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HomeMy WebLinkAboutRFP - P865 REVENUE COLLECTION SYSTEMAdministrative Services Purchasing Division REQUEST FOR PROPOSAL City of Fort Collins Proposal Number P-865 REVENUE COLLECTION SYSTEM The City of Fort Collins is seeking proposals for a revenue collection system for the City's transit bus service Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 2:30 p.m. (our clock), December 2, 2002. Proposal No. P-865. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Dean Erickson, Project Manager, (970) 221-6161. Questions regarding proposals submittal or process should be directed to Jim Hume, CPPO, Senior Buyer, (970) 221-6776. A copy of the Proposal may be obtained as follows: 1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30865. (The RFP number must be preceded by a 30 when using the Fax -line.) 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcciov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, ' 1 Jam9t B. O'Neill ll, CPPO, FNIGP Dir ctor of Purchasing & Risk Management 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Sample — For Your Information SERVICES AGREEMENT Revenue Collection System THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services The Service Provider agrees to provide equipment and services for the installation and support of a complete Revenue Collection system in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s], and incorporated herein by this reference. 2. The Work Schedule [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. 5. Delay If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 6. Early Termination by City/Notice Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be SA 10/97 10 effective when mailed, postage prepaid and sent to the following addresses: City: Service Provider: City of Fort Collins Purchasing PO Box 580 Fort Collins, CO 80521 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of Dollars ($ ). [Option Cost Breakdown is attached Exhibit "C"] 8. City Representative The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Personal Services It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 11. Acceptance Not Waiver The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 12. Warranty a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a SA 10/97 11 similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, laborand otherwork, provided underthis Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 13. Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 14. Remedies In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to: a. Terminate the Agreement and seek damages; b. Treat the Agreement as continuing and require specific performance; or c. Avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect This writing, togetherwith the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Indemnity/Insurance a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. SA 10/97 12 b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit _, consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado 80521 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 17. Entire Agreement This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 18. Law/Severability The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 19. Special Provisions [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit _, consisting of ( ) page[s], attached hereto and incorporated herein by this reference. SA 10/97 13 Proposal No. P- 865 REVENUE COLLECTION SYSTEM SECTION 1.0: PROPOSAL REQUIREMENTS 1.0.1 General Description The City of Fort Collins is soliciting proposals for a revenue collection system for the City's transit bus service, including fareboxes and related equipment, a data collection and reporting system, bill counting equipment and any necessary diagnostic and repair equipment. 1.0.2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. Firms submitting proposals shall submit five (5) copies of the proposal with the following information: a. Company history and experience in providing revenue collection equipment and software, as described in the scope of work. b. The name of the company representatives who shall serve as the primary contacts for the evaluation of proposals, contract negotiations and to facilitate the ordering and delivery of a collection system. C. References from five or more governmental organizations which have used your company for similar products and services within the last two years. d. A written description of the proposed products and services as required below. e. Pricing, as requested. The proposal must be signed by a duly authorized representative of the firm submitting the proposal. The signature shall include the title of the individual signing the proposal. SECTION 2.0: SCOPE OF WORK 2.0.1 System Description The Vendor is to furnish, deliver, install and provide support to the City of Fort Collins for a complete revenue collection and processing system. This is defined as a system that shall: a. Collect revenue (coins / currency / transfers / passes / tickets / tokens) on board a bus. b. Count passengers by fare category. C. Process the revenue with interaction by staff. d. Provide reports on ridership - cash / passes collected. e. Have the ability to communicate with other electronic equipment. Have the ability to audit revenue. g. Have the capability for in-service maintenance and repair. h. Shall comply with the Americans with Disabilities Act (ADA). The revenue collection equipment must be configured as a complete system, with each item thoroughly tested, installed and ready for operation. Transfort / Dial -A -Ride, the City's transit department, operates one facility currently located at 6570 Portner Road, Fort Collins, Co. The awarded Vendor shall familiarize themselves with the location of the revenue collection equipment and the layout and organization of Transfort / Dial -A -Ride's bus facility. 