Request for Proposal – On-board Bus Cameras

Rides Mass Transit District (RMTD) invites proposals for on-board bus video systems.

Proposals may be sent digitally to the email below until 11:00 a.m., December 8th, 2017.
Late proposals will not be accepted.

Rides Mass Transit District
Attn: Shanna Parmley
procure@ridesmtd.com
Phone: 618-253-8761 ext. 500323

The right is reserved to accept any proposal or part or parts thereof or to reject any and all
proposals. Acceptance of any proposal is subject to concurrence by the Illinois
Department of Transportation.

Although the contract will be executed by RMTD, funding is being provided through
operating assistance from the Illinois Department of Transportation, Division of Public
Transportation and the Federal Transportation Administration.

Vendors will be required to comply with all applicable Equal Employment Opportunity
laws and regulations. Certified Disadvantaged Business Enterprises are encouraged to
participate in any procurement opportunity with RMTD. RMTD shall not discriminate
on the basis of race, color, national origin, sex, or disability in the participation or
performance of any resulting contract or agreement.

PROPOSAL REQUIREMENTS

Minimum Requirements – Proposal Construction

At a minimum, each proposal should contain the following elements:

• On-Board Bus Video System Description –
  • Proposer(s) should fully describe the on-board video systems being offered as
    part of this submission, along with any other technologies the vendor(s) may
    be proposing.
  • The proposer will specify the software proposed to operate the system,
    including standard software features.
  • The proposer will specify the brand name of the proposed system.

• Quality Assurance Plan – Proposers should describe in detail their management
  strategies for overall quality assurance in the installation and operation of the onboard
  bus video systems. At a minimum, proposers should address:
  • Project Management and Staffing – Describe the proposed individuals and
    team approach used to successfully communicate with the project
    personnel at each participating agency throughout the project. If
    contractors are used for any part of the installation, customization, or
    maintenance of the proposed on-board video system, this element of your
    overall approach must be identified here. For purposes of this
    procurement, a vendor may utilize a different project manager at each site
    installation; however, the vendor must designate one individual with
    complete control over all installations in the State. This arrangement must
    be clearly identified in your proposal.
  • Maintenance, Support, and Upgrades – Describe the proposer’s network
    of technical support during the project, focusing both on the critical initial
    implementation period as well as long-term operation. Describe
    procedures for rendering support, including the availability of technicians
    to provide on-site repairs and ability to remotely access, diagnose, and
    make necessary repairs. Technical support policies and pricing must be
    explained in detail.
  • The proposer will specify the training included with the system. Training
    must be included in the cost of the system.
  • The proposer will specify the following relative to service calls covered by
    warranty and the same for those not covered by warranty: Average
    response time; anticipated hourly rate including travel cost; and camera
    and hardware replacement cost.
  • The proposer will specify the warranty provisions for the software,
    hardware, and installation of the system.
  • The proposer will specify the number of days necessary to install the
    system.
• Experience & References – Proposers should provide a corporate profile
  indicating their qualifications to provide the required on-board bus video system,
  installation process, and technical support necessary to achieve objectives for the
  project.

  A separate list of the proposer’s last five (5) installations, along with a
  project contact, address, telephone number, facsimile number, and e-mail
  address must be provided.

• Required Forms and Certifications – The proposer must indicate its compliance
  with certain Federal and state executive orders, laws, statutes, and regulations to
  be considered for award:
  • Acknowledgement of Receipt of Addenda (submit whether or not any
    addenda are issued)
  • RMTD DBE Form
  • Disadvantaged Business Enterprise Certification
  • Debarment Certification
  • Restrictions on Lobbying Certification
  • Checklist
  • Cost Proposal Form
  • Buy America Certification

THE ABOVE LISTED ITEMS SHALL BE CONSIDERED IN EVALUATION OF
THE VENDOR’S TECHNICAL PROPOSAL FOR THE PROJECT.

Cost Proposal
Cost proposals should be submitted in the format provided in the RFP. Vendors are
required to provide cost proposals for Video System 1 and Video System 2 found in the
Specifications section of this RFP.

Cost Factors Used in Proposal Evaluation

The participating agencies in the purchasing cooperative are requesting that
proposer(s) identify the following items as part of its base cost proposal. Each
item must be listed separately:

• Cost Proposal
• Itemized price list of hardware/software and related technologies
• Hard-drive, cameras, cabling, etc.
• Installation Costs
• Training Costs
• Technical Support
• Warranty Costs
• Other Cost
  • Hardware/Software & Related Technologies’ Costs – The cost of the
    hardware/software & related technologies and the appropriate number of
    on-board video systems offered in the price must be stated by the
    proposer. It is the responsibility of the proposer to understand each
    participating agency needs in sufficient detail to determine the number of
    cameras, hard-drives, cabling, and related technologies for each of our
    respective environments.
  • Installation Costs – All supplemental costs associated with user
    assessment, installation, etc., must be detailed if separate and not
    included in the on-board video system’s price above. Cost proposals
    must breakdown any labor and travel costs.
  • Training Costs – If training costs are not included in the purchase of the
    on-board video systems, proposals must identify the labor, materials, and
    travel costs associated with all required training.
  • Technical Support -– One year maintenance and technical support price
    shall be included.
  • Warranty – One year warranty on all equipment, hardware, software,
    installation, and related services should be itemized if not included into
    the price of the on-board video systems.
  • Other Costs – Any other costs not identified above that are integral to the
    implementation of the proposed on-board bus video system should be
    identified.

Other Project Costs

In addition to the costs identified above, proposer(s) should identify the
following anticipated project costs that will be assessed to the purchaser in the
acquisition be considered in the cost evaluation process:

Costs Beyond Initial Installation

Vendors should identify on-going costs associated with the implementation of
its on-board video systems beyond initial installation (Year 1).

• Maintenance, Support and Upgrade Costs After One (1) Year – Proposers
  should identify costs to the participating agencies to secure a maintenance
  and support contract for three (3) additional years (e.g., second through
  fourth years) of operation. The proposer’s policy for acquisition of future
  upgrades should be included.
• Other Costs – Any other cost not identified above should be identified and
  indicated by the vendor.

THE ABOVE LISTED ITEMS SHALL BE CONSIDERED IN EVALUATION OF
THE VENDORS’ COST PROPOSAL FOR THE PROJECT.

Computer Hardware Costs

Proposers are responsible for providing information on the IT infrastructure
resources that will be necessary for each transit system to implement the
vendor’s proposed on-board video system solution. This may include, but not
necessarily be limited to:

• Networking environment (servers, server software, routers, access points,
  etc.);
• WAN requirements necessary to implement necessary linkages at remote
  locations that require access to network resources
• Other infrastructure, as necessary.

The individual agencies in the procurement will be responsible for all computer
hardware (servers, workstations, routers/hubs, network infrastructure)
acquisition necessary to support the vendor’s related technologies. Vendors are
asked to submit hardware configurations to support any of their related on-board
video system technologies.

SPECIFICATIONS

On-Board Bus Video System-Agency System Specifications/Features

Video System 1

• Installed Base Video System Option will include:
  • A solid state DVR with at minimum two (2) weeks storage ability
    • Expandable to eight (8) cameras
  • A minimum of four (4) cameras
    • Industry Standard Definition
    • Infrared Technology
    • Field of View should include a variety of lens options for end users
  • All mounting hardware/racks necessary to install video system
  • All wiring and cabling necessary to install video system
  • Tamper/vandalism resistant housing
  • Microphone equipped
  • Shutdown Delay to record after bus is turned off
  • Activated event button
  • Warranty

Video System 2

• Installed Base Video System Option will include:
  • A solid state DVR with at minimum two (2) weeks storage ability
    • Expandable to eight (8) cameras
  • A minimum of six (6) cameras
    • 1080p High Resolution
    • Infrared Technology
    • Field of View should include a variety of lens options for end users
    • GPS/Mapping
  • All mounting hardware/racks necessary to install video system
  • All wiring and cabling necessary to install video system
  • Tamper/vandalism resistant housing
  • Microphone equipped
  • Shutdown Delay to record after bus is turned off
  • Activated event button
  • Warranty

Vendors should provide quotes for any additional spare equipment for each video system
(hard-drives, cameras, and related items).

WRITTEN PROTEST PROCEDURES

A. GENERAL - DEFINITIONS
1. The procedures established hereunder shall be available to contractors for the purpose of handling and
resolving disputes relating to procurements hereunder. A protestor must exhaust all administrative
remedies hereunder before pursuing a protest in any court of law. Where applicable, any information
received under such procedures shall be disclosed to IDOT or the Federal Transit Authority (“FTA”) and
a protestor must exhaust all administrative remedies before pursuing a protest with IDOT or the FTA.

2. The term “contractor” means any person, firm, or corporation, which has contracted or seeks to
contract with the District of Rides Mass Transit District.

3. The term “CEO” shall mean the Chief Executive Officer, appointed by the District Board, to hear and
decide allegations made by any contractor relating to procurements hereunder.

4. A “pre-bid or solicitation phase protest” is a written protest received prior to the bid opening or
proposal due date.

5. A “pre-award protest” is a protest against making an award and is received after receipt of proposals or
bids, but before award of a contract.

6. A “post-award protest” is a protest received after award of a contract.

B. FILING OF PROTESTS

1. Pre-Bid Protest

Any Contractor may file a written protest of the procurement procedures involved herein, with the
District’s CEO at least five (5) working days before the bid opening or proposal due date.

2. Pre-Award Protest

Any Contractor may file a written protest against the District’s making of an award after the District’s
making of an award, after the District’s receipt of bids or proposals, but at least five (5) working days
before the conditional award of a contract by the District.

3. Post-Award Protest

Any contractor may file a written protest of the procurement procedures involved herein with the
District’s CEO, at least five (5) working days after the date of the District’s decision regarding a selection
of a contractor with respect to any Bid/RFP/RFQ.

4. Each protest must clearly state:
a. The name, address, and telephone number of the protester;
b. The solicitation/contract number or description thereof.
c. A statement of all of the grounds upon which the protest is made.

5. Protests are to be filed by certified mail, return receipt requested or by personal delivery by 4:30pm on
or before the due date at:

Rides Mass Transit District
30 Veterans Dr.
Harrisburg, IL 62946

If protests are filed by personal delivery, the protestor must obtain a time-stamped copy
of the protest from RMTD Administration as proof of the date and time of the filing of the protest. It is
the Protester’s sole responsibility to provide said copy at the time of filing.

C. HEARING PROCEDURE

1. A hearing shall be conducted in accordance with Rides Mass Transit District policy.
The CEO shall issue a written decision within ten (10) days of the last date of such hearing and state in
the decision the reasons for the action taken. The CEO shall respond in detail to each substantive issue
raised in the protest.

2. The CEO shall be the responsible official who has the authority to make the final determination of the
protest.

3. The CEO shall address, in his determination, each material issue raised in the protest.

4. The CEO’s determination shall be final and binding upon all parties upon issuance.

5. Within (5) working days from its receipt of the decision of the CEO, a protester may request
reconsideration of the decision, using the same procedure described in Section B.5 above. The request for
reconsideration shall be addressed to the CEO, in care of the Rides Mass Transit District, 1200 W Poplar,
Harrisburg, IL 62946. The request for reconsideration shall set forth all of the grounds upon which the
request is made.

6. The CEO shall issue a written decision on the request for recommendation within ten (10) days of
receipt thereof and state in the decision the reasons for the granting or denial of the request.

D. REVIEW OF PROTEST BY IDOT or FTA

1. Where applicable, review of protests by IDOT or FTA will be limited to the District’s failure to have or
follow its protest procedures, or its failure to review a complaint or protest. An appeal to IDOT/FTA must
be received by the cognizant IDOT-DIPT or FTA Regional Office within five (5) working days of the
date the protestor knew or should have known of the violation and/or five (5) days after the protestor
knows or has reason to know that the District has failed to render a final decision. Such appeal must be
filed in accordance with all IDOT or FTA rules and regulations, and Section 7(1) of FTA Circular
4220.1D, as periodically updated. The FTA may allow a request for reconsideration if data becomes
available that was not previously known, or if there has been an error of law or regulation.
Violations of Federal law or regulation will be handled by the complaint process stated within that law or
regulation. Violations of state or local or regulations will be under the jurisdiction of state or local
authorities.

2. Post-determination protests may include allegations that the District failed to have or follow written
protest procedures.

 

To see the full proposal document, please see Downloadables and Links at the top.