Software RFP - Home | Metro Web viewMetro Bus has a current total staff of roughly 170 employees...

ST. CLOUD METROPOLITAN TRANSIT COMMISSION

REQUEST FOR PROPOSAL

INTEGRATED FINANCE, PAYROLL, HUMAN RESOURCES, ASSET

MANAGEMENT, PROCUREMENT, FLEET MANAGEMENT SYSTEM

Metro Bus665 Franklin Ave. N.E.St. Cloud, MN 56304

PROJECT TEAM:

Lead: Steve WilliamsI.T. Manager

[email protected]: 320-529-4496

Gary KorneckProcurement Manager


Paula MasteyChief Finance and Administration Officer


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mailto:[email protected]



1.0 PROJECT SCOPE

1.1 IntroductionThe purpose of the Request for Proposal is to invite qualified vendors to participate in the competitive bidding process for acquiring Enterprise Finance, Payroll, Human Resources, Asset and Fleet Management, Purchase Order processing, Timekeeping, Scheduling, and related software services that will either replace, or fully integrate, to the business needs of Metro Bus.

1.2 Agency InformationThe St. Cloud Metropolitan Transit Commission (Metro Bus) was created by the Minnesota Legislature in 1969 to operate as a Transit Authority. Metro Bus is located in St. Cloud, MN about 70 miles northwest of Minneapolis-St. Paul and provides fixed route and paratransit bus service to the cities of St. Cloud, Sauk Rapids, Waite Park, and Sartell in a radius that covers 36 square miles in central Minnesota.

Metro Bus has a current total staff of roughly 170 employees and has an annual operating budget of approximately $13 mil. Metro Bus is primarily funded by an 80% Federal and State grant appropriation with a 20% local contribution consisting of tax levy and bus fares.

1.3 Metro Bus FacilitiesOperations Center: Primary location of the administrative offices, paratransit call center, maintenance shop, and vehicle storage.

Transit Center: Multimodal transfer facility located in downtown St. Cloud.

Mobility Training Center: Located in downtown St. Cloud, this facility features a simulated bus riding, bus stop, and street environment for training and assessing an individual’s physical and cognitive abilities as they pertain to using public transportation.

1.4 Current Software ProgramsSystem Name Developer Areas Directly

Supported Functions

Traverse Open Systems Finance/AccountingG/L, A/P, Payroll Processing/Repo

rtingMetroNet “Home Grown”

System – Sleekcode, LLC

All A/R, Payroll hour tracking, Human

Resources, 2

Employee database, Bus

Operator scheduling,

Insurance and liability claim tracking, Fare media sales

tracking, Project Management,

Customer relations, various

statistical reporting

Asset Keeper Pro-Ware Finance, Procurement, I.T.

Fixed Capital Asset tracking,

Equipment/Facility depreciation

Ron Turley Associates

(RTA)Ron Turley Associates

Maintenance/Procurement

PO processing, Parts

requisitioning, Parts inventory mgmt., Fleet

Inventory mgmt., General maintenance.

Trapeze Trapeze Software Group

Pass – Dial-a-Ride Operations / Streets

– Fixed Route Operations

Mobile Data / Ride

Scheduling / Fleet AVL

Tracking System

1.5 I.T. Software Solution Requirements:

1.5.1 I.T. Software priority needs1. Reporting – Needs to provide the data required for reporting;2. Customizable – Needs to be scalable to provide for agency growth, new

requirements, etc.;3. Incorporation – If a required function cannot be carried-out by the

proposed; solution, integration with existing software is required to avoid duplication of work;

4. End-User Driven – End-user needs to work within the system independent of I.T. intervention;

5. System Support – 24x7x365 emergency support and normal business hours routine support must be available. Support must be via telephone

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with immediate response for emergency situations (i.e. – system down) and 2-hour response time for routine needs;

6. Access Rights – Ability to grant or deny access within various modules based on user log-in and ID. Ability to create access groups and assign members;

7. Data back-up and restore – Data should be backed-up nightly and should have the ability to recover back-up data in the event that information is inadvertently deleted.

1.5.2 I.T. Software priority wants1. Full-time test environment;2. Proxy card integration for driver sign-in (scheduling);3. I.T. ticket submission troubleshooting/repair/upgrade request process.

2.0 PROJECT DELIVERABLES

2.1 Project Schedule1. RFP Issue Date: December 16, 20162. Final Date for Questions/Clarification: January 20, 2017, 5:00 p.m.

CST3. Final Date for Metro Bus Response to Questions/Clarifications: January 25,

2017, 5:00 p.m. CST4. RFP Due Date: February 1, 2017, 5:00 p.m. CST

2.2 Primary Contact PersonAll questions, clarifications, or comments related to this Request for Proposal must be submitted via email to:Steve Williams, I.T. Manager, [email protected] not later than January 20, 2017, 5:00 p.m. CSTNo guarantee of response by Metro Bus can be made upon late receipt.

2.3 RFP Submission RequirementsProposals must be received by Metro Bus by: February 1, 2017, 5:00 p.m. CST

It is the responsibility of each Vendor to ensure proposals arrive before the deadline.

All proposals and related documentation must be submitted in a sealed envelope clearly marked “Metro Bus Software RFP” and delivered to:

Attn: Steve WilliamsMetro Bus665 Franklin Ave. N.E. St. Cloud, MN 56304

2.4 Metro Bus Response4


All responses by Metro Bus will be in the form of a written addendum to be provided to all Proposers before or by: January 25, 2017, 5:00 p.m. CST

2.5 Vendor ResponseVendors are encouraged to submit bid proposals for the entire proposal package, or by a select group of software (i.e. – Finance only, Payroll/HR only, or any combination thereof). Metro Bus reserves the right to accept or reject separate software application proposals based on their distinction to the overall project scope/deliverables. Vendors must clearly identify any specific applications they will not be able to offer, or have the inability to integrate with Metro Bus’s existing software programs.

2.6 Acceptance of Proposal1. Metro Bus reserves the right to accept or reject any and all proposals, or

any item or part thereof, or to waive any informalities or irregularities in a proposal.

2. Metro Bus reserves the right to withdraw this RFP at any time without prior notice and makes no representations that any Contract or Agreement will be awarded to any Proposer responding to this RFP.

3. Metro Bus reserves the right to postpone or delay proposal openings or award for its own convenience.

2.7 AddendumsAny Metro Bus changes or revisions, or any Vendor requests for clarification/revision to the RFP requirements must be communicated by written correspondence. Any written addenda issued pertaining to the RFP will be transmitted electronically to all Proposer’s and will be incorporated into the terms and conditions of any resulting Agreement. Metro Bus will not be bound to any verbal or oral modifications to, or deviations from, the requirements set in this RFP.

2.8 Failure to RespondMetro Bus reserves the right to remove from its mailing lists for future RFP opportunities any Proposer who fails to accept a contract, failure to respond, and/or unsatisfactory performance. Please note that a “No Bid” or a “Decline to Bid” is considered a response.

2.9 Proposal ExpensesMetro Bus will not, in any event, be liable for any pre-contractual expenses incurred by the Proposer in preparation of responding to this RFP. The Proposer shall not include any such expenses as part of its proposal.

2.10 Vendor InformationEach proposal package must contain all Vendor contact information and include the following:

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1. Vendor Name, Primary Contact Name, Primary Address;2. A letter of transmittal by the person with authority to bind the Proposer,

answer questions, and to provide clarification concerning the submitted proposal;

3. Three (3) original complete copies of the technical proposal and price proposal;

4. A compact disk or USB storage device containing one complete PDF or MS Word compatible file of the technical proposal and one complete MS Excel file of the proposed pricing forms;

5. A complete and accurate project description that details the proposal and how the proposal addresses the specifications and submission requirements found in the RFP;

6. All required certification documents (see bidder checklist);7. Al forms and affidavits completed.

2.11 Proprietary InformationAny information contained in a proposal that the Vendor considers proprietary must be clearly identified as such. Metro Bus will respect requests for non-disclosure of proprietary information to the extent that restricted information conforms to the Freedom of Information Act and any court rulings.

2.12 Late Proposals, Withdrawal of ProposalsAny proposal received by Metro Bus after the specified date and time will not be considered and the Vendor will be informed of their omission.

A proposal may be withdrawn if made by written request of their authorized representative but only if the withdrawal is made prior to the exact time set for receipt of proposals.

3.0 PROPOSAL INSTRUCTIONS

3.1 Proposal FormatResponses to the RFP must correlate with the numeric characters and order in the Proposer’s Checklist (See Attachment C). Each item in the RFP should be addressed in the proposal.

3.2 ReferencesEach Vendor must have 3 past performance surveys completed and returned directly to Metro Bus (See Attachment D). It is preferred that at least one reference be a public entity, preferably a transit agency.

3.3 Company Detail & QuestionsAll information requested in this section must be addressed in the Vendor’s proposal (please limit your responses to the suggested page limits).

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1. Submit a history and overview of your firm to include the number of locations in the U.S .and your total number of customers. Provide the legal name of your company and if the company is owned or controlled by a parent company. (1 page).

2. Provide an overview of your company’s overall experience and familiarity with similar projects. Describe the experience of your key individuals who will be assigned to this project. Detail should be relevant to the types of services described in this RFP. (1 page).

3. Provide an organizational chart of the key individuals who will be assigned to this project. Job descriptions should be specific to this project. (1 page).

4. Identify all subcontract work that will be performed on this project. Include a brief summary of the working relationship on similar projects (1 page).

3.4 Proposal DetailEach Proposer must submit a complete proposal describing the offered solution in detail. The narrative must include a description of equipment and services required for successful implementation. (Please limit to 5 single pages or less).

3.5 Price ProposalThe proposer must submit a complete price proposal in the excel spreadsheet format provided by Metro Bus (See Attachment B). All equipment, software, services, licensing, training, profit, overhead, and miscellaneous expenses should be itemized. Sufficient detail will be provided so that Metro Bus may assess the reasonableness of each price proposal and assure equal evaluation of all proposals. Proposals that fail to provide and identify separately itemized expenses may be deemed non-responsive and will not be considered.

Proposals must include any additional pricing for items that may represent value to Metro Bus but are not included in the specifications. These items should be clearly noted as “options” and will not be judged in the base price proposal.

Metro Bus is exempt from all local, state, and federal excise taxes.

3.6 Evaluation CriteriaProposals submitted will be evaluated by a committee of the Metro Bus Administrative staff. The committee will review and score each proposal based upon the following criteria:

Max points / Quality Level = ScoreEvaluation Elements Quality

LevelMax

Points Score

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ExperienceVendor demonstrates experience, proficiency, and technical aptitude of public transit requirements to provide and maintain the requested system solution.Project KnowledgeVendor has demonstrated a thorough understanding of the scope of the project and their role and responsibilities as a business partner with Metro Bus. Vendor exhibits confidence and expertise regarding the proposed solution and services. Proposed SolutionVendor has provided a solution compliant with all bid specifications. Cost neutral options, add-ons, and present or future value-added system features are included beyond the standard specification. PresentationVendor is organized and thoroughly responsive to all areas contained in the RFP. PriceProposed price appears complete, realistic, and cost effective. Total price represents value for Metro Bus. TOTAL POSSIBLE 100

The quality level will be based on the following scoring method:Quality Level Points Description

Excellent 100%Meets all requirements; reflects significant proficiency or strengths as compared to minimum levels of acceptability; no offsetting weaknesses.

Very Good 85%Meets all requirements; reflects some proficiency and strengths; few if any offsetting weaknesses.

Good 75% Meets all requirements; strengths and weaknesses tend to offset each other equally.

Fair 50%May contain significant weaknesses; meets all minimum requirements but some areas of doubt exist.

Poor 35%Serious doubt exists regarding the ability to meet even minimum requirements; significant weakness without any offsetting strengths.

Deficient 0% Does not meet any requirements of the 8

project.

3.7 Discussion/EvaluationAfter the initial receipt and evaluation of proposals, discussions will be conducted with Proposers determined to be the most responsive, who most closely meet the requirements of the Statement of Work, and who will most likely be considered a candidate for award.

During the evaluation process, negotiation, and selection process, committee members may not disclose information from one Proposer to another. All information provided by each Proposer shall remain confidential after the conclusion of the procurement process to the extent applicable by law.

3.8 On-Site Interviews1. Metro Bus reserves the right to conduct interviews with one or

more of the top ranked Proposers as part of the evaluation and selection process.

2. Proposers may be required to hold a group presentation in person at Metro Bus Operations, or via web conferencing before a final decision is made.

3. Proposers identified for further consideration will be personally interviewed by the evaluation committee and may have the opportunity to revise their proposal as a result of these discussions. A second round of scoring may be conducted as a result of these considerations.

3.9 Award of ContractTerms and conditions of a contract will be negotiated upon completion of the evaluation process.

Metro Bus staff will recommend the contract be awarded to the best value responsible respondent whose proposal is most advantageous to Metro Bus based upon the evaluation criteria listed above and upon resolution approval of the St. Cloud Metropolitan Transit Commission Board of Commissioners.

Cost shall not be the sole determining factor, however, Metro Bus, at its option, may request a best and final offer from the selected Vendor regarding the Statement of Work and other associated fees.

4.0 STATEMENT OF WORK

4.1 Overview

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Metro Bus is seeking to replace their existing system functions with one or more programs that will fully integrate and streamline these activities:

1. General Ledger, (AP/AR), Grants management reporting;2. Budgeting, budget to actual reporting;3. Scheduling/Timeclock entry/Payroll; 4. Human Resources;5. Procurement (PO Processing); 6. Fixed Capital Asset Management;7. Fleet Maintenance;8. Data tracking (i.e. – insurance claims, transit mileage, hours,

passengers/hr., etc.).

The comprehensive software package will meet the following objectives:

1. Serve as the primary financial management tool;2. Provide automated consolidation of data management throughout Metro

Bus;3. Reduce time spent manually compiling and reconciling report data;4. Provide a flexible system with the capability to interface with multiple

software programs;5. Allows for easy import/export and customizable reporting functions6. Ensure an appropriate level of internal control when assigning access

rights and creating user groups;7. Provide a structured workflow and flexibility for all financial budgeting,

employee timekeeping/scheduling, payroll processing, accounts payable, accounts receivable, human resources employee tracking;

8. Provide automated purchase order generation and processing;9. Provide fixed capital asset tracking to include depreciation and disposal;10. End-user driven, customizable;11. Supports robust growth within Metro Bus.

