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Executive Summary
The City of Summit, through its Parking Services Agency (SPSA), is seeking proposals from qualified vendors to provide customized technology software as a service (SaaS) to enable dynamic ridesharing. This real-time ridesharing solution will connect resident commuters with registered drivers using mobile communication technology, facilitating rides to and from the Summit Train Station. The pilot program aims to test the feasibility of dynamic ridesharing as a parking solution, reduce traffic congestion, and potentially serve as a cost-effective alternative to traditional parking infrastructure. The duration of this pilot program will last approximately six (6) months from the actual ridesharing start date. The City reserves the right to exercise its option to extend the pilot program up to an additional 6 months. Initially, the City will allow a maximum of one hundred (100) resident, long-term commuters into the pilot program.
Web Content
Bid Postings • Dynamic Ridesharing Pilot Program RFP Skip to Main Content Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In Search Government Services Community How Do I... Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: Dynamic Ridesharing Pilot Program RFP Category: Parking Services Agency Status: Closed Description: Download RFP here . Publication Date/Time: 5/19/2016 12:00 AM Closing Date/Time: Open Until Contracted Return To Main Bid Postings Page Live Edit Smart911 Nixle Report a Concern FAQs Agendas & Minutes For Common Council and all boards and commissions Report a Concern For non-emergency service requests Notifications Sign up to get emergency and general information Make a payment Submit tax, sewer, parking and other payments online Get a permit For parking, Transfer Station, and more OPRA Request Request Open Public Records Act information Helpful Links Emergency Alerts Birth Certificates Report a Concern Construction Updates Employment Staff Directory Transit Schedules & Info City of Summit Webmail /QuickLinks.aspx Site Links Home Site Map Accessibility Copyright Notices Terms and Conditions /QuickLinks.aspx Contact Us City Hall 512 Springfield Avenue Summit, NJ 07901 Phone: 908-277-9400 Regular Hours: Monday through Friday 8:30 am to 4:30 pm Government Websites by CivicPlus® Loading Loading Do Not Show Again Close Arrow Left Arrow Right [] Slideshow Left Arrow Slideshow Right Arrow
Document Text
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TABLE OF CONTENTS
DESCRIPTION
PAGE NO.
General Information & Overview
Introduction ..................................................................................................................................... 2
Pilot Program .................................................................................................................................. 2
Dynamic Rideshare Technology Overview ..................................................................................... 3
Eligibility Requirements ................................................................................................................... 3
Instructions for Vendors
Program Schedule .......................................................................................................................... 4
Proposal Checklist .......................................................................................................................... 5
Proposal Requirements ................................................................................................................. 12
Proposal Format ............................................................................................................................ 13
Clarifications ................................................................................................................................... 17
Blackout Period ............................................................................................................................. 17
Appendices .................................................................................................................................... 17
Exceptions/Deviations .................................................................................................................... 17
Proposal Evaluation & Award
Proposal Evaluation ...................................................................................................................... 18
Award Notification ……………………………………… ............................................................... …19
Exhibits
Exhibit A-Mandatory Affirmative Action – Professional, Goods & Services .................................. .20
Exhibit B-Americans With Disabilities Act of 1990 ..................................................................... …22
2
I.
GENERAL INFORMATION & OVERVIEW
A.
Introduction
The City of Summit (the “City”) and its Parking Services Agency (the “SPSA”) provide
various parking options for Summit residents, employees, visitors and non-resident
commuters.
Through this Request for Proposal (“RFP”), the City is soliciting proposals from qualified
vendors to provide customized technology software as a service that enables resident
commuters to connect with a registered group of drivers to share a ride, within reasonably
short notice, using mobile communication technology. This is also known as dynamic
ridesharing (real-time ridesharing), or demand responsive transportation.
The Dynamic Ridesharing Technology (DRT) will enable residents to book a ride from
anywhere within Summit to and from the Summit Train Station, on a pre-registered or daily
basis. Riders will be required to set up accounts with the qualified DRT vendor and be
connected with a registered driver through an Android or iOS Applications.
It is the intent of the City to award a contract to the best qualified and most competitive
submission that demonstrates the ability to provide the DRT service requested in this RFP.
Summit reserves the right to reject any or all of the proposals, to investigate qualifications of
all vendors under consideration, to confirm any part of the information furnished by a
respondent, or to obtain additional evidence of managerial, financial or other capabilities,
which are considered necessary for successful performance under the proposed contract.
The DRT service software provider will enable a new local initiative to help relieve parking
demands on SPSA’s infrastructure. SPSA user fees and participants in this program will
fund all costs associated with this initiative.
B.
Pilot Program
The City seeks to develop a pilot dynamic ridesharing program. The purpose of this pilot is
to:
Develop an alternative, reliable means for Summit resident commuters to get to and
from Summit Train Station.
Test the performance of dynamic ridesharing as a tool to provide a parking solution,
reduce traffic congestion and stimulate a modal shift to ridesharing.
Determine if a dynamic ridesharing service can serve as an affordable cost
alternative to traditional parking infrastructure such as City-owned surface lots and
structured garages.
3
The duration of this pilot program will last approximately six (6) months from the actual
ridesharing start date. The City reserves the right to exercise its option to extend the pilot
program up to an additional 6 months. Initially, the City will allow a maximum of one hundred
(100) resident, long-term commuters into the pilot program. The pilot program will be valid
only for program participant rides originating or terminating in Summit to and from the Summit
Train Station. Additional qualified individuals will be allowed to participate in this program at
the sole discretion of the City.
