YOLO COUNTY TRANSPORTATION DISTRICT

REQUEST FOR PROPOSALS

TransitAutomated Voice Annunciator System

Proposalsdue June 27, 2011

The Yolo County Transportation District (YCTD) is soliciting Proposals from firms to deliver a turn-key project to YCTD for the design, manufacture, integration, installation, testing, and implementation offifty-one(51)transit automated voice annunciator systems, plus five (5) spares.

A.Project Information

The YCTD administers YOLOBUS, which operates local and intercity bus service 365 days a year in Yolo County and neighboring areas, including Sacramento and Solano Counties. YCTD utilizes the automatic vehicle location and passenger announcement system through Mentor Engineering, which includes both LED sign and voice announcements. YCTD desires to upgrade or replace the voice annunciator portion to allow for more functionality, including, but not limited to, ease of updating through a wireless communication.

After reviewing the information submitted in response to this RFP, YCTD expects to enter into a contract with the contractor whose proposal best meets the requirements.

B.Proposed Schedule

Issue Call for ProposalsJune 13, 2011

Proposals Due2:00 PM, June 27, 2011

Interviews/Negotiations (if necessary) June 28,2011

Best & Final Offers (if necessary)2:00 PM, June 28, 2011

Final Selection & Issue of Purchase OrderJune 29, 2011

Completion of design system, engineering shop drawingsJuly29, 2011

Delivery, installation, testing, completed December 31, 2011

C.SPECIFICATIONS

The Proposal shall be all inclusive to deliver a turn-key project to YCTD. This proposal shall reflect all work necessary for a turn key piece, including full specifications and drawings for the design,materials, supplies, services, equipment, warranties,manufacture, installation, testing, and implementation of a commercial grade voice passenger annunciator system.

Automated Voice Annunciator System

  1. Operation
  2. Vendor must provide, install, test, provide support and warranties for Automatic Voice Annunciator (AVA) systems that:
  3. Are fully automated to every bus stop
  4. Comply with The Americans with Disabilities Act requirements
  5. Interface to YCTD's existing Ranger Mobile Data Terminal from Mentor Engineering
  6. Interface to YCTD's existing Next Stop Sunrise Signs
  7. This project includes 51 AVAs installed and made fully operational in YCTD buses, plus 5 spare systems, per the following specifications.

1.3.The announcements onboard the vehicle shall be triggered at pre-defined locations, based on the current location of the vehicle as determined by the Mentor GPS receiver currently on the vehicle.

1.4.The types of information to be announced by the system onboard the vehicle shall include:

1.4.1.Major advertised stops

1.4.2.Key transfer points

1.4.3.Public service announcements

1.5.The Annunciation system shall also be capable of making announcements on the existing speakers mounted external to the vehicle.

1.5.1.These announcements shall indicate the current route and destination of the vehicle. They shall be triggered by opening the door.

1.5.2.The Annunciation system shall have the ability to enable and disable these external announcements independently of the internal announcements.

1.6.The proposal shall clearly state the number of stops and announcements the system can support.

1.7.The system shall operate automatically once the operator initializes the system by selecting the desired route/destination.

1.8.No operator interaction shall be required to operate the annunciation system. Operator use of the on-board PA system shall override any automated announcements.

1.9.Announcements shall be created utilizing text-to-speech.

1.9.1.Programming a new announcement should be as simple as typing it in a text file.

1.9.2.A desktop preview program must be provided that permits testing of the announcements prior to use onboard a bus and permits tricky pronunciations to be spelled phonetically.

1.9.3.It must be easy to quickly and easily create custom dictionaries.

1.9.4.English, Spanish, and French must be supported.