4.1.1 Separately, Metro Bus will also consider the replacement of its employee scheduling software, however, the vendor must demonstrate and provide functioning certification that their proposed solution will completely integrate with Trapeze Pass/Streets, Metro Bus’s current mobile data / AVL fleet tracking system. Any custom programming that would be necessary to achieve full integration to the Trapeze software system must be clearly defined in detail in all proposals. The inability to fully integrate must also be clearly stated.

4.1.2 Proposers must also demonstrate and provide functioning certification that their proposed Fleet Maintenance system will integrate with Fuel Master (a Syntech Systems product) Metro Bus’s Electronic Fueling Interface (EFI). Additionally, if a Fleet Maintenance system is not offered, the Proposer must clearly demonstrate that their proposed solution fully assimilates with Ron

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Turley Associates (RTA) Fleet Maintenance software that is currently in use by Metro Bus.

4.1.3 Any custom programming, including customization of any existing software that Metro Bus elects to retain, that is required to achieve full system integration into any new system is to be included in all proposals. Each system component must be part of a fully integrated financial accounting system.

All system components must create/ensure real time data and information updates must be a feature of all modules. Changes that are considered routine, but not limited to, shall not require programming changes:

a) Report consolidation;b) Additions, deletions, changes to accounts, customers, vendors, etc.;c) User access, security, rights and approval limits;d) Override capability;e) Allocation and methodology features.

1. Appropriate user-defined security controls shall allow the user to independently view and create reports without reliance on I.T. staff or outside vendor assistance.

2. All modules within the accounting, financial and human resources systems must have the ability to efficiently store and retrieve data for a minimum of five (5) years in addition to the current fiscal year within each respective module without corrupting the modules performance.

3. The financial system must be able to separately and simultaneously track a fiscal year and payroll year within the same system.

4. Additional historical data needs to be easily stored and retrieved by the end-user without I.T. intervention.

5. All modules must have report writing capabilities for the end-user to create and export customizable reports within the entire application.

6. The report writer must provide the ability to save, schedule, and distribute reports that contain data for the respective reporting period.

7. The end-user must be able to easily download/export data into a Microsoft Excel spreadsheet and PDF file. This function is critical to facilitate the customization of cost/budget analysis, employee records, data reports, and financial statements tailored to the preparer’s and end-user’s preferred method of reporting features.

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The Vendor must notify Metro Bus ninety (90) days in advance of releasing new versions of installed products.

The Vendor must notify Metro Bus at least six (6) months in advance of the date beyond when installed products will no longer be supported and also provide a transition plan to continue to provide existing features.

The Vendor must consult with and comply with the direction of Metro Bus’s I.T. Manager when making any changes to the supported systems in the form of a written notification. Failure to comply with this request may result in a breach of contract between the Vendor and Metro Bus.

4.2 Metro Bus Software Infrastructure

Category Current Metro Bus Server OS Microsoft Windows Server

2012/2012 R2Desktop OS Microsoft Windows 7Productivity Software Microsoft Office 2013Domain Controller Windows Active DirectoryWebsite Infrastructure Website Hosting is Outsourced

4.3 Vendor Hosted SolutionThe hosting facility will have at a minimum the following specifications:

1. A diverse and redundant fiber connection to the internet;2. A minimum N+1 redundancy (Network, Power, Mechanical/Cooling, and

Internet Connectivity); 3. A Virtual Private Networking (VPN) and firewalls;4. Provide managed security services;5. Have a redundant mechanical and electrical infrastructure;6. Have a redundant power, cooling, and internet data center infrastructure;7. Have a comprehensive fire suppression system;8. Will provide 24x7x365 network monitoring and management;9. Will have frequent data back-ups of at least once per day.

Proposals shall include a detailed description of the hosting facility and annual hosting costs for the next three (3) years with two (2) one (1) year options at Metro Bus’s discretion.

4.4 In-House (Hosted at Metro Bus) SolutionVendors shall provide details and costs associated for housing the proposed system at Metro Bus including:

1. Recommended hardware;2. Recommended server;3. Installation fees;4. Recommendation VPN and firewall requirements;

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5. Vendor needs regarding access to the system (i.e. – via VPN, citrix, etc.).

4.5 Computer Hardware and Software InstallationThe Vendor shall implement a test environment, with all software components installed in parallel, where software updates and configuration changes can be tested prior to being implemented in the production system. All software upgrades or changes required by the Vendor must be made in the Metro Bus test environment before they are implemented in the production environment.

The Vendor shall provide software and specifications for hardware contained in the proposed central system, including the required number of licenses for all users. Metro Bus prefers to procure any servers needed. The cost of each component shall be provided per the instructions on the Price Proposal Form (Attachment B).

4.6 Source-code EscrowThe Vendor will either provide their proposed system’s source code to Metro Bus, establish an escrow account with the exact version of the source code being implemented at Metro Bus, or provide an alternative solution to ensure that Metro Bus has unrestricted access to and use of the source code in the event the Vendor ceases to exist, ceases to support the application, or otherwise terminates its relationship to and/or ownership of the product.

4.7 Information SecurityAll proposed software applications must support role-based security.

Web-based applications shall provide secure data exchange via current transport layer security (TLS)/secure socket layer (SSL) standard and shall comply with TLS 1.2 or better. Proposed web applications shall be digitally certified using common certification authorities (e.g., COMODO, DigiCert and Verisign/Symantec). (Applies only to an in- house solution)

All software applications must have the ability to use Windows Authentication based upon Active Directory setup.

The methods used for encrypting stored passwords must be disclosed. Industry standard encryption methods utilizing at least 256-bit encryption techniques are required.

The Vendor must disclose the provisions to secure the database in its proposal. Any vulnerabilities or misuses discovered by the Vendor or others for the proposed application must be reported to Metro Bus immediately with a proposed mitigation strategy.

4.8 Data Storage and Maintenance

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All database-related components of the solution (e.g. tables, stored procedures, scripts, extensible markup language [XML] schematic, and related information) will be fully accessible and available for support and use by Metro Bus and Metro Bus I.T. staff. (Applies only to an in- house solution)

The Vendors solutions will be developed and configured using prescribed standards for Microsoft SQL Server, and be flexible enough to run in consolidated database environments with other applications using different schematics and virtualization. (Applies only to an in- house solution)

ITS data will be retained in a read-only historical database for use by management and other Metro Bus staff to plan and assess system performance, and to address inquiries, conflicts and related issues.

The system will allow all such data to be retrieved, even if it has been archived.

All queries made to the database will be logged for audit purposes. Metro Bus will have the ability to view these logs when required.

The online data storage system will ensure data integrity in the event of a computer disk-drive failure.

In addition, the system will include a means of archiving transaction data, or restoring data from an archive, while the system is in operation. It shall not be necessary to shut down the database to perform a successful backup operation. (Applies only to an in- house solution)

The Vendor must provide a data maintenance plan that will comply with Metro Bus’s backup and archive standards. The system shall store data for at least seven (7) years in the database before being archived.

Vendors will determine and describe the need and procedure for a daily, or incremental time-frame-based backup of data. Other needs related to the archiving of data, such as hardware and software, will also be determined and described by each Vendor. (Applies only to an in- house solution)

The system administrator (SA) account will not be used with SQL server applications. If it must be used, the solution must allow Metro Bus staff to change the SA password on a periodic basis without limitations. (Applies only to an in- house solution)

The Vendor must provide the following:1. Scripts in order to recreate database;2. An entity relationship diagram;3. Database schematic with a data dictionary detailing all database

entities (e.g., tables, columns, and attributes); and

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4. Recommended practices document for support and maintenance of the database.

4.9 Data Access for Metro BusThe proposed system shall follow an open architecture model, providing the capability for Metro Bus to independently develop system interfaces or enable integration with other internal or third- party systems. The use of standard network communication protocols (e.g., Transmission Control Protocol/Internet Protocol [TCP/IP]) and application programming interfaces (APIs) is required. The database structures and any proprietary interfaces shall be documented in the proposal. Metro Bus will be permitted royalty-free access to the database tables, and royalty-free use of the data and interfaces. If necessary, Metro bus will be authorized to extend such access and use to third party vendors for integration purposes.

All system data shall be the property of Metro Bus and will be immediately available to Metro Bus. The Vendor will acknowledge in writing that Metro Bus will own any and all data and the database where the data resides.

5.0 FINANCIAL SYSTEM FUNCTION AND REQUIREMENTS

The standard Financial Software System functional requirements must include:1. Audit tracking;2. Multiple levels of security;3. Exceptions reporting on all modules;4. Import/Export capabilities to MS Excel and PDF format;5. Real-time report access capabilities.

The standard Financial Software System must include the capability to provide for the following reports:

1. Mn DOT and FTA Grant reports (combined data);2. Mn DOT reports;3. FTA reports;4. NTD reports;5. DBE reports;6. Office of the State Auditor (OSA) reports;7. Minnesota Management & Budget (MMB) reports;8. Triennial reports;9. Audit reports.

Functional requirements, specifications, and reporting capabilities for each of the system’s components are described in the following sections:

5.1 General Ledger1. GL activity reporting;

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2. Government Accounting Standards Board (GASB) requirements;3. Federal Transit Administration (FTA) account structure;4. P & L statements;5. Balance sheet;6. Budget to actual;7. Trial balance reports;8. Fiscal Year vs. Calendar Year reports;9. JE tracking;10. Analysis capabilities – import/export, track assumptions, etc.

Data and information updates must occur in real time in the GL when a journal entry or an interface from any one of the other modules occurs. Other features that must be part of a new General Ledger software include, but are not limited to:

1. Multi-fund (unlimited), multi-fiscal year (minimum of three consisting of current and prior two years) double entry accounting system.

2. Full customization to establish a chart of accounts, consisting of an unlimited number of accounts, with the ability to:a. Create unlimited divisions within the organization;b. Designate account number and type for each GL account;c. Use account coding structure that provides reporting capability by cost

center and GL account within each cost center; andd. Create user defined rules and/or account code combinations that

ensure the validity of GL accounts associated with each cost center and/or grant.

3. Summary and detail level financial statements that fulfill grant accounting and reporting needs of a public transit system with various transportation modes:

a. Full customization and automatic generation for any date range of a trial balance, Statement of Revenues, Expenses and Change in Net Position (income statement), Statement of Net Position (balance sheet) and Statement of Cash Flows with the ability to download to stand-alone desktop software applications (i.e. Microsoft Excel) for further customization and analysis; and

b. All financial statements must be able to reflect actual budget and prior year comparisons for any user defined reporting period.

4. “Period 13” functionality where, if desired, year-end adjusting entries can be entered while also enabling the creation of the subsequent fiscal year. Functionality would permit concurrent data entry and financial reporting for both the fiscal year being closed/audited as well for the next fiscal year.

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5. The ability to automatically perform an allocation of indirect (shared) costs across transportation modes/routes.

6. The ability to automatically produce consolidated income statements for the organization, by mode of transportation and/or department.

7. The ability to establish a user defined list in the system of authorized individuals with journal entry capability:

a. Ability to establish automatic recurring journal entries (i.e. - accruals and reversing entries) and to designate if a journal entry is a reversing journal entry with the reversal occurring automatically.

Reports must be provided to show all journal entry activity (including all accruals and reversing entries) indicating, but not limited to, the date, user, GL account number, GL description and amount.

5.2 Cash Sales, Accounts Receivable and Billing1. The accounts receivable module will allow an unlimited number of customer

entries and will be required to eliminate the manual invoice entry for all sales/accounts receivable.

2. Billing capability must include fields to reflect dollar and percentage discounts. All sales tax calculations (state and/or local) must be automatic and must have override capability by customer and/or invoice.

3. Data entry into the accounts receivable application shall be directly entered into the module or facilitated either by interface or upload capabilities from external source files (i.e. - Excel spreadsheets). Automatic invoice generation, controlled by the end-user, must be a basic requirement of the application once all sales data is functional in the application.

4. Outstanding balances by customer must be easily identified within the module and payments, full or partial, shall easily be applied to outstanding invoices regardless of the payment source(s).

5. Cash register sales and on-line credit card sales must be included within the module. Interface/uploading capabilities from external sources such as on-line credit card sales and fuel master sales is necessary.

6. Historical sales by customer tracking and reporting is required.

The A/R module basic functional requirements shall include but not be limited to:1. Import to GL;2. Balance forward tracking;3. Interest calculations;4. Payment entry tracking;5. Customer payment history;6. Individual invoices per customer request;

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7. Cash register and deposit process for multiple locations;8. Cash register and receivable sales imports to GL;9. On-line credit card sales;10. Deposits – Automatically populates outstanding invoice list to select;11. Deposits – Automatically imports to GL;12. Fare deposits – Ability to enter amounts into AR sales module;13. Customized monthly statements.

5.2.1 A/R ReportsThrough the report menu, the end-user must be able to select/create custom A/R reports that are produced by the system. These reports will include, but not be limited to:

1. Customer information;2. A/R ledger summary;3. A/R ledger detail;4. Aged receivables.

5.2.2 Customer Information – Contains a report of customers that the user sets up in the system. Customer information must be able to export for mail merge capabilities. At a minimum, information for each customer on this report must contain the following:

1. Class/group;2. Type;3. ID;4. Name;5. Status (active, inactive, discontinued);6. Website;7. Billing address;8. Billing contact name/position;9. Billing contact email;10. Billing contact phone number;11. Billing contact fax number;12. Credit hold (yes/no);13. Apply finance charge (yes/no);14. Taxable (yes/no);15. Comments/notes;16. Discount %;17. Net Due (days);18. Default revenue GL account code;19. Default discount GL account code.

5.2.3 A/R Ledger Summary Report - Contains a list of invoices including the net amount due and summarizes data from all entries for an invoice, credit memo or receipt; and used in reconciling A/R balances and for researching customer payments. At a minimum, information contained in this report must include:

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1. Type;2. Customer ID;3. Customer name;4. Invoice number;5. Invoice date;6. Invoice due date;7. Invoice description;8. Invoice amount;9. GL account code;10. GL account title;11. Beginning balance;12. Current balance;13. Net change;14. Percent of increase/decrease.

5.2.4 A/R Ledger Detail Report – Same as the summary A/R Ledger report, however, this report contains each entry in detail for every invoice as opposed to summarizing all entries within an invoice.

