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HomeMy WebLinkAboutRFP - P1061 VANGO MOBILE AVL GPS SOLUTION (2)Vi [iit" t4 �'Hvi }d i 4 yi�H REQUEST FOR PROPOSAL P1061 VanGoTM Mobile AVL/GPS Solution The City of Fort Collins on behalf of the North Front Range Metropolitan Planning Organization hereinafter referred to as 'NFRMPO" or WPO is soliciting proposals for a mobile AVL/GPS solution for their fleet of commuter pool vans 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) February 23 2007 Proposal No P1061 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 Project Manager Aaron Fodge (970 224-6162 Questions regarding proposals submittal or process should be directed to James R Hume CPPO Senior Buyer (970) 221-6776 A copy of the Proposal may be obtained as follows Download the Proposal/Bid from the BuySpeed Webpage httos //secure2 fcgov com/bso/login iso 2 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 r dire sS ONeillII CPPO FNIGP tor of Purchasing & Risk Management 215 North Mason Street 2 d Floor P 0 Box 580 Fort Collins CO 80522 0580 (970) 221 6775 • Fax (970) 221 6707 www fceov com c Without limiting any of the Service Provider's obligations hereunder the Service Provider shall provide and maintain insurance coverage naming the MPO 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 NFRMPO 235 Mathews St Fort Collins CO 80524 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the MPO 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/Severabdity 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 Prohibition Against Employing Illegal Aliens This paragraph shall apply to all Contractors whose performance of work under this Agreement does not involve the delivery of a specific end product other than reports that are merely incidental to the performance of said work Pursuant to Section 8-17 5-101 C R S et seq Contractor represents and agrees that A As of the date of this Agreement 1 Contractor does not knowingly employ or contract with an illegal alien and 2 Contractor has participated or attempted to participate in the basic pilot employment verification program created in Public Law 208 104th Congress as amended and expanded in Public Law 156 108th Congress as amended administered by the United States Department of Homeland Security (the Basic Pilot Program ) in order to verify that Contractor does not employ any illegal aliens B Contractor shall not knowingly employ or contract with an illegal alien to perform works under this Agreement or enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement C Contractor shall continue to apply to participate in the Basic Pilot Program and shall in writing verify same every three (3) calendar months thereafter until Contractor is accepted or the public contract for services has been completed SA Jan 2007 10 whichever is earlier The requirements of this section shall not be required or effective if the Basic Pilot Program is discontinued D Contractor is prohibited from using Basic Pilot Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed E If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien Contractor shall 1 Notify such subcontractor and the MPO within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien and Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien except that Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien F Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment (the Department ) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17 5-102 (5) C R S G If Contractor violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17 5-102 C R S the MPO may terminate this Agreement If this Agreement is so terminated Contractor shall be liable for actual and consequential damages to the MPO arising out of Contractors violation of Subsection 8-17 5-102 C R S H The MPO will notify the Office of the Secretary of State if Contractor violates this provision of this Agreement and the MPO terminates the Agreement for such breach 20 Incorporation of FTA Terms This Agreement includes certain Standard Terms and Conditions required by the federal Department of Transportation ( DOT ) and other federal and state authorities whether or not expressly set forth in this Agreement All contractual provisions required by DOT as set forth in FTA Circular 4220 1 D dated April 15 1996 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 Professional shall not perform any act fail to perform any act or refuse to comply with any the MPO requests which would cause the MPO to be in violation of the FTA terms and conditions 21 Grant Assurances and Federal Requirements This Agreement involves the expenditure of federal funds which requires the MPO and Professional at all times during the execution of this Agreement to adhere to and comply with all applicable federal laws and regulations as SA Jan 2007 11 they currently exist and may hereafter be amended which are incorporated herein by this reference as terms and conditions of this Agreement A non -exhaustive list of federal laws and regulations that may be applicable is included below By signing this Agreement Professional avers that it