history of releasing enhancements to your software for the last two years. 5. Describe the training your company will provide and explain your experience in terms of how your training plan has improved other organizations' ability to manage its resources and fulfill its mission more efficiently and effectively. City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications 6. Describe your implementation services, with particular emphasis on planning, conversion, and process change management. Include a phased implementation plan. 11. Warranty / Customer Support Services 1. Standard Limited Warranty The Contractor shall provide a minimum 2 year warranty on all equipment, hardware, software, etc. The warranty for all three (3) components shall commence once the entire system is fully functional; tested; accepted and documented by written correspondence as competed by Citibus. Citibus agrees to operate and maintain all equipment, hardware, software, etc., in accordance with the Contractors specific instruction in order to maintain all warranties. The Proposer must provide the following information: a. Describe the manufacturer's warranty and your plan to support the warranty for all system(s) requested in the RFP. b. Provide a copy of the warranty and maintenance agreements / terms. Describe the availability of parts and how you propose to maintain the installed system(s) during the warranty period. Describe your plan to provide service and customer support to Citibus after the warranty period is over. e. Describe the provision for customer service, including the personnel assigned and a description of the tasks for which they will be responsible. f. Provide a toll free number for warranty, customer service and account inquiry during the hours of 8:00 am and 6:00 pm (Central time). Include information on evening and weekend support hours, rates and services. 12. Software Support Software support during the 2 year standard warranty period shall include technical support for all hardware and software with a 240 support line, as well as providing, licensing, installing and integrating all released software patches and updates. a. Describe the established procedure for software support from one or more qualified firms to be available on a four-hour response basis, when needed by Citibus to assist with fault diagnosis and/or component replacement. b. The proposal shall include a list of the support firms, their responsibilities and the response arrangements. c. If a support firm does not respond within the agreed response timeframe, or when a support firm is not able to provide the needed support, the Contractor shall provide, during the warranty period, supplementary support in accordance with an agreed escalation procedure. The escalation procedure can initially involve telephone support, but must culminate in the Contractor providing on -site support if needed. The proposal must define the proposed support escalation procedure. City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications d. The Contractor shall conduct a one day on -site follow-up analysis, including a written report on the findings of this analysis, on how the system is being used. This follow-up support effort shall be completed between 9 and 15 months after system acceptance. 13. Technical Support On -site technical support shall be provided by the Contractor on an as -needed basis. Support personnel qualified to maintain the Contractor's equipment shall test and resolve operation and maintenance problems when qualified Citibus personnel have been unable to resolve those problems, during the applicable warranty period. The contractor's personnel shall isolate failures, provide replacement parts, and respond to any warranty claims, including initiation and follow up of remedial actions. The contractor shall notify Citibus of any published technical service bulletins and provide remediation action to the affected equipment. Support personnel shall include field service engineers, technicians, and repair personnel as required. Support personnel shall be on Citibus property until the equipment has completed the acceptance testing, responding within 2 working days of Citibus request thereafter for problems not resolvable through a remote help desk. 14. Maintenance Service Manuals Citibus shall have, at a minimum, electronic access to block diagrams, exploded views, illustrated parts breakdowns, and schematic drawings and descriptions of assemblies and the relationship of components, subsystems, and systems. All documentation detailed in this specification shall be included irrespective of equipment manufacturer. Photographs may be used to support specific descriptions but are not sufficient alone. 