5.2.5 Aged Receivables – These reports should balance in a minimum of four (4) sections of time for the end-user to define (i.e. – 30, 60, 90, over 90 days). At a minimum, the report must include the following selection detail:

1. Class/group;2. Type;3. Customer ID;4. Customer name;5. Grant number;6. CFDA number;7. Invoice number;8. Invoice date;9. Invoice due date;10. Invoice description;11. GL account code;12. GL account title;13. Current balances;14. Aging period 1 balances;15. Aging period 2 balances;16. Aging period 3 balances;17. Over aging period 3 balances;18. Total balances;19. Billing contact;20. Billing email address;21. Billing phone number;22. Billing fax number;23. Billing address.

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5.2.6 Cash Receipts Journal/Bank Account ReconciliationThe system must contain an integrated component that provides a cash receipts journal from which the posting of cash receipts/bank deposits from all sources (i.e. -ticketing sales, fare boxes, Automated Clearing House (ACH), credit cards, wire transfers, etc.) occur to the GL. Seamless integration with Smartcards and/or a Mobile Ticketing System is preferred.

The banking feature is expected to automate the reconciliation of bank statement(s) to the respective GL account(s) including the ability to electronically import bank account data (deposits, checks and withdrawals, etc.) to match to the activity in the module.

5.2.7 Cash Receipts/Bank Account Reconciliation ReportsThrough the report menu, users must be able to select, create, and distribute reports produced by the system. At a minimum, these reports will include:

1. Bank register;2. Bank deposits;3. Un-deposited funds;4. Electronic receipts register;5. Unprocessed electronic receipts;6. Reconciliation report;7. Cash receipts journal;8. Recurring deposits.

5.3 Accounts Payable/Purchase OrdersThe basic requirements of the AP/PO module will include, but not be limited to:

1. Invoice detail on all reports;2. Vendor lists;3. Imports to GL;4. Vendor detailed history of transactions;5. Payments history;6. Duplicate invoice tracking;7. PO entry;8. Electronic PO approvals based on dollar thresholds and/or

departments as determined by Metro Bus;9. Import PO entry into AP system;10. Open PO reports;11. Import/export with RTA or new fleet maintenance system;12. Ability to track Disadvantaged Business Enterprise (DBE)

information;13. List of bills for Board of Commissioner agenda packets.

The procurement/purchasing system must be fully integrated with the accounts payable application, which in turn, automatically interfaces with the GL and fixed assets module.

20

All parts purchases are currently initiated in the Ron Turley Associates (RTA) fleet maintenance system. In the event a new fleet maintenance system is not offered, or selected by Metro Bus as a viable option, parts purchase orders would continue to be generated in RTA and would require an automated interface to the new General Ledger and fixed asset modules.

5.3.1 AP/Procurement ApplicationsFunctionality of the procurement and AP applications will include, but not be limited to:

Functional Requirement

Full Complian

ce

Compliant w/Customizati

onNotes

Provides flexibility to allow users to establish varying and unlimited approval levels and revisions without IT intervention/programmingProvides automatic approval notification in the purchasing module Allows managers ability to delegate authority to other users and contains a log of all delegationsProvides approval sequence based on requesting dept., capital or non-capital, and purchase amountProvides electronic routing capability to obtain approval, add additional info, or be placed on hold until final approval is obtainedProvides notification that a PO is on hold and can be electronically sent to everyone in the approval processAbility to deny a PO and a comment field for explanation of denialAbility to electronically forward approved purchase orders to vendors directly from the

21

PO module Ability to enter a purchase receipt date in the PO module that is subsequently entered into the AP module Ability to carry current year open PO’s into the subsequent yearAbility to “close out” purchase ordersAbility to receive selected line items on a purchase order and to list items as “backorder”Ability to provide automatic notification when invoices are dueAuto matching of invoices entered into to the AP module to open PO’s in the purchasing moduleProvides attachment of electronic copy of invoice to APProvides ease of GL account entry in the PO module particularly when multiple accounts are involved with a single purchase Ability to enter detailed information to easily generate bid requests form the PO moduleAbility to electronically store bids by project within the system for a minimum of three (3) yearsAbility to enter and issue manual checksAbility to enter credits and discountsAbility for the AP module to identify vendors requiring form 1099 and automatically generate them based on user defined dollar amountsAbility to have standing

22

orders with expiration datesAbility to provide authorized override capability by applying invoices to expired standing orders Ability to enter PO’s for services as well as unit quantitiesAllows procurement of services the ability to reflect payments received at varying dollar amounts throughout the life of the POProvides automatic reconciliation of individual user credit card charges and overall agency card chargesAllows for prevention of creation of a PO unless sufficient funds for that account are available Ability to monitor encumbrancesProvides override capability (i.e. – procurement/finance) for PO approval if sufficient account budget is not availableAbility to create template PO’s Ability to create a PO with free-form text and pre-set fields to enter Independent Cost Estimate (I.C.E.) infoAbility to identify disadvantaged business enterprise (DBE) on a PO, whether it is a prime or sub-contractor and the amount assigned and paid to each contractor throughout the life of the PO

5.3.2 AP and PO Reports23

Through the report menu, the user must be able to select, create, and distribute reports produced by the system. At a minimum, these reports include:

5.3.3 Accounts Payable Reports:1. Aging summary;2. Aging detail;3. Open invoice;4. Payments history;5. Vendor history, detail and summary;6. Reconciliation summary;7. Check register;8. Electronic check register;9. Unprocessed electronic payments;10. Cash disbursements;11. Recurring checks and disbursements;12. Reconciliation detail;13. Summary with tax.

5.3.4 Purchase Reports:1. Purchases summary;2. Purchases detail;3. Purchases analysis (i.e. – year-to-year comparative analysis);4. Vendor ledger;5. All purchases;6. Closed invoices;7. Open purchase orders;8. Close purchase orders;9. Vendor price quotes;10. Returns/Credits;11. Open purchase lines;12. Partial purchase orders;13. Vendor payments and payment history;14. DBE summary and detail reports by project (i.e. – amount paid to

each DBE per project);15. 1099 vendor payment summary;16. 1099 vendor payment detail;17. 1099 final information;18. Individual 1099’s;19. Generate electronic and paper 1099’s and 1096 forms in legal

compliance for submission.

5.4 Fixed Capital AssetsThe fixed asset module must eliminate duplicate entries that are required under the current system format as follows:

Functional Full Compliant Notes24

Requirement Compliance

w/Customization

Detailed information automatically flows from the PO/AP modules to the fixed asset module after the invoice has been entered in the AP module Fixed asset module automatically calculates depreciation, maintains depreciation schedules, accounts for asset dispositions and calculates the gain or loss on such dispositionsProvides for an automatic interface form the fixed asset module to the GLAutomatically posts depreciation, dispositions, transfers, and the gain or loss on dispositions to the GLProvides ability to interface with the procurement moduleProvides for location tracking of assetsProvides automatic notification when an asset is fully depreciated

5.4.1 Fixed Asset ReportsThe report functionality must allow the user to create fully customizable reports based on the data entered and calculated for each fixed asset. At a minimum, the standard reports must include, but not be limited to:

1. Fixed asset summary;2. Fixed asset detail;3. Funding source;4. GL posting;5. Net book value;6. Acquisitions;7. Disposals (partial & full);8. Transfers (partial & full);9. Period close summary;10. Property tax detail & summary;

25

11. Replacement value;12. Changes in capital assets;13. Depreciation expense;14. Depreciation adjustment.

5.5 Grants TrackingThe grants management module must be fully integrated with all other accounting modules and provide the ability to record and report on grant activity including, but not limited to the following:

1. Grant name and/or number;2. Federal, state, local and other matching requirements (indicated in

dollars and percentage);3. Actual level/percentage of grantor (federal, state, local);4. Grantor name; 5. Grant type;6. Grant purpose;7. Grant expiration date;8. Project manager;9. Projects or accounts for which grant can be used;10. Related grants to be used as match;11. Related grants for which the grant is serving as a match;12. Original grant amount and date;13. Changes to grant amount by date;14. Current grant amount;15. Encumbered grant amount for current fiscal year and since

inception;16. Expended grant amount for current fiscal year and since

inception;17. Expended grant amount for current fiscal year vs. budget;18. Expended grant amount by major expense category;19. Unencumbered grant funds in real time;20. Unexpended grant funds in real time;21. Quarterly Federal Transit Administration (FTA) milestone report;22. List of financial and construction milestones and other

compliance; requirements created for each grant;23. Cost sharing (allocation) percentage;24. Indirect cost rate.


Full Complian

ce


onNotes

Provides the ability to create sub-grants to identify dollar portions that will be used to support one or more other grantsProvides for sub-grant detail (i.e. – sub-grant

26

purpose, expiration date, grant amount history, encumbrances, expenditures)Provides override capability (i.e. – finance) for insufficient available funds for a POProvides approval functionality to increase PO amount Updates revised approvals in the grant management application

5.6 Budgeting and ForecastingThe basic functional requirements of the budgeting module will include, but not be limited to:

1. Imports to the GL;2. Provides historical budget data;3. Provides printable budget reports;4. Provides budget to actual reports;5. Provides easy forecasting capabilities.


Full Complian

ce


onNotes

Provides flexibility to enter an annual budget based on management discretion Provides an automated method to prepare an initial monthly spread of the annual budget based on a system of user-defined methodology (i.e. – prior year, actual results, percentages, etc.)Defined methodology can be superseded based on user discretionProvides ability to import/export to external source file (i.e. – MS Excel, PDF)Provides ability to develop, save, and retrieve multiple budget versionsProvides ability to facilitate

27

efficient hypothetical analysis Provides for account/line item changes based upon user-defined authorization levels without I.T. programming or interventionAllows for budget revisions that are neutral to the overall budgetProvides override capability (i.e. – finance) that may result in overall increases/decreases/fund-shifting, etc. to the overall budgetProvides detail of all budget revisions/adjustments by user/account codeProvides a comparison of the annual and monthly budget to prior financial yearsProvides ability to forecast year-end results based on user-defined methodology (i.e. – actual vs. remaining, proportionately based on year-to-date experience, flat dollar amount, etc.)

6.0 PAYROLL AND HUMAN RESOUCES INFORMATION SYSTEM (HRIS)

Metro Bus’s current payroll, HRIS, time & attendance, and employee scheduling systems function separately through the MetroNet “homegrown” software program. Vendors are asked to propose a solution which will allow these functions to fully integrate with one another. At a minimum, the proposed system must allow for, but not be limited to:

1. Provide a highly secure system, basing log-in security and user/role-based access within a standard Active Directory;

2. Be able to interface and perform data exchange with each system;3. Improve payroll and human resources administering creating a

seamless and automated process;4. Be able to administer employee benefits;5. Improve access to HRIS data and analytics, as appropriate, to all

Metro Bus employees, supervisors, and management staff;28

6. Be able to directly import employment history;7. Have the ability to use mass processes to apply “across the board”

salary increases;8. Have the ability to administer tables for the maintenance of data;9. Have performance management capability;10. Be able to manage and track employee training, licenses, and

certifications;11. Be able to interface with multiple applications related to

payroll/HRIS (i.e. – finance, accounting, scheduling, etc.);12. Be able to produce custom and ad hoc reports;13. Provide access to custom/advanced configuration of data fields,

screens, processes, workflows, etc.;14. Provides for time and attendance and benefit accrual

functionality;15. Provide new hire automated workflow;16. Have document management capability;17. Provide for employee self-service via the Web.

6.1 PayrollAt a minimum, the payroll module scope of services must include, but are not limited to:

1. Employee maintenance and information reports;2. Reporting by calendar year;3. Re-print check stubs;4. Detailed payroll history reports;5. Provide tracking for all deductions, and employer expenses;6. Imports to external websites (i.e. – HCSP, PERA, Deferred Comp,

etc.); 7. Communicates with HR tracking;8. Automatic pay increase schedules;9. Automatic PTO schedules;10. PTO tracking and historical reports;11. Imports to the GL (on a Fiscal Year basis);12. Import/Exports with Scheduling software;13. Electronic supervisor approval on timesheets, reimbursement

and PTO request;14. PTO balances on pay stubs;15. Ability to submit bank changes and W-4 changes electronically;16. Ability to submit reimbursements electronically;17. Affordable Care Act (ACA) annual reporting.

6.1.1 Payroll Administration

6.1.2 Pay ProcessingFull

Compliance

Compliant w/Customizat

ionNotes

Ability to concurrently

29

process separate payrolls for different employees (hourly, salaried) Accumulate hours & earnings for reporting on checks and direct depositAccumulate hrs. & earnings for reporting purposes (Current, MTD, QTD, YTD)Accumulate specific earnings for pension calculations and stops at IRS defined annual limitsAbility to pay terminated employees after termination date without changing HR/payroll statusAbility to process unscheduled adjustmentsAbility to have two or more pay rates in a pay periodAbility to provide net-to-gross pay calculation with system defined taxes (federal, state, local) or employee defined tax overrides or deductions (i.e. – cash awards)Ability to report multiple categories of absences (i.e. – vacation, sick, personal, holiday, etc.) Ability to perform end-of-year corrections/adjustments as needed to the time W-2’s are generated in new yearAbility to provide a variety of scheduling options for deductions (i.e. – each payroll, 1st of the month, etc.)Ability to view & print audit reports from payroll input and preview/verify exact gross-to-net payroll

30

results before final processingAbility to generate exception reports based on pay data entered in the systemSupports a complete reversal of a pay transaction.