C.
Dynamic Rideshare Technology Overview
Summit residents who currently drive their own vehicles to parking facilities located near the
Summit Train Station, pre-pay for a monthly permit or pay for daily use, and commute to
work by train will use the DRT service as a “virtual garage” alternative.
DRT capabilities will require a sophisticated and GPS-enabled software solution. The
software will enable privately owned vehicles to become a part of the public transit network
by providing a marketplace for drivers to share vacant seats. The system will use the latest
in location and communications technology to dynamically match vacant capacity (supply)
with requests for transit (demand) in real-time for resident commuters traveling to and from
the Summit Train Station. The DRT software will then provide this information to the rider
and the contracted transportation vendor. The transportation provider will arrive at the
pickup location or train station within an estimated time period, and bring the rider(s) to their
final destination using an optimized route provided by the DRT software.
Riders will be able to book rides with a transportation provider by means of the DRT
software through a user-friendly smart phone application. In addition to automating the real
time matching of riders and creating an optimized driver route, the DRT software will display
the cost of the ride to the rider and driver, collect the fare of the ride electronically and
schedule the ride with a contracted transportation provider.
D.
Eligibility Requirements
This RFP is open to any firm that complies with all the conditions identified in this RFP and
has the resources and commitment to complete all components of the pilot program in a
timely manner, as outlined in the RFP, and also including, but not limited to attending
required governing body or public meetings to facilitate and implement the pilot program.
4
II.
INSTRUCTIONS FOR VENDORS
A.
Program Schedule
1.
RFP issuance: May 19, 2016
2.
Submission of final RFP question(s): May 30, 2016 by 4pm EST
3.
City deadline to respond to question(s): June 2, 2016
4.
Proposal submission deadline: June 9, 2016 by 11am EST
5.
Contract Award: June-July 2016
6.
Pre-Pilot Planning and Customization: June-July 2016
7.
Phase 1 Pilot:
August 2016 – January 2017
8.
Phase 2 Pilot:
February 2017 – July 2017
9.
Final Reporting and Evaluation: June - July 2017
5
B.
Proposer’s Checklist N.J.S.A. 40A:11-23.1.b, NJSA 40A:11-23.2.e
Required
Read, Signed
by Owner
and Submitted or Initial
acknowledge
compliance
Business Registration Certificate
________
Stockholder Disclosure Certification
________
Proposer’s Affidavit
________
Non-Collusion Affidavit
________
Affirmative Action Regulations Certification and ADA Act
________
Proposer’s Checklist
________
Disclosure of Investment Activities in Iran
________
Provided by
Reviewed Initial
Owner
Mandatory Affirmative Action Language (Exhibit A)
________
Americans with Disabilities Act of 1990 Language (Exhibit B)
________
6
STOCKHOLDER DISCLOSURE CERTIFICATION
(N.J.S.A. 52:25-24.2)
This Statement Shall Be Included with Proposal Submission
This information must be provided on this page or attached to this page, or a certification must be
submitted that such disclosure does not apply to this bidder.
Name of Business:_______________________________________________________________
CHECK ONE:
I certify that the list below contains the names and home addresses of all stockholders,
shareholders or members of partnerships holding 10% or more of the issued and outstanding
stock of the undersigned.
OR
I certify that no one stockholder, shareholder or member of partnership owns 10% or more of the
issued and outstanding stock of the undersigned.
Check the box that represents the type of business organization:
Partnership
Corporation
Sole Proprietorship
Limited Partnership
Limited Liability Company
Limited Liability Partnership
Subchapter S Cor
Sign and notarize the form below, and, if necessary, complete the stockholder list below.
Stockholders/Shareholders/Members of Partnerships:
Name: ______________________________
Name: ______________________________
Home Address: _______________________
____________________________________
Home Address: _______________________
___________________________________
Name: ______________________________
Name: ______________________________
Home Address: _______________________
____________________________________
Home Address: _______________________
___________________________________
Name: ______________________________
Name: ______________________________
Home Address: _______________________
____________________________________
Home Address: _______________________
___________________________________
Subscribed and sworn before me this ______ day of
________________ , 20 _____.
(Notary Public)
My Commission expires:
_________________________________
(Affiant)
________________________________
(Print name & title of affiant)
(Corporate Seal)
7
PROPOSER’S AFFIDAVIT
STATE OF ____________________________ }
SS:
COUNTY OF __________________________ }
I, __________________________________, being duly sworn, depose and say that I
reside at
________________________________________________________________, that
I am the (title) __________________________________________ who signed the
above Proposal, that I was duly authorized to sign the Proposal, that the Proposal is a
true offer of the Responder, that the seal attached is the seal of the Responder, and that
all declarations and statements contained in the Proposal are true to the best of my
knowledge and belief.
RESPONDER COMPANY NAME: __________________________________
SIGNED: __________________________________
PRINT NAME: __________________________________
TITLE: __________________________________
DATE: __________________________________
Sworn to and subscribed
before me this __________day
of ____________ 20____ .
____________________________
Notary Public
My commission expires
____________________________
8
NON-COLLUSION AFFIDAVIT
(N.J.S.A. 52:34-15)
STATE OF NEW JERSEY
SS:
COUNTY OF ____________________}
I, _________