is his or her responsibility to be aware of the requirements that may be imposed by the following federal laws and regulations and others not listed that he or she is aware of any such requirements and that he or she will comply with all applicable laws and regulations a Laws and regulations prohibiting false claims and statements from being made to the federal government 31 U S C A § 3801 et seq 49 C F R Part 31 and 18 USCA §1001 Federal privacy law 5 U S C A§ 552 c Nondiscrimination and equal employment opportunity laws in accordance with Title VI of the Civil Rights Act 42 U S C A § 2000d § 303 of the Age Discrimination Act of 1975 42 U S C A § 6102 § 202 of the Americans with Disabilities Act of 1990 42 U S C A § 12132 ( ADA ) and Federal transit law 49 U S C A § 5332 d Mandatory standards and policies relating to energy efficiency that are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act 42 U S C A § 6201 SA Jan 2007 12 Exhibit B Insurance Requirements The Service Provider will provide from insurance companies acceptable to the MPO the insurance coverage designated hereinafter and pay all costs Before commencing work under this bid the Service Provider shall furnish the MPO with certificates of insurance showing the type amount class of operations covered effective dates and date of expiration of policies and containing substantially the following statement The insurance evidenced by this Certificate will not be cancelled or materially altered except after ten (10) days written notice has been received by the North Front Range Metropolitan Planning Organization ' In case of the breach of any provision of the Insurance Requirements the MPO at its option may take out and maintain at the expense of the Service Provider such insurance as the MPO may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement The MPO its officers agents and employees shall be named as additional insured on the Service Providers general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement Insurance coverage shall be as follows A Workers Compensation & Employer's Liability The Service Provider shall maintain during the life of this Agreement for all of the Service Providers employees engaged in work performed under this agreement Workers Compensation insurance with statutory limits as required by Colorado law 2 Employers Liability insurance with limits of $100 000 per accident $500 000 disease aggregate and $100 000 disease each employee B Commercial General & Vehicle Liability The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury including accidental death as well as for claims for property damage which may arise directly or indirectly from the performance of work under this Agreement Coverage for property damage shall be on a broad form basis The amount of insurance for each coverage Commercial General and Vehicle shall not be less than $500 000 combined single limits for bodily injury and property damage In the event any work is performed by a subcontractor the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor which liability is not covered by the subcontractors insurance SA Jan 2007 13 W) '<-■ 1 fN 1 a I1 v! i h ... . JN REQUEST FOR PROPOSAL P- 1061 VanGoTM Mobile AVUGPS Solution Section 10 Proposal Requirements 1 1 General Description The City of Fort Collins on behalf of the North Front Range Metropolitan Planning Organization hereinafter referred to as "NFRMPO" or MPO" is soliciting proposals for a mobile AVUGPS solution for their fleet of commuter pool vans 12 Proposal Submittal Neither the City of Fort Collins nor the MPO will 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 1 Company history and experience in providing AVL/GPS products and services as described in the Scope of Work 2 The name of the company representatives responsible for • Providing information during the evaluation process • Coordinating initial purchase and the pilot program • Supporting NFRMPO during fleet purchase installation and warranty period 3 Provide contact information for three or more fleet operations using the same or similar version of the proposed AVUGPS system 4 Provide in the same order the items appear in the Scope of Work a written description of the proposed products and services 5 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 Background Current VanGo Program History The VanGoTM Vanpool Services (VanGo) program is currently a division of the North Front Range Metropolitan Planning Organization It has been servicing the Northern Colorado Front Range for 10 years At its inception in 1994 the program was managed by the City of Fort SA Jan 2007 3 Collins Commuter Pool program The purpose of the program was to offer vanpool services as part of the Commuter Pool program for individuals living in the Fort Collins/Loveland/Greeley area In 2001 the North Front Range Metropolitan Planning Organization including the VanGo program began taking steps to be an independent organization from the City of Fort Collins The program has grown from the original eight vans to approximately 70 vans used by 450 commuters representing over 30 communities along the Front Range Existing