15. Repair or Replacement of Faulty Components During the 2 year standard warranty period, the contractor shall repair or replace any faulty components at no charge. Citibus will follow the process as outlined below: Citibus will ship each faulty component to the Contractor, who shall return a new or repaired component within one week of receiving it. ■ If the Contractor determines that a returned component is not faulty, Citibus shall receive the original component back in working order within two days of the Contractor originally receiving the returned component. • All components received back at Citibus from the Contractor will be tested in accordance with the original Acceptance Test Procedure (ATP), and returned to the Contractor if faulty accompanied by a certification. • The Contractor shall pay all shipping charges to and from Citibus, and any charges associated with the repair or replacement of faulty units. • Returned or replaced spare components shall be packaged, organized and labeled in the same manner as the original supply of spare components. City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications 16. System Wide Replacement If at least 20% of a given component requires repair or replacement within the warranty period, the component shall be deemed to warrant system -wide replacement. System -wide replacement shall require the Contractor to replace all units of the suspect component throughout the system, whether or not they have exhibited any fault. Even if the system -wide replacement activity extends beyond the end of the warranty period, the Contractor shall be obligated to complete it if the need was documented before the end of the warranty period. 17. Customer Support Services Extensive support will be required to ensure an efficient and successful implementation. Describe in detail how your services will support this effort, particularly in these areas: I . Proposer must provide the following types of support, each with a guaranteed three (3) hour response by a staff member capable of addressing the situation. 2. Help desk service between 8:00 AM and 6:00 PM Central time. Calls are to be answered by staff member capable of resolving the problem or routing calls properly and expeditiously. 3. 24 Hour emergency support. 4. Electronic Mail. 5. Please describe how your program supports problem reporting through each of these media. Describe your support team and indicate percentage of staff available to take calls and of those, percentage of those competent to address various types of problems. 6. Please describe additional implementation services unique to your company. 7. Proposer must provide copies of all documentation and updates in a timely manner. Manuals must be process -oriented, clear, and easy -to -use. 18. AVL System 1. AVL Software Module Shall include at a minimum: a) Web based mapping service such as Google maps for vehicle tracking of Citibus routes by the public on the Citibus website or a separate dedicated website. b) Ad -hoc maps and routine updates c) Administrator module to monitor bus location information, etc. d) Geo-fencing of vehicles including dispatcher alerts e) Navigational map tool/customer (passenger) interface module f) Route management module g) Vehicle location module h) Website information display i) Data storage and reporting City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications j) 2 year software updates at no charge k) Open source software is preferred but not required 1) Ability to automatically export AVL data into the General Transit Feed Specifications real time for trip updates, service alerts, and vehicle positions. m) Public API for retrieval of AVL data can be accessed by Citibus, the City of Lubbock and the public. 2. AVL Customer (Passenger) Interface Module Shall include at a minimum: a) Provide a public interface to customers indicating bus location information displayed on a map on the Citibus website. b) Provide a mobile public interface to customers indicating bus location information displayed on a map and configured to properly display on all smart phones. c) Continuously update the web page to show the real time location of all buses by route, until the user closes the web page. d) Integrate with Texas Tech University routes to show both TT and Fixed route buses concurrently on the same map using a website or Smartphone. e) Display fixed route and TT route numbers/letters on maps in contrasting colors so as to easily differentiate between routes. fJ Display fixed route and TT bus stops on the maps. g) Allow users to switch off certain routes so as to display a single route or a combination of user selected routes. h) Shall provide predictive estimate of bus arrival times at designated stops based on the average speed of the bus and traffic impacts. Customers shall be able to click on a designated stop and the map shall display the predictive estimate of the next bus arrival time. i) Automatically post relevant AVL system information to Citibus Twitter feed to communicate all buses that are operating more than 5 minutes behind schedule; to communicate all bus stops that are currently closed due to detours or other reasons; or to communicate a general message that all buses are operating on -time (defined as no more than 5 minutes late). 