  1. Hardware/Software
  2. The vendor shall provide the hardware and software necessary to coordinate audio announcements on board the fixed route buses.
  3. At a minimum, the Annunciator shall provide the following audio capabilities:
  4. Gooseneck Microphone Input (w/ switch input)
  5. Mic or Handset Input (w/ PTT and Hookswitch inputs)
  6. Sensor Microphone Input (senses ambient noise level)
  7. Driver Speaker Output (10W Power Amp)
  8. Vehicle Speaker Output 1 (40W Power Amp) (Internal announcements)
  9. Vehicle Speaker Output 2 (40W Power Amp) (External announcements)
  10. Audio Paths selected and configured programmatically
  11. Integral Text to Speech (TTS) Engine (English, Spanish, French)
  12. At a minimum, the Annunciator shall provide the following standard interfaces, inputs, and outputs:
  13. J1708
  14. CAN (J1939)
  15. Ethernet
  16. Odometer Pulse Input
  17. Ignition Detect
  18. Input Power Monitor
  19. Emergency Switch Input
  20. General Purpose Digital Inputs/Outputs
  21. USB
  22. RS232
  23. The Annunciator shall provide a means for wirelessly updating the announcement database on board the vehicle. This process shall be clearly defined in the proposal.
  24. Minimum and maximum volume settings shall be configurable by the Agency
  25. Independent volume settings must be permitted for the interior and external announcements.
  26. The controller shall use the vehicle location information from the AVL system to trigger the appropriate internal announcements on-board the vehicle whenever the vehicle enters a “trigger zone.”
  27. Trigger zones are user-defined areas located upstream from each stop location.
  28. Trigger zones will be pre-defined by the central software and downloaded to the controller.
  29. Automated announcements shall continue to operate normally when the MDT is in covert alarm mode.
  30. In the event that a vehicle is operating off-route, the internal automated announcements/displays shall not be made.
  31. Once the route is reacquired, the system shall automatically determine and announce the next valid bus stop or other designated location.
  32. The response of the AVA to off-route and on-route detection shall be automatic and not require operator intervention or action.
  33. The controller shall be designed to operate:
  34. Within a temperature range of -40 °F to 149°F (-40°C to +65°C).
  35. With ambient humidity of up to 95%, non-condensing.
  36. Reliably while subject to the vibration and shock forces associated with transit vehicles.
  37. Within a voltage range of 9-32 VDC
  38. If there are additional software, programming, testing, and labor related charges from YCTD’s AVL provider (Mentor) to accomplish the integration described above, then the proposer shall include those expenses in its proposal.
  39. The warranty for parts and labor shall be a minimum of one year.

D.General Requirements

  • Coordinate work with designated YCTD staff.
  • Contractor scope of work must include schematic plans, drawings, and electrical engineering sign off.
  • Contractor shall submit design documents to the YCTD, for review and approval.
  • Contractor shall be responsible for coordinating the work with the existing on-site conditions and infrastructure, and repair any bus damage as a result of the installation.
  • Contractor must be able to fully design, manufacture, install, integrate, test, and implement the voice annunciator system, including provisions for all necessary labor, equipment, materials, supplies, deliveries, as well as all activities and expenses associated with integrating the system with YCTD’s Mentor AVL system.
  • Contractors will be required to provide evidence of insurance in accordance with the YCTD requirements (attached).
  • Work shall be completed during days and hours to be approved by YCTD’s Executive Director, or his designee.
  • Contractor-shall secure work area at the end of each work day.
  • The materials and workmanship shall be warrantedfor at least one (1) year from the date of final acceptance by YCTD (and as stipulated by manufactured warranties).

E.Proposal Process

Each respondent to this Request for Proposals should demonstrate that it satisfies the minimum requirements described in order to be considered responsive. Responses to the RFP must be submitted in writing and signed by an authorized officer of the respondent. The YCTD must receive three (3) hard copies of the Proposal package no later than 2:00 p.m. on Monday, June 27, 2011. Responses submitted after that date and/or time will not be considered.

Proposals shall be submitted to:

Yolo County Transportation District

Attention: Terry Bassett

Executive Director

350 Industrial Way

Woodland, CA 95776

Or emailed to

Postmarks and faxes will not be accepted.

Contractor, after notice of award and prior to commencement of work, shall provide copies of all required insurance documents.

Because the process may result in a negotiated service contract, all pricing information will remain confidential until after award. There will be no public opening and reading of the proposals.

The YCTD reserves the right to cancel in whole, or in part, this Call for Proposals.