6.1.3 Deductions

Full Complianc

e


ionNotes

Ability to temporarily override or deactivate deductions at the employee level one-time or on and ongoing basisTemporarily deactivate deductions at the company level for all employeesAbility to enter start and end dates for deductions Ability to maintain deduction limits and goal balancesAccommodate for separate tax exempt controls for federal, state, local taxes for various deductionsAbility to accommodate pretax deductions Supports user-specified prioritization of deductionsAbility to summarize deductions (i.e. – printing on pay stubs)Provide detailed deduction reports for all taxes and deductionsAbility to track and expense ER-paid taxes and deductions

6.1.4 Earnings

Full Complianc

e


ionNotes

Establish earnings transactions as either

31

one-time or perpetual automatic payments w/future start/stop datesAbility to have earnings with different or no tax rates applied (i.e. – standard withholding vs. supplemental rates)Supports weighted average overtime and premium categories (i.e. – straight time, time-and-a-half, double-time)Ability to exclude certain earnings from a percentage calculation (i.e. – garnishments, union dues)

6.1.5 Direct deposit and check processing

Full Complianc

e


ionNotes

Allows for unlimited ACH depositsAbility to create outgoing ACH file of specified account groupsProcess system-generated manual checks on demandAbility for an employee to view or print their pay statements onlineAbility to mask or eliminate printing of a social security number on a pay stub

6.1.6 Tax processing

Full Complianc

e


ionNotes

Maintains all current federal, state, local tax changes and supplemental tax ratesAllows for different marital status for federal and state calculationsAllows for fixed or additional tax withholdings for federal, state, local taxes

32

Provides effective dating of tax changesProvides self-correcting FICA and SUI for both active and inactive employees

6.1.7 Year-end processing

Full Complianc

e


ionNotes

Provides all federal, state, local year-end with paper copies needed by state/local entities and paper copies of employee W-2’s Ability to report attributed income/fringe benefitsAbility to select continued deductions from year-to-yearAbility to produce a year-end statement that includes federal and FICA taxable calculationsAbility to generate, reprint, recreate, or correct W-2’s and W-3’s in electronic or paper formatAbility to generate 1094 and 1095 forms for mailing and submission as required by the Affordable Care ActAbility to generate quarterly 941, state withholding and state unemployment reports in both electronic and paper format, including any/all annual submission fees6.1.8 Wage attachments (garnishments, tax levies, child support)

Full Complianc

e


ionNotes

Ability to record as a percentage of gross or percentage of disposable or flat dollar amount or combination thereofAbility to differentiate the

33

type of wage attachmentCapability to establish pay period and monthly deductions dollar limits Ability to automatically suspend deductions for a defined pay periodAbility to retrieve employee payment historyProvides for all compliance for calculations of garnishments, tax levies, and child supportProvides for effective dating of transactionsNotifies payroll administrator when employee does not have enough funds to cover his/her deductions for the pay period

7.0 HUMAN RESOURCES MODULE

At a minimum, the Human Resources module scope of services must include, but are not limited to:

1. Ability to customize categories for scanned employee forms;2. Time clock/scheduling (Hourly & Salary time tracking option);3. Employee notes (Drop-down list of selected types of reference i.e. –

training, recognition, FMLA, etc.); 4. Emergency contact storage;5. Training module;6. Accident tracking by employee;7. Work Comp module (data automatically populates to the actual

OSHA 300 & 300A reports). 8. Drug and Alcohol module must:

a. Separate DOT and Non-DOT;b. Ability to select a monthly random pool for testing;c. Ability to track status/results;d. Customizable test type;e. Numbered reports;f. Must be able to total by classification (i.e. – driver,

dispatcher, maintenance, etc.); 9. Expiration reports (i.e. – tracking of driver’s license, DOT physical,

motor vehicle reports, etc.).

34

The system should also include the following HRIS/Payroll combinations:1. Tracking of dates in one area;2. Employee notes (shared);3. Employee rosters;4. Accidents;5. PTO;6. Step increases;7. Employee status changes;8. Insurance eligibility tracking; 9. FMLA (dates and pertinent information); 10. Union start/stop information;11. Training information (historical and notifications).

7.1.1 New HR FeaturesThe HRIS module must have the ability to interface with all system modules and provide the following requirements, but will not be limited to:

1. Applicant portal -a. Affirmative Action/EEO reporting on applicants. Report

must total by race;b. Customizable online job application with the option to

create weighted and elimination questions;c. Applicant demographic data moves to HRIS & Payroll

modules upon hire.2. FMLA tracking module -

a. Intermittent and continuous capabilities;b. Ability to report on total used/available time by date

ranges;c. Must factor the leave start date into the 12-month

calculation report.3. SSN - Must be available as an optional field to add to reports in

HRIS & Payroll;4. Robust report writing tool -

a. Must have the ability to select any fields in the system;b. Must have an option to number records in a report;c. Must have the ability to export to MS Excel or PDF format;d. Must be able to save custom report formats to run at a

later date;e. Must be able to create scheduled reports to automatically

run and distribute to a direct email account or web portal.5. Continuous data sharing between HRIS & Payroll - Data that is

updated in one module syncs to the other;6. Detailed change logs - Ability to see what, when, and who

updated any database fields;7. Automated Rate Changes – Step increase tables built in the

background and automatically update in payroll and HRIS based on position and hire date or adjusted seniority date;

35

8. Employee EEO tracking and ability to generate an EEO-1 report using database data - Need the program to total numbers of employees by type (i.e. – discipline, separation, termination);

9. PTO accruals built in the background - Updated based on hire date or adjusted seniority date.

10. Electronic policy sign-off -a. Ability to push new and updated policies to employee

portals based on database criteria;b. Employees must be able to electronically sign-off;c. Admin must be able to report on those that have signed

and those who have not.11. Electronic time-off requests – Must be sent through

appropriate workflow for approval/denial;12. Automatic assignment of employee ID#’s;13. Customizable workflow –

a. Ability to select positions and specific employees included;b. Can be used for notification purposes or configured to

require approval;c. Ability to customize the order of notifications/approvals.

14. Ability to post specific documents to employee portals by specific user group –

a. Teamsters to Teamster specific employees;b. AFSCME to AFSCME specific employees;c. Executive Committee agenda’s to Executive Committee

members.

7.1.2 Employee recordkeeping - PayrollFunctional Requirement

Full Complianc

e


ionNotes

Standard report that shows all employee changes made within a pay periodTrack employee grievancesTrack employee disciplinary actions

36

Collect and maintain employee compensation dataBase rate and change historyMultiple change reasons for reporting with a single effective dateCollect and maintain effective dates of employmentMaintain employment service interruption history for determination of adjusted service, etc. Provides ability to record and manage general commentsSupports multiple pay rates (per employee) in a pay periodAdd/update salary ranges in batch mode and individual modeProvides mass change capabilityMaintains job evaluation info for each employee

7.1.3 Labor RelationsFunctional Requirement

Full Complianc

e


ionNotes

Tracks union membershipMaintains union vacation and benefits eligibilityTracks union contacts and bargaining unitsProvides automatic step progression based upon number of days in a jobGenerates union related reports

7.1.5 Salary PlanningFunctional Full Compliant Notes

37


w/Customization

Provides for future dated salary changesProvides ability to record multiple reasons for rate changeProvides for mass change capabilityProjects and analyzes salary information with report writing toolsMaintain job evaluation information with report writing tools Job class/Level/Grade/GroupsCalculates salary changes based on employee’s recommended increase Maintains user-defined merit matrix Supports compensation modeling & planning

7.1.6 Compliance ReportingFunctional Requirement

Full Complianc

e


ionNotes

Maintains employee information relating to EEO, Affirmative Action, etc. Maintains employee injury informationTracks health and safety information (provides detailed and summary reports)Tracks OSHA related incidents including required medical certificationsProvides required OSHA regulatory compliance reportsMaintains the agencies affirmative action goals

38

7.1.7 Training and EducationFunctional Requirement

Full Complianc

e


ionNotes

Maintains a history of certifications, licenses and degreesMaintains employee career planning dataMaintains employee external and in-house training historyRetains unlimited training-tuition reimbursement historyProvides confirmations and reminders to employeesProvides training dates/locations

7.1.8 PTO TrackingFunctional Requirement

Full Complianc

e


ionNotes

Ability to track PTO based on company policyAbility to customize PTO tracking options to different employee groupsProvides a report of eligible PTO balances for all employeesProvides online capability for employees to view and track available PTOProvides online and reporting capability for PTO accrual rules

7.1.9 BenefitsFunctional Full Compliant Notes

39


w/Customization

Ability to create unlimited plans/programs/coverage levelsAbility to create custom calculations for benefit dollarsEmploys real-time workflow from benefits open enrollment, to Admin approval, to payroll without manual interventionAllows HRIS to specify benefits workflow and provides an approval trail

7.2 Human Resources Application ProcessFunctional Requirement

Full Complianc

e


ionNotes

Ability to track recruitment activities, including, but not limited to:1. Job descriptions by department2. Online job application process3. Recruitment activities4. Applicant tracking5. OnboardingAbility to customize job application by type (i.e. – driver, dispatcher, admin, etc.) Ability to transfer employment applications to employee recordsProvides ability for a new-hire to complete required information online prior to start dateBenefits open enrollment and interface with outside vendors

40

7.3 Legal ComplianceFunctional Requirement

Full Complianc

e


ionNotes

Legal compliance shall include, but not be limited to:1. Healthcare Reform2. ADA Compliance3. EEO-44. COBRAFLMAProvides for upkeep of benefits information Tracks probationary statusProvides upkeep of discipline and grievance informationTraining and certification trackingProvides automatic reminders to managers and supervisors for review due datesWorkforce succession planning, org chart capabilitiesSalary and wage forecasting toolsProvides for salary step increase reporting

7.4 General RequirementsFunctional Requirement

Full Complianc

e


ionNotes

Ability to report on point-in-time data for an employee or group of employeesAbility to report on every field in the database through general or ad-hoc reportingProvides online “bulletin

41

board” for news and problem reportingAbility to access software from remote sitesMass change capabilityAbility to track when changes are made and by whomProvides for long-character comments fields by employeeProvides ability to change historical dataProvides real-time updates of all dataEnforces security permissions to users generating reportsAbility to generate reports containing data from both HR & payrollProvides an interface to the GL system

7.5 Employee Self-Service Employees may be assigned a log-in ID to view and make revisions in the following areas:


Full Complianc

e


ionNotes

Previous checks/pay stubsPrevious W-2Provides ability for employees to adjust wage/benefits withholdings, addresses, direct deposits, etc. Provides workflow capability so changes do not directly update in the payroll databasePayroll and self-service updates are in real-timeDepartment listingsPerformance reviews (future use)Ability for employees to apply for internal

42

positions onlineAbility to apply information in various languages

7.6 Manager Self-ServiceFunctional Requirement

Full Complianc

e


ionNotes

Employee NameEmployee pay rateEmployee birthday/anniversaryDepartment listingsPerformance reviews (future use)Initiate employee status changes

8.0 FLEET VEHICLE AND INVENTORY MANAGEMENT MODULE (Optional)

If the current fleet/inventory management system is kept (RTA) the new financial, procurement, and asset management systems must be able to fully integrate with RTA.

In the event a new fleet/inventory management system is proposed, the total solution must encompass, but not be limited to, the following:

1. Master file module2. Fleet vehicle module3. Work Order module to include mechanic paperless shop,

driver defect reporting, etc. 4. Parts inventory module to include barcode capabilities 5. Fueling operations module to include handheld and

Electronic Fueling Interface capability (EFI)6. Purchase Order module 7. VMRS Codes by component repair type

The proposed system must be fully integrated and in real-time, updating all files as the transaction occurs, not in a batch mode. However, Electronic Fuel Transfers will operate in batch mode.

43

8.1 Basic RequirementsThe following summary of system requirements must contain, but not be limited to:

8.1.1 System FeaturesFunctional Requirement

Full Complianc

e


ionNotes

Provides context sensitive on-line help that can be accessed using a function keyHelp feature provides documentation that includes reports, data entry, and display screensProvides for on-screen preview of all reports with choice to print/not-printProvides security by user ID and passwordAbility to create/assign user rights by user groupAllows for unlimited user ID entriesProvides facilitator security access for all system data parameter adjustments (i.e. – purge functions, cost adjustments, etc.) Provides for facilitator configuration of all primary system parametersAllows for facilitator configuration of all system codesProvides a complete system utilities feature for vehicle, parts, work orders, etc. revisions/adjustments

8.1.2 VehiclesFunctional Requirement

Full Complianc

e


ionNotes

44

Provides general vehicle master record (Unit#, VIN#, year, make, model, etc.)Ability to configure and maintain all preventative maintenance schedulesAbility to create and track user-defined list of all vehicle sub-components (i.e. – surveillance equipment, fareboxes, radios, destination signs, etc.)Ability to track and report on all financial and operating costs by vehicleAbility to create custom reports for all vehicle repair costsTemplate copy of all vehicle master recordsWarranty tracking functionVehicle odometer adjustmentsUnlimited system notes

8.1.3 Vehicle Cost ReportsFunctional Requirement

Full Complianc

e


ionNotes

Repair history report summarized by parts & labor for each major category. Period-to-date, year-to-date, life-to-date cost reportsCost and work order reports by unit#, date range, VMRS code, repair type code, etc. Total vehicle repair history costFixed cost by vehicleFixed and total vehicle cost by fleet segment (i.e. – fixed route / paratransit)

45

8.2 Parts Inventory Functional Requirement

Full Complianc

e


ionNotes

Minimum 15 character alpha-numeric part numberFull integration with all work ordersMinimum 10-vendor cross-reference sourcing listMinimum 10 character alpha-numeric bin locationAllows for stock vs. non-stock inventory set-upAllows for separate cost tracking of stock vs. non-stock inventoryProvides for basic inventory cycle count reportsProvides utility for all necessary system parts adjustments (i.e. – cost adjustments, global changes, bin-reassignment, renumbering, etc.) Provides cost reporting on all purchase, work order, parts usage, etc.Ability to report on all purchase history by vendor, date, part code, invoice#, VMRS code, etc. Ability to create and easily print barcode labels for all parts binsProvides standard or 3rd party options for barcode readers

8.2.1 Parts Management ReportsFunctional Requirement

Full Complianc

e


ionNotes

Inventory Balance Report 46

(must upload to GL)Total parts adjustment reportTotal parts usage reportParts ordering/usage by vendorMost used vendor report by part numberPart usage by work orderPart usage by vehicle# Part usage by fleet segment (i.e. – fixed route, Paratransit) Low usage reports by part number/parts room/bin location, etc. High part usage reports by part number, parts room, bin location, etc. Parts failure tracking/reportingParts warranty tracking/reporting

8.3 Purchase OrdersFunctional Requirement

Full Complianc

e


ionNotes

Provides multiple user requisitioning options when inventory falls below designated levels (i. e. – min/max) Ability to create PO for all MRO typesAbility to edit all parts requisitions (i.e. – vendor, price, qty, etc.) Purchase orders can be manually or automatically generatedAllows for Blanket PO creationAbility to create PO’s for stock or non-stock partsAbility to receive PO’s line-by-line or in total

47

8.4 Vendor InformationFunctional Requirement

Full Complianc

e


ionNotes

Vendor number (minimum 8 character alpha numeric) Vendor abbreviation (i.e.- name)Basic business info (name, address, city, state, zip)Basic contact info (name, phone, fax, email, web address, etc.) Delivery options (i.e. – Ground, 2nd Day, Next Day, UPS, FedEx, etc.) Payment terms (i.e. - Net 10, 30) Last purchase dateLast PO# Month/year-to-date purchases (qty) Total PO’s month/year-to-dateTotal monthly/year-to-date spendOpen PO list reportPartial PO list report Closed PO list reportAverage ship days

8.5 Work OrdersFunctional Requirement

Full Complianc

e


ionNotes

Program must use VMRS format to specify labor codesVMRS codes must be in 3 digit, 6 digit, and 9 digit levelProvides access to vehicle master file from work order processingVehicle repair history

48

displays when creating a work order“PM’s due” will display when creating a work orderAbility to create template work ordersAbility to make manual revisions within the work order (i.e. – remove parts from work order, change cost figures) Up to 300 characters of notes per work order lineLook-up screens (parts, VMRS, vendor) throughout Ability to apply various job codes (i.e. – reason, priority, cause, accomplished, etc.) Allows for user override capability (i.e. – labor rates, parts cost, static job codes, etc.) Parts posting routine updates all parts inventory levels, generates part requisitions when necessaryWork order post routine updates all vehicle history (odometer, repair history, cost figures) Provides Roadcall history reportsJob scheduling managed through a “paperless” systemPaperless system provides separate log-in to main system log-inMechanic clock-in /clock-out from assigned work ordersProvides Drivers vehicle defect report module Allows Driver Log-in to create automatic vehicle defect reports

49

Driver defect reports are held in “que” until reviewedDriver defect reports can be automatically turned into a work order and assigned to a mechanic

8.6 Fueling ModuleFunctional Requirement

Full Complianc

e


ionNotes

Fueling module must interface with Fuel Master, Metro Bus’s automated fueling hardware/software system. Inability to do so is a non-starter on any proposed fleet management systemProvides for manual, computer handheld device, and Electronic Fuel Interface fuel upload capabilityMust provide – Unit#, odometer reading, pump#, fuel qty, oil qty, antifreeze qtyPump/tanks – Includes ability to record storage tank “stick” readings, pump meter readings, identify variances in inventory, accept fuel deliveries, execute pump-to-tank transfers, etc.

