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Procurement and Materials Management Department Pre-Proposal Conference
Solicitation No. 7006656 The Bus Tracker and Passenger Counting System
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May 15, 2018
The Bus Tracker & Passenger Counting System Pre-Proposal Conference Agenda
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Agenda
Introduction from DFW International Airport Assistant Vice President Parking. – Mr. Allen Corry
• Procurement and Materials Management Department – Timothy Schmidt, Sr. Contract Administrator
Kathie Steller, Contract Administrator
• Business Diversity and Development – Bennie Miller, Jr., Business Specialist
Ricardo Cardoza, Business Diversity & Development
• Electronic Solicitation Submission – Kathie Steller, Contract Administrator
• Contract Insurance Requirements – Kathie Steller, Contract Administrator
• Review of Proposal SOW & Pricing- ITS Dept. & Procurement Dept.
• Q & A – Bennie Miller, Somes Mulukutla, Timothy Schmidt, and Kathie Steller
Bennie Miller, Jr., Business Specialist Ricardo Cardoza, Business Specialist
Business Diversity and Development
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Agenda
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• Small Business Enterprise (SBE) Program
• Key SBE Program Points
• Counting SBE Participation
• Counting Supplier Participation
• Approved Certifying Agencies
• SBE Certification
• Forms
• Commitment to SBE Participation Form
• Preliminary Schedule of Subcontractors (PSS)
• Intent to Perform Contract as an SBE Subcontractor
• Sample Certificate
• SBE Evaluation Criteria (20 Points)
• Good Faith Effort (GFE) Plan
• Breach of SBE Requirements
• Common Proposal Submission Errors
• Identifying Prospective SBE Partners
• Q & A
Small Business Enterprise (SBE) Program
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• DFW will establish contract specific goals
• The size of the contract goals will be based on
scope of work, location of work, and availability
of certified firms for the program.
Solicitation Goal: 20 (20%) SBE Goal
SBE Program
• Construction Services (under $1M)
• Professional Services • Non-Professional Services
Key SBE Program Points
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Counting SBE Participation
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• In order to count the participation of a certified SBE firm(s), the SBE must have a place of
business inside the Airport’s Relevant Market Area.
• ‘Place of Business’ is defined as an ‘establishment’ independently and distinctly owned, where
business is conducted, goods are made or stored or processed or where services are rendered.
Not acceptable: P.O. Box or virtual offices and staffing services.
• SBE Primes can count their self-performance toward meeting the SBE goal, but only for the
scope of work and at the percentage level they will self-perform.
• A DBE, MBE or WBE-certified firm cannot be counted towards the SBE goal.
• A Contractor cannot count toward the Contract Specific Goal amounts paid to an affiliate
subcontractor
Counting Supplier Participation
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• Not the same as counting subcontractor participation
• Supplier Participation Options:
• Manufacturer – If the materials or supplies are obtained from a SBE manufacturer, count one hundred percent (100%) of the cost of the materials or supplies towards the SBE goal.
• Regular Dealer – If the materials or supplies are purchased from a SBE regular dealer, count sixty percent (60%) of the cost of the materials or supplies towards the SBE goal.
• Broker – If the SBE firm is acting as an intermediary between two or more firms for the acquisition of supplies, materials or equipment for a fee, count only the fees and commissions at 100%.
• Manufacturer’s Representative – If the SBE firm is representing a manufacturer for a fee or commission, count only the fees and commissions at 100%.
SBE Certification
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• Not required to do business with DFW.
• HOWEVER, if claiming SBE credit, must be
certified by an approved certification agency
at the time of proposal submission in order to
be credited.
• Certification certificates must be included
with proposal submission.
• Certificates must be current and not expired.
• Commodity codes noted on certificate must be
relevant to the proposed services.
• State of Texas, HUB, MBE, DBE, WBE and
out of state certificates are not acceptable.
• While DFW accepts TxDOT certification,
TxDOT only certifies for TxDot projects,
not DFW projects.
CERTIFICATION AGENCIES
Commitment to SBE Participation Form
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Identify commitment to
meeting and/or
exceeding the
SBE Goal
Preliminary Schedule of Subcontractors (PSS)
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Identify all subcontractor, certification
status, scope of work, percentage and
and dollar commitment for each.
Intent to Perform Contract as an SBE Subcontractor
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Form represents a commitment by the Prime
Contractor that if it is awarded the contract, it will
enter into a subcontract with the SBE for the work
described on the form.
Relevant market area and affiliation confirmation.
Both Prime and Sub must sign the form
Sample Certificate
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SBE Evaluation Criteria (20 Points)
Step One – Initial proposal will be evaluated based on:
Affirmative Action Plan – Respondent's Affirmative Action Plan and/or policy statement, including goals
with respect to hiring staff for the Agreement and any Delivery Orders that may be issued under it. Such
plan must include, but not be limited to: goals for women and minorities for management and non-
management positions.
