NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS METROPOLITAN PLANNING ORGANIZATION REQUEST FOR PROPOSALS

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1 NORTH CENTRAL TEXAS COUNCIL OF GOVERNENTS ETROPOLITAN PLANNING ORGANIZATION REQUEST FOR PROPOSALS FOR THE CLEAN FLEETS NORTH TEXAS AUTOATED VEHICLE LOCATOR SYSTE April 22, 2016

2 REQUEST FOR PROPOSALS FOR THE CLEAN FLEETS NORTH TEXAS AUTOATED VEHICLE LOCATOR SYSTE INTRODUCTION The North Central Texas Council of Governments (NCTCOG) is seeking a qualified vendor to provide a turnkey Automated Vehicle Locator System (AVLS) and associated on-going service to manage vehicle activities of grant recipients awarded through the NCTCOG Clean Fleets North Texas Call For Projects (CFP). NORTH CENTRAL TEXAS COUNCIL OF GOVERNENTS The North Central Texas Council of Governments (NCTCOG) is a voluntary association of, by, and for local governments, and was established to assist local governments in planning for common needs, cooperating for mutual benefit, and coordinating for sound regional development. NCTCOG s purpose is to strengthen both the individual and collective power of local governments and to help them recognize regional opportunities, eliminate unnecessary duplication, and make joint decisions. BACKGROUND Since 1974, NCTCOG has served as the etropolitan Planning Organization (PO) for transportation in the Dallas-Fort Worth (DFW) etropolitan Area. NCTCOG s Transportation Department is responsible for regional transportation planning for all modes of transportation. The Department provides technical support and staff assistance to the Regional Transportation Council (RTC) and its technical committees, which compose the PO policy-making structure. In addition, the Department provides technical assistance to the local governments of North Central Texas in planning, programming, coordinating, and implementing transportation decisions. 1

3 PURPOSE AND NEED It is the intent of the North Central Texas Council of Governments (NCTCOG) to enter into a contract with a qualified vendor to provide a turnkey Automated Vehicle Locator System (AVLS) and associated on-going service to manage vehicle activities of grant recipients awarded through the NCTCOG Clean Fleets North Texas Call For Projects (CFP). The selected contractor will provide all needed parts, labor, materials, software, and hardware as necessary to equip 40 to 60 vehicles with a complete and functional AVLS per the conditions of the RFP. The selected contractor shall accommodate equipment installation on a rolling basis over the contract term and will be responsible for all equipment installation and repair activities including scheduling and providing all necessary equipment and components to the installer/repair person. PROJECT SUPPORT NCTCOG will serve as the Project anager to implement a mutually agreed upon scope of work, monitor progress of consultant activities, and serve as a liaison between the consultant and other partners. The selected consultant will enter into a contract with NCTCOG for the agreed upon scope and budget. NCTCOG shall also serve as the contract manager and procurement administrator for the project. SCOPE OF WORK The scope of work for the Clean Fleets North Texas Automated Vehicle Locator System is summarized by the tasks outlined below. Consultants are encouraged to review these tasks and to exercise creativity in responding to the study needs. odifications to the tasks and task sequencing, which will improve the effectiveness of the study while containing costs, are encouraged. 2

4 1.0 Background Information The Clean Fleets North Texas 2015 Call For Projects is awarding funds for on-road vehicles to public and private fleets operating in the ten counties currently classified as nonattainment for the pollutant ozone; this includes Collin, Dallas, Denton, Ellis, Johnson, Kaufman, Parker, Rockwall, Tarrant, and Wise Counties and is outlined in Exhibit 1. Throughout the RFP, the term nonattainment area will refer to these ten counties. Recipients of grant funds (subgrantees) are required to operate the grant-funded vehicle for a committed percentage of time and for a committed amount of miles within the nonattainment area over a five year period. Exhibit 1: Dallas-Fort Worth 2008 Eight-hour Ozone Nonattainment Area 3