9.0 TIME AND ATTENDANCE MODULE

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Metro Bus currently tracks time and attendance within its “Homegrown” MetroNet software program. Vendors are encouraged to provide an alternative solution that will result in efficiencies in the manner that Metro Bus accumulates hours worked for all employees for payroll processing.

In particular, the system would be required to store hours including, but not limited to:

1. Regular hours worked;2. Vacation time;3. Bid vacation time (drivers);4. Sick time;5. Carry over sick time;6. Personal time;7. Holiday pay;8. Banked holiday pay;9. FMLA;10. Funeral leave;11. Intern;12. On-call hours;13. Jury Duty.

Vendors must be mindful of work rules that need to be applied to accurately calculate overtime. Functionality must include full integration to the payroll module with the ability to import/upload hours into the payroll system from a source file that eliminates manual entry. An interface from the Time & Attendance module to the payroll module must be seamless and efficient without the need for I.T. programming and support to generate payroll.

10.0 SCHEDULING MODULE

Metro Bus currently coordinates all driver and dispatcher shift scheduling within its “Homegrown” MetroNet software program. Vendors are encouraged to provide an alternative solution that will provide complete integration to the Time & Attendance and Payroll modules.

The proposed solution must also fully interface with Trapeze Pass/Streets, Metro Bus’s AVL tracking system. Any proposed solution that is incapable of interfacing with Trapeze Pass will not be considered.

At a minimum, the scheduling software module should provide, but not be limited to, the following requirements:


Full Complianc

e


ionNotes

Ability to track changes made to schedules

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Ability to track shifts and who each shift was offered toAbility to track overtime by employee/work weekAbility to track behind-the-wheel training by employeeAbility to automatically build employee schedules/bidsAutomated shift filling that allows for manual revisions by schedulerAllows for shift/bid revisions midstream (i.e. – unexpected employee absences) Employee availability status changes in real-timeAbility to set shift preference/restriction criteria by employee (i.e. – no evening/weekend shift scheduling, etc.) Provides notification when an employee is about to become in violation of DOT or contractual restrictions (i.e. – consecutive hours worked, etc.) Ability to enter an unlimited character number of concealed notes (i.e. – drivers cannot view notes)

The Vendors proposed scheduling solution must also meet the basic functional requirements as detailed on Attachment B.

11.0 METRONET MODULES

The MetroNet is a Metro Bus specific custom designed software system created by Sleekcode, LLC. Metro Bus may elect to keep some, or all, of the module components of the MetroNet dependent upon the type of software solution proposed.

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The high priority module components utilized in the MetroNet are as follows:1. Human Resources -

a. Employee Info;b. Various company documentation;c. Company forms;d. Expirations;e. Compensation changes;f. Drug and alcohol testing (i.e. – tracking, random testing, etc.);g. Employee training documentation.

2. Insurance Claims -a. Liability; b. Work Comp.

3. Customer Relations 4. Finance -

a. Sales; b. Revenue;c. Deposits.

5. Various Contracts/Agreements (i.e. – expense/revenue contracts)6. PTO Accrual;7. Scheduling;8. Timeclock (i.e. – shift start/end time); 9. Travel Training database;10. Media/Schedule outlets;11. Fixed Asset tracking (I.T. equipment only);12. Keys (i.e. – facility, equipment, vehicles, (spares) );13. Ridership surveys;14. Media Lists;15. Waiting facilities;16. Incentives;17. Project Management.

12.0 PROJECT IMPLEMENTATION

The Vendor shall prepare a draft System Implementation Plan (SIP) that must be provided as part of their proposal.

A revised and final SIP will be discussed during the initial meeting phase after proposal award has been made. The revised SIP must be approved and agreed upon in writing by both parties before it can become effective. A final executed copy of the SIP will be presented to Metro Bus within five (5) working days after notice to proceed has been granted.

The SIP shall include the following content:1. Detailed implementation activities for both parties; 2. Project team details;

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3. A detailed schedule which lists each project task, start and end times for each task, progress milestone estimates, resource needs, etc.;

4. Roles and responsibilities associated with each task by project team including assistance needed from Metro Bus staff;

5. High level plan for testing and acceptance of each system component;6. High level plan for quality assurance and quality control;7. Identification of risks and risk mitigation strategies, as applicable;8. System roll-out plan.

An updated SIP will be submitted to Metro Bus at the 1 st of each month.

12.1 Action Items ListThe Vendor shall maintain an Actions Items List (AIL) indicating each of the following:

1. Action item number;2. Action item title;3. Item priority number;4. Date generated;5. Person assigned with lead resolution responsibility;6. On-going narrative regarding resolution status ;7. Current unresolved date;8. Resolved date;9. Item close date.

The AIL will be sorted by priority number and unresolved vs. resolved item status.

Items shall not be closed unless authorized by Metro Bus.

12.2 On-going Meetings/Conference CallsThe Vendor and Metro Bus primary project leads/teams shall participate in a bi-weekly meeting and/or conference call unless it is determined by both parties that extended (i.e. – monthly) meetings and/or conference calls are satisfactory.

The Metro Bus Project Manager will coordinate and guide these meetings and will determine additional meeting/conference call participation by other Metro Bus staff and any outside consultants as required.

A meeting agenda and status report will be prepared by the Vendor Project Manager and be submitted to Metro Bus at least two (2) days prior to each meeting/conference call. The agenda for these meetings will generally include, (but may not be limited to):

1. Prior meeting notes/review;2. Most current status of the project; 3. Status update of the AIL;

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4. Discussion on all issues identified in the most recent release of the SIP;

5. Open discussion on any additional issues beyond those in the AIL and SIP.

12.3 System Design Reviews

12.3.1 Gap AnalysisThe Vendor shall review the current system environment at Metro Bus and prepare a gap analysis report as part of the design phase. The gap analysis shall include, but not be limited to:

1. Computer hardware infrastructure;2. A complete review of all current Metro Bus software programs.

12.3.2 Requirements ReviewThe chosen Vendor will participate in the development of a list of Matrix requirements as part of the initial on-site meeting. The Vendor will use this Matrix as a list of requirements for conducting the Design Review. The Requirements Review will focus on the following three (3) areas:

1. Metro Bus’s design intent;2. The Vendors intended design approach;3. The Vendors general approach from demonstration to the acceptance

testing process.

12.3.3 Preliminary Design ReviewThe preliminary design document shall include the following materials:

1. A conceptual diagram illustrating all elements in the proposed system and data flows between those elements;

2. A detailed system network diagram identifying all network intersections and connectivity;

3. An overview of the equipment, system, and configuration proposed for implementation;

4. Detailed technical documentation for each equipment item;5. Details on servers, workstation, and network infrastructure;6. Detailed technical documentation on all software, including

functions of each module;7. Detail on the formatting of all user interface screens;8. Format of all reports;9. The data fields to be including in all data exchange interfaces and

any other software aspects warranting advance agreement with Metro Bus prior to system customization/configuration.

The review and design meetings will include a review of all Metro Bus facilities and available resources at each that may need to be updated to accommodate any newly added technology. The Vendor shall determine and detail the exact demand of resources required of Metro Bus. The Vendor

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shall update the preliminary design document based on Metro Bus feedback and submit the updated documentation as the final design.

12.3.4 Final Design ReviewThe Vendor will conduct the final design review ten (10) working days after the final design has been submitted to Metro Bus.

The final design document will include the following materials:

1. Updated Preliminary Design incorporating Mero Bus feedback and comments;

2. Final list of equipment to be procured;3. Final design and configurations of the system to be installed

including all customizations to be made to the system;4. Matrix table providing cross-references between the requirements

and final design.

The various meetings and design requirements are intended to minimize the chance of any misunderstandings on the design intent or interpretation of the contract requirements.

12.4 Installation (Some items will apply to an in-house solution only)

12.4.1 General Requirements:1. The Vendor will install and configure the entire system, including

any Metro Bus provided computer hardware and integration with existing systems at Metro Bus’s main operations center;

2. The Vendor shall specify rack space needed for hardware as needed (in-house solution only);

3. The Vendor shall comply with Metro Bus’s naming conventions and network configuration standards (in-house solution only);

4. The Vendor shall provide all necessary personnel, tools, test equipment, transportation, hardware and supplies as required for complete installation;

5. The Vendor shall be responsible for its own and its sub-contractors performance and safety;

6. Installations shall be performed in accordance with all Federal, State, and local laws and regulations;

7. The Vendor shall supply all network cabling (i.e. – Cat6 or Fiber) necessary to operate system components;

8. Existing Metro Bus infrastructure, affected by, or to be integrated into the new system, (i.e. – LAN/WAN networks) shall not be reduced at any time during system implementation;

9. The Vendor will be authorized to undertake installations only after Metro Bus approval of a pre-installation inspection for each installation site;

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10. The Vendor must document and notify Metro Bus of any existing infrastructure that many be affected by the new installation;

11. Upon completion, the Vendor shall be responsible for restoring the condition of any affected existing infrastructure to their pre-installation condition;

12. The Vendor will be responsible for the security of their equipment prior and during installation.

12.4.2 Planning/ProceduresThe Vendor will submit an installation plan for Metro Bus approval prior to undertaking any installations. Where applicable, the plan will provide detail on:

1. Equipment installation locations/mounting;2. Routing, conductors, color-coding, labeling, power connections,

communications and ground circuits;3. Connections/modifications, restorations of any existing

infrastructure;4. Work area and equipment storage requirements;5. Methods and quality standards;6. Supervision and quality assurance procedures.

The plan will include a process of pre and post-installation checklists for tests performed by installers. The installations will not be considered complete until Metro Bus provides sign-off on the pre and post-installation checklist.

12.4.3 Metro Bus Responsibilities1. Metro Bus will provide space for the Vendor to establish secure

storage areas. (Vendor will provide details regarding type of equipment and space required for storage);

2. Metro Bus will provide facility access and parking;3. Metro Bus will provide remote access to relevant virtual

networks/servers4. Metro Bus will provide work space for on-site testing/training and

central system installations;5. Metro Bus will provide for all electrical requirements.

12.5 Acceptance Testing

12.5.1 Test ProceduresThe Vendor will submit an Acceptance Test Procedures (ATP) document for Metro Bus approval prior to undertaking any testing. The ATP will indicate specific tests to be completed as well as the date and time.

The Vendor will be required to reschedule testing if Metro Bus representatives cannot be present or other circumstances prevent testing from taking place.

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The ATP shall clearly address:1. How each specification requirement will be validated, including the

method for performing the test;2. The results that constitute success for each test;3. Responsibilities of both the Vendor and Metro Bus during each test:4. A cross-reference to which contract requirements are being

addressed by each test procedure; 5. The test stage at which each contract requirement will be

demonstrated.

The ATP will be submitted to Metro Bus at least fifteen (15) days in advance of any testing. Metro Bus must approve all ATP’s prior to the start of any test procedures.

The ATP document will incorporate the following testing stages for the proposed system:

1. Installation acceptance test;2. User acceptance test;3. Burn-in testing.

Metro Bus may authorize the Vendor to proceed to the next testing stage with certain deficiencies not yet resolved upon signed approval by Metro Bus of an action plan provided by the Vendor to resolve all outstanding issues from the previous test stage.

12.5.2 Installation Acceptance Test1. Shall be conducted to demonstrate system functionalities through a

test database. Any deficiencies identified during the Installation Acceptance Test shall be resolved before the start of User Acceptance Testing.

12.5.3 User Acceptance Test1. A User Acceptance Test will be conducted on the system using the

live agency database to demonstrate system functionalities in real-world operation. The User Acceptance Test shall be witnessed by the deploying Vendor representatives. Metro Bus staff shall be fully trained in the system prior to User Acceptance Testing.

2. Any deficiencies identified through the User Acceptance Test shall be corrected before initiation of the Burn-in Test. Once the User Acceptance Test has been accepted, the system shall be approved to “Go Live”.

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12.5.4 Burn-in Test1. The Burn-in test will be performed at a modular level over a thirty (30)

day period after completion of the User Acceptance Test. Deficiencies will be corrected before Metro Bus grants final acceptance. During the Burn-in test, Metro Bus staff will record a punch list of identified issues that will be reported to the Vendor.

2. Metro Bus will perform data and report audits during the Burn-in test to determine compliance and accuracy with the new system. These issues will be included in the punch list and will be reported to the Vendor for resolution.

