RFP 21-22-036 Demand Response Scheduling and Dispatch System

Agency: City of Danville
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Nov 19, 2021
Due Date: Dec 15, 2021
Solicitation No: RFP 21-22-036
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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Bid Number: RFP 21-22-036
Bid Title: RFP 21-22-036 Demand Response Scheduling and Dispatch System
Category: Information Technology Bids
Status: Open

Description:

RFP 21-22-036 " Demand Response Scheduling and Dispatch System"

Publication Date/Time:
11/19/2021 12:00 AM
Closing Date/Time:
12/15/2021 5:00 PM
Contact Person:
J. Gary Via CPPO
Director Of Purchasing
E-Mail purchasing@danvilleva.gov
Phone: 434-799-6528 Option 4
Fax :434-799-5102
Related Documents:

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City of Danville, Virginia
PO Box 3300
Danville, VA 24543
427 Patton Street, Rm 304
Danville, VA 24541
J. Gary Via, CPPO
Director of Purchasing
e-mail: viajg@danvilleva.gov
Phone: (434) 799-6528
Fax: (434) 799-5102
e-mail: purchasing@danvilleva.gov
REQUEST FOR PROPOSAL
RFP 21-22-036
“Demand Response Scheduling and Dispatch System"
1.0 GENERAL CONDITIONS
1.1 Intent
It is the intent of this "RFP" to secure a Vendor to provide automated scheduling software
and additional modules to be used by the City’s Mass Transit division. Vendors should identify the
license cost and annual warranty/service fees related to a hosting arrangement to support all items
collectively identified in the scope of services including training requirements. Please note that in
conjunction with the review process for this RFP, vendors may be requested to complete a
product demonstration that could be completed via teleconferencing.
The Danville Transit System operates paratransit service for persons with disabilities and
dial-a-ride service for the general-public six days a week, Monday through Saturday. Service hours for
the paratransit service is 12 hours per day from 6 am until 6 pm and 21 hours per day from 4 am until
1 am for the transit system’s dial a ride operation. Fixed route service is also provided by the transit
system; however, this RFP does not apply to this service mode. The desired software system will be
used simultaneously by a total ten (10) administrative staff, support up to twelve (12) different
tablets used concurrently by drivers and 300 daily completed one-way trips.
A primary objective of this RFP is to obtain software that will replace existing stand-alone, detached
applications that Danville Transit staff currently use related to passenger trip cancellations, online
booking procedures and the processing and billing of no-shows. In addition, Danville Transit desires
to incorporate new credit/debit card payment options for demand response passengers that would also
be linked directly to the scheduling software system. The credit card payment option must be PCI
compliant.
Important: Project implementation and contract execution is dependent upon the approval
of federal funding to finance related expenses. Therefore, contract execution for this project is not
anticipated until after July 1, 2022. Danville Transit will make application to the Virginia Department of
Rail and Public Transportation for grant funding to finance this project by February 1, 2022. In addition,
federal contract clause requirements must be executed by interested vendors for consideration of this
project. These clauses are included as part of this Request for Proposal.
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1.2 Deadline
Sealed proposals shall be submitted no later than December 15, 2021 at 5:00 PM to:
City of Danville
Purchasing Department
Attn.: J. Gary Via
427 Patton Street
Danville, VA 24541
1.3 Questions
Any questions concerning this Request for Proposal should be directed to:
J. Gary Via (434) 799-6528, Option 4.
1.4 Code Compliance
This procurement process is governed by the "PROCUREMENT CODE OF THE CITY OF
DANVILLE, VIRGINIA". Copies of the Procurement Code may be obtained by writing the City of
Danville, Purchasing Department, P.O. Box 3300, Danville, Virginia 24543.
1.5 Equal Opportunity
During the performance of this contract, the Vendor agrees as follows:
1.5.1 The Vendor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, or national origin, except where religion, sex, or national origin is
a bona fide occupational qualification reasonably necessary to the normal operation of the Vendor. The
Vendor agrees to post in conspicuous places, available to employees or applicants for employment,
notices setting forth the provisions of this nondiscrimination clause.
1.5.2 The Vendor also shall not discriminate against any handicapped person in violation of
any state or federal law or regulation and shall also post in conspicuous places, available to employees
and applicants for employment, notices setting forth the provisions of this additional nondiscrimination
clause.
1.5.3 The Vendor, in all solicitations or advertisements for employees placed by or on
behalf of the Vendor, will state that such Vendor is an equal opportunity employer.
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1.5.4 Notices, advertisements and solicitations placed in accordance with federal law, rules
or regulations shall be deemed sufficient for the purpose of meeting the requirements of this article.
1.5.5 The Vendor will otherwise comply with all other applicable provisions of local, State,
and Federal law. The Vendor does not, and shall not during the performance of the contract for
goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the
federal Immigration Reform and Control Act of 1986
1.6 The City of Danville does not discriminate against faith-based organizations
1.7 Drug Free Workplace
During the performance of this contract, the Vendor agrees to
a. Provide a drug-free workplace for the Vendor’s employees
b. Post in conspicuous places, available to employees and applicants for employment, a
statement notifying employees that the unlawful manufacture, sale, distribution,
dispensation, possession, or use of a controlled substance or marijuana is prohibited in the
contractor’s workplace and specifying the actions that will be taken against employees for
violations of such prohibition.
c. State in all solicitations or advertisements for employees placed by or on behalf of the Vendor
that the Vendor maintains a drug-free workplace.
d. Include the provisions of the foregoing clauses in every subcontract or purchase order of or
over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
“Drug-free workplace” means a site for the performance of work done in connection with a specific
contract awarded to a Vendor in accordance with this chapter, the employees of whom are prohibited
from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any
controlled substance or marijuana during the performance of the contract.
1.8 Proposals Binding Six (6) Months
Unless otherwise specified, all formal proposals submitted shall be binding through