3. AVL Downtown Passenger Transfer Terminal Module Proposers shall include in their Proposal a Downtown Passenger Trans;cr Terminal 11101odule that can be exercised at the Citibus discretion within 120 days of contract award of the AVL System, provided the Contractor is provided the necessary information to work within the City's networking system. Citibus desires to equip the Downtown Transfer Plaza with customer information including the following: a) (OPTIONAL)Inside the passenger waiting area (building interior), a large screen monitor shall display a color map of all Citibus routes, the real time location of buses on all routes on the map, updated at least every 10 seconds. This large screen monitor shall be placed in an overhead location clearly visible to customers standing nearby. The map should be of City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications sufficient size and scale to make it easily understandable and readable from a distance of 15 feet. Proposer shall provide the large screen color monitor and all necessary mounting and installation, cabling, wiring, testing for proper functionality, etc. b) (OPTIONAL) Inside the passenger waiting area (building interior), a large screen monitor (separate from the route monitor) shall display the predictive estimated arrival times of the next bus for each Citibus route. The format for this should be in large print so as to be easily readable by persons with visual impairments standing a reasonable distance from the monitor. Proposer shall provide the large screen monitor and all necessary mounting and installation, cabling, wiring, testing for proper functionality, etc. c) (OPTIONAL) Outdoors at four (4) locations under canopies near bus bays where customers wait for arriving buses, large screen monitors shall be placed in weather-proof and vandal resistant kiosks to display the real time location of buses on the map of all Citibus routes. Proposer shall provide the large screen monitors, kiosks, and all necessary mounting and installation, cabling, wiring, testing for proper functionality, etc. d) Citibus shall provide at its own expense the conduit for all cabling to interior and exterior monitors, kiosks, and digital signs. The selected Proposer shall provide all other components, installation services, and testing for proper functionality for Downtown Passenger Transfer Terminal Module. 4. AVL Route Management Module Shall include at a minimum: a) Provide dispatcher real-time information to manage daily operations and determine the location of any fixed route vehicle in service. b) (OPTIONAL) Proposer shall provide and install a large screen color monitor for installation in the Citibus dispatch office to display the real-time location of all buses. c) Display the time each bus arrives at each stop, by route, and the "wait times" (e.g., the amount of time it will take for the bus to arrive at the stop). d) Display real time status (i.e., color -coding), with the emphasis on off -route or off schedule vehicles. e) Utilize the real time AVL information received from the vehicle to update schedule adherence in relation to its scheduled information, and display, system on -time performance statistics, relating to the overall performance of fixed route system. f) Provide detailed explanations of route management components and how they work with other components of the system. g) Provide screen shots of applicable windows describing key features, attributes, and the information available within the display and the management component. j) Shall generate the following reports, at a minimum: a. Garage pull out/ pull in time b. Vehicle and route utilization City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications c. Headway analysis report d. Schedule adherence and on -time performance by route e. Mileage Tracking by bus 5. AVL Administrator Interface Module Shall include at a minimum: a) Provide sample screen shots and a high-level diagram of major menu options and administrative tools as part of the proposed web service system. b) Security to manage system access, including support for multiple security and access levels, applying different security levels to specific users. c) Incorporate the runiblock numbers to allow for switches, from one run/block to another in response to traffic delays, high passenger loads, driver no-shows, etc. d) Allow Citibus staff to easily maintain the AVL System including a visual route creation element to add, delete, or revise routes; revise route numbers/names; revise bus stop locations, etc. e) Allow Citibus dispatchers to assign certain buses to routes manually. fj Provide a vehicle and route history function whereby Citibus staff can determine arrival times on