3. The Vendor will resolve all issues on the punch list before acceptance will be granted.

12.5.5 Acceptance Criteria1. The Vendor will provide written test results documentation after

completion of each testing phase. The test results document will authenticate the results of each ATP procedure and an updated list will be provided by the Vendor indicating which contract requirements have been established.

2. The requirements list shall be used as a punch list to track which contract requirements have not yet been established at each stage of testing.

3. System Acceptance will not be granted until all contract requirements have been formally demonstrated through the Burn-in test. The test results document must be approved by Metro Bus before system acceptance will be granted.

12.6 DocumentationThe Vendor shall provide an As-Built Document (ABD) to Metro Bus for approval.

The ABD document will include:1. All reference and user manuals for system components, including

those components supplied by 3rd party Vendors;2. All warranty documentation, including components supplies by 3rd

party Vendors;3. The version number of all software and license counts, including those

supplies by 3rd party Vendors;4. A user manual for the system components and other relevant

applications;5. A systems manual documenting the following:

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a. The configuration and topology of the central systems hardware and software;

b. Central systems software operations and functions;c. Scheduled maintenance required for the central systems;d. Complete Item number listing of all hardware;e. Database structure and data dictionary.

12.7 TrainingThe Vendor shall provide user training at a minimum:

1. Use of the system components/interfaces;2. Use of the reporting software;3. Applications/systems administrators;4. Basic troubleshooting techniques.

The Vendor will provide a training plan, course outlines, and training schedule for review by Metro Bus at least three (3) weeks in advance of the start of training. At a minimum, the following topics/items must be included in each training session:

1. Course objective;2. Topics to be covered;3. Requires Metro Bus staff;4. Number of training classes;5. Time required for training;6. Resources required from Metro Bus;7. Prerequisites for trainees;8. Evaluation procedures for trainees;9. All training tools, equipment, training aids, etc.;10. Training credentials of the instructor(s).

Proposers must provide a sample training plan as part of their proposal.The Vendor will provide additional training as required by Metro Bus for twelve (12) months after system acceptance at no additional cost.

13. WARRANTY AND MAINTENANCE SUPPORT

13.1 General Criteria1. The warranty period for the system shall run concurrently for all

system components for twenty-four (24) months from the date of system acceptance.

2. The Vendor shall offer an option to extend the warranty period for additional years for up to five (5) years from the date of system acceptance. Proposers shall document any differences in the warranty terms for these option years in their proposal.

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3. The Vendor shall warrant that it has reviewed and evaluated all information furnished by Metro Bus and has made all inquiries necessary such that the Proposer is fully aware of Metro Bus’s business requirements and intended uses of system, as set forth or referenced in the Request for Proposal and any Addenda, Amendments or Final Proposal Requests.

4. The Vendor warrants that the system satisfies the foregoing requirements in all material respects and will be fit for such intended uses. The Vendor warrants that the documentation provided shall completely and accurately reflect the operation and maintenance of the equipment and software, and provide Metro Bus with all information necessary to maintain the system.

5. If there is a change in the production configuration of any equipment or software being installed prior to system acceptance, Metro Bus will require that all previously installed equipment and software be upgraded to match the updated configuration.

6. The Vendor warrants compliance with all applicable laws and regulations relating to the project.

7. The Vendor warrants that its employees, agents, and subcontractors assigned to perform services under this contract shall have the proper skill, training and background to perform in a competent and professional manner and that all work will be so performed. Metro Bus reserves the right to remove any subcontractors if their work is deemed incompetent or unprofessional.

8. During the warranty period, the Vendor will at no cost to Metro Bus, furnish such materials, labor, equipment, software, documentation, services and incidentals as are necessary to maintain the system in accordance with the warranty.

9. The Vendor will provide any software updates and patches for the

current software version at no cost to Metro Bus during the warranty period.

10. In addition to the foregoing warranties, the Vendor will assign to Metro Bus, and Metro Bus will have the benefit of, any and all Subcontractors', Suppliers', and other Vendors' warranties and representations with respect to the deliverables provided.

11. In its agreements with Subcontractors, Suppliers and other Vendors, the Vendor will require that such parties:

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a. Consent to the assignment of such warranties and representations to Metro Bus;

b. Agree that such warranties and representations shall be enforceable by Metro Bus in its own name; and

c. Furnish documentation on the applicable warranties to Metro Bus.

The Vendor shall provide a single point of contact for all warranty administration during the warranty period.

13.2 Customer SupportSoftware support during the warranty period shall include:

1. Technical support for all proposed hardware and software, with a 24x7 support line;

2. Provide licensing, installation, and integration of all released software patches and updates for the proposed solution;

3. Supplementary support in accordance with an agreed-to escalation procedure. (The proposal must define the proposed support escalation procedures);

4. Ability for Metro Bus to view the status of their support request(s) at any time through an online tracking system to be provided by the Vendor.

13.3 Follow-up AnalysisThe Vendor will provide follow-up support at six (6) month intervals following during the warranty period:

1. One week of onsite follow-up analysis at six-month intervals during the warranty period;

2. A written report on the findings of each analysis. (Each report shall describe how the system is being used and if there are any additional training or system enhancement needs);

3. Any required adjustments in the system configurations must be performed based on the system review.

The first follow-up support effort shall be completed no earlier than six months but no later than nine months after Final System Acceptance.

13.4 Software Maintenance/UpgradesProposers must describe their maintenance update and upgrade approaches in their proposals. Proposers shall describe the difference in processes and costs associated with updates and upgrades.

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1. The Vendor is required to notify Metro Bus at least ninety (90) days in advance of the installation when new software releases become available.

2. The Vendor is required to notify Metro Bus at least six (6) months in advance when it is expected that the current releases and related systems will no longer be supported.

3. The Vendor will ensure that all existing software configurations are protected after the system has been upgraded or updated for the entire duration of the time Metro Bus uses the product.

4. The Vendor must consult with and comply with Metro Bus’s I.T. Manager’s direction when making any changes to supported systems.

14. CONTRACT OBLIGATIONS AND REQUIREMENTS

14.1 Contract Obligations1. The contents of the RFP and the commitments set forth in the

selected proposals shall be considered contractual obligations, if a contract ensues. Failure to accept these obligations may result in cancellation of the award.

2. The contract will bind the Proposer to furnish and deliver at the bid price, and in accordance with conditions of said accepted proposal and specifications for ninety (90) calendar days after the bid proposal opening.

3. The Proposer’s products, services and facilities shall be in full compliance with all applicable Federal, State and local health, environmental and safety laws, regulations, standards and ordinances, regardless of whether or not they are referred to by Metro Bus.

4. The Proposer shall be familiar with and operate within the guidelines set forth by the Occupational Safety and Health Act.

5. All known Subcontractors to this project must be indicated in the submittal. No subcontract will be construed as making Metro Bus a party of or to such subcontract, or subjecting Metro Bus to liability of any kind to any Subcontractor. No subcontract shall, under any circumstances, relieve the successful Proposer of liability and obligation under such party’s contract with Metro Bus; and despite any such subletting; Metro Bus shall work directly through the successful Proposer. Subcontractors will be dealt with as workers and representatives of the successful Proposer.

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6. The contract award will not be final until Metro Bus and the successful bidder have executed a mutually satisfactory contractual agreement. No project activity may begin prior to the execution of a contractual agreement between the successful bidder and Metro Bus.

7. If the successful bidder refuses or fails to execute the contract, Metro Bus may award the contract to another bidder whose proposals comply with all the requirements of the RFP and any associated addenda.

8. Metro Bus reserves the right to cancel an award immediately if new state or federal regulations or policies make it necessary to change the service purpose or content substantially or to prohibit any such goods and services.

9. The selected proposal and subsequent contractual agreement must be formally approved by the St. Cloud Metropolitan Transit Commission Board of Commissioners prior to becoming effective.

14.2 Single Bid ResponseIn the event only one bid proposal is received in response to this Request for Proposal, a detailed cost may be requested from the single bidder. A cost/price analysis and/or audit may be performed in order to determine if the proposed pricing is fair and reasonable.

14.3 Invoicing1. The Vendor will only submit an invoice as progress payment

milestones have been achieved. The Vendor will provide a “percentage complete” status report for the project with each invoice.

2. Metro Bus will withhold 10% retainage on each invoice. The total retainage amount from each invoice will be released by Metro Bus after final executed project close-out acceptance.

15. PERFORMANCE BOND

The Vendor awarded the contract shall provide Metro Bus, at its own expense, a performance bond equal to one hundred percent (100%) of the total contract amount within fifteen (15) days of notification of an award unless both parties mutually agree upon a later date. The performance bond shall remain in effect thirty (30) days beyond the date final payment is made.

Attorney’s-in-fact who sign bonds must file with each bond a certified and effective date of their power of attorney. An “Irrevocable Letter Of Credit” to remain in

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force as above will also be accepted.

16. PROPOSAL SECURITY

Each proposal shall be accompanied by a certified check, cashiers check, or proposers bond of a surety company duly authorized to do business in Minnesota drawn payable to the St. Cloud Metropolitan Transit Commission in an amount equal to five percent (5%) of the proposal, which shall be forfeited as liquidated damages by the Vendor to whom the contract is awarded, if said Vendor fails or refuses to execute the contract and furnish the performance/payment bonds prescribed herein within fifteen (15) days after the date of being notified of the contract award. The proposal securities of the unsuccessful proposers will be returned as soon as possible after the execution of the contract.

17. CERTIFICATES OF INSURANCE

The Vendor will submit to Metro Bus, prior to any services performed, certificates of the Vendors insurance coverage indicating the presence of coverages and limits no less than the following:

1. Workers’ Compensation:Coverage A. Statutory Benefits.Coverage B. Employer’s Liability.

Bodily Injury by accident $1,000,000 each accidentBodily Injury by disease $1,000,000 policy limitBodily Injury by disease $1,000,000 each employee

Coverage must include a Waiver of Subrogation endorsement.

2. Commercial Auto Coverage: Auto Liability limits of not less than $1,000,000 each accident, combined Bodily Injury and Property Damage Liability insurance. Certificate to reflect coverage for “Any Auto” or “All Owned, Scheduled, Hired and Non-Owned”.


3. Commercial General Liability:Each Occurrence Limit $1,000,000Personal Injury/Advertising Injury Limit $1,000,000Products/Completed Operations Aggregate Limit $5,000,000General Aggregate Limit $2,000,000

(Other than Products/Completed Operations)


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In the event that rental of equipment is undertaken to complete and/or perform the work, or any other type of personal property is acquired and delivered to the project site, the Vendor agrees that it shall be solely responsible for such rental equipment. Such responsibility shall include, but not be limited to:

1. Theft; 2. Fire; 3. Vandalism; and 4. Use by unauthorized persons.

The Vendor agrees that it shall be solely responsible for such property until it becomes a fixture on the project, or otherwise is installed and incorporated as a final part of the project.

The Vendor will maintain “all risk” insurance, on a replacement cost basis, covering loss or damage to personal property (for which it has title and/or risk of loss) which is to become a final part of the project, during any time such personal property is in transit and while stored or worked upon away from the project site. Metro Bus shall be named as additional insured under such insurance.

18. DISADVANTAGED BUSINESS ENTERPRISE (DBE)

A Federal Fiscal Year goal has been set by Metro Bus in an attempt to match projected procurements with available qualified disadvantaged businesses. Metro Bus goals for procurements, budgeted service contracts, bus parts, and other material and supplies for Disadvantaged Business Enterprises have been established by Metro Bus as set forth by the Department of Transportation Regulations 49 C.F.R. Part 23, March 31, 1980, and amended by Section 106(c) of the Surface Transportation Assistance Act of 1987, and is considered pertinent to any contract resulting from this request for proposal.

*Metro Bus has established a DBE goal of 3% of the total project cost

1. It is the policy of the Department of Transportation and Metro Bus that Disadvantaged Business Enterprises, as defined in 49 CFR Part 23, and as amended in Section 106(c) of the Surface Transportation and Uniform Relocation Assistance Act of 1987, shall have maximum opportunity to participate in the performance of Contracts financed in whole or in part with federal funds under this Agreement. Consequently, the DBE requirements of 49 CFR Part 23 and section 106(c) of the STURAA of 1987, apply to this contract.

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2. The Vendor agrees to ensure that DBE’s as defined in 49 CFR Part 23 and Section 106(c) of the STURAA of 1987, have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with federal funds provided under this Agreement. In this regard, all recipients or contractors shall take all necessary and reasonable steps in accordance with the regulations in 49 CFR, Part 23, to insure that DBE’s have the maximum opportunity to compete for and perform contracts/subcontracts. The Vendor shall not discriminate on the basis of race, color, national origin, religion, sex, age or physical handicap in the award and performance of contracts/subcontracts.

3. It is further the policy of Metro Bus to promote the development and increase the participation of businesses owned and controlled by the disadvantaged. DBE involvement in all phases of Metro Bus procurement activities is encouraged.

4. The Vendor and its subcontractors agree to ensure that disadvantaged businesses have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with federal funds provided under the Agreement. In that regard, all Contractors and subcontractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 23 as amended, to ensure that minority business enterprises have the maximum opportunity to compete for and perform contracts.

5. Minority participation, achieved through the purchase of materials or supplies from a minority business that is not a manufacturer, will be determined by sixty (60%) percent of the value of the supplies purchased, as compared to the total dollar value of the contract if the minority business is the manufacturer or directly perform all services, then 100% of the total dollar value of the contract is counted.

6. Expenditures to businesses that are joint ventures should be counted on the basis of percentage ownership of the eligible DBE.

7. Submission of a properly signed proposal, price quotation, or their equivalent is a commitment to the minimum utilization requirements, and all related conditions stated herein, including a commitment to make every good faith effort to meet the requirements by subcontracting and/or joint venturing with DBE’s. If the Vendor fails to meet its requirements, it will bear the burden of furnishing sufficient documentation or reasonable efforts.

8. Agreement between a Vendor and a DBE, in which the DBE promises not to provide subcontracting quotations to other Vendors, are prohibited.