All questions related to the RFP shall be submitted in writing via email to:

Chad Mikula, YCTD IT Specialist

F.Proposal Requirements

Proposals must identify, at a minimum:

  1. Proposal Date.
  2. Company name, address and name of the contact person.
  3. Overview of the contractor’s qualifications for similar type projects with at least three references from prior projects.
  4. Conceptual sketch, brochure, sales literature or pictures of proposed system.
  5. Scope of services including all tasks required to design, manufacture, install, test, and implement voice annunciator systems.
  6. Proposed schedule for accomplishing the work, with start and completion date clearly defined.
  7. Firm, fixed price.
  8. Proposal must be signed by an authorized company representative.
  9. Proposals must clearly identify, by name, who will receive offers and counter-offers. The person named will be an authorized agent of the contractor, able to conduct negotiations or written offers in good faith.

G.Criteria for Selection:

(In order of relative importance)

  1. Pricing of overall project. (45%)
  2. Proposed conceptual plan for voice annunciator systems, proposed Scope of Services, proposed installation process and layout, Schedule, and Warranty (45%)
  3. Qualifications and Experience of Proposer (10%)

YCTD reserves the right to interview any or all respondents to this RFP, or to ask for additional information or clarifications. YCTD reserves the right, at its sole discretion, to accept a response that does not satisfy all requirements but which, in the YCTD’s sole judgment, sufficiently demonstrates the ability to produce, deliver, design, permit, install, and warrantee a turnkey project and to satisfy the major requirements set forth in this RFP. YCTD expects to complete its evaluation process to select a qualified Contractor, but reserves the right to change key dates and action as the need arises.

If, after reviewing proposals, YCTD determines that more than one proposal falls within a competitive range, then YCTD may, at its sole discretion, meet with proposers within a competitive range, negotiate, and offer an opportunity for Best and Final Offers (BAFOs) to be submitted.

After receipt of BAFOs from firms within a competitive range, YCTD will re-evaluate the BAFOs, using the same criteria and weighting system, in determining their scores and selecting the highest scoring proposal.

If YCTD determines that there are not two or more proposals that fall within a competitive range, YCTD reserves the right to make an award to an Offeror whose proposal it judges to be most advantageous and best value to the Procuring Agency based upon the evaluation criteria, without conducting any written or oral discussions with any Offerors or solicitation of any BAFOs.

Attachments

EXHIBIT A: Price Sheet

EXHIBIT B: Compliance with Federal Requirements

EXHIBIT C: YCTD Insurance Requirements

EXHIBIT D: Buy America Certification

EXHIBIT E: Debarment & Suspension Certification

EXHIBIT F: Restrictions on Lobbying Certificate

EXHIBIT G: No Offer Form

1

EXHIBIT A

PRICE SHEET

TransitAutomated Voice Annunciator System

(This is NOT an order)

THESE TWO SHEETS MUST BE SUBMITTED WITH THE PROPOSAL

DESCRIPTION

/

UNITS

/

QUANTITY

/

UNIT PRICE

/

EXTENDED PRICE

Base Bid
Design, integration, testing and Implementation
Contractor shall prepare professionaldrawings for YCTD’s review and approval,for a transit automated voice annunciator system, design said system, integrate it with Mentor system, test it, and make it fully operational. / EACH / 1 / $ / $
Materials
Contractor shall manufactureand providecommercial grade transit automated voice annunciator systems, including all required mounting and installation hardware, as well as operations software. /

EACH

/

56

/ $ /

$

Installation
Contractor shall install transit automated voice annunciator systems, including operations software. /

EACH

/

51

/ $ /

$

Sales Tax (at 9% of Materials) /

$

Delivery /

$

TOTAL AMOUNT:

/

$

PRICE WILL BE VALID FOR PURCHASE ORDER ISSUED WITHIN 90 DAYS

DESIGN, MANUFACTURE, DELIVERY, INSTALLATION, INTEGRATION, TESTING, AND IMPLEMENTATION: WITHIN CALENDAR DAYS FROM ISSUE OF PURCHASE ORDER

DATE:______

COMPANY:______

ADDRESS:______

______

TELEPHONE NO.:______

EMAIL ADDRESS: ______

The undersigned agrees to the terms and conditions and is an authorized representative of the company listed above.

