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Home My WebLink AboutCORRESPONDENCE - PURCHASE ORDER - 9106267 (2)c Page 1 of 1 Jim O'Neill V -LnI �%,- From: Dean Erickson Sent: Monday, November 29, 2010 2:49 PM To: Jim O'Neill Cc: Kurt Ravenschlag; Karl Gannon Subject: RE: Sole Source justification thanks Jim, I would like to get Systems Integration Corp to review my edited version (Scope of Work) before the the numbers are finalized. I don't anticipate them changing but would like to get the confirmation first. Dean Dean Erickson, PMP Systems Analyst, MIS City of Fort Collins 970.224.6105 Office 970.221.6285 Fax derickson@fcgov.com From: Jim O'Neill Sent: Monday, November 29, 2010 2:12 PM To: Dean Erickson Subject: RE: Sole Source justification Ok it looks good. Go ahead and have a requisition entered for the purchase amount. Jim From: Dean Erickson Sent: Monday, November 29, 2010 11:42 AM To: Jim O'Neill Subject: Sole Source justification Jim, I have drafted a sole source justification letter for use in acquiring a RAM card authentication system. I have included the letter and the received quotes for similar solutions. Please review and let me know if you need anything else. Thanks, Dean 12/07/2010 • Smartcard uses the MIFARE chip set, No dedicated transit sector on smartcard would be needed. System will use the same reader(s) as currently used on CSU campus to allow reading of the CSU proprietary encryption. • System will be designed to work with up to 100K students/faculty • Good List methodology selection will need to meet minimal dwell time. Estimated worst case dwell Time: 1.0s. • Ridership data including CSU id, time, date, and GPS and route data will be uploaded (assuming connectivity is in place — by the City) from the transit vehicles daily based on a user definable schedule. • Custom ridership reports may be created by the City based on the information contained in the RACS database located on the Server (provided by the City). The tables will include (at a minimum): CSU id, Good/Bad read, Time, Date, GPS data as provided via TIAP Interface and RUN code. • Data communications will need to established between the following systems: o City Data center and CSU- to be designed and coordinated by others o City Data center and on board RCAS components. Wireless LAN by others, we will provide an RJ45 jack for connection. IP addressing for the hardware can be set via Telnet o eRim and GPS unit for location and time data • Hardware —Vehicle o Smart Card proximity reader(s) and eRim with enclosure. Card readers and power (12VDC) will be connected to eRim with removable edge connectors. • Hardware — Depot data center o Server (virtual or fixed) to be provided by the City. Estimated cost: Software/Hardware Design and Five (5) test units Design/On-site testing: $24,000.00 Hardware: $3,975.00 Additional units: Cost: $ 795.00 ea. Notes: 1. Installation of the equipment by others 2. We strongly recommend that the City purchases 2 spare units — cost: $ 795 each 3. 12VDC by others. 4. All equipment, material listed in this proposal will be under warranty for one (1) full year. Labor shall be under warranty for one (1) year. This warranty is contingent upon the proper use and maintenance of the equipment and any cabling system provided by SIC. The warranty shall not apply if adjustment, repair, parts replacement or system modification, addition or deletions accomplished by persons other than SIC. - 5. Computers, unless specified, are not included. 6. Sales tax is NOT included 7. Annual software/hardware maintenance year 2: $ 150/unit (includes software support and/or firmware updates, material replacement (year 2), labor) This proposal is valid for 30 days from the date signed. I hope this proposal meets with your needs and should you have any questions please do not hesitate to call me. Sincerely, Systems Integration Corp. Brian FitzGerrell Accepted by: Dated: 0 4— L 0 U n m U) U a� 0 a 0 LL L 3 Page 1 of 2 Jim O'Neill From: Dean Erickson Sent: Wednesday, October 27, 2010 12:06 PM To: Jim O'Neill Subject: RE: RCAS Smart Card SOW Sounds great, I will be in touch with a final SOW, vendors and final authorization from Transfort. Thanks for the schedule update as well, I can plug it into the overall schedule. From: Jim O'Neill Sent: Wednesday, October 27, 2010 11:52 AM To: Dean Erickson Subject: RE: RCAS Smart Card SOW I thought it was good. I would say we could schedule a pre -proposal conference call and also an oral interview The call