specified dates at specified bus stops for certain buses or routes, speed of individual buses at certain dates/times and locations, driver login information by date/time. 6. AVL Functional Requirements Shall include at a minimum: a) Accurately track bus locations en -route in real-time (delay not more than 10 seconds) and provide visual mapping displays. b) Software design shall be expandable to include all necessary interfaces to support the subsystems as well as other future functions. c) Develop the tracking website using internet mapping service such as Google Maps including: one integrated map with a detailed map of the Lubbock County streets, major landmarks; standard map display features (zoom in/out, panning etc); an automatic refresh feature with the option of refreshing the map views `upon -demand' by the dispatcher; capabilities to trace routes, place stops and landmarks on the map. Enhance user functionality to modify map, modifying new or existing stops, construction projects, and/or highlight route detours. d) Predict the arrival of the bus (both outbound and inbound) at the selected bus stop on a particular fixed route. e) Software to allow Citibus management to continuously track and monitor vehicles and bus operators, both in real-time and by using archived information. The following reports are required: City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications Vehicle Location Data (replay map) Management reports that provide critical operational information relative to on -time performance. Improved customer service data and reports to reduce call center inquiries. 19. (OPTIONAL) Automatic Voice Announcement (AVA) System Module 1. AVA Functional Requirements The AVA System at a minimum shall include a Mobile Data Terminal (MDT) or similar style device that will incorporate color touch screen display, GPS receiver, cables, and a Standard Warranty. The Proposer shall procure and obtain the necessary wireless communication provider and cellular services for transmission of all GPS data necessary for the proper functionality of the AVA System. Cost of the wireless communication services shall be included in the Cost Proposal. All AVA related costs (including the cost of the MDT's, GPS receiver, cables, etc.) shall be itemized separately in the Cost Proposal. At a minimum, the AVA System shall: a) Integrate with the proposed AVL component, provide automatic GPS-triggered voice announcements for all routes, and shall provide the announcement of key stops, major intersections, major destinations, and transfer points with other routes as required under the Americans with Disability Act of 1990 (ADA). Such automatic voice announcements shall be made in a way that provides customers with visual impairments on buses announcements of upcoming key stops, major intersections, major destinations, and transfer points with other routes in a way that gives them sufficient time to signal the driver of their intention to disembark at the announced location so that the driver has sufficient time to make a safe stop. b) Shall provide the following key vehicle hardware components: • Automatic bus stop annunciator • Mobile data terminal (MDT) or similar style device c) (OPTIONAL)Shall include all database programming and route mapping services necessary for the system to be fully functional, operational, and compliant with all ADA requirements relative to interior and exterior stop announcements. Audio announcements of each stop are to be synchronized to allow the same information to be concurrently presented to the passengers via the LED display inside the passenger compartment of the bus; The announcement must be made in a timely manner to allow the passenger adequate time to activate the stop request signal and subsequently for the driver to bring the vehicle to a safe stop. d) (OPTIONAL) GPS receiver LED display inside the passenger compartment of the bus to display in text the voice announcement being made. Shall include all database programming and route mapping services necessary for the system to be fully functional, operational, and compliant with all ADA requirements relative to interior and exterior stop announcements. Audio announcements of each stop are to be synchronized to allow the same information to be concurrently presented to the passengers via the LED display inside the passenger compartment City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications of the bus; The announcement must be made in a timely manner to allow the passenger adequate time to activate the stop request signal and subsequently for the driver to bring the vehicle to a safe stop. e) Exterior voice announcements shall be programmed separate from interior announcements so as to trigger any time the front door of the bus is opened at a stop serving two (2) or more routes. These announcements shall be on the exterior speakers of the bus; assuming the current speakers