TACOMA RAIL REQUEST FOR INFORMATION RAILROAD EQUIPMENT MONITORING SYSTEM TR F. Form No. SPEC-010E

Transcription

1 TACOMA RAIL REQUEST FOR INFORMATION RAILROAD EQUIPMENT MONITORING SYSTEM TR F Form No. SPEC-010E

2 City of Tacoma Tacoma Rail REQUEST FOR INFORMATION TR F Railroad Equipment Monitoring System Submittal Deadline: 11:00 a.m., Pacific Time, Tuesday, March 20, 2018 Submittal Delivery: Sealed submittals will be received as follows: By Carrier: City of Tacoma Procurement & Payables Division Tacoma Public Utilities 3628 S 35 th Street Tacoma, WA By Mail: City of Tacoma Procurement & Payables Division Tacoma Public Utilities PO Box Tacoma, WA In Person: City of Tacoma Procurement & Payables Division Tacoma Public Utilities Lobby Security Desk Administration Building North Main Floor 3628 S 35 th Street Tacoma, WA Note: This is a change in location for in-person deliveries. Submittal Opening: Sealed submittals in response to a RFI will be opened by a Purchasing representative and read aloud during a public bid opening held in Conference Room M-1, located on the main floor in the same building. Submittals in response to an RFI are recorded as received but are not typically opened and read aloud. After 1:00 p.m. the day of bid opening, the names of vendors submitting responses are posted to the website for public viewing. Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and obtained by accessing the City of Tacoma Purchasing website at Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates. Click here to see a list of vendors registered for this solicitation. Pre-Proposal Meeting: A pre-proposal meeting will not be held. Project Scope: Tacoma Rail seeks information that may be used to develop future competitive solicitations for a railroad equipment monitoring system. Estimate: N/A Paid Leave and Minimum Wage: Effective February 1, 2016, the City of Tacoma requires all employers to provide paid leave and minimum wages, as set forth in Title 18 of the Tacoma Municipal Code. For more information visit Additional Information: Requests for information regarding the specifications may be obtained by contacting Richelle Krienke, Senior Buyer, by to rkrienke@cityoftacoma.org. Protest Policy: City of Tacoma protest policy, located at specifies procedures for protests submitted prior to and after submittal deadline. Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with disabilities can be arranged with 48 hours advance notice by calling Form TR F No. SPEC-040C Revised: 01/13/2017 Page 1 of 6

3 SECTION 1 SCOPE 1.01 INTRODUCTION AND PURPOSE A. Tacoma Rail is a full-service short line railroad. Interchange occurs with both the BNSF Railway Company and Union Pacific railroads. Tacoma Rail is owned by the City of Tacoma and operates under the oversight authority of the Tacoma Public Utility Board. B. Tacoma Rail has two operating divisions. 1. The Tidelands and Capital operates in the Tacoma industrial and port area east of the city center as a terminal and switching carrier with rates set by tariff. This division serves more than 54 commercial customers, including major intermodal operations at the Port of Tacoma. The Tidelands Division handled more than 102,427 revenue rail car moves in The Mountain Division was established in the early 1990s when the City of Tacoma purchased the track from Tacoma to the Frederickson Industrial Park and with recent divestments currently extends to Yelm and Eatonville, WA. This area has become known as the Mountain Division of Tacoma Rail. This division serves 13 commercial freight rail customers including Boeing, James Hardie Building Products, Carlisle Building Materials, and Medallion Foods, with the majority of the customer base located in Frederickson, WA. Tacoma Rail serves both operating divisions, totaling approximately 125 miles of track, with its own fleet of 16 locomotives. C. Tacoma Rail is seeking information on fully integrated remote monitoring and asset tracking systems for its locomotive fleet currently consisting of 16 locomotives. D. Hours of Operation. Tacoma Rail is a 24 hour a day operation which includes weekends and all holidays. E. This Request for Information is issued to gather data that may be used to develop future solicitations. See Section 3 Disclaimer. There will be no award from this RFI. F. The following railroad equipment monitoring system functionalities are of particular interest: 1. Real time asset locations and status with ability to monitor on a remote screen via an internet web browser 2. Geo fencing 3. Trip wire placement 4. Hosted software service 5. Locomotive fuel readings and alerts 6. Event recorder downloads(real time) from computer/laptop 7. Provide secure service interfacing with other systems 8. Excessive impact tracking and automated notification 9. Ability to change settings from a computer/laptop TR F Page 2 of 6

4 G. The following functions are of ancillary interest: 1. Outward facing video system 2. Inward facing video system 3. Over speed alerts 1.02 QUESTIONS AND REQUESTS FOR CLARIFICATION A. Questions and requests for clarification of these Specifications may be submitted in writing by 3:00 p.m., Pacific Time, February 28, 2018, to Richelle Krienke, Purchasing Division, via to Questions received after this date and time may not be answered. 1. Please indicate the RFI specification number and title in the subject line. 2. Present your questions in MS Word format or directly in the body of the message. If applicable, cross reference the specific section of the RFI. 3. Questions will not be accepted by telephone or fax. 4. Questions marked confidential will not be answered. 5. Individual answers will not be provided directly to Respondents. 6. Questions will be held until the deadline and answered collectively. 7. The City reserves the discretion to group similar questions to provide a single answer or not to respond when the requested information is confidential. 8. The City will not be responsible for unsuccessful submittal of questions. B. Written answers to questions will be posted with the Specification on or about March 8, 2018, on the Purchasing website at Navigate to Contracting Opportunities / Services Solicitations, and scroll to this RFI. A notice will not be posted with the Specification if no questions are received. C. To receive notice of the posted answers, you must register as bid holder for this solicitation. Notices will not be sent if no questions are received. D. The answers are not typically considered an addendum CALENDAR OF EVENTS A. The anticipated schedule of events concerning the RFI is as follows: Questions due, 3:00 PM, Pacific Time February 28, 2018 Questions and answers posted on or about March 8, 2018 Submittal deadline, 11:00 AM, Pacific Time March 20, 2018 TR F Page 3 of 6