5 Subgrantees are required to report the usage for each grant-funded vehicle on a semi-annual basis. To streamline and enhance the usage reporting requirement, NCTCOG seeks a customized, web-based AVLS that will support real-time tracking and user-defined reports of vehicle activities using the latest technology in Global Positioning Systems (GPS) combined with wireless communications and software. In addition to evaluating the subgrantees performance and contract compliance, NCTCOG also will use the collected data to identify vehicle trends within the 10-county nonattainment area for purposes of identifying strategies for air quality improvement in the region. Applicants should consider the following details when preparing a response. The NCTCOG region encompasses 16 counties. The North Central Texas nonattainment area is a 10-county subsection of the NCTCOG region that is in nonattainment for the hour standard for ozone (Collin, Dallas, Denton, Ellis, Johnson, Kaufman, Parker, Rockwall, Tarrant, and Wise Counties) Additional NCTCOG programs may require AVLS in the future. 2.0 Expected AVLS Capabilities The AVLS shall be a customized, contractor-hosted, scalable, web-based system that will support real-time or near real-time tracking and user-defined reports of vehicle activities using the latest technology in Global Positioning Systems (GPS) combined with wireless communications and software. The AVLS must be capable of: monitoring and displaying multiple vehicle locations (including latitude/longitude coordinates and physical address matching), mapping vehicle movement updates (including direction of travel and routes taken), and displaying vehicle speed, landmarks and vehicle status (e.g., engine on/off, ignition on/off, speed, amount of time spent idling). The AVLS must also enable the creation of customized data reports by vehicle for a userdefined time interval, documenting total mileage, mileage driven, hours operated, creeping and 4

6 stationary idle engine hours, and idle percentage within each of the ten ozone nonattainment counties as well as outside of the nonattainment area. Please see Attachment A for mandatory and preferred application and technical requirements. Newer more suitable technology may be substituted for any of the aforementioned requirements providing it has been tested and proven as reliable and meets the minimum specification requirements. The application and reporting functionality should be completely web-based with no requirement for specific software to be installed on customer/client computers. In addition, the AVLS must meet the special requirement below. The application must support a secure web service for retrieving AVLS data through a software interface. NCTCOG anticipates using an ASP.NET web application with C# to consume the web service. Allow retrieval of the following data elements (at a minimum) for a given date range for all vehicles/assets or a single vehicle/asset based on unique identifier via a software interface: o total mileage o mileage driven within the nonattainment area or geo-fenced boundary o mileage driven outside of the nonattainment area or geo-fenced boundary o total hours operated o hours operated within the nonattainment area or geo-fenced boundary o creeping and stationary idle engine hours o idle percentage/idle time within the nonattainment area or geo-fenced boundary o idle percentage outside of the nonattainment area or geo-fenced boundary Additional Requirements: a) Respondents must have the ability to ensure transmitted files are free of viruses and uncorrupted. b) Files must be encrypted to ensure they are not modified enroute to NCTCOG. 5

7 3.0 Scope of Work The selected contractor will provide all needed parts, labor, materials, software, and hardware as necessary to equip 40 to 60 vehicles with a complete and functional AVLS per the conditions of the RFP. Work to be completed by the selected contractor shall be of professional quality and meet or exceed federal, state, and local codes and shall consist of or include: a) The complete system installation and configuration of all necessary components of the AVLS, including all hardware, software, GPS units, devices and any electrical work, connections, wiring harness and mounting hardware. b) Training and/or training documentation for NCTCOG staff. c) Twenty-four (24) hour, seven days a week product, system, communications, and service support during the term of the agreement and the ability to respond for repairs/replacements within twenty-four (24) hours after receipt of call by NCTCOG or a NCTCOG subgrantee in any of the ten North Central Texas ozone nonattainment counties. If for some reason response within 24 hours is not possible, a reasonable amount of time must be agreed upon by NCTCOG and the contractor in writing for each instance. The selected contractor shall be responsible for managing and administering AVL tracking services for all specified grant activities and must designate up to two points of contact who have primary responsibility for all activities associated with daily operation of the NCTCOG AVLS. These activities include, but are not limited to, data communications, training, documentation, equipment acquisition, equipment installation, removal, replacement, and support for system or equipment malfunction or outages. 6

8 Equipment Installation. The selected contractor shall accommodate equipment installation on a rolling basis over the contract term and will be responsible for all equipment installation and repair activities including scheduling and providing all necessary equipment and components to the installer/repair person. Vehicle locations are expected to be primarily in Collin, Dallas, Denton, Rockwall and Tarrant counties. aintenance. aintenance costs must be specified and information regarding periodic software upgrades provided. Respondents must provide information on how hardware malfunctions will be handled. At a minimum, the malfunctioning hardware must be replaced within 48 hours. Warranty. The warranty shall be submitted in writing, on Company letterhead, and accompany the price proposal. Failure to do so may be a cause for disqualification of proposal. The contractor warrants the products and services furnished by them to be of the highest quality, complying with specifications, and free from all defects whatsoever in workmanship. Training. The selected contractor must provide training to NCTCOG personnel in the operation of software programs, the internet access of information, and the creation of ad hoc reports. The training shall be provided at no cost to NCTCOG. The contractor shall provide electronic versions of English language training manuals and user guides for the system and include permission for reproduction and use as required. 4.0 RFP Response Outline In order to ensure each firm equal opportunity for consideration, adherence to a standardized proposal format is required. Individual and complete proposals must be submitted and contain the following elements organized into separate chapters and/or sections. Failure to adhere to this format may result in the disqualification of your proposal. The proposal itself is 7

9 limited to 20 single-sided pages. Supplemental materials such as brochures and business documents will not count towards the 20-page limit. Overall AVLS Technology Experience Technical Approach, including Training and aintenance Personnel/Staffing Cost Estimate References iscellaneous Elements o Warranty Information o Sub-Contractors o Insurance Supplemental aterials These elements parallel the basis of NCTCOG s proposal evaluation criteria outlined below. The following sections provide guidelines for information to be included in the proposal. A. Overall AVLS Technology Experience Provide brief company background, name and title of owners/partners. Describe the company history and type of project or work the respondent typically performs. Describe current and future workload as it relates to AVLS technology experience. B. Technical Approach Submit a detailed work plan describing how the firm will execute and conduct the required project and services, including training and maintenance. The plan should be consistent with the 2.0 Expected AVLS Capabilities, Attachment A Application and Technical Requirements and 3.0 Scope of Work as described in this RFP, and should demonstrate the respondent s understanding of the required project and services. Provide examples of client reports to demonstrate ability to comply with reporting requirements stated in 2.0 8

10 Expected AVLS Capabilities. In addition, include any integration capabilities to other applications (i.e. ESRI ArcGIS extensions), if any. C. Personnel/Staffing The respondent must demonstrate a minimum of five (5) years experience in implementation of AVLS applications. This experience must include custom applications development, web programming, training, installation, and hardware and software setup and configuration. D. Cost Estimate It is NCTCOG s intent to enter into a contractual agreement with one (1) respondent based on the requirements outlined within this proposal and any subsequent revisions (if necessary) to the scope based upon negotiations of pricing. The Cost Estimate should contain a description of per-unit hardware, installation, and activation costs, per-unit monthly monitoring and/or hosting fees, support costs, and hourly rates for service/repair work. In addition, respondent is requested to provide separate pricing information for the following: o Data storage cost by data quantity and length of storage include any additional cost associated with retrieval of archived data o Data transmission frequency (GPS device to web server) options < 5 minute intervals (e.g. 4 min intervals or 2 min intervals) o username/login functionality for subgrantees to access GPS data This RFP establishes that the total cost incurred in performance of this contract will be paid through agreed service fees billed to and collected from NCTCOG by the selected service contractor. 9