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9. Along with submission of the proposal, the Vendor shall include the following:

Schedule F Certification of Compliance with DBE Requirements (provided) Schedule C Contractors Schedule of DBE Participation (provided)

10. Prior to contract award, the Vendor must provide the following:

a. Schedule D DBE Letter of Intent to Perform as a Subcontractor (provided)

b. DBE certification eligibility c. Copies of DBE subcontractor certifications

11. Metro Bus will provide affirmative assistance as may be reasonable and necessary to assist the prime contractor in implementing their programs for DBE participation. The assistance may include the following upon request:

a. Identification of qualified DBEb. Available listing of Minority Assistance Agenciesc. Holding request for proposal (RFP) conference to emphasize

requirements.

12. The Vendor will keep records and documents for a reasonable time following performance of this contract to indicate compliance with the Metro Bus DBE program. These records and documents will be made available at reasonable times and places for inspection by any authorized representative of Metro Bus and will be submitted to Metro Bus upon request.

13. Where the Vendor is found to have failed to exert sufficient reasonable and good faith efforts to involve DBE’s in the work provided, Metro Bus may declare the contractor non-compliant and in breach of contract.

19. REQUIRED ATTACHMENTS IN RESPONSE TO RFP

1. Attachment A – Price Proposal Spreadsheet2. Attachment B – Scheduling Module Functions3. Attachment C – Proposer’s Checklist4. Attachment D – Proposer Information/Past Project/Reference List

20. REQUIRED FEDERAL TRANSIT ADMINISTRATION (FTA) CERTIFICATIONS

The following FTA required Certifications (pgs. 58-64) which are included and made a part of this Request for Proposal, must be signed by an authorized

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representative of the Vendor and returned as part of their bid proposal.

ATTACHMENT #2

BUY AMERICA CERTIFICATION

This procurement is subject to the Federal Transit Administration "Buy America" requirements in 49 CFR, Part 661.

The Vendor hereby certifies that it will comply with the requirements of Section 165a of the Surface Transportation Assistance Act of 1982 and the regulations in 49 CFR 661.

Company: Attest:_________________________________

By: Date:_________________________________

Signature: ________________________________

Title: ________________________________

Date: ________________________________

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OR

The Vendor hereby certifies that it cannot comply with the requirements of Section 165a of the Surface Transportation Assistance Act of 1982, but may qualify for an exemption to the requirement pursuant to Section 165b of the Surface Transportation Act and regulations in 49 CFR, Part 661.7.

Company: Attest:_________________________________

By: Date:_________________________________

Signature: ________________________________

Title: ________________________________

Date: ________________________________

ATTACHMENT #3

INTEGRITY CERTIFICATION OF PRIMARY PARTICIPANT REGARDINGDEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS

The following potential contractor for a FTA major third party contract, ____________________, certifies to the best of its knowledge and belief, that it and its principals:

(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

(2) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense

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in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

(3) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and

(4) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, local) terminated for cause or default.

(If the potential third party contractor is unable to certify to any of the statements in this certification, the contractor shall attach an explanation to this certification.)

The following potential contractor for a Federal Transit Administration major third party contract, _______________, certifies or affirms the truthfulness and accuracy of the contents of the statements submitted on or with this certification and understands that the provisions of 31 U.S.C. Sections 3801 et seq. are applicable thereto.

Signature and Title of Authorized Official

The undersigned chief legal counsel for the hereby certifies that the (entity) has authority under State and local law to comply with the subject(entity) assurances and that the certification above has been legally made.

ATTACHMENT #4

NON-COLLUSION AFFIDAVIT

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STATE OF: _______________________________ Important:This affidavit must be properly completed and submitted with all proposals.COUNTY OF: _____________________________

I, _______________________________________________, being first duly sworn(Enter name of company official)

deposes and says that, __________________________________________, (Name of firm for which affidavit is made)

the company submitting this proposal; that such proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company, organization, or corporation; that such proposal is genuine and not collusive or sham, and that said company has not been a party to any agreement or collusion among Suppliers or prospective Suppliers in restraint of freedom of competition by agreement to propose a fixed price, or otherwise, or to refrain proposing and has not, directly or indirectly, by agreement, communication or conference with anyone attempted to induce action prejudicial to the interest of the St. Cloud Metropolitan Transit Commission or of any Supplier or anyone else interested in the proposed contract.

SUBSCRIBED AND SWORN TO BEFORE ME THIS ________day of _______________________, 2017.

___________________________________________________ (Signature of Company Official)

___________________________________________________(Notary Public)

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ATTACHMENT #5

APPENDIX A, 49 CFR PART 20 - - CERTIFICATION REGARDING LOBBYINGCertification for Contracts, Grants, Loans, and Cooperative Agreements

The undersigned [Contractor] certifies, to the best of his or her knowledge and belief that:

(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including sub-contracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance is placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Executed this day of , 2017

By: ________________________________

Title: _____________________________

Company: ___________________________

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SCHEDULE C

CONTRACTORS SCHEDULE OF DBE PARTICIPATION(To Be Submitted After Proposal Award)

_______________________________ Name of Prime or General Vendor Name of Project

DBE ContractorOn Schedule D Description of Work Start Date

End DateAgreedPrice

(Attach Additional Copies If Necessary)

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The undersigned agrees to enter into formal agreements with DBE contractors for the work listed on this schedule conditioned upon successful execution of a contract with Metro Bus.

______________________________ Name of Company/Vendor Name of Company Official/Title

________________________________ Date Signature

SCHEDULE D

CERTIFICATION OF COMPLIANCE WITH DBE REQUIREMENTS(Must be submitted with proposal)

Requirements:

The minimum requirements for this project are: Disadvantaged Business Enterprise (DBE) Participation Goal of three (3) percent of the contract dollar value.

The full terms and conditions, and required forms, etc. of the DBE requirements for this RFP are contained in Section C; Standard Department of Transportation Contractual Conditions, Part C-16 Disadvantaged Business Enterprise. These conditions must be read and full compliance is required.

Areas requiring close attention are:

* Reporting and Documentation requirements.

* Computation of DBE Participation based on type of service/product provided.

* DBE participation is an integral part of the evaluation of bids/proposals and must be fully documented.

* Agreements between a bidder/proposer and a DBE in which the DBE promises not to provide subcontracting quotations to other bidders/proposers are prohibited.

* DBEs must perform a commercially useful function in relation to the project.

Proposers Certification:

A signature below is a commitment to fully comply with all the DBE requirements of this project.

_________________________________

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Name of Company Official Name of Company/Proposer

_________________________________ Name of DBE Contact Person Signature of Company Official Within Company

_____________________________ Phone No. of DBE Contact Person Project Name

_____________________________Date

SCHEDULE F

DBE LETTER OF INTENT TO PERFORM ASA CONTRACTOR OR SUBCONTRACTOR

(Must be submitted with proposal)

_____________________________ Name of Prime or General Proposer Name of Project

The undersigned intends to perform work in connection with the above project as (Check one):

____an individual ____a corporation ____a partnership ____a joint venture

The Disadvantaged Business Enterprise status of the undersigned is confirmed and current in the Minnesota Unified Certification Program Directory of DBE=s (Check one):

____Yes ____NoThe undersigned is prepared to perform the following described work in connection with the above project. Use additional paper if necessary.

Item Agreed Price_______________________________________________________ __________________________________________________________________ __________________________________________________________________ ___________ Information for Contractors:The St. Cloud Metropolitan Transit Commission (Metro Bus) requires all prime contractors to make proper payment to its subcontractors and Metro Bus may withhold payment from the prime contractor or take such other action as may be appropriate to insure that subcontractors are properly paid.

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Agreements in which a DBE promises to provide bids, work estimates, team membership, etc. to only one bidder/proposer on a project are prohibited.

The undersigned agrees not to sublet or award a significantly greater portion of the work of this contract than would be expected on the basis of normal industry practices. The undersigned will be directly responsible for the execution of the work elements included in this contract agreement or any subcontract agreement and will carry out this responsibility by actually performing, managing and supervising the work involved in the contract or subcontract.

The undersigned will enter into a formal agreement for the above work as a prime bidder or as a subcontractor to the above named bidder/proposer conditioned upon execution of a contract for this project with Metro Bus.

By: ________________________________ (Name of Disadvantaged Business Enterprise) (Name) _________________________________ (Address) (Signature)_____________________________

(Date)

20. CONTRACTING ETHICS

GratuitiesIt is a breach of contracting ethics for any person to offer, give, or agree to give any Metro Bus employee or former employee, or for any Metro Bus employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

KickbacksIt is a breach of contracting ethics for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

Contingent FeesIt is a breach of contracting ethics for a person to be retained, or to retain a person, to solicit or secure a Metro Bus contract upon an agreement or understanding for a

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commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business.

CollusionIt is a breach of contracting ethics for a person to collude, conspire, or agree with other persons, firms or corporations to submit a sham proposal, to refrain from proposal, to fix prices, costs, or profits, or to secure any other advantage against Metro Bus.

CertificationWhen signing the Proposal Quotation Form, Vendors are cognizant of these requirements and thereby certify that it has not breached any of the foregoing contracting ethics. No Vendor shall sign the proposal without reviewing all material facts. False or fraudulent certifications shall subject the Vendor to all penalties and remedies provided by law, and to liability for Metro Bus costs and fees, including attorney's fees, in enforcing this provision.

Specification Documents These documents shall not include any exclusionary or discriminatory provisions that do not meet the requirements of Metro Bus.

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Standard DOT ConditionsUNITED STATES DEPARTMENT OF TRANSPORTATIONST. CLOUD METROPOLITAN TRANSIT COMMISSION

1. REQUIRED CLAUSES, CONTRACT PROVISIONS

The services identified in these specifications are to be purchased with the assistance of a grant from the Federal Government under the Urban Mass Transportation Act of 1964, as amended (hereinafter referred to as Federal Transit Administration (FTA). The successful Vendor will be required to comply with all terms and conditions prescribed for third party contracts in grant contract/s between the United States of America and the St. Cloud Metropolitan Transit Commission, (Metro Bus).

The contract between Metro Bus and the successful Vendor, and each of its related Subcontracts, shall contain the following provisions:

2. FEDERAL LAWS AND REGULATIONS

Federal laws, regulations, policies, and related administrative practices applicable to this Contract on the date the Contract is executed may be modified from time to time and said modifications will apply to this project as required. All standards or limits set forth in this Contract to be observed in the performance of the project are minimum requirements.

3. PROHIBITED INTERESTS

No member, officer, or employee of Metro Bus or of a local public body during his tenure or one year thereafter shall have any interest, direct or indirect, in this proposal of the proceeds thereof.

4. INTEREST OF MEMBERS OR OF DELEGATES TO CONGRESS

No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefit arising therefrom.

5. INELIGIBLE CONTRACTORS

The contractor hereby certifies that it is not one included on the U.S. Comptroller General's Consolidated List of Persons or Firms currently debarred for violations of various public contracts incorporating labor standards provisions.

6. INTEREST OF CONTRACTOR

The contractor covenants that he presently has no interest and shall not acquire 79

any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement. The Contractor further covenants that in such performance of this Agreement, no person having such interest shall be employed.

7. AUDIT AND INSPECTION OF RECORDS

The Contractor shall permit the authorized representative of Metro Bus, the U.S. Department of Transportation and the Comptroller General of the United States to inspect all project work, materials, payrolls and other data, and to audit the books, records, and accounts of the Contractor relating to its performance under this contract.

Metro Bus has agreed to require each third party contractor whose contract award is not based on competitive proposal procedures as defined by the Secretary to permit the Secretary of Transportation and the Comptroller General of the United States, or their duly authorized representatives, to inspect all work, materials, payrolls, and other data and records involving that contract, and to audit the books, records, and accounts involving that contract as it affects the Project.

Contractors shall maintain contract records for three years after final agreement is made.

8. COPYRIGHT AND PATENT

No reports, maps or other documents produced in whole or in part under this Agreement shall be subject of an application for copyright by or on behalf of the contractor.

If any contract or subcontract involves the development of patents, a Patent Rights Clause must be obtained from FTA and included in the contract.

9. COPELAND "ANTI-KICKBACK" ACT

The contractor shall comply with the provisions of the Copeland "Anti-Kickback" Act (18 USC 874) as supplemented by Department of Labor regulations (29 CFR, Part 3).

This Act provides that each contractor or subcontractor shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he is otherwise entitled.

10. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT

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The contractor and subcontractors shall comply with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 USC 327-330) as supplemented by Department of Labor regulations (29 CFR, Part 5). Under Section 103 of the Act, the contractor and each subcontractor shall be required to compute the wages of every mechanic and laborer on the basis of a standard workday of 8 hours and a standard workweek of 40 hours. Work in excess of the standard workday or workweek is permissible provided that the worker is compensated at a rate of not less than 1 1/2 times the basic rate of pay for all hours worked in excess of 8 hours in any calendar day or 40 hours in the workweek. Section 107 of the Act is applicable to construction work in surroundings or under working conditions that are unsanitary, hazardous, or dangerous to his health and safety as determined under construction, safety and health standards promulgated by the Secretary of Labor. These requirements do not apply to the purchase of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

11. NO GOVERNMENT OBLIGATION TO THIRD PARTIES

(a) The Purchaser 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.

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

12. ENERGY CONSERVATION

All contractors shall comply with mandatory standards and policies relating to energy efficiency that are contained in applicable State energy conservation plans issued in compliance with the Energy Policy and Conservation Act, 42 U.S.C. ' 6321 et seq.

13. PROHIBITION AGAINST THE USE OF FEDERAL FUNDS FOR LOBBYING

Contractors who apply or submit proposals for an award of $100,000 or more shall file the certification required by 49 CFR part 20, New Restrictions on Lobbying. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer to employee of any agency, a member of Congress, officer

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or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any award covered by 31 U.S.C. 1352. Each tier shall also disclose the name of any registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contacts on its behalf with non-Federal funds with respect to that Federal contract, grant or award covered by 31 U.S.C. 1352. Such disclosures are forwarded from tier to tier up to the recipient.

14. BREACHES AND DISPUTE RESOLUTION

(a) Disputes The Metro Bus Executive Director shall decide disputes arising in the performance of this Contract, which are not resolved by agreement of the parties, in writing. This decision shall be final and conclusive unless within [ten (10) days from the date of receipt of its copy, the Contractor mails or otherwise furnishes a written appeal to the Executive Director. In connection with any such appeal, the Contractor shall be afforded an opportunity to be heard and to offer evidence in support of its position. The decision of the Executive Director shall be binding upon the Contractor and Contractor unless litigation is thereafter commenced in a court of competent jurisdiction.

(b) Performance During Dispute Unless otherwise directed by Metro Bus, Contractor shall continue performance under this Contract while matters in dispute are being resolved.