Conditions The VanGo program has grown 10% -20% a year since the program began operating in 1994 11 is almost as large as Denver s RideArrangers program but is servicing a population about a 10th the size The 70 vans in daily service travel an average of 30 000 miles each year The Vehicle Miles Traveled (VMT) by the vans in the program has saved approximately 5 million private vehicle miles annually over the past five years The majority of the vanpools service commuters traveling to lobs in Denver Boulder Loveland Fort Collins and Greeley along with individuals commuting from the Denver/Boulder area into Fort Collins A typical vanpool route travels a one-way commute distance of 20 - 80 miles Fare revenue collected by the program participants pays approximately 70% of the costs and Federal funding pays for the remainder of the costs Currently the NFRMPO has an established relationship with Venzon Wireless for cellular services While this doesn t preclude cellular providers from submitting a proposal the acknowledgment of the relationship may be beneficial for the submittal Operations and Management VanGo is administered by 1 5 NFRMPO staff members Vehicles are maintained by the following entities City of Fort Collins Transfort 6570 Portner Rd Fort Collins CO 80525 (970)221-6620 Section 3 0 Scope of Work City of Greeley Transit Services 1200 A Street Greeley CO 80631 (970)350-9287 The North Front Range MPO is seeking a supplier for Geographic Positioning System (GPS) for the 70 vehicles in the mobile vanpool fleet that includes a visual terminal/touchpad in the vans for collecting participation data and sending messages/alerts to the vanpoolers VanGo Vanpool Services is seeking a mobile GPS system that achieves the following 1 Installation Ease 2 Fleet Interface 3 User -Configurable 4 Speed Tracking 5 Demonstrated Use by Fleet Managers SA Jan 2007 Installation Ease The AVUGPS system will be installed by fleet technicians at the City of Fort Collins Transfort location The selected supplier will be required to provide 1 Onsite installation demonstration for GPS and terminal 2 Installation documentation Fleet Interface The AVUGPS system shall provide VanGo a real-time interface for viewing all vehicles in the VanGo fleet at our home office The interface should depict the status of the vehicles in motion and parked MPO desires that data be transmitted in XML format or be converted into XML format via software provided by the vendor User Configurable The AVUGPS system must have 1 Programmable reporting mechanisms that include geo fences alerts & maps 2 Open architecture maps and mapping tool and an open application programming interface (API) for future integration with the NFRMPO s transportation portal Speed Tracking The AVL/GPS system should incorporate a mechanism for identifying fleet vehicles that are speeding in excess of the speed limit for the commute they are traveling daily The system should report daily fleet vehicles that have exceeded speed limits during their commute Graphical Interface Produce real-time views with continuous updating Show if you can support • Status bars • Zoomable maps • Historical views • Bus stop markers • Color -coded speed indicators Other Functionality Route Optimization Emergency Tracking and Exception Alerts Other Services Provide data interface assistance and advice to the MPO Internet team SA Jan 2007 Section 4 0 Pricing All submitting companies should breakdown their proposal in the following way 1 Cost per GPS Unit with terminal/touchpad 2 Installation and training costs for pilot program 3 Cost per monthly data transmission charge per unit (wireless provider) 4 Cost of tracking and display system 5 Cost for additional services specified or unspecified Totals should be summed for the entire protect cost with lease terms including prices for each unit plus the data transmission costs and additional services You may also propose other services not specified in the Scope of Work Describe the process for purchasing additional units after the initial 70 unit purchase Section 5 0 Pilot Test Program The evaluation team will review the proposals received and select an apparent winner The NFRMPO will then purchase ten (10) test units and conduct comprehensive tests on the most highly rated vendors hardware and communications solutions to determine actual functionality and the products ability to produce reliable data Firms should be prepared to 1 Install the test units in VanGo vehicles 2 Train service personnel to install setup and troubleshoot the AVUGPS units 3 Demonstrate the proposed tracking and display system Firms should indicate whether temporary communications are available for conducting tests of their solutions Additional purchases of hardware or communications will not be made unless tests are successful as determined by the NFRMPO If necessary the NFRMPO would then test the second rated responsive responsible vendor's solution in the same manner A contract will not be signed unless the tests are successful Section 6 0 Proposal Acceptance All proposals shall remain subject to initial acceptance 90 days after the day of submittal Section 7 0 Evaluation Evaluation and Assessment of Proposal An evaluation team 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 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 weighting factors for the criteria are listed adjacent to the qualification Applicable portions of the evaluation criteria will also be used to evaluate products and services during the Pilot Test period SA Jan 2007 Weighting Factor Qualification Standard 20 Scope of Does the proposal show an understanding of the Proposal protect objective methodology to be used and results that are desired from the project? 