Private Sector Participation – Firm’s ability to demonstrate D/S/M/WBE on private sector work or on
contracts that require no goals. How is the overall effectiveness of your company’s diversity and inclusion
initiatives measured? Is it tied to a goal or metric? If so, what is the goal/metric and how have you
performed in relation to the goal historically?
Team selection. Explain the selection of your team composition including diversity within the team and
any opportunities given to team members that may be new to your team and why they were selected.
Assurance – Do you have a dispute resolution/mediation plan in place? If so, what is that process?
Good Faith Effort (GFE) Plan
A GFE Plan is not a checklist!
Proposers are required to meet ALL factors outlined and provide
support documentation.
Factors should not be considered as a template, checklist or some
quantitative formula.
Submitting the form without support documentation, as a GFE, will
automatically deem the Proposer non-responsive.
DFW will evaluate the GFE on quality, quantity, and intensity of the
different kinds of efforts that the bidder/proposer has made.
Mere pro forma efforts are not good faith efforts
• Proposers that are non-certified firms must meet the
applicable goals or demonstrate good faith efforts to
achieve the goals.
• GFE required only if the D/S/M/WBE goal is not
achieved or partially achieved.
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Breach of SBE Requirements
If current Contractor is in breach of any of the SBE Program requirements, the
Board may exercise any of following remedies, in addition to any other remedies
available to it under this Contract or at law or in equity:
A. Withholding funds payable under this Contract, including, but not limited to,
funds payable for work self-performed by the Contractor or applicable
retainage;
B. Temporarily suspending, at no cost to DFW, Contractor’s performance
under the Agreement/Contract;
C. Termination of the Agreement/Contract;
D. Suspension/debarment, in accordance with applicable law, of the
Contractor from participating in any solicitations issued by DFW for severity of
breach of Contract.
Common Proposal Submission Errors
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• Failure to sign all required documents.
• Failure to submit required SBE certificates for all identified MBE firms.
• Failure to submit correct SBE certificates; instead submitted a HUB, WBE or MBE certificate.
• Failure to submit a current SBE certificate; instead submitted an MBE certificate with expired
dates.
• Failure to propose with SBE firms that have a place of business within the Airports Relevant Market Area.
• Providing certificates for firms that are not listed on the Schedule of Subcontractors or Not providing certificates for firms that are listed on the Schedule of Subcontractors
• Use of ‘TBD’ on a Schedule of Subs instead of dollars & percentages
• Using the Good Faith Effort plan as a checklist and not submitting support documentation
Identifying Prospective SBE Partners
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• Pre-Bid Meeting
• Pre-Bid Meeting Sign-In Sheet
• *DFW D/S/M/WBE Online Directory:
www.dfw.diversitysoftware.com
• Minority Chambers
• Advocacy Organizations
• Certifications Agencies
* DFW’s D/S/M//WBE Directory is not a ‘certified database.’ It is a listing of certified and non-certified firms that have expressed an interest in doing business with DFW or are currently doing business with DFW.
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Q & A Contact Us
Business Diversity and Development Department
972.973.5500
Guy Toliver, Business Development Manager
Airport Concessions – Point of Contact
972.973.5509
Bennie Miller, Business Specialist
Procurement Goods and Services – Point of Contact
972.973.5510
Cheryll Jeter, Business Specialist
Design Code and Construction
972.973.5502
Danielle Thompson, Business Development Manager
Design Code and Construction, TRIP – Point of Contact
972.973.5504
Adriana Hinojosa, Diversity Compliance Specialist
B2Gnow – Point of Contact
972.973.5507
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DFW Policies and
Procedures Supersedes
Everything I have said
Verbally.
Kathie Steller, Contract Administrator Procurement and Materials Management Dept. Tim Schmidt, Senior Contract Administrator Procurement and Materials Management Dept.
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Proposal - Solicitation – Process & Highlights
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Electronic Solicitation Submission
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An option to hard copy delivery will be electronic submission via email.
Hard copy or thumb drive delivery can still be used.
If submitting by multiple methods which include electronic submissions, the electronic
submission will prevail if there are discrepancies.
Electronic Submissions
Must ONLY go to [email protected].
Do NOT send bids/proposals to Airport Board Contact.
Do NOT wait till the last minute, late is late. Time is based on our clock.
Do NOT send a signal email over 20Mb of attachments.
Bidder should include ONLY the requested information and forms when sending electronically.
All incoming bids/proposals will receive email confirmation of receipt to the sender.
Submissions that come in after close date and time are considered non-responsive and will be
rejected (same as current standard practice).
Electronic Solicitation Submission
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The guidelines below will help with successful submission.
Subject of email shall be: Solicitation No. 7006656 -The Bus Tracker and Passenger Counting System
• Body of email should contain Submittal Label information (same as standard practice).
Submission must be signed and in PDF format. Submission of Pricing should be separated by proposal tabs. Email Size including attachments must not exceed 20MB.
• Multiple emails can be sent.
• Please state in SUBJECT LINE number of emails to expect (such as Email 1 of 2, etc)
Confirmation email is automatically sent and bidder should use this as Date/Time receipt.
• If no email confirmation is received bidder should contact the Airport Board Contact (Contract Administrator).
Questions: Airport Board Contact / Contract Administrator
Late Means Late
“Mail” Or “Fed Ex” Delays, Or “Traffic Accidents On I-635” Are Not Valid Excuses - You Will Be Disqualified
Proposals must be delivered at: DFW Airport Headquarters
2400 Aviation Drive, 1st Floor
Procurement & Materials Management Department
DFW Airport, Texas 76261
If You Don’t Understand, Or It Does Not Make Sense, Submit Written Questions To The Contract Administrator
• Any questions should be submitted in writing to Kathie Steller, at [email protected] on or before:
Monday, May 21, 2018 at 03:00 p.m. (Central Time)
• All e-mails must include in the Subject Line: “RFP No. 7006656 - Questions”.
Questions received after the designated due date and time will not be considered
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Proposal Submission Tips
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Proposal Solicitation Process Highlights
DFW Airport’s Procurement Process Managed In Accordance With
Texas Government Code, Chapter 252 and Code 2254.
Solicitation Highlights:
• SBE Requirements: 20.% goal - twenty percent
• 100% Performance and Payment Bond
• No Bid / Proposal is Due
• Contract Terms: Initial three (3) year period with options to renew for additional one (1) year
periods:
Initial Three (3) year period shall include:
o Initial Three (3) includes Installation, Endurance Test, and after System
Acceptance,
o with additional annual options to renew
• Due Date: Monday, June 4, 2018 at 4:00 p.m. (Central Time)
Solicitation advertised two consecutive Sundays in DFW area local news papers
• Dallas Morning News - Legal Notice Section
• Fort Worth Star Telegram - Legal Notice Section
Solicitation notice posted on DFW Airport website:
(www.dfwairport.com/business/solicitations)
Proposals received on the date and time specified in the solicitation. Late Proposals Are
Not Accepted
• Proposals will NOT be publicly opened and read aloud;
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Proposal Solicitation Process Highlights (cont.)
Become a DFW i-Supplier
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To start the registration process:
Go to www.dfwairport.com
Click on “Business, Careers &
Community”
Mouse over “Business Opportunities”
Click on “Procurement”
Click on “Supplier Registration”
Select “Supplier Registration” under
“New Supplier Registration” section
www.dfwairport.com/procurement
Solicitation Document Includes:
o Proposal Instructions and Requirements
o Evaluation Criteria
o Specifications / Scope of Work
o Special Contract Provisions
o General Terms and Conditions
o Proposal Response Forms
o Proposal Pricing Form
Proposal Solicitation Documents
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Proposals evaluated based on the following:
• All Proposals shall have Proposal Submittal Label
• DFW Purchasing recommends to watch for “Clarification for Q&A” and Addendums that
have been released on www.dfwairport.com
• All Required Documentation/Submittals will be verified for completeness
• Proposal Checklist
• Evaluation Criteria
• All Proposals shall have all the require forms filled out
Evaluation Team recommends Contract Award(s) to Vice President, PMM:
• Board approval is requested at the next Board Of Directors Meeting, which occurs the first Thursday
of each month. Note- The July board will not be held
Proposal Solicitation Process Highlights (cont.)
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Proposal Response Forms
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Exhibit 1 Proposal Pricing Form
Cooperative Purchasing Provision
Contracting Prohibitions Varication
Prohibition of Contract with companies boycotting Israel
Insurance Review Verification
Verify with your carrier that your policy complies with the insurance coverage required
Subcontractor Agreement Verification
Organizational Summary Information
Complete Items 1 – 4 ; item 5 is optional
Work Force Composition Form
Equal Employment Opportunity (EEO) report can substitute
Small Business Enterprise Forms
Insurance Affidavit
Ensures the firm has the necessary insurance coverage or can obtain the coverage.
Performance Bond and Payment Bonds – 100% of your proposed Contract Value.
Anti-Corruption Disclosures Business Disclosure Form
Entity ownership form; percentage of each owner must be disclosed.
Failure to properly complete and submit this form with the proposal may cause the proposal to be considered
non-responsive.
Bid Endorsement Form
Ensure the proposal submitted is authorized to obligate the firm to a binding agreement.