should be at least a week after we send this out. Jim From: Dean Erickson Sent: Wednesday, October 27, 2010 11:49 AM To: Jim O'Neill Subject: RE: RCAS Smart Card SOW Jim, Thanks for the quick response! I can have the scope ready by Monday, with a list of possible vendors. I would like either a pre proposal conference call or an oral interview process to make vendors understand the scope and depth. What did you think of my draft scope? Did it make sense what I want from a software vendor? Thanks again Dean From: Jim O'Neill Sent: Wednesday, October 27, 2010 11:23 AM To: Dean Erickson Subject: RE: RCAS Smart Card SOW If I would say if the scope is ready we could send it out on 11/3 and open rfp on 11/24 right before Thanksgiving. Then it is pretty much up to you how long it will take to review and get proposal rated. Are you thinking we would want to do a demo/interview of what ever is proposed? We would need to give the firms a week to prepare for that. If we do anticipate demo/interview it would be good to get that on folks calendars now. Probably sometime the week of 12/13. Jim From: Dean Erickson Sent: Wednesday, October 27, 2010 11:18 AM To: Jim O'Neill Subject: RCAS Smart Card SOW Importance: High Jim, 12/07/2010 Page 2 of 2 Here is a draft version of the Scope of Work to be completed for the RAM Card Authentication system. The approx cost for the software development should be around $25-30K. I need to deliver a schedule for Diane and Darrin by Thursday afternoon. If the Scope of work was ready by Monday November 1, 2010 how long would you anticipate the procurement for a software developer would take? I would assume a bid or RFP. We talked about this a Tittle while ago. I will follow up with a phone call later today. Thanks, Dean Dean Erickson, PMP Systems Analyst, MIS City of Fort Collins 970.224.6105 Office 970.221.6285 Fax derickson@fcgov.com 12/07/2010 RAM Card Authentication System (RCAS), Transfort, City of Fort Collins has tried over the last year to acquire a custom solution to authenticate the Colorado State University (CSU) student ID card for rides on the bus. The RCAS system and its attributes are listed below. Transfort has contacted Mentor Engineering a Transit ITS vendor and received an estimate for the RCAS system, included under a separate document. The cost was approximately $200,000.00. Transfort then contacted GFI Genfare the manufacturer of the onboard fare collection system. The resulting estimate came in under two considerations, replace all existing fareboxes with a newer model at the cost of app fox $12,000.00 per bus at a cost of $371,000.00 which was not considered or retrofit the existing fareboxes for a cost of approximately $125,000.00. This estimate is included under a separate document. Transfort reconsidered the options available and is now pursuing the acquisition of an identical security access system that the CSU campus uses. The security system has encryption and conversion methodologies that are well known to the vendor that installed them and maintains them. Transfort has asked the firm Systems Integration Corp to provide an estimate for modifying the end components to allow data update and authentication capabilities for use on the bus. The estimate has come in at approx. $55,000.00. This is included under a separate document. The large cost savings comes from the straight forward approach of using security access readers on board the vehicle and understanding the programming required to authenticate the CSU student id cards. We would like to pursue this course of action, as it seems the quickest, simplest and by far least expensive direction to accomplish the City of Fort Collins and ASCSU contractual obligations to provide a RAM card authentication system. Proposed system attributes: RCAS will allow authentication of Colorado State University RAM Cards to be used with City of Fort Collins technology and infrastructure systems. RCAS would comprise of hardware and software for a solution for basic authentication of the CSU RAM Card smartcard technology. The premise is that on each fixed route bus there would be a smart card reader that would provide a contactless point of authentication of the RAM Card. The back office hardware and software will comprise of the necessary components for efficient and reliable function of the RCAS system. The hardware, Page 1 12/7/2010 software and authentication methodology shall be determined with the following characteristics in mind: • The unique student ID number would have to be compared to a Good list before authorized boarding • Visual and Audio notification of valid or invalid RAM Card ID numbers • RAM cards student ID number is embedded in an encrypted data string and will need to be parsed. • Method of decrypting and converting RAM Card data has been established and is replicable using generic smart card readers. • Smartcard uses the WARE chip set, No dedicated transit sector on smartcard is planned • Approximately 25,000 students have RAM Card ids at any one time • Good List will need to meet minimal dwell time. • A Good list of student IDs will be available from CSU periodically for the on board database update. • Ridership data will need to be downloaded from the transit vehicles periodically. • Custom ridership reports shall be created. • Data communications will need to established between the following systems: o City Data center and CSU. o City Data center and on board RCAS components • Hardware — Vehicle o Network Switch o Smart Card proximity reader and associated hardware o Use of InMotion Onboard Mobile Gateway shall be used for data transfer • Hardware — data center o virtual server shall be used if required • Software — Application interface or diagnostics o DB, Smart Card Reader application • Associated GPS data with use of the RAM cards Page 2 12/7/2010 o Fort Collins - Student Card 'MENTOR E N G I N E E R I N G S Y S T M M S T H A T W 0 R K Item 6!Q1"n,' .".11 'duanflt9 U , I p..c..e....::JP,yice.. Total" ,11 AnVehicle Eq �p , Equipment Ranger (including Smart Card Reader Ranger Mounting Bracket Cabling Dual Mode Antenna (GPS, Public Data Network) Mentor Ranger - Mobile Application License External Smart Card Reader Wi-Fi Module 40 each $2,005 $80,200 40 each $65 $2,600 40 each $98 $3,920 40 each $114 $4,560 40 each $142 $5,680 40 each $450 $18,000 40 each $242 $9,680 2: Software $4�860 XMobile Manager@Software License* I each $4,860 $4,860 ' Services 200 . ..... .... Project Managerment and Implementation 40 days $1,080 $43,200 Travel Expenses 2 trips $3,500 $7,000 In -Vehicle Installation (Budgetary) Q each $500 $20,000 Ranger Programming Kit I each $195 $195 Ranger Training Kit 2 each $345 $690 Shipping I lot $1,550 $1,550 Total 1202 1-35 Long-term Support $4;608 .. ... .. ..... ......................... . ... System Support & Software Maintenance I year $4,608 $4,608 Year One is included in purchase price. Subsequent years would be billed at 20% of current software license value. Additional spare in -vehicle equipment should be purchased to support swap -out maintenance. Mentor recommends a minimum spare ratio of 5%, one spare unit per training kit is required to conduct driver training. Payment Terms 20% - Due upon completion of the design review. 70% - Due upon delivery of hardware, software, and /or services. 10% - Due upon system acceptance Prices are in US dollars and valid for 90 days. All applicable sales/use taxes are additional and payment of such is the sole responsibility of the purchaser. Mentor Engineering Inc Confidential 6/14/2010 Page 1 ` E AN SPX DIVISION Sold -To -Party CITY OF FORT COLLINS PO Box. 580 FORT COLLINS CO 80521 Ship-T.o-Party CITY OF FORT COLLINS 6570 PORTNER ROAD FORT COLLINS CO 80525 751 Pratt Boulevard Ell; Grove Village, IL 60007 Ph: (847) 593-8855 Fax: (847) 593-8870 Page 1 of 2 Sales Quotation Information Sales Quote No. 5001209 Document Date 09/03/2010 Customer No. 604 Currency USD Contact Name Phone 303 221-6625 FAX EMAIL Validity Start Date 09/03/2010 Validity End Date 12/31/2010 Req Delivery Date 01/01/2011 End User - — - - CITY OF FORT- COLLINS- - PO Box 580 FORT COLLINS CO 80521 The hard code is for the University card only. The smart card reader will not function with any other card. Item Material Quantity Price Amount 10 CAB-SCOPT 34 EA 450.00 USD 15,640.00 Smart Card Reader w/cover and std S/W Delivery date: Day 09/09/2010 20 D20001-0007 35 EA 750.00 USD 26,250.00 S/A, FAREBOX CONTROLLER BD. Delivery date: Day 09/09/2010 30 D00700-0012 33 EA 192.80 USD 6,362.40 S/A, MAIN HARNESS (D20001) Delivery date: Day 09/09/2010 40 C03143-0004 34 EA 165.00 USD 5,610.00 S/A KEYBD,CAB,16 BUTTON(D20750) Delivery date: Day 01/01/2011 50 D17361-021X 34 EA 238.96 USD 8,124.64 S/A,DRIVERS/DATA DISPLAY (4 DIGIT) Delivery date: Day 01/01/2011 Signature: Date: 09/09/2010 Sales Representative: Mark Mahon Email: mark.mahon@spx.com Phone: 847-871-1415 GFI Price Quotation Summary Terms & Conditions: All prices are valid for 30 days unless otherwise noted above. Delivery will be made within 120 days ARO unless other dates are quoted above. Payment terms are Net 30 days after delivery and based on GFI customer credit acceptance. Warranty is (1) year from installation date or (14) months from shipment for new system equipment, whichever comes first. All warranty items must be directed to GFI for acceptance and disposition, not through OEM Bus Manufacturing Companies. Prices do not include any slate or local taxes unless specifically listed. Tax is based on shipment and/or invoice date not I h order dat Quotati is FOB Elk Grove IL and Frei ht char as are not included All rice uotations are submitted in accordance with standard GFI quote and or purc ase ore e. on g g p q terms and conditions which are available on request. I E F RE AN SPk DIVISION Sold -To -Party CITY OF FORT COLLINS PO Box 580 FORT COLLINS CO 80521 Ship -To -Party CITY OF FORT COLLINS 6570 PORTNER ROAD FORT COLLINS CO 80525 751 Pratt Boulevard Elk Grove Village, IL 60007 Ph: (847) 593-8855 Fax: (847) 593-8870 Page 2 of 2 Sales Quotation. Information Sales Quote No. 5001209 Document Date 09/03/2010 Customer No. 604 Currency USD Contact Name Phone 303 221-6625 FAY, EMAIL Validity Start Date 09/03/2010 Validity End Date 12/31/2010 Req Delivery Date 01/01/2011 End User CITY OF FORT COLLINS PO Box 580 FORT COLLINS CO 80521 Item Material Quantity Price Amount 60 C15992-0003 34 EA 504.70 USD 17,159.80 S/A POWER SUPPLY PC BOARD Delivery date: Day 01/01/2011 70 ITEM 1 EA 8,000.00 USD 8,000.00 Software hard code (Aaron) Delivery date: Day 01/01/2011 80 D06090-1010 33 EA 650.00 USD 21,450.00 S/A,TOP CASTING,SWC-Y,PD-Y,SMC-Y(D20001) Delivery date: Day 01/01/2011 90 INSTALL 33 EA 550.00 USD 18,150.00 Install Delivery date: Day 01/01/2011 Final amount: 126,746.84 Signature: / Date:09/09/2010 Sales Representative: Mark Mahon Phone: 847-871-1415 Email: mark.mahon@spx.com GFI Price Quotation Summary Terms & Conditions: All prices are valid for 30 days unless otherwise noted above. Delivery will be made within 120 days ARO unless other dates are quoted above. Payment terms are Net 30 days after delivery and based on GFI customer credit acceptance. Warranty is (1) year from installation date or (14) months from shipment for new system equipment, whichever comes first. All warranty items must be directed to GFI for acceptance and disposition, not through OEM Bus Manufacturing Companies. Prices do not include any state or local taxes unless specifically listed. Tax is based on shipment and/or invoice date not quote and/or purchase order date. Quotation is FOB Elk Grove, IL and freight charges are not included. All price quotations are submitted in accordance with standard GFI terms and conditions which are available on request. November 12, 2010 Dean Erickson Systems Analyst MIS City of Ft Collins 6570 Pointer Road Fort Collins, CO 80525 REF: RAM.card Authentication System (RCAS) Dear Dean, Thank you for the opportunity to provide this proposal. We are proposing software and hardware to provide authentication of Colorado State University RAM Cards to be used with City of Fort Collins technology and infrastructure systems. The RCAS will comprise of a hardware and software solution for basic authentication of the CSU RAM Card sma)rtcard technology. SCOPE OF WORK - RAM Card Authentication System (RCAS) Proposed system: Each fixed route bus will be provided with two (2) smart card readers: one (1) for rider verification and one (1) for RUN information. These readers are to be used for logging/verification and for visual/audible feedback and will use the contactless Mifare chip provided with the CSU RAM Cards. The software will include a SQL Express based database and basic diagnostics. The hardware, software and authentication methodology will be designed as follows: The unique student ID number would have to be compared to a Good list before authorized boarding. The list will be updated and maintained by CSU in conjunction with the City. This list will be available as a table and/or view to a table (SQL) accessible from the system server located in the Depot. • Visual and Audio notification of valid or invalid RAM Card ID numbers via Red/Green LED indication and audible. o Green — "Good" list o Red — Not on "Good" list o Audible — "Good" List 4699 Nautilus Court 5 Suite 205 Boulder, CO 80301 (303) 920-8800 Fax (303) 920-8844 Design, Installation, Implementation, Management & Service, Network/Data, Communications, Security, Life Safety