and hardware onboard is in working order. f) All announcements shall be automatically triggered using location cues provided by the system's GPS component; g) Vendor shall provide training for Citibus staff and acceptance testing of the system; h) Announcements, shall include but not be limited to the following: • Major stops (as designated by Citibus) • Major intersections (as designated by Citibus) • Transfer points or stops served by two (2) or more routes (as designated by Citibus) • Cautionary warnings • Public service information ■ Advertising i) Annunciation of stops and other messages shall be: in English; of sufficient volume inside the bus to be heard during normal transit operations; of sufficient volume outside the bus at the front door so as to adequately inform riders waiting at the stop of the route number, the name of the route, and its direction of travel; and clearly enunciated so as to be easily understandable. j) The AVA System shall be easily maintainable by Citibus staff including adding/deleting bus stops, adding/deleting voice announcements, revising route structure and direction of travel, revising interior displays of voice announcements. The selected Proposer shall provide a comprehensive training program to Citibus staff on how to maintain the AVA System and make changes to programmed announcements and displays. k) The AVA System will have an administrator interface that allows the entering of new voice announcements, locations where such announcements will be triggered, routes where new or revised announcements will be made, selection of dates/times for certain public service announcements on certain individual routes, and display of all active announcements. 1) Provide Citibus with a list of any customer complaints or issues within the past two years. What was the resolution to the complaints or issues. Citibus Fleet List on Next Page Required installations are highlighted in Yellow ., A a... , ©�e .i ig ins ti-rein City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications L 3 M L NORM 91 DI 2001 0001 0401 1301 1601 P • 2002 0003 0402 1302 1602 3006 2003 0004 0403 1303 1603 3007 2004 0006 0464 1304 1604 3008 2005 0007 0405 1605 3009 2006 0008 0406 1606 3010 2007 0009 1607 3011 2008 2009 0111 1608 3012 0112 //. 1609 3013 2010 2011 0114 - - 01 1610 1611 3014 3015 2012 0602 1612 3016 0603 1613 3018 •Ar'181IIIIIIIII• 02101 / 0604 1614 3020 0605 3021 2060 0606 3022 02 2061 0607 3023 2103 2062 to, rr. 0901 2056 2905 ___ - 72904 2104 2105 2063 2064 0608 2106 2065 0783 2107 ? 0902 2057 2906 3017 2108 0903 2059 2907 2109 0904 2908 TOTAL ACTIVE CRIBus FLEET 125 2110 2111 -• T92 0905 2909 0906 2910 2911 2112 2113 T93 / 2912 2114 1101 2913 FLAT 2914 BREAK -DOWN 2915 Fixed= 25 2916 Trrech= 50 Para= 33 Non Rer- 19 2115 2116 11024 2117 2118 City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications CONTRACT TERM The contract shall be for a term of one year, with the option of one, one year extension, said date of term beginning upon formal approval. All stated annual quantities are approximations of usage during the time period to be covered by pricing established by this bid. Actual usage may be more or less. Order quantities will be determined by actual need. The City of Lubbock does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this bid and resulting contract. This agreement includes incorporation of Federal Transit Administration (FTA) Terms. The preceding provisions include, in part, certain Standard Terms and Conditions required by the Department of Transportation (DOT), whether or not expressly set forth in the preceding contract provisions. All contractual provisions required by DOT, as set forth in FTA Circular 4220.IF, are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this agreement. The Contractor shall not perform any act, fail to perform any act, or refuse to comply with any requests which would cause Citibus to be in violation of the FTA terms and conditions. EVALUATION CRITERIA Each proposal will be evaluated for full compliance with the RFP instructions to the offeror and the mandatory terms and conditions set forth within the RFP document. The objective of the evaluation will be to recommend the firms who are most responsive to the herein described needs of the City. The proposal will be evaluated on the following criteria: A. 35% = Technical Specifications/System Requirements B. 15% = Implementation and Training C. 30% = Cost D. 20% = Qualifications of Firm and Staff (including Experience and References) PROPOSAL FORMAT a) Proposals should provide a straightforward, concise description of the Offeror's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness, clarity of content, and conveyance of the information requested by the City. b) The proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume. c) If the proposal includes any comment over and above the specific information requested in the