11 E. References List the names of at least three (3) clients for whom the respondent has performed or is currently performing goods and services similar to those described in this RFP. List the contact individuals, addresses, phone numbers, length of contract, and services provided. F. iscellaneous Elements o Warranty Information Provide warranty information as per Section 3.0. Failure to provide this information may result in the disqualification of your proposal. o Sub-Contractors Provide qualifications and experience for all proposed subcontractors. Failure to provide this information may result in the disqualification of your proposal. o Insurance Provide a statement that the firm, if awarded the contract and prior to commencing work on the contract, shall furnish NCTCOG a certificate of insurance. The selected contractor shall furnish and maintain during the contract such liability and property damage insurance as shall protect the contractor and any subcontractors performing work covered by the contract from claims for damages by Workers Compensation Statute and from claims for property damages or personal injury which may arise from operations under this contract. PROJECT SCHEDULE AND BUDGET NCTCOG is seeking a frim to provide initial installation and services as well as on-going services for a period of five (5) years with an anticipated Notice to Proceed date of July 1, This project has an anticipated budget of $65,000. EVALUATION CRITERIA AND AWARD A Consultant Selection Committee (CSC) will review all responses to this RFP on criteria set forth in 4.0 RFP Response Outline above and select a firm it considers qualified to undertake the 10

12 project. A point score will be assigned to each question based on the importance of each question in proportion to the other questions. A selection committee will evaluate each response utilizing the following rating index: Item A Overall AVLS Technology Experience 30 Points Item B Technical Approach 40 Points Item C Personnel/Staffing 10 Points Item D Cost Estimate 15 Points Item E References 5 Points Total Points 100 Points A total score will be assigned to each proposal and NCTCOG will select the contractor with the highest total points. If the CSC determines that interviews will be required before a final decision can be made, the interviews will take place at the NCTCOG offices in Arlington, Texas, the week of June 13, Proposers should be willing and able to attend these interviews, if necessary. Consultants who are invited to an interview will be notified the week of June 6, 2016 that an interview has been scheduled. Costs for developing the proposal and costs attributed to interviews (and subsequent negotiations) are at the proposer s own expense and will not be reimbursed by NCTCOG. The selected contractor will be notified by or phone following NCTCOG Executive Board action and contract negotiations between NCTCOG and the selected firm will commence shortly thereafter. Following final negotiations of the work plan and costs satisfactory to NCTCOG, the consultant will be asked to execute a contract with NCTCOG. 11

13 The Texas Legislature has adopted House Bill In short, the law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to our agency at the time of a signed contract. As part of contract development, the selected consultant will be asked to complete the disclosure of interested parties electronically and submit through the Texas Ethics Commission website. NCTCOG will provide a specific contract number associated with the award for inclusion in the submittal. Once submitted, the consultant will be requested to return an confirmation of submittal to NCTCOG. For more information about the process, please visit the following website for Frequently Asked Questions: Q_Form1295.html. A Notice to Proceed will be issued upon execution of the contract. NCTCOG reserves the right to reject any and all proposals, to contract for any or all portions of the project with the selected consultant, or to hire multiple firms. The successful responder(s) to this Request for Proposals is expected to provide qualified personnel to accomplish each portion of the work in this study. NCTCOG will maintain the right to request the removal of any personnel found, in its opinion, during the course of work on this project, to be unqualified to perform the work. DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION AND OTHER COPLIANCE REQUIREENTS The Disadvantaged Business Enterprise participation should meet the 4.6% percentage goal identified for this type of procurement. Respondents should also include an Affirmative Action Plan in the proposal. Failure on the part of a majority contractor to meet this goal or to show meaningful good faith efforts may be grounds for finding the proposal nonresponsive. 12

14 The Sample Contract, provided in this transmittal, contains federal requirements which must be included with all proposals submitted. If awarded, Proposers will be asked to review the terms identified in the sample contract. Proposers should identify in their response any revisions to the terms or conditions they would like NCTCOG to consider. NCTCOG may consider alternate contracting instruments from Proposers but any such instruments must satisfy all applicable federal, state, and local requirements. Appendices C through H of the sample contract contain compliance requirements and certification forms which must accompany the proposals. Failure to comply with these requirements may result in finding the Proposal non-responsive. QUESTIONS AND ANSWERS All questions regarding the services required shall be directed in writing by to TransRFPs@nctcog.org by the close of business on Friday, ay 6, All questions and responses will be posted on NCTCOG s website at by the close of business on Wednesday, ay 11, NCTCOG reserves the right to respond to inquiries as it deems necessary. 13