July 15, 2022 due to federal and local funding requirements to support this project, unless extended by
the mutual consent of both parties.
1.9 Permits
The Vendor shall, at his own expense, secure any business or professional licenses,
permits, or fees required by the City of Danville or Commonwealth of Virginia.
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2.0 CODES & STANDARDS
2.1 The Vendor, its officers, agents, employees, and any subcontractors, in the performance of
this Agreement shall comply with all applicable statutes and laws of the United States and the
Commonwealth of Virginia, the Charter and ordinances of the City of Danville, and the applicable rules
and regulations of the agencies of each.
2.2 SCC Registration
Firms organized as a stock or nonstock corporation, limited liability company, business trust, or
limited partnership or registered as a registered limited liability partnership shall be authorized to
transact business in the Commonwealth as a domestic or foreign business entity if so required by
Virginia Title 13.1 or Title 50 or as otherwise required by law. A Firm organized or authorized to transact
business in the Commonwealth pursuant to Virginia Title 13.1 or Title 50 shall include in its bid or
proposal the identification number issued to it by the State Corporation Commission. Any bidder or
offeror that is not required to be authorized to transact business in the Commonwealth as a foreign
business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or
proposal a statement describing why the bidder or offeror is not required to be so authorized
3.0 BACKGROUND
Danville Transit operates a variety of demand response operations including paratransit, human service
transportation for seniors and dial-a-ride service for the general-public. Danville Transit’s paratransit
service operates Monday through Saturday from 6:00 am until 6:00 pm. Trip purposes for the
paratransit operation vary greatly and many human service transportation trips involve standing
reservations for seniors who frequent meal sites and other programs sponsored by the Danville Parks
and Recreation Department. Danville Transit invoices the Southern Area Agency on Aging for senior
trips completed and invoices other organizations for dial a ride trips completed.
The paratransit and senior reservation-based operations average less than 2 trips completed per hour.
However, 90% of the trips completed by the dial a ride service for the public are work trip related and
often involve larger passenger groupings who are often transported to companies located in remote
industrial parks. Due to the diversity of the demand response operations, it is common for varied trip
purposes to be completed concurrently.
Danville Transit begins its dial a ride operation for the public at 3:40 am and operates continuously
without interruption until 1:00 am on weekdays and Saturdays. The fare for this service is $4 per one
way trip. Danville Transit’s paratransit operation overlaps with this service from 6 am until 6 pm, which
is the same timeframe that the fixed route service is provided. During this timeframe the paratransit
fare is $2 per one way trip, however before 6 am and after 6 pm persons with disabilities are charged
$4 per one way trip. Presently, the transit system does not offer a credit card or prepaid fare option.
Cash and tokens are received by drivers for payment of trips completed. However, it is the interest of
this RFP to make available a credit card payment option in which prepaid trips can be offered to
passengers that is PCI compliant. In addition, the transit system would like the vendor to provide an
arrangement that allows customers to pay with a credit card after boarding a bus.
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Cancellations and no shows for demand response operations average approximately 20% of the total
number of trips scheduled. No shows are currently tracked and invoiced separately from the existing
automated scheduling software system presently used. It is the intent of this RFP to replace existing
online no show applications through the automated scheduling software system.
Currently, mass transit personnel receive reservations and assign trips for passengers from two
different sites simultaneously during certain periods of the day. These locations include the mass transit
operations facility and the downtown Transfer Center. Passengers can also submit prior day and same
day reservation requests through a detached online booking app that is supported via Microsoft OS365.
However, it is the interest of the transit system to terminate the use of the existing booking app and
replace this reservation capability as part of the scheduling software system. In addition, the transit
system would like to be able to support an app that can be downloaded by customers to support these
reservation capabilities.
In addition, administrative staff assign trips to tablets via a mobile dispatch function and use an
automated notification module to inform passengers in advance of their scheduled boarding time.
Passengers are informed of their scheduled boarding time the evening prior to the date of the requested
service. The transit system does not provide notifications to passengers when the bus driver is enroute
to a passenger’s boarding location and this function is not desired through this RFP.
In addition, an online function is available through the transit system’s webpage to allow passengers to
cancel trips. It is the interest of the transit system to replace this capability with the automated
scheduling software system. Please note Danville Transit does not guarantee that all same day ride
requests can be completed due to staffing constraints. In addition, same day service requests
cannot be scheduled without the oversight and approval of dispatch staff. Danville Transit
prefers to maintain this capability subject to the implementation of the scheduling software
system.
Danville Transit is currently a primary demand response provider in Danville for the public due in part
to the current limited supply of taxi-cab operators and is expected to support increased service needs
related to the opening of the 500 room Caesars Casino Resort in 2023. Consequently, a credit card
payment option is also desired to support possible increased passenger activity as identified in the
scope of services.
4.0 SCOPE OF SERVICES
4.1 It is the intent of this “RFP” to secure the services of an experienced vendor to provide a
software solution that will support an automated scheduling function, mobile dispatch function,
automated notification capability, booking app and credit card payment option in conjunction with the
scheduling software system.
Vendor responsibilities will include full implementation, testing and installation of the software solution
that meets the current technological environment of the City. In addition, the vendor shall provide hard
copies of training guides for transit staff. Requirements include on-site training for mass transit staff.
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