SIGNATURE:______

PRINTED NAME: ______

TITLE:______

EXHIBIT B

YOLO COUNTY TRANSPORTATION DISTRICT - COMPLIANCE WITH FEDERAL REQUIREMENTS

FEDERAL GRANT CONDITIONS

This Contract is subject to a financial assistance contract between YCTD and the United States of America (hereinafter “Federal Government”), acting through the Department of Transportation (hereinafter “U. S. DOT”), and Federal Transit Administration (hereinafter “FTA”). Contractor shall at all times comply with all applicable FTA regulations, policies, procedures and directives including without limitation those listed directly or by reference in the procedures and directives including without limitation those listed directly or by reference in the FTA Master Agreement between YCTD and FTA, as amended, and are incorporated herein by this reference. The Contractor shall comply with these FTA requirements and as they may be amended or promulgated from time to time during the term of this Contract. The Contractor shall not perform any act, fail to perform any act, or refuse to comply with any YCTD directives which would cause YCTD to be in violation of the FTA terms and conditions. Contractor’s failure to comply with these FTA requirements and YCTD directives shall constitute a material breach of this Contract.

NO OBLIGATION BY THE FEDERAL GOVERNMENT

(1) YCTD and Contractor acknowledge and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the Federal Government, the Federal Government is not a party to this contract and shall not be subject to any obligations or liabilities to the Purchaser, Contractor, or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying contract.

(2) The Contractor agrees to include the above clause in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions.

PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS

(1) The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 USC § 3801 et seq and U.S. DOT regulations, "Program Fraud Civil Remedies," 49 CFR Part 31 apply to its actions pertaining to this Project. Upon execution of the underlying contract, the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to be made, pertaining to the underlying contract or the FTA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, the Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to the extent the Federal Government deems appropriate.

(2) The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification to the Federal Government under a contract connected with a project that is financed in whole or in part with Federal assistance originally awarded by FTA under the authority of 49 USC § 5307, the Government reserves the right to impose the penalties of 18 USC § 1001 and 49 USC § 5307(n)(1) on the Contractor, to the extent the Federal Government deems appropriate.

(3) The Contractor agrees to include the above two clauses in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clauses shall not be modified, except to identify the subcontractor who will be subject to the provisions.

ACCESS TO RECORDS AND REPORTS

(1) Where YCTD is not a State but a local government and is the FTA Recipient or a sub-grantee of the FTA Recipient in accordance with 49 C. F. R. 18.36(i), the Contractor agrees to provide the Purchaser, the FTA Administrator, the Comptroller General of the United States or any of their authorized representatives access to any books, documents, papers and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions. Contractor also agrees, pursuant to 49 C. F. R. 633.17 to provide the FTA Administrator or his authorized representatives including any PMO Contractor access to Contractor's records and construction sites pertaining to a major capital project, defined at 49 USC 5302(a)1, which is receiving federal financial assistance through the programs described at 49 USC 5307, 5309 or 5311.

(2) Where the Purchaser is a State and is the FTA Recipient or a sub-grantee of the FTA Recipient in accordance with 49 CFR 633.17, Contractor agrees to provide the Purchaser, the FTA Administrator or his authorized representatives, including any PMO Contractor, access to the Contractor's records and construction sites pertaining to a major capital project, defined at 49 USC 5302(a)1, which is receiving federal financial assistance through the programs described at 49 USC 5307, 5309 or 5311. By definition, a major capital project excludes contracts of less than the simplified acquisition threshold currently set at $100,000.

(3) Where the Purchaser enters into a negotiated contract for other than a small purchase or under the simplified acquisition threshold and is an institution of higher education, a hospital or other non-profit organization and is the FTA Recipient or a sub-grantee of the FTA Recipient in accordance with 49 CFR 19.48, Contractor agrees to provide the Purchaser, FTA Administrator, the Comptroller General of the United States or any of their duly authorized representatives with access to any books, documents, papers and record of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions.