Transit Routing RFQ

Submitted Qualifications and Scoring

Selection Committee Scoring Template

Draft Selection Committees Combined Consultant Scores

BP Technology

Please see the request for qualifications (RFQ) for Computer Aided Dispatch (CAD) /Automated Vehicle Location (AVL) software solution HERE.

Mobility Application API Capabilities

Pre-submittal Meeting

Q & A

All,

Thank you for checking these questions and answers. The most common question as you can see from the questions below is regarding proposals. But this is not an RFP but an RFQ (Qualifications) why should we select your firm. Do not send us a proposal at this time.

Questions from three firms are posted below.

Questions Firm 1

Does LCT desire to have in-vehicle hardware (tablets/MDT’s) quoted by the software vendor along with cellular data fees or is it expected that LCT will contract with a local cellular provider for the equipment and data fees separate from this procurement? Please see bullet two in RFQ.
Does LCT desire to have the vendors Master Service Agreement (MSA) submitted with the proposal for review of legal contract terms? This is a request for Qualifications there is no bid or proposal at this time. In this RFQ you are trying to tell us why we should select your firm. For format see RFQ at https://lickingcounty.gov/civicax/filebank/blobdload.aspx?t=33104.05&BlobID=109218
In the sample contract provided, should the mention of 'transit development plan' be replaced by 'CAD/AVL System'? Yes thank you for pointing that out.
How many fixed route vehicles will be used on the 2 deviated fixed routes in 2023? In discussion so far three will be used in service, with one back up and one for rotation for maintenance.
Does LCT desire to have a different pre- and post-trip inspection for demand response compared to deviated fixed route? We expect that they would be the same, but if the firm selected has other possible solutions, we are open to that also.
It seems that the Newark Ohio MPO program has a “TripPlanner”. Is LCT asking that the proposed software integrates with this TripPlanner or is it LCT’s desire to have this type of solution for your service independently. It is preferred to be integrated with the selected CAD/AVL.
If an integration with the MPO “TripPlanner” is desired, can LCT please share the contact information in order for vendors to understand the scope of work and potential for this integration? Yes email Darlene Magold with Etch Consulting but also to be able to coordinate with CSS, Aging Program, … We are also asking that as Licking County is the home county, coordination with surrounding counties is necessary.
Does LCT have a local JFS that you work directly with for transportation and billing? Yes and also Board of DD.
Will LCT please address the number of office staff that will need access to the software? We would expect 15 at the beginning with one seat at the MPO. There should be ability for guest log in for future consultant contracts.
Will LCT please indicate the number of daily, monthly, or annual rides (each leg) currently being provided? Daily 250-300 currently, Monthly 5,000-5,500, Last year 65,000. Was 120,000 in 2019 and these numbers do not include the potential for the Deviated-Fixed route service in July2023.
Does LCT currently have cameras installed in the vehicles? Yes