15 Attachment A Application and Technical Requirements Requirements Ability to install hardware and launch AVLS system availability within 90 days after notification. onitor and ap ultiple Vehicles Simultaneously for the Following Information: Location (Lat/Long and Address), Speed, Status (Engine On/Off, Ignition On/Off), iles Travelled, Direction of Travel, Route Customized Reports of the Following Vehicle Information: iles Driven, Hours of Engine Operation, Creeping Idle Engine Hours, Stationary Idle Engine Hours, Time Spent Idling, Percentage of Time Spent Idling, Percentage of Time Spent in and out of a Particular Geo-fenced Area, Average Speed, Speeding based on posted speeds, Percentage of Time Spent Hard Braking, Percentage of Time Spent Hard Acceleration Website map should be print-friendly and exportable to PDF. Track Individual Vehicles and Groups of Vehicles Capture user-id and timestamp for each create, update and delete web transaction. andatory ()/ Preferred (P) P Description Ability to filter map display by userdefined date/time-interval and vehicle group name or individual vehicle ID as well as any of the information items detailed. Vehicles will be oriented on a map depicting Texas counties and user-defined geo-fenced boundaries. Ability to create user-defined reports on this information by user-defined date/time-interval and vehicle group name or individual vehicle ID as well as inside and outside user-defined geo-fenced boundaries. Ability to create, update, delete and monitor individual vehicles and group vehicles for purposes of display, tracking and reporting. These transactions pertain to the maintenance of data by users of the web application (i.e. 14

16 Geo-fencing Capability 24/7 vehicle tracking Web Based User Interface create/update/delete of vehicles, vehicle groups, reports, account info). Ability to create, update, delete and monitor multiple geo-fencing boundaries and geo-fenced boundaries within other geo-fenced boundaries for individual vehicles as well as groups of vehicles. 24 hours/day, 7 days/week AVLS availability including the web application. View and anage Account Online Ability for subgrantees to monitor only their vehicles. inimum vehicle refresh frequency of 5 minutes Ability to transfer GPS unit between vehicles obile-friendly (smartphone, tablet) web application Ability to monitor engine diagnostics and vehicle performance metrics Technical and Hardware Support Available Throughout the Ten-County Area Install GS/GPS AVL devices in vehicles using 12-volt vehicle standards Operating Temperature: -20 C to +55 C Storage Temperature: -40 C to +84 C Active built-in GPS Antenna P AVLS allows subgrantees to access the website to monitor their vehicles but not see other subgrantee s vehicles. Vehicle data collected every 5 minutes. Ability for user to change the data collection time-interval. If cost of data collection varies depending on collection frequency, include price options in proposal. AVLS captures vehicle speed, engine On/Off, Ignition On/Off, creeping engine idle, stationary engine idle Ten-County Area Includes the Following Counties: Collin, Dallas, Denton, Ellis, Johnson, Kaufman, Parker, Rockwall, Tarrant, and Wise Counties Applies to GS/GPS AVL devices installed in vehicles Applies to GS/GPS AVL devices installed in vehicles Applies to GS/GPS AVL devices installed in vehicles 15

17 Integrated GS antenna Environmental water proof, vibration proof Internal data logger Device must have internal battery which is recharged with vehicle ignition Ability to trigger AVL device low battery warning Ability to export selected AVLS data to S Office products or standard comma delimited (.csv) format. Ability to store and view data for historical tracking and analysis. Applies to GS/GPS AVL devices installed in vehicles Applies to GS/GPS AVL devices installed in vehicles Applies to GS/GPS AVL devices installed in vehicles Applies to GS/GPS AVL devices installed in vehicles Applies to GS/GPS AVL devices installed in vehicles Ability to download data for a given date range for all vehicles/assets or a single vehicle/asset based on unique identifier. Price the options of data storage over time. 16

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