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Johnson County Transit Scheduling Software & Services

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Johnson County Transit Scheduling Software & Services REQUEST FOR PROPOSALS (RFP) #F20-7046-30A JOHNSON COUNTY TRANSIT SCHEDULING SOFTWARE AND SERVICES PROVIDER Date: October 16, 2020 Contact: Denise Adams Manager of Procurement Telephone: (816) 346-0224 office (913) 244-7239 mobile (PRIMARY) Fax: (816) 346-0336 Email: [email protected] RFP #F20-7048-30A: JCT Scheduling Software and Services Provider Page 1 of 77 October 16, 2020 REQUEST FOR PROPOSALS (RFP) #F20-7048-30A JOHNSON COUNTY TRANSIT SCHEDULING SOFTWARE AND SERVICES PROVIDER Kansas City Area Transportation Authority (KCATA) is issuing this Request for Proposals (RFP) on behalf of Johnson County, Kansas, and Johnson County Transit. For this document, KCATA shall be interchangeable with “County,” “Johnson County, “Johnson County Transit,” and “JCT.” On behalf of Johnson County Transit (JCT), a department of Johnson County (Kansas) Government, the Kansas City Area Transportation Authority (KCATA, ATA, Authority) is soliciting written proposals from qualified firms interested in providing scheduling software and scheduling services for the following transit services: • Ride KC Freedom Johnson County: Transportation for elderly residents over age 60, and for disabled residents ages 13 to 59, individuals meeting low income criteria, and other specially designated residents of Johnson County, Kansas. • Supplemental Taxi Services: Outside taxi service that augments RideKC Freedom service. The contractor(s) providing these services will be responsible for their own dispatch services. Proposed software solutions must be compatible with all current regional technology initiatives, including providing GTFS static and real time feeds, integration with the Transit App, real-time arrive integration – including wayside signage, automated passenger counting – including real time vehicle load reporting, and detailed ridership reporting for regional reporting needs. The successful Contractor(s) can/will operate from the county owned facility located at 1701 West 56 Highway, Olathe, Kansas, 66061. Contractor personnel are not to be construed as County employees and will be on the premises strictly due to the fulfillment of contractual obligations as outlined in this RFP. The County anticipates awarding a three-year contract with two (2), two-year extension options to the successful Proposer beginning January 1, 2021. Pre-Proposal Conference. A pre-proposal conference and tour of the JCT facility will be held on October23, 2020 at 10:00 a.m. CT. Although attendance at this conference is not required, those firms interested in proposing to the RFP are encouraged to attend. Proposers that cannot attend in person may participate via teleconference and request an alternate tour date. All on-site visitors will be required to follow CDC safety guidelines and Kansas Executive Orders. See Section 1, “Proposal Schedule” for details. Disadvantaged Business Enterprise (DBE) Participation. This project is funded by Federal Transportation Administration (FTA) grants. There is no DBE goal established for this project. However, certified DBE firms are encouraged to submit proposals as Prime Contractors, Subcontractors or as a joint venture. Firms must be certified as a DBE by Kansas Department of Transportation. The link to KDOT’s DBE Directory is https://kdotapp.ksdot.org/dbecontractorlist/. Firms may also be certified as a DBE through a member of the Missouri Regional Certification Committee, which includes KCMO, MoDOT, City of St. Louis, Metro in St. Louis or KCATA. A list of certified firms may be found at https://www.modot.org/mrcc-directory. MBE and WBE RFP #F20-7048-30A: JCT Scheduling Software and Services Provider Page 2 of 77 certifications from other agencies will not be counted toward DBE participation. For further information on this subject contact Mr. Whitney Morgan, KCATA’s DBE/Grants Specialist, at (816) 346-0277 or [email protected]. Pre-Proposal Questions. Questions (technical, contractual, or administrative) must be directed in writing via email to Denise Adams, Manager of Procurement, at [email protected]. Questions and requests for clarifications will be received until 10:00 a.m. CT on October 23, 2020. If required, KCATA’s response to these submissions will be issued via addendum. Proposal Submissions: 1. Proposals must be received with all required submittals (See Section 4) as stated in the RFP no later than 2:00 p.m. CT on November 10, 2020. 