Attention to Details Include
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• Record and Track Addendums
• Proposal Format Requirements
Tab 1 – Executive Overview
Tab 2 – Relevant Info
Tab 3 – Statement of Work
Tab 4 – Management
Tab 5 – Implementation
Tab 6 – Substitution, Alternative Approaches, Additions
Tab 7 – References Listing
Envelope 1 – SBE - Answer the Questions
Envelope 2 – Pricing and Required Forms (Confidential, and Privileged)
Evaluation Criteria:
• Technical/Compliance with the Scope of Work (25 Points)
• Management (10 Points)
• Implementation (15 Points)
• Diversity & Inclusion Initiatives (20 Points)
• Price (20 Points)
• Customer Service/On-Going Support Plan (10 Points)
• Follow All Bid Preparation Instructions
• Double Check To Make Sure All Forms Are Correctly Completed
• Make Sure All Required Documentation Is Submitted
• Respond To What The Bid Requests
• Extend All Unit Prices, and Double-check All Figures
• Do Not Place Exceptions, Limitations, Or Otherwise “Conditions”
Bid Submission Tips
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Risk Management and Insurance Requirements
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INSURANCE PROVISIONS, SECTION 10:
Workers’ Compensation Insurance Statutory Coverage
Employer’s Liability Insurance - $500,000 each accident
Commercial General Liability (CGL) Insurance $1,000,000 - Limit Any One Occurrence
$100,000 - Damage to Rented Premises
$1,000,000 - Personal and Advertising Injury
$2,000,000 - Policy Aggregate (per location or per project)
$2,000,000 – Completed Operations Aggregate
Business Automobile Liability Insurance $500,000 Combined Single Limit for Each Accident
Excess / Umbrella Liability Insurance $5,000,000 Minimum
Excess Liability (AOA) $10,000,000.00 Limit Any One Occurrence/Aggregate
Cyber Security Liability Insurance
$1,000,000.00 Minimum
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Contract Insurance Coverage Insurance Provisions Section:
Pre-Contract Execution
Prior to the execution of the Contract, you must have your insurance agent(s), broker(s), or
insurers(s):
• Provide evidence of insurance in form of certificate and Fax or e-mail insurance certificates:
Email: [email protected] FAX: (972) 973-5651
• Keep certificate current for the entire period you are liable for your product and/or work, but not
less than the warranty period of our Contract
• Accord Form 25
• 100% Performance and a Payment Bond
• DFW Risk Dept. will verify coverage prior to Notice to Proceed
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Coverage Notification
Should this Contract require the use of Subcontractors:
• It is the responsibility of the Prime Contractor to flow down the requirement or;
• The Prime Contractor can underwrite additional insured by a blanket additional insured
endorsement
• The Prime Contractor assumes ALL liability for those subcontractors who do not meet the
insurance requirements.
• Access to the Air Operations Area (AOA) will not be granted without verification of insurance
coverage as required
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Contractor Responsibility
Timothy Schmidt, Sr. Contract Administrator Procurement and Materials Management Dept.
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Pricing Schedule
Two Door Bus –Price with Material and Labor as fixed price per bus. (Number of buses with two sets of doors: 77)
For vehicle Tracking bus only -
With both vehicle Tracking and People Counting Bus -
Price Material only as a kit for DFW labor to install on each bus - “Note - Program Overview for Consulting services will be included with kit price.”
RATE
$ $ $
One Door Bus – Price with Material and Labor as fixed price per bus. (Number of buses with one door: 71)
For vehicle Tracking Bus only -
With both vehicle Tracking and Counting Bus -
Price Material only as a kit for DFW labor to install on each bus - “Note - Program Overview for Consulting services will be included with kit price.”
$ $ $
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Labor Rate
Remote Help Desk 24-7 Hours of Operations (30 minutes per ticket) INCLUDED
Remote Software Access/Fix 24-7 Hours of Operations (30 minutes per ticket) INCLUDED
Remote Administrator Assistance 24-7 Hours of Operations (30 minutes per
ticket INCLUDED
Remote Scanner Assistance 24-7 Hours of Operations (30 minutes per ticket) INCLUDED
Tier 2 Software Manufacturer Support INCLUDED
Tier 3 Software Manufacturer Support INCLUDED
•Extra’s for Support, SLA’s, Maintenance-Consulting Services
Pricing Schedule – Cont.
Other On-site Technical/Issues Labor $ /hr.
Other Professional Services Technical/Issues Labor $ /hr.
Onsite Labor All Other Times $ /hr.
Mark-Up for Spare Material (as needed basis) %
Annual Pricing after System Acceptance & Warranty Period: (MAINTENANCE) $
Maintenance Support, SLA at All Tiers, Support all Licenses, Remote Support,
Technical Support, Updates ------- (Annual Maintenance)
$
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The following elements may be included in a supplemental section of your response and will not be part of this project.