2.0.2 Quality of Work All materials and equipment must be new and not used and/or rebuilt. The new materials and equipment must be of recent manufacture and not of such age that their performance would be adversely affected. To the extent possible, modular construction techniques are to be employed in the manufacture of the equipment to be provided. In all cases where more than one unit of equipment is to be provided, e.g., fareboxes, cashboxes, etc., each unit must be identical in manufacture and function to the others and all units and their components must be freely interchangeable. The workmanship employed by the Vendor must be of the best quality and of the highest standard of commercially acceptable practice for the class of work, and must result in the equipment having a neat, clean, finished appearance. The equipment, subsequent to testing, must be complete in every respect and suitable for revenue service. All equipment must incorporate the latest engineering change level and have all applicable modifications for known operational problems. 2.1 EQUIPMENT TO BE PROVIDED 2.1.1 Equipment Description Fare boxes The City currently has twenty-four (24) fixed route buses and requests twenty-seven (27) electronic fareboxes each furnished with one cashbox including three (3) spare fareboxes. All fareboxes are to be equipped with standard equipment and other optional items including: a. Spare cashboxes as appropriate per vendor. b. Magnetic card swipe reader capable of reading magnetically encoded media such as tickets and passes. c. A numeric display indicated on the operator's display and easily viewable by a passenger paying a fare. d. Mount in a low -floor / high floor bus configuration without interference to passengers who may board with a wheelchair or similar mobility device. e. The farebox base shall feature quick disconnect mounting for ease of removal and reinstallation for maintenance. f. A bypass system in case of jams or system failure while in service. g. Sufficient security built in such that only authorized staff can access revenue. Diagnostic and Repair Equipment a. External diagnostic equipment needed for local repair and maintenance of the units shall be provided and shall be shown in the proposal price summary. b. Vendor shall specify and supply recommended spare parts inventory. c. Documentation on the operation and maintenance of the revenue collection system. This shall include instructional and technical manuals for mechanics, software support personnel, instructional manuals for bus operators: seventy-five (75) and three (3) complete technical manuals for maintenance personnel (including schematics). Data Collection and Reporting System a. A data collection and reporting system. The system must include all necessary hardware, software and communications equipment necessary to operate the data collection system. b. The computer hardware system provided shall be a DELL Optiplex. c. The computer hardware shall have the necessary equipment to operate the data collection and revenue software with the capability to network into the City's Local Area Network (LAN). d. The computer hardware system for the data collection system should include printing capability, battery backup and tape backup. e. The vendor supplied data collection system database must be ODBC compliant. Bill Counting Equipment a. One (1) Dollar Bill Counting Device. 2.2 SERVICES TO BE PROVIDED 2.2.1 Work to be performed by the Vendor a. The Vendor shall install the fareboxes (including any associated wiring harnesses) and shall remove the existing fareboxes. The City shall be responsible for the security and disposition of the existing fareboxes. b. The Vendor shall install the revenue collection equipment, computer system and farebox communication hardware of the complete revenue collection system. c. The Vendor shall be responsible for all work and expenses relating to the design, manufacture, delivery and installation of the above listed equipment to the designated City location. d. For those items of equipment to be installed by the Vendor, the Vendor must provide all hardware and other materials and all personnel and supervision necessary for installation in accordance with the schedule proposed by the Vendor and approved by the City. e. The Vendor must make available full and competent engineering services to handle and correct all problems associated with the performance of its equipment. In the event of a fleet or a systematic defect the manufacturer's representative shall be dispatched to the City's facilities to review the problem and take corrective action. A fleet defect shall be defined as a same or like failure in the material provided or services rendered in over 10% of the material provided or services rendered. Vendor shall reply to City questions within 24 hours (weekdays) and supply parts within 10 business days. f. The Vendor shall provide the services of a qualified representative to meet with the City to provide consultation and written instructions regarding installation of the equipment specified herein. The Vendor shall use the existing DC electrical power available on City buses and AC electrical power on the property. The Vendor shall inspect the AC power available for the data system at the bus facilities and if inadequate shall inform the City of the necessary modifications. 2.2.2 Work to be performed by the City a. The City shall provide adequate storage space at the facility to store the fareboxes and related equipment upon delivery from the Vendor. This storage shall be secure and protected from the weather. b. The City shall make buses available to the Vendor for farebox installation work on a schedule agreed to by both parties. Such installation schedule may include night and weekend schedules. The City shall provide a supervisor at the facility where installation tasks are to be performed, and shall provide movement of buses as necessary. The City shall review and approve all installation plans and procedures. c. The City shall perform system acceptance testing on all computer hardware and software delivered. 2.4 TRAINING TO BE PROVIDED 2.4.1 Training Description Vendors are to describe the type and number of days of training they intend to provide. The scope and depth of training provided by the vendor shall be sufficient to prepare City personnel to operate and manage the system with no assistance. Training shall occur on various shifts at the Transfort / Dial -A -Ride facility, as designated by the City. Vendors are to address the training they shall provide in the following areas: a. Supervisor and Operators b. Maintenance and Installation c. Data Collection, Reports and Computer Systems All training shall be "hands on" with operational units in a classroom environment in a 'Train the Trainer' format for approximately ten (10) City staff. The maintenance department shall be trained in the diagnostics and repair functions of the units. The maintenance department shall also be trained in the removal and re -installation of the units. The vendor shall provide training materials that shall be used by City for follow-up and new employee (including Operator, Maintenance, and Data Systems) training. 