2 0 Assigned Do the persons who will work on the contract have Personnel 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? Can target dates be met? Is the firm willing to participate in the Pilot Test Program? 1 0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 20 Cost Do the proposed costs compare favorably with the other proposals and budget estimates? 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? —V•vV••Yw V.Y=IMa{IVII The evaluation team will check references as needed using the following criteria The evaluation rankings will be labeled Satisfactory / Unsatisfactory 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? Were interim deadlines met in a timely manner? c Completeness - Was the company responsive to client needs, did the company anticipate problems? Were problems solved quickly and effectively? d Budget - Was the original Scope of Work completed within the project budget? e Job Knowledge - Did company personnel exhibit the knowledge and skills necessary for the efficient completion of the Scope of Work? SA Jan 2007 M ** Sample ** SERVICES AGREEMENT VanGoTM AVL/GPS System THIS AGREEMENT made and entered into the day and year set forth below by and between THE NORTH FRONT RANGE METROPOLITAN PLANNING ORGANIZATION a government corporation hereinafter referred to as the "MPO 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 services 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 The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "_ 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 This Agreement shall commence 200_ and shall continue in full force and effect until 200_ unless sooner terminated as herein provided In addition at the option of the MPO the Agreement may be extended for additional one year periods not to exceed _ (_) additional one year periods Pricing changes shall be negotiated by and agreed to by both parties The Denver - Boulder CPI U as published by the Colorado State Planning and Budget Office will be used as a guide Written notice of renewal shall be provided to the Service Provider and mailed no later than sixty (60) 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 MPO of such condition within fifteen (15) days from the onset of such condition 6 Early Termination by MPO/Notice SA Jan 2007 7 Notwithstanding the time periods contained herein the MPO 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 effective when mailed postage prepaid and sent to the following addresses MPO Service Provider NFRMPO 235 Mathews St Fort Collins CO 80524 In the event of early termination by the MPO 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 Providers sole right and remedy for such termination 7 Contract Sum The MPO shall pay the Service provider for the performance of this Contract subject to additions and deletions provided herein the sum of Dollars ($ ) [Cost breakdown if needed may be attached as Exhibit _ incorporated herein by the reference ] 8 MPO Representative The MPO 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 MPO 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 MPO The MPO shall not be responsible for withholding any portion of Service Providers compensation hereunder for the payment of FICA Workmen Compensation or other taxes or benefits or for any other purpose 10 Personal Services It is understood that the MPO 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 MPO 11 Acceptance Not Waiver The MPO 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 MPO 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 SA Jan 2007 8 highest degree of competence and care in accordance with accepted standards for work of a 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 MPO c Service Provider warrants all equipment materials labor and other work provided under this Agreement except MPO-furnished materials equipment and labor against defects and nonconformance in design materials and workmanship 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 MPO of any such defect or nonconformance the affected item or part thereof shall be redesigned repaired or replaced by Service Provider in a manner and at a time acceptable to MPO 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 partys reasonable attorney fees and costs incurred because of the default 15 Binding Effect This writing together with 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 MPO 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 b The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property SA Jan 2007 9