Please provide pricing for outdoor screens (by size) -
This may be a future project.
$
What weather proofing features do the screens have?
Please provide pricing for indoor screens (by size) -
This may be a future project.
$
Do the screens support the ability for DFW to add vendor logos/advertisements? If so how?
• POSSIBLE FUTURE PROJECTS – (Optional)
Pricing Schedule – Cont.
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Rates for Contract Renewal Options:
Annual Escalation rate for each Maintenance Renewal Option year: ______% of the previous one-year
period.
WARRANTY PERIOD: ( Supplier Choice on When )
Examples Are :
• After Acceptance and Endurance Testing for 1 year
• After Acceptance and Endurance Testing for 2 years
• At Year 3 within the Initial Term
• First Year of Maintenance Renewal Option
• No Warranty Period
(NOTE: PERFORMANCE BOND WILL BE CALLED IN AFTER 3 YEARS, If System is Not Commissioned)
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Payment
Invoice No. Amount Additional Conditions of Payment
1) (30% of
Price)
Contractor may invoice for Payment No. 1 when Material has shipped from their warehouse to DFW and can show DFW
has taken delivery of material. After the installation of a total of 10 buses have been deemed, tested for 30 days with minor
issues, and is accepted by DFW ITS Department Tech Representative.
2) (10% of
Price)
Contractor may invoice for Payment No. 2 after the installation of a total of 16 buses have been deemed, tested for 30 days
with minor issues, and is accepted by DFW ITS Department Tech Representative to be deemed substantially complete with
all infrastructure items installed.
3) (10% of
Price)
Contractor may invoice for Payment No. 3 after the installation of a total of 30 buses have been deemed, tested for 30 days
with minor issues, and is accepted by DFW ITS Department Tech Representative to be deemed substantially complete
4) (10% of
Price)
Contractor may invoice for Payment No. 4 after the installation of a total of 40 buses have been deemed, tested for 30 days
with minor issues, and is accepted by DFW ITS Department Tech Representative to be deemed substantially complete
5) (10% of
Price)
Contractor may invoice for Payment No. 5 after the installation of a total of 40 buses have been deemed, tested for 30 days
with minor issues, and is accepted by DFW ITS Department Tech Representative to be deemed substantially complete
10. Invoicing shall be done with Milestones
6) (20% of
Price)
Contractor may invoice for Payment No.6 after the installation of a total of 44 buses have been deemed, tested for
30 days with minor issues, and is accepted by DFW ITS Department Tech Representative to be deemed
substantially complete
7) (10% of
Price)
Contractor may invoice for Payment No.6 after the installation to be deemed substantially complete, and has passed 30
days of endurance testing with no major /or minor issues, and system turned over is accepted by DFW ITS Department
Tech Representative.
Timothy Schmidt, Sr. Contract Administrator Procurement and Materials Management Dept. Mike Schieber, Sr IT Terminal Systems Manager Somes Mulukutla, ITS Contractor, Field Technician
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Backup Slides
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4. VEHICLE TRACKING REQUIREMENTS
1. The refresh rate of the vehicle’s GPS position on the map and in any display must be less than 10 seconds (upper
most Boundary).
2. The system must provide the ability to track and display the location of the vehicle within an accuracy of at least +/-
15 feet from each end of the Vehicle
3. The system must provide the ability to track and display the location of the vehicle through the airport concrete
structures (i.e. for underground passenger pick-up and drop off zones). All finalists will be required to demonstrate
this requirement in a vehicle at DFW Airport.
4. Please explain how your system will track the vehicle through the underground zones where GPS signals are
blocked.
5. The software must display a map and route:
• Directly on the DFWAIRPORT.com website, or a link to your website.
• Please specify which option you will support in the comments field.
6. The web application to track the vehicle which is “responsively designed” (defined as being able to display in
different form factors such as mobile phones, tablets, computer monitors, while automatically adjusting the text and
graphics to display on the different size screens at the appropriate programming screen size break point).
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7. The system must display the vehicle’s location on a digital map.
8. The system must display the vehicle’s direction of travel on a digital map.
9. The system must provide the ability to configure/program multiple routes at the same time.
10. The system must allow a route to be associated with a specific bus.
11. The system must display specific categories of vehicles to be displayed on separate maps (e.g.
employee buses must be presented on a map with a route specific to them, while customer transportation
shuttles must be displayed on a separate map with their own route).
12. The system must indicate the headway time for the bus driver.
13. Please specify how the headway time for the bus driver will be indicated.
14. The system must provide the ability to track the bus on a web application map.
15. The system must provide a native mobile application with map to track the vehicle location.
16. The mobile app must work on the following operating systems: Android, IOS and Microsoft OS.
17. The driver and dispatcher must be able to provide messages to each other through the system
installed in the vehicle.