RFP, it is to be included as a separate appendix to the proposal. d) The proposal must be organized into the following response item sections and submitted in an indexed binder. City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF Specifications i) Cover letter addressed to the Honorable Mayor and City Council that states the Offeror's understanding of the services to be provided. Include any additional information believed necessary that is not requested elsewhere in the RFP. ii) A description of the methodology to be used to complete the project to include, but not be limited to, how recommendations will be formulated and commitment of adequate appropriate resources to the project. iii) Offeror's specific expertise in areas pertinent to the project to include a listing and brief description of similar projects completed (with the dates of completion) or in progress and a list of references by name, address, and telephone number for each project listed. This list of projects in progress shall include the phase of work that each project is currently in (i.e. design, bid, construction), and the estimated completion date. iv) A brochure of past work, with emphasis on comparable projects. v) List of principal(s) of the Proposer and amount of time that principal(s) will be involved in the project. vi) List of other professionals to be used, if applicable, with a record of experience in projects of this nature. Identification of principal(s) and percentage of time the principal(s) will be involved in the project. vii) The organizational structure of the employees who will be assigned to this project along with resumes of those individuals. If a joint venture is expected, then provide the organizational structure of the sub -contractor and resumes of those persons who will be involved in the project. viii) The Proposer must assure the City that he/she will to the best of his/her knowledge, information and belief, be cognizant of, comply with, and enforce, where applicable and to the extent required, all applicable federal or state statutes and local ordinances including, but not limited to the Davis -Bacon Federal minimum wage requirements. ix) Describe the Offeror's methodology for handling errors and omissions. x) Disclosure of any obligations posing a potential conflict of interest, including service on City boards and/or commissions and any current contracts with the City of Lubbock. This would apply to the Proposer as well as consultants subcontracted by the Proposer. xi) Any material which the proponent wishes to submit and which is not specifically requested in the above categories. xii) Offerors are strongly encouraged to explore and implement methods for the utilization of local resources, and to outline how they would address outreach issues in their proposal. It is also the desire of the City that the City of Lubbock program serve, as much as practicable, to stimulate growth in all sectors of the local business community. Describe how your firm would facilitate this process, and provide any relevant information about similar efforts on previous projects. EXHIBIT B DDo u b I e! M A P DATE: November 21, 2017 429 North Pennsylvania Street, Suite 401 TO: Maurice Pearl Indianapolis, IN 46204 Citibus *Prices will remain firm for 120 days Lubbock, TX mpearl@citibus.com Su btota I LN Note Item Q Price Capital EL Annual 1 Base System CAD/AVL 2 a. Mobile Data Terminal (MDT) 75 $ 385.49 $ 28,911.75 3 AVL Shipping 75 $ 1.50 $ 112.50 4 AVL Hardware Installation 75 $ 100.00 $ 7,500.00 5 AVL Project Management, Travel, and Support 1 $ 1,444.85 $ 1,444.85 6 AVL On -Site Training Workshop Session 1 $ 1,500.00 $ 1,500.00 7 AVL Software License & System Documentation 75 $ 50.00 $ 3,750.00 8 AVL Subscription & Support 75 $ 150.00 $ 11,250.00 9 AVL Cloud Services & Hosting 75 $ 100.00 $ 7,500.00 10 11 Realtime Passeneer Information System IRTPI) 12 Mobile Apps (iOS & Android) 1 Included 13 Web Apps (Desktop & Mobile Web) 1 Included 14 Application Program Interface (API) -1SON 1 Included 15 16 Automated Voice Annunciation (AVA) 17 Smart Hub (VLU) 75 $ 610.50 $ 45,787.50 18 Smart Hub (VLU) Configuration 1 $ 1,000.00 $ 1,000.00 19 AVA Hardware 75 $ 408.77 $ 30,657.38 20 Estimated Shipping 75 $ 2,25 $ 168.75 21 AVA Project Management / Travel 1 $ 2,000.00 $ 2,000.00 22 System Training Workshop 1 $ 1,500.00 $ 1,500.00 23 AVA Support & Licensing 75 $ 60,00 $ 4,500.00 24 25 Warranty 26 Extended Equipment Warranty 75 $ 15,00 $ 1,125.00 27 28 Cellular Data 29 Cellular Data Transmission 75 $ 150.00 $ 11,250.00 Notes a. Includes: cables, mounting post, and lockbox Capital Cost Payment Terms: 35% due at contract signing 55% due at delivery of products and services 10% due at system acceptance Quote Summary Capital Costs $ 125,457.73 Annual Costs $ 34,500.00 Total for First Year $ 159,957.73 Total for 2 Years $ 194,457.73 *All applicable sales/use tax are additional $43,910.21 $69,001.75 $12,545.77 EXHIBIT C City of Lubbock, TX Bus Tracking Software for Citibus RFP 17-13159-TF III. INSURANCE SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY. INSURANCE COVERAGE REQUIRED SECTION B. The City reserves the right to review the insurance requirements of this section during the effective period of the contract and to require adjustment of insurance coverages and their limits when deemed necessary and prudent by the City based upon changes in statutory law, court decisions, or the claims history of the industry as well as the Contractor. SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration of this contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by companies approved by the State of Texas and acceptable to the City, in the following type(s) and amount(s): TYPE AMOUNT 1. Worker's Compensation Statutory or Occupational Accident (Non Subscriber) $500,000 2. Commercial General (public) Liability insurance including coverage for the following: a. Products/completed operations Combined single limit for b. Personal injury bodily injury and property c. Contractual liability damage of $1,000,000 per occurrence or its equivalent. 3. Comprehensive Automobile Combined single limit of $1,000,000 Liability insurance including bodily injury and property or its equivalent. a. Owned/leased vehicles b. Non -owned vehicles c. Hired vehicles 4. Technical E & O General Aggregate - $1,000,000 The City of Lubbock shall be named as an additional insured on a primary and non-contributory basis with a waiver of subrogation iti favor of the City on all coverages. ADDITIONAL POLICY ENDORSEMENTS The City shall be entitled, upon request, and without expense, to receive copies of the policies and all endorsements thereto and may make any reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon such request by the City, the Contractor shall exercise reasonable efforts to accomplish such changes in policy coverages, and shall pay the cost thereof. REQUIRED PROVISIONS The Contractor agrees that with respect to the above required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following required provisions: a. Name the City of Lubbock and its officers, employees, and elected representatives as additional insured, (as the interest of each insured may appear) as to all applicable coverage; b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change; c. Provide for notice to the City at the address shown below by registered mail; d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance; e. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. NOTICES The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less than 30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE. All notices shall be given to the City at the following address: Marta Alvarez, Director of Purchasing and Contract Management City of Lubbock 1625 13" Street, Room 204 Lubbock, Texas 79401 SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate the Contractor from liability. CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 0f 1 Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2017-156939 Date Filed: 01/23/2017 Date Acknowledged: 06/02/2017 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. DoubleMap, Inc. Indianapolis, IN United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Lubbock 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 17-13159-TF Bus Tracking Software for CitiBus 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I Intermediary DoubleMap, Inc. Indianapolis, IN United States X 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. Signature of authorized agent of contracting business entity AFFIX NOTARY STAMP / SEAL ABOVE Sworn to and subscribed before me, by the said this the day of 20 , to certify which, witness my hand and seal of office. Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277 CERTIFICATE OF INTERESTED PARTIES FORM 1295 l of l Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2017-156939 DoubleMap, Inc. Indianapolis, IN United States Date Filed: 01/23/2017 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Lubbock Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 17-13159-TF Bus Tracking Software for CitiBus 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I Intermediary DoubleMap, Inc. Indianapolis, IN United States X 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. Y'p4i ASHLEY BLAKE GAR!. 'l tiPP •Germs Notary Public, Mate of lnc,s Hamilton County s*: .t; Commission#69AIS5 ; My Commission Expire . December 12, 2C13 •: Signature of authorized agent of contracting business entity AFFIX NOTARY STAMP / SEAL ABOVE Sworn to and subscribed before me, by the said this the 1�— day of Gil , 201_, to certify which, witness my hand and seal of oflice. Signature of officer administering oath Printed nalne of officer administering oath Title of officer administering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277