2.4.2 Training Equipment Vendor shall provide and setup one (1) fully functional farebox for training purposes thirty (30) days prior to the first farebox installation. Unit shall be supplied with A/C power and be fully functional. This unit shall be one of the three (3) spares specified in section 2.1. 2.4.3 Data System Training The Vendor shall train personnel in the proper operation and use of the data collection and reporting systems. Training shall include: a. Transfer of data from the farebox systems to the computer system. b. Descriptions of the individual programs. c. Assistance in installation, configuration and setup of the programs, user access levels and remote access. d. Interpretation of all alarms, indicators and printed messages. e. Features and information for creating custom reports. f. User's Guide and Administrator's Guide to include database design in diagram form as well as explanation of relationships between tables and fields. 2.4.4 Passenger Training The Vendor shall provide educational materials suitable for use in a public relations campaign aimed at educating riders about the new fareboxes. 2.5 OPTIONAL EQUIPMENT 2.5.1 Description The City is interested in pricing for the following optional equipment. The City reserves the right to purchase the items listed below, in whole or in part, for a period of three (3) years after the complete revenue collection system has been accepted by the City. a. Itemized list of spare parts and / or tools as recommended by the Vendor. b. Option to purchase up to fifty (50) additional complete fareboxes for a period of three (3) years at a pre -designated price. c. Magnetic ticket / pass creation system. d. Other optional equipment compatible with the proposed revenue collection system. 2.6 DETERMINATION OF COMPLIANCE 2.6.1 Acceptance procedure The City reserves the right to require and/or witness such demonstrations, perform such tests, and require specific details of construction from the Vendor prior to or as a condition of purchase in order to determine that the equipment is fully compliant, free from operational defects, designed and manufactured as proposed and suitable for revenue service. The Project Manager must accept each phase of the project and provide final acceptance of the entire project before payments for each particular phase or final payment for an entire project shall be made. "Acceptance" shall mean approval, in writing, of the completed installation and implementation of a project phase or of an entire project, after allowing what the Project Manager deems to be sufficient operating time in a production environment to allow the Project Manager to determine that such installation and implementation complies with the Scope of Work relevant to the project. 2.6.2 Parts Availability The Vendor agrees to make available such parts, components, devices and/or assemblies used in the equipment provided for a period of not less than ten (10) years from the date of equipment acceptance. 2.7 DELIVERY SCHEDULE The Vendor shall propose schedules for the manufacture, delivery, and installation of equipment; training programs; and delivery of documentation. The initial delivery of equipment must occur within 120 days following the execution of an Agreement between the City and the awarded vendor. All equipment shall be installed and all specified services completed in not more than 60 days thereafter. 2.8 PAYMENT / EVALUATION SCHEDULE Payments will be made in accordance with the following schedule Thirty percent (30%) upon execution of Agreement. Thirty percent (30%) acceptance of the Data Collection and Reporting system. Thirty percent (30%) upon acceptance of the Fareboxes, Collection system and Bill Counter. Ten percent (10%) upon final acceptance by the City. SECTION 3.0: PRICING In your written response to this proposal provide pricing to cover the following items: Cost of Fareboxes, as specified. Cost of the Data Collection and Reporting System Cost of Bill Counter. Cost of Training to be provided. Cost of extended warranty coverage. Include a comprehensive description of the services and equipment covered. SECTION 4.0: EVALUATION 4.0.1 Evaluation and Assessment of Proposal An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below. Firms shall be evaluated on the following criteria. One to three firms may be required to participate in a demonstration/interview process. Demonstration/Interviews shall be evaluated using the same criteria. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the qualification. Weighting Qualification Standard Factor 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used, and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will work on the contract have the necessary skills? Are sufficient people of the requisite skills assigned to the contract? 1.0 Availability Can the work be completed in the time frame required? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost Is the proposed cost reasonable? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 4.0.2 Reference Evaluation (Top -ranked firms) The Project Managers will check references using the following criteria. The evaluation rankings will be labeled Satisfactory / Unsatisfactory. 4.0.3 Qualification and Standard a. Overall Performance - Would you hire this company again? b. Timetable - Was the original Scope of Work completed within the specified time? C. Completeness - Was the company responsive to client needs? Were problems solved quickly and effectively? Budget - Was the original Scope of Work completed within the project budget? Job Knowledge - Did company personnel exhibit the knowledge and skills necessary for the efficient completion of the Scope of Work? SECTION 5.0: PROPOSAL ACCEPTANCE All proposals shall remain subject to initial acceptance 90 days after the day of submittal.