Examples of categories are: employee buses, car rental shuttles, DFW long term parking shuttles, etc.
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5. AUTOMATED ANNOUNCEMENT REQUIREMENTS
18.The system must provide an automatic voice announcement system within the bus.
19.The system must make announcements which are triggered by location (e.g. make an “arrival” announcement
within 20-30 feet of arrival to the destination).
20.The system must provide multiple and different pre-recorded audio messages based on the location and bus
category. For example, “You are reaching Terminal E gates 1-10, where American and Qantas are located.”
21. The automated announcement system must integrate with the current buses’ screens (internal and on the
outside of the vehicle) and display customized content (e.g.as the bus leaves Terminal A and is proceeding to the
parking lot, the external and internal signs on the buses must indicate the new destination).
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6. AUTOMATED PASSENGER COUNTING REQUIREMENTS
(148 VEHICLES ONLY)
22.The system must automatically count and record the number of passengers boarding and exiting buses
23.The system must aggregate and report passenger counts by stop.
24.The minimum accuracy of the passenger count system must be 95%
25.The system must be able to collect passenger count and other metrics even while the vehicle is underground
where GPS signals are unavailable.
26.The system must provide a count of passengers entering and exiting from the same set of doors.
27. The system must provide counts in vehicles equipped with multiple doors (including double doors in the
middle of the bus).
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7. REPORTING AND DATA MINING REQUIREMENTS
28. DFW must own and have access to all DFW Airport data collected by the vendor’s system.
29. The system must provide real time data collection.
30. The system must provide out of the box management reports for:
• Counting passengers
• Headways
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8. SERVICE/OPERATIONAL REQUIREMENTS
This bid must include the following:
1. The SLAs for up time.
2. The SLA for replacement/fix of hardware.
3. The SLA to fix of critical bugs in the software. Critical bugs are defined as bugs which prevent one of
the four features from functioning:
1. Vehicle tracking
2. Automated announcement system in the vehicle
3. Automated passenger counting
4. Reporting and data analytics
4. The committed SLA to make changes to routes, stops, and signage.
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9. ADDITIONAL QUESTIONS
Please provide answers to the following questions. They will be used to help us evaluate the fit of your
software and services to DFW Airport’s specifications.
1. Does the system support the concept of “roles” or a similar concept of permissions to restrict user
functionality (e.g. Supervisors must have the ability to create and assign routes, whereas the bus
driver must not be able to change or deactivate any features)?
2. Does the system offer driver behavior monitoring, which includes: speed, idling, time and mileage
between pre-set destinations?
3. What reports are provided out of the box?
4. What data is captured by the system to generate reports off of?
5. Are there any templates or “pre-canned reports” offered out of the box to analyze data and track
information?
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3. MANDATORY SYSTEM REQUIREMENTS
Instructions
Please complete columns 3 and 4 in the following table.
All questions must be answered.
In column 3 please indicate with a Y or N whether you can meet the requirement.
In column 4 please use one of the following abbreviations to indicate how much effort is needed to meet the
requirement:
OOB - Out of Box, no change needed to system to meet requirement
CONF – Requires hardware or software configuration (no programing) only
CUST – requires programming
NS – Not supported, cannot meet requirement
In column 5 please enter any additional comments or feedback, including alternative approaches you may
recommend. This column is optional.
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6. Is there an additional cost to create custom reports?
7. Where is the information stored (in your databases, or will an API be provided for DFW Airport to store the
information in DFW Airport systems)?
8. Does the system offer highlight predefined exceptions (e.g. speeding, excessive idling) in a report?
9. Will you provide APIs to track vehicle location and information which can be consumed by DFW Airport
services and used to develop DFW mobile and web applications?
How will the APIs be supplied (JSON, XML, etc.)?
10. Does the system require sensors or hardware to be installed in the garage, ground, terminal or parking
areas to detect when to display the announcement?
11. Discuss how the voice message must be recorded and used by the vehicle’s PA system.
12. Voice message must be able to be programed for multiple languages.
13. Is the voice message centrally maintainable?
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14. How will your system account for drivers entering and exiting the bus multiple times at a stop, without
skewing the metrics?
15. Please provide a list of all airports you have installed your software at and performed services for:
Which of these airports have underground zones that your software was required to penetrate for tracking
purposes?
16. Please explain:
• What type of hardware and software will be installed?
• Where they will be installed (bus, remote, at passenger drop-off zone, etc.)
17. Please explain the failover and redundancy features of the hardware and software.
18. Does the software run on the cloud, remotely at your data center, or on DFW premises?
• If your software is designed to run on-prem, please provide the hardware and software requirements for
the servers and databases, and any limitations or requirements for the servers and databases to run
your software and hardware
.