5 B. These are tentative dates only. The City reserves the right to adjust these dates at its sole discretion FORMAT AND PRESENTATION A. Provide complete and detailed responses to all items using the same numbering format as presented below. Organization of the submittal should follow the sequence of contents below so that essential information can be located easily during evaluation. B. Submittals that are incomplete, conditioned in any way, contain alternatives or items not called for in this RFI, or not in conformity with law, may be rejected CONTENT TO BE SUBMITTED A. Name of Firm 1. Main office address 2. Primary contact (name / telephone number / address) 3. Additional contacts (name / telephone number / address) 4. Internet address B. Provide information regarding the following monitoring functionalities of primary interest to Tacoma Rail: 1. Reporting a. Customizable reports that can be built for Tacoma Rail s needs and viewed online and on a cell phone. 2. Earth Mapping a. Locomotive locations in real time while moving, including direction of movement or stopped. 3. Event triggered alarms a. Provide immediate notification by or text message when certain events occur. 4. Geo-fence and trip wire a. Placement via computer, cell phone, or laptop. 5. Downloads (event recorder) a. Ability to download in real time from a computer or laptop. C. Provide information regarding the following secondary functionalities: 1. Outward facing video system 2. Inward facing video system TR F Page 4 of 6

6 3. Over-speed alerts D. Provide a detailed description of system implementation at other Railroads. If available, provide contact information for staff who may discuss the implementation and operation. E. Provide a detailed description of manufacturer s experience accommodating various types of reporting activities F. Provide information about development services if customizations to the product are necessary. G. Provide information about assistance in implementation of the product. H. Provide a detailed description of manufacturer s long-term involvement on maintenance, maintenance costs, software updates, and whether the tool is cloud-based, or would be a hosted on premise solution. If the proposed solution is cloud-based, include a specific example of implementation at another railroad specifically identify measures taken to meet security requirements. All else being equal, Tacoma Rail would prefer a hosted on premise solution. I. Indicate whether your firm is able to provide Tacoma Rail an on-site or webinar demonstration. Tacoma Rail may request an on-site demonstration of monitoring systems following review of material received through this RFI. The purpose of the demonstration is to discuss software capabilities with the intent of assisting Tacoma Rail in finalizing elements for a potential RFP. NOTE: A firm s willingness to provide an on-site demonstration and Tacoma Rail s decision to request an on-site demonstration in connection with this RFI will NOT be a factor in evaluating any potential future Request for Bids (RFB) or Request for Proposals (RFP). J. Provide as much general information as possible about your firm s pricing and fee structure. Tacoma Rail is interested in assessing the cost of long term implementation. NOTE: Information provided in response to this RFI will be considered general industry estimates and WILL NOT be used for the selection of vendors or to limit participation in any potential future RFBs or RFPs. Pricing information is requested only to develop general budgetary guidelines SUBMITTAL PACKAGE REQUIREMENTS A. Provide one original and one copy, and one electronic copy (CD or flash drive in either Word or PDF format, arranged as indicated in Section 1.4 above), of your complete submittal in a sealed envelope or package labeled with the: 1. Specification number 2. Specification title 3. Respondent name and address TR F Page 5 of 6

7 B. Submittals must be received by the City of Tacoma Procurement & Payables Division by the date and time specified in the Request for Information page or subsequent addenda. Delivery Mail City of Tacoma Procurement & Payables Division City of Tacoma Procurement & Payables Division Tacoma Public Utilities Lobby Security Desk Tacoma Public Utilities Administration Building North Main Floor PO Box S. 35 th Street Tacoma, WA Tacoma, WA SECTION 2 PROPRIETARY OR CONFIDENTIAL DESIGN INFORMATION A. Washington State Public Disclosure Act (RCW et seq.) requires public agencies in Washington to promptly make public records available for inspection and copying unless they fall within the specified exemptions contained in the Act, or are otherwise privileged. Documents submitted under this Specification shall be considered public records and, with limited exceptions, will be made available for inspection and copying by the public. B. Information that is confidential or proprietary must be clearly marked on each affected page. Further, an index must be provided indicating the affected page number(s) and location(s) of all such identified material. Information not included in said index will not be reviewed for confidentiality or as proprietary before release. See item 1.06 of the Standard Terms and Conditions (Appendix C). C. Marking the entire submittal as confidential or proprietary or trade secret is not acceptable and is grounds to reject such submittal. SECTION 3 DISCLAIMER A. There will be no award from this solicitation. This RFI is not a Request for Bids or a Request for Proposals, and there is no guarantee that either a RFB or RFP will be issued. B. A Respondent s decision to respond, or not to respond, to this RFI will NOT be a factor in evaluating any later RFB or RFP. C. While the intent of this RFI is to help identify vendors who meet various requirements for a competitive solicitation, there is no guarantee that any specific information presented by any Respondent will ultimately be included in any future solicitation issued by the City. D. Each Respondent shall bear all expenses incurred by the preparation and presentation of its RFI response. The City will therefore reject any claim made against them in this matter, regardless of the results of the subsequent processes, if any. TR F Page 6 of 6