(c) Claims for Damages Should either party to the Contract suffer injury or damage to person or property because of any act or omission of the party or any of his employees, agents or others for whose acts he is legally liable, a claim for damages therefore shall be made in writing to such other party within a reasonable time, which shall not exceed fifteen (15) working days, after the first observance of such injury or damage.

(d) Remedies Unless this contract provides otherwise, all claims, counterclaims, disputes and other matters in question between Metro Bus and the Contractor arising out of or relating to this agreement or its breach will be decided by arbitration if the parties mutually agree, or in a court of competent jurisdiction within the State in which the Metro Bus is located.

(e) Rights and Remedies The duties and obligations imposed by the Contract Documents and the rights and remedies available thereunder shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law. No action or failure to act by either party shall constitute a waiver of any right or duty afforded under the Contract, nor shall any such action or failure to act constitute an approval of or acceptance in any breach thereunder, except as may be

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specifically agreed in writing by both parties.

15. CARGO PREFERENCE - U.S. FLAG VESSELS

46 C.F.R. Part 381, Metro Bus shall insert the following clauses in contracts let by Metro Bus in which equipment, materials or commodities may be transported by ocean vessel in carrying out the Project:

THE CONTRACTOR AGREES--

(a) To utilize privately owned United States-Flag Commercial Vessels to ship at least 50 percent of the gross tonnage (computed separately for dry bulk carriers, dry cargo liners, and tankers) involved, whenever shipping any equipment, materials or commodities pursuant to 46 C.F.R. Part 381 to the extent such vessels are available at fair and reasonable rates for United States-Flag Commercial Vessels.

(b) To furnish within 20 days following the date of loading for shipments originating within the United States, or within 30 working days following the date of loading for shipment originating outside the United States, a legible copy of a rated, "on-board" commercial ocean bill-of-lading in English for each shipment of cargo described in the preceding paragraph to the recipient (through the prime contractor in the case of subcontractor bills-of-lading) and to the Division of National Cargo, Office of Market Development, Maritime Administration, 400 Seventh Street, S.W., Washington, D.C. 20590, marked with appropriate identification of the project.

(c) To include these requirements in all subcontracts issued pursuant to this contract when the subcontract may involve the transport of equipment, material, or commodities by ocean vessel.

17. BUY AMERICA

The Contractor agrees to comply with 49 U.S.C. 5323(j) and 49 CFR Part 661, which provide that Federal funds many not be obligated unless steel, iron, and manufactured products used in FTA-funded projects are produced in the United States, unless a waiver has been granted by FTA or the product is subject to a general waiver. General waivers are listed in 49 CFR 661.7, and include final assembly in the United States for 15 passenger vans and 15 passenger wagons produced by Chrysler Corporation, microcomputer equipment, software, and small purchases (currently less than $100,000) made with capital, operating, or planning funds. Separate requirements for rolling stock are set out at 5323(j)(2)(C) and 49 CFR 661.11. Rolling stock not subject to a general waiver must be manufactured in the United States and have a 60 percent domestic content.

A Vendor or offeror must submit to the FTA recipient the appropriate Buy America

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certification with all proposals on FTA-funded contracts, except those subject to a general waiver. Proposals or offers that are not accompanied by a completed Buy America certification must be rejected as non-responsive. This requirement does not apply to lower tier subcontractors.

Vendors must include a signed Buy America certification statement.

18. PROTEST PROCEDURES

Contractors that feel an alleged violation of Metro Bus’s procurement procedures has occurred during a solicitation may file a written protest with the Chief Executive Officer (CEO) up to the date and time of the proposal opening. The CEO will review the protest and determine if the proposals will be opened or delayed. The CEO’s decision will be transmitted in writing to the protesting party within five city working days.

Contractors that feel that an alleged violation of Metro Bus’s procurement procedure has occurred after proposal opening may file a written protest with the CEO up to three working days after the date and time proposals were opened. The CEO will review the protest and determine if the award of the contract to the responsive Vendor should be delayed. The CEO’s decision will be transmitted in writing to the protesting party within three city working days.

Parties not satisfied by the CEO’s decision regarding either type of protest described above, may, within five city working days of receipt of the CEO’s written decision, appeal the decision to the Metro Bus Commission. The appeal must be made in writing. The Commission will schedule a hearing where the appellant may be heard. Once the Commission's decision is announced, no further local appeals may be made.

Contractors should fill all protests in care of the CEO, as appropriate, at the following address:

Metro Bus Request for Proposal Protest665 Franklin Avenue NESt. Cloud, MN 56304

The decision of the Metro Bus Board of Commissioners is final.

The Federal Transit Administration (FTA) will only review protests regarding the alleged failure of the purchases to have a written protest procedure or alleged failure to follow such procedures. Protestors may file a protest with the FTA regional office not later than five federal working days after a final decision of Metro Bus. Metro Bus will not award any contracts until it is sure that no protest has been filed with the FTA. The protest filed with the FTA shall:

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(a) Include the name and address of the protestor.(b) Identify the grantee, project number, and the proposal number.(c) Contain a statement of the grounds for protest and any supporting

documentation. This should detail the alleged failure to follow protest procedures or the alleged failure to have procedures and be fully supported to the extent possible.

(d) Include a copy of the local protest filed with the grantee and include a copy of the grantee's decision, if any.

Protests to the FTA should be addressed to:

Office of Program OversightFederal Transit Administration200 West Adams Street, Suite 320Chicago, IL 60606

Vendors are cautioned that Metro Bus takes all protests seriously and that frivolous protests lacking factual basis will subject a protestor to assessment of Metro Bus’ cost and legal fees in responding to the protest. Vendors must review the Metro Bus proposal protest guidelines carefully before filing a protest. At the time of filing a protest, the vendor agrees to be bound by these guidelines.

19. TERMINATION FOR CONVENIENCE

Metro Bus may terminate this contract, in whole or in part, at any time by thirty (30) days prior written notice to the successful Vendor. The successful Vendor shall be paid its costs, including contract closeouts, and profit on work performed up to the time of termination. The successful Vendor shall promptly submit its termination claim to be paid the successful Vendor. If the successful Vendor has any property in its possession belonging to Metro Bus, the successful Vendor will account for the same, and dispose of it in the manner Metro Bus directs.

20. TERMINATION FOR DEFAULT

If the successful Vendor does not deliver supplies in accordance with the contract delivery schedule, or, if the contract is for services, the successful Vendor fails to perform in the manner called for in the contract, or if the successful Vendor fails to comply with any other provisions of the contract, Metro Bus may terminate this contract for default. Upon serving ten (10) days prior written notice of termination on the successful Vendor setting forth the manner in which the successful Vendor is in default shall effect termination. The successful Vendor will only be paid the contract price for supplies delivered and accepted, or services performed in accordance with the manner of performance set forth in the contract.

If it is later determined by Metro Bus that the successful Vendor had an excusable

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reason for not performing, such as a strike, fire, or flood, events which are not the fault of, or are beyond the control of the successful Vendor, Metro Bus after setting up a new delivery or performance schedule, may allow the successful Vendor to continue work, or treat the termination as a termination for convenience. If Vendor determines Metro Bus is in default of the Contract, Vendor may terminate the Contract if, after thirty (30) days written notice, such default is not cured by Metro Bus.

21. CIVIL RIGHTS REQUIREMENTS

(1) Nondiscrimination. In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C. ' 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. ' 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. ' 12132, and Federal transit law at 49 U.S.C. ' 5332, the Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, creed, national origin, sex, age, or disability. In addition, the Contractor agrees to comply with applicable Federal implementing regulations and other implementing requirements FTA may issue.

(2) Equal Employment Opportunity. The following equal employment opportunity requirements apply to the underlying contract:

(a) Race, Color, Creed, National Origin, Sex. In accordance with Title VII of the Civil Rights Act, as amended, 42 U.S.C. ' 2000e, and Federal transit laws at 49 U.S.C. ' 5332, the Contractor agrees to comply with all applicable equal employment opportunity requirements of U.S. Department of Labor (U.S. DOL) regulations, Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor, @ 41 C.F.R. Parts 60 et seq., (which implement Executive Order No. 11246, Equal Employment Opportunity, @ as amended by Executive Order No. 11375, Amending Executive Order 11246 Relating to Equal Employment Opportunity,@ 42 U.S. C. ' 2000e note), and with any applicable Federal statutes, executive orders, regulations, and Federal policies that may in the future effect construction activities undertaken in the course of the Project. The Contractor agrees to take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, national origin, sex or age. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue.

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(b) Age. In accordance with section 4 of the Age Discrimination in Employment Act of 1967, as amended, 29 U.S.C. '' 623 and Federal transit law at 49 U.S.C. ' 5332, the Contractor agrees to refrain from discrimination against present and prospective employees for reason of age. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue.

(c) Disabilities. In accordance with section 102 of the American with Disabilities Act as amended, 42 U.S.C. '12112, the Contractor agrees that it will comply with the requirements of the U.S. Equal Employment Opportunity Commission, Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act, @ 29 C.F.R. part 1630, pertaining to employment of persons with disabilities. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue.

The Contractor also agrees to include these requirements in each subcontract financed in whole or in part with Federal assistance provided by FTA, modified only if necessary to identify the affected parties.

22. LABOR STANDARDS PROVISIONS

(1) Non-construction Contracts. The requirements of the clauses contained in 29 C.F.R. ' 5.5(b) or Part II, Subsections 119.a (10) through 119.a (13) of this contract are applicable to any contract subject to the overtime provisions of the Contract Work Hours and Safety Standards Act and not to any of the other statutes cited in 29 C.F.R. ' 5.1. The contractor or subcontractor shall maintain payrolls and basic payroll records during the course of the work and shall preserve them for a period of three years from the completion of the contract for all laborers and mechanics, including guards and watchmen, working on the contract. Such records shall contain the name and address of each such employee, social security number, correct classifications, hourly rates of wages paid, daily and weekly number of hours worked, deductions made, and actual wages paid. The records to be maintained under this clause shall be made available by the contractor or subcontractor for inspection, copying or transcription by authorized representatives of the Federal Transit Administration, U.S. Department of Transportation, or the Department of Labor, and the contractor or subcontractor will permit such representatives to interview employees during working hours on the job.

(2) Non-construction Subcontracts . The contractor or subcontractor shall insert in any subcontracts the clauses set forth in Part II, Subsections 119.a (10) through (12) and subsection 119.b (2) of this contract and also a clause requiring the subcontractors to include these clauses in any lower tier

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subcontracts. The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in Part II, Subsections 119.a (10) through 119.a (12) and Subsection 119.b (2) of this contract.

23. CLEAN WATER

The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq. The Contractor agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will, in turn report each violation as required to assure notification to FTA and the appropriate EPA Regional Office. The Contractor also agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with Federal assistance provided by FTA.

24. CLEAN AIR

The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. ' 7401 et seq. The Contractor agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will, in turn, report each violation as required to assure notification to FTA and the appropriate EPA Regional Office.

The Contractor also agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with Federal assistance provided by the FTA.

25. PROGRAM FRAUD AND FALSE FRAUDULENT STATEMENTS OR RELATED ACTS

(a) The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. '' 3801 et seq. and U.S. DOT regulations, Program Fraud Civil Remedies, @ 49 C.F.R. 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 in all material respects of any statement it has made, it knowingly 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 available penalties that may be applicable, the Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or

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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.

(b) 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 U.S.C. ' 5307, the Government reserves the right to impose the penalties of 18 U.S.C. ' 1001 and 49 U.S.C. ' 5307(n)(1) on the Contractor, to the extent the Federal Government deems appropriate.

(c) 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.

26. FEDERAL CHANGES

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 Agreement (Form FTA MA (2) dated October, 1995) between Purchaser and FTA, as they may be amended or promulgated from time to time during the term of this contract. Contractor’s failure to so comply shall constitute a material breach of this contract.

27. INCORPORATION OF FEDERAL TRANSIT ADMINISTRATION (FTA) TERMS

The preceding provisions include, in part, certain Standard Terms and Conditions required by DOT, whether or not expressly set forth in the preceding contract provisions. All contractual provisions required by DOT, as set forth in FTA Circular 4220.1C, dated May 1, 1995, 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. The Contractor shall not perform any act, fail to perform any act, or refuse to comply with any Metro Bus requests for performance hereunder, which would cause Metro Bus to be in violation of the FTA terms and conditions.

28. NATIONAL ITS ARCHITECTURE

Consistent with Title V, Section 5206 (e) of the Transportation Equity Act for the 21st Century, the DOT developed in April 2001, the Federal Transit Administration National ITS Architecture Policy on Transit Projects. Intelligent Transportation Systems - ITS - means electronics, communications or information processing used singly or in combination to improve the efficiency or safety of a surface

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transportation system@. An ITS project is Any project that in whole or in part funds the acquisition of technologies or systems of technologies that provide or significantly contribute to the provision of one or more ITS User Services as defined in the National ITS Architecture.Contractor agrees to comply with all requirements and standards of the National ITS Architecture Policy on Transit Projects. For information regarding the Policy, see http://www.its.dot.gov/aconform/aonform.htm

29. PREFERENCE FOR RECYCLED PRODUCTS

To the extent practicable and economically feasible, the Contractor agrees to provide a competitive preference for recycled products and services that conserve natural resources and protect the environment and are energy efficient. Examples of such products may include, but are not limited to, products described in U.S. Environmental Protection Agency (U.S. EPA) guidelines at 40 C.F.R. Parts 247-253, which implement section 6002 of the Resource Conservation and Recovery Act, as amended, 42 U.S.C. 6962.

30. FLY AMERICA

The Contractor understands and agrees that the Federal Government will not participate in the costs of international air transportation of any persons involved in or property acquired for the Project unless that air transportation is provided by U.S.-flag air carriers to the extent service by these carriers is available, in accordance with the International Air Transportation Fair Competitive Practices Act of 1974, as amended, 49 U.S.C. 40118, and with U.S. General Services Administration (U.S. GSA) regulations pertaining to the use of United States flag air carriers, 41 C.F.R. 301-2.61 (b), and any later regulations at 41 C.F.R. 301-10.131 et seq.

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http://www.its.dot.gov/aconform/aonform.htm

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Software RFP - Home | Metro Web viewMetro Bus has a current total staff of roughly 170 employees...

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Transcript of Software RFP - Home | Metro Web viewMetro Bus has a current total staff of roughly 170 employees...