19. How many existing clients have you implemented your software and services for?
20. Will you be out-sourcing any work to third parties for services or software for this project?
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21. How will upgrades be performed?
22. Do you have internal resources who be installing and setting up the hardware and
software?
• Will your resources be on-site or do you have local resources in the DFW area that will
perform these services?
23. Can you provide a Video System within the bus to display information?
24. What type of warranty and extended warranty do you provide?
25. Are there any other features that you wish to highlight, that have not been specified so far
in your response?
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10. ADD-ON ELEMENTS FOR FUTURE PROJECTS
The following elements must be included in a supplemental section of your
response and will not be part of this project.
1. Please provide pricing for outdoor screens (by size). This may be a future
project.
• What weather proofing features do the screens have?
2. Please provide pricing for indoor screens (by size). This may be a future
project.
3. Do the screens support the ability for DFW to add vendor
logos/advertisements? If so how?
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Item Dates
Vendor notified if they
made short list (trial)
6/21/18 - 6/27/18
Vendor infrastructure set
up at DFW Airport
6/28/18 – 7/3/18
Vendor calibration of
system at DFW Airport
7/3/18 – 7/11/18
Trial/assessment/collecti
on of data at DFW Airport
7/12/18 – 8/12/18
PROOF OF CONCEPT/TRIAL As part of the selection process, those vendors who make the short list will be invited to
participate in the second phase of the selection process, the proof of concept/trial.
During this phase they will be asked to demonstrate vehicle tracking and automated
passenger counting functionality in a DFW bus. The proof of concept schedule is as follows:
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Trial expectations:
1. The trial will be conducted on the premises of DFW Airport on a bus to be supplied by the airport. The bus will
be an actual transportation vehicle used to transport passengers during the trial.
2. The vendor is expected to provide all hardware, software and installation services for the trial period.
3. If the vendor elects not to participate in the trial, they will be removed from consideration for the contract.
4. The bus will run per its usual schedule to transport passengers.
5. The trial must demonstrate the ability of the vendor to track the vehicle in a DFW bus.
A. Specifically, the following requirements from table MS-1 must be displayed:
I. Items 1-4
II. Items 7-10
III. Items 12,13, 15
B. Item 3 is the most important element to be verified during the trial.
6. The trial must demonstrate the ability of the system to perform automated passenger counting in a DFW
bus
A. Specifically, the following requirements from table MS-1 must be displayed:
I. Items 22-27
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7.. No other functionality (announcing arrival, reporting integration) is required to be demonstrated during the trial
nor will be considered if demonstrated
8. Multiple vendors will be selected to operate in the trial simultaneously during the trial period.
9. Each vendor will be installing their trial equipment on a bus dedicated to them for the duration of the trial.
Buses will not be shared between vendors.
10. The vendor will only be requested to install their equipment in one bus.
11. The route of the bus will change at least once during the month.
12. DFW Airport will provide technicians to assist in the installation of the equipment, but the vendor is expected to
provide their own resources and expertise.
13. The vendor must collect the location data but is not expected to integrate the data feed to DFW systems
during the trial.
14. DFW will ask for a copy of the data in a text/excel format to analyze the results and ensure compliance, or the
vendor must provide another form of proof displaying compliance to the tracking requirements. As a minimum:
A. The data must contain the timestamp per data point
B. The data must contain the location of the vehicle
15. As part of the response, the vendor must specify what type of assistance they require from DFW Airport
(infrastructure, resources, etc.) to participate in the trial.
RATE
$
$
$
$
$
$
Pricing Schedule
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Labor Rate
Remote Help Desk 24-7 Hours of Operations (30 minutes per ticket) INCLUDED
Remote Software Access/Fix 24-7 Hours of Operations (30 minutes
per ticket) INCLUDED
Remote Administrator Assistance 24-7 Hours of Operations (30
minutes per ticket INCLUDED
Remote Scanner Assistance 24-7 Hours of Operations (30 minutes
per ticket) INCLUDED
Tier 2 Software Manufacturer Support INCLUDED
Tier 3 Software Manufacturer Support INCLUDED
•PROPOSAL PRICING:
•Extra’s for Support, SLA’s, Maintenance-Consulting Services
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Other On-site Technical/Issues Labor $ /hr.
Other Professional Services Technical/Issues Labor $ /hr.
Onsite Labor All Other Times $ /hr.
Mark-Up for Spare Material (as needed basis) %
Annual Pricing after System Acceptance & Warranty Period:
(MAINTENANCE) $
Maintenance Support, SLA at All Tiers, Support all Licenses, Remote
Support, Technical Support, Updates ------- (Annual Maintenance)
$
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The following elements may be included in a supplemental section
of your response and will not be part of this project.