2. Proposals may be submitted as follows: A. Electronically through a secure FTP site as follows (Preferred method): https://kcata.sharepoint.com/sites/FTP/pro/jctssnsp/SitePages/Home.aspx Proposer email: [email protected] ([email protected]) Proposer password: fjx5Jrt4@u (foxtrot - juliet - x-ray - Five - JULIET - romeo - tango - Four - At - uniform) B. Via USPS or overnight carrier. Package should be addressed to Denise Adams, KCATA Procurement Department 1350 East 17th Street Kansas City, MO 64108 C. If firms choose to submit a hard copy, a jump drive containing a pdf copy of the entire Proposal package is to be included. D. Proposals may be hand delivered to KCATA at the above address. Proposers should allow enough time to navigate through KCATA’s security and parking. 4. Proposals received after the time specified shall not be considered for award. Proposals received via facsimile (fax) or electronic mail (e-mail) shall not be considered. 5. Submission of a proposal shall constitute a firm offer to the KCATA for one hundred twenty (120) days from the date of closing. This RFP does not commit the KCATA/Johnson County to award a contract, to pay any cost incurred in preparation of a proposal, or to procure or contract for services. Proposer shall read and understand the requirements of this proposal covered in the sections listed under the Table of Contents of this document. 6. The KCATA reserves the right to accept or reject any or all proposals received, to interview or negotiate with any qualified individual or firm, to modify this request, or cancel in part or in its entirety the RFP if it is the best interest of the KCATA and Johnson County Transit. RFP #F20-7048-30A: JCT Scheduling Software and Services Provider Page 3 of 77 7. Following an initial review and screening of all timely and responsive proposals, highly qualified Proposers may be invited to interviews as necessary at their own expense. Those selected Proposers will be informed as to exact date and time if invited for interviews and discussion. Proposers may also be required to submit written responses to questions regarding their proposals. All contractual agreements are subject to final approval by the Johnson County, Kansas Board of County Commissioners. A three-year contract term is anticipated for award to the selected and approved Consultant if negotiations are successful. No person or entity submitting a proposal in response to this RFP nor any officer, employee, agent, representative, relative or consultant representing such a person (or entity) may contact through any mans, or engage in any discussion concerning the award of this contract with any member of Johnson County’s Board of County Commissioners, KCATA’s Board of Commissioners or any employee of Johnson County or KCATA (excluding KCATA Procurement staff) during the period beginning on the date of proposal issue and ending on the date of the selection of a Contractor. Any such contact would be grounds for disqualification of the Proposer. Kristen Emmendorfer, Director of Procurement Kansas City Area Transportation Authority RFP #F20-7048-30A: JCT Scheduling Software and Services Provider Page 4 of 77 TABLE OF CONTENTS Page SECTION 1. PROPOSAL CALENDAR .............................................................................................................................................. 7 SECTION 2. SCOPE OF WORK ....................................................................................................................................................... 8 2.1 Introduction ........................................................................................................................................................... 8 2.2 Contractor Responsibilities and Requirements – Software Scope and Scheduling/Dispatch Scope ....................... 10 2.3 Pricing ................................................................................................................................................................ 28 2.4 Insurance Requirements ....................................................................................................................................... 28 SECTION 3. PROPOSAL INSTRUCTIONS ..................................................................................................................................... 31 3.1 General Information.......................................................................................................................................................... 31 3.2 Reservations ...................................................................................................................................................................... 32 3.3 Proposer’s Responsibilities ............................................................................................................................................... 32 3.4 Authorization to Propose .................................................................................................................................................. 33 3.5 Withdrawal & Incomplete Proposals ...............................................................................................................................
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