Questions Firm 2

How many days should the bid be valid for? This is a request for Qualifications there is no bid or proposal at this time. In this RFQ you are trying to tell us why we should select your firm. For format see RFQ at https://lickingcounty.gov/civicax/filebank/blobdload.aspx?t=33104.05&BlobID=109218
Does the price proposal need to be in a separate document from the technical proposal? Please see answer to question 1.
What are some of the biggest concerns seen with the current software solution that you would change immediately if you could? This is covered in pre-submittal video above.
What functionality about the current mobile application is not meeting the needs of Licking County and its clients? This is covered in pre-submittal video above.
What are the goals of the agencies surrounding this software upgrade? As stated in RFQ document “Ultimately this CAD/AVL system should make it easier for LCT to increase staff efficiency by making it easier to increase ridership through better coordination and collect fares electronically”
What is the budget for this project?This is covered in pre-submittal video above. Currently there is $300,000 in Carbon Reduction funding, $189,000 in 5307 funding. We do not yet know how much local funding is needed. That will be determined as we go through the process.
What is the funding source for this project? See answer to question 6.
What are the funding deadlines/timelines for this project, ie, when does the money need to be spent? These funds encumbrance request will be needed before October. The length of the project will be determined by the firms final proposal.
Do the agencies have a preferred cellular network? If so, please provide contact information for our account manager. Currently LCT is using Verizon but there is no requirement to continue with them.
Do the agencies provide any other types of service that may be used by the awarded solution? This is spelled out in the RFQ in the second paragraph.
Do the agencies have an Interactive Voice Response (IVR) system currently? If so, who is the current IVR system with? What type of functionality does it provide (i.e. night before reminder calls with cancel option, arrival notification calls, floodgate messaging, English, Spanish? Is it an onsite server or hosted solution? Not currently.
Is there a consultant involved with this RFP? If yes, what is the name of the firm or individual? In the third paragraph in the RFQ there is discussion regrading an app. Please review.
How many in-office users will each agency have? We would expect 15 at the beginning with one seat at the MPO. There should be ability for guest log in for future consultant contracts.
Do you want the chosen vendor to do all the driver training or are we training the trainers? If training the trainers, how many of those are there? This is covered in bullet three of the RFQ requirements https://lickingcounty.gov/civicax/filebank/blobdload.aspx?t=33104.05&BlobID=109218
How many depots does each agency operate if more than 1? Currently 1.
How many subcontractors do you work with? Will those subcontractors need go-live support on site? LCT currently does not subcontract to provide trip services. But does contract with other county agencies to provide trips for their clients.
Are any private contractors/subcontractors used to provide trips for any of the agencies? If yes, how are these contractors paid, by the trip or by the hour? See answer to question 16.Will (agency) allow proposers to provide a demo of the software before awarding the contract? If firms scores are close the selection committee may request interviews April 12, 2023. Please see Scoring and Schedule in RFQ.
What are the various agencies expectations related to data conversion from the current system? This was briefly discussed at the pre-submittal meeting but it is expected the selected firm will migrate from past to current client/trip data.
Are there any interfaces required to external sources such as Medicare? If so, what other external source Our plan is to incorporate the app discussed in paragraph three of the RFQ plus others as cross boundary coordination with surrounding agencies.
What is the total number of Drivers to be trained? Current budgeted for 50 but currently have 36 on staff. How many of these are volunteers? None.
How many dispatchers does each agency have? Six
How many reservation agents does each agency have? One is hybrid
How many hybrid positions (i.e., reservations/dispatch scheduling) in one position does your agency have? One is hybrid
Are the Drivers and/or Dispatchers represented by a Union? Operators Yes If so, which Union? Teamsters
What counties does each agency’s service area encompass? If so, which counties (other states as well)? Licking County is the home county, Coordination with surrounding counties is necessary.
How many group trips does each agency currently provide per week? What percentage of all trips are group trips? Rarely at this time.
What is the maximum number of paratransit vehicles and fixed route or other vehicles at peak service on any given day? Please see RFQ https://lickingcounty.gov/civicax/filebank/blobdload.aspx?t=33104.05&BlobID=109218
What is the breakdown of fixed route vehicles versus paratransit vehicles?Please see RFQ https://lickingcounty.gov/civicax/filebank/blobdload.aspx?t=33104.05&BlobID=109218
Please indicate if there are any holidays for no service or reduced service. Yes five
On what days of the week are trips provided? Mon-Fri full time, Sat partial.
What are the hours of service? 5:00A to 8:00P Mon-Fri, 6:00A-6:00P Sat.
What are the current Rides per Hour (RPH) ? varies from 9 to 37.
What is your average number of trips per day? Currently 250-300 Demand response only
What is the weekly average number of declined trips? Will look up and update later. The TDP (adopted 2020) documented a 43% denied trips.
What is the average number of one-way trips provided? Demand Response all trips are booked one-way.
Do the agencies provide subscription trips (standing orders)? If so, what percentage of trips are subscription trips? The vast majority of scheduled trips are contract trips with agencies including Board of DD, Job and Family with some funding by senior levy (Aging Program).
What is the current size of your client population? Licking County has a population of 181,000 and LCT database of clientele is 3,339.
What is the peak number of calls handled per hour? 20 client calls per hour but not including operator communication with dispatch.
Are driver tablets and mounts required to be included and is so, how many and for the number for paratransit separate from the number for fixed route? Please see RFQ https://lickingcounty.gov/civicax/filebank/blobdload.aspx?t=33104.05&BlobID=109218
Should vendors provide pricing on their own price sheets? As stated in question one this is a Request for Qualifications.
What are the minimum insurance requirements? Our project cost is projected to be around $500,000 but this is a better question for your insurance and legal team.
Does the mobile app need to show ETA data for fixed route? Yes
Are there any additional “like-to-have” features for the mobile app that you are interested in knowing about? Please see list of “Request” in RFQ https://lickingcounty.gov/civicax/filebank/blobdload.aspx?t=33104.05&BlobID=109218

Questions Firm 3

Can you tell us what vendor you currently use for your demand responsive services? All employees are Licking County, there are no outside transportation providers.
What is the make and model of the camera system currently in use? Rosco Model# Dual Vision DV4

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