Please provide pricing for outdoor screens (by size) -
This may be a future project.
$
What weather proofing features do the screens have?
Please provide pricing for indoor screens (by size) -
This may be a future project.
$
Do the screens support the ability for DFW to add vendor logos/advertisements? If
so how?
•POSSIBLE FUTURE PROJECTS – (Optional)
Rates for Contract Renewal Options: PROVIDED A DE-ESCALATION OR A ESCALATION RATE FOR EACH CONTRACT RENEWAL OPTION PERIOD. IF THE BLANK PROVIDED FOR A PERCENTAGE IS LEFT BLANK, IT WILL BE INTERPRETED AS THE BIDDER PROVIDING A ZERO PERCENT (0%) ESCALATION RATE FOR THE RENEWAL PERIOD(S) LISTED BELOW. PROVIDE A MINUS SIGN (-) IN FRONT OF THE PERCENTAGE NUMBER OR TYPE IN THE COLOR RED TO BE COUNTED AS PROVIDING A DISCOUNT. Warranty Period Renewal Option Year (4th Contract Year): Included with Initial 3 Year Term System Maintenance Rates for: (Shall Include Licenses) First Renewal Option Year (5th Contract Year): Annual $____________ Pricing Second Renewal Option Year (6th Contract Year): Annual $____________ Pricing (___%) Third Renewal Option Year (7th Contract Year): Annual $____________ Pricing (___%) Fourth Renewal Option Year (8th Contract Year): Annual $____________ Pricing (___%) Fifth Renewal Option Year (9th Contract Year): Annual $____________ Pricing (___%) Sixth Renewal Option Year (10th Contract Year): Annual $____________ Pricing (___%)
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Pricing Page: (Three)
* (Note: DFW expects implementation to be complete no more than 9 Months from Notice to Proceed Date)
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14. The cost to provide annual maintenance and upkeep of hardware and software:
• For the total fleet pf 180 vehicles and
• a unit price per vehicle for vehicles with passengers counting
• a unit price per vehicle for vehicles without passengers counting
15. Cost of use for any APIs to retrieve information, if additional.
• Please note that all 180 buses owned by DFW Airport are leased to third parties (such as SP Plus) who
manage and operate the buses, including the drivers and schedules on the airport’s behalf. Since, DFW
Airport owns the buses; the contract will be through the airport.
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14. The cost to provide annual maintenance and upkeep of hardware and software:
• For the total fleet pf 180 vehicles and
• a unit price per vehicle for vehicles with passengers counting
• a unit price per vehicle for vehicles without passengers counting
15. Cost of use for any APIs to retrieve information, if additional.
• Please note that all 180 buses owned by DFW Airport are leased to third parties (such as SP Plus) who
manage and operate the buses, including the drivers and schedules on the airport’s behalf. Since, DFW
Airport owns the buses; the contract will be through the airport.
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11. Please provide unit pricing per bus to add/remove from the contract based on annual fluctuations.
12. The bid must include training (e.g. train the trainer, or some other format) for DFW airport to:
• Configure and update the system (routes, etc., if this does not involve programming)
• For vehicle operators to use the system
• To perform a vehicle’s annual maintenance , so DFW airport has the option to perform maintenance
13. The unit price to install a vehicle, so DFW airport has the option to perform maintenance
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Item Requirement Can
requirement be
met (Y/N)?
Degree of
change
Comments
4. VEHICLE TRACKING REQUIREMENTS
Table MS-1
Specifications /Scope of Work
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SCOPE OF WORK
DFW International Airport Board (Board) has developed a strategic
transportation and parking business plan that is designed to deliver
high revenues, enhance customer service, raise the level of
customer satisfaction, and simplify the transportation and parking
operations. This solicitation seeks a Contractor to provide an
automatic bus tracking, passenger counting, and an on board audio
announcement system. This system will be expected to provide
accountability and a positive experience for our travelers and airport
employees. The Board currently provides some of these services,
but is looking to add additional features to our transportation fleet.
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2. PERFORMANCE BASIS FOR QUOTE
The quote will be assessed based on the vendor’s ability to deliver the following four areas and must include the
total cost for all hardware, software, and installation needed for:
• Vehicle tracking
• Automated announcement system in the vehicle
• Automated passenger counting
• Reporting and data analytics
Please use the following information to determine your pricing.
1. The total size of the bus fleet: 180
2. Number of buses which need bus tracking: 180
3. Number of buses which need automated passenger counting: 148
4. Number of buses which DO NOT need passenger counting: 32
5. Number of buses with one door: 71
6. Number of buses with two sets of doors: 77
7. Number of routes to be set up: 20
8. Number of stops in each route: 50
9. The number of routes and stops are meant to provide guidance only; they can change at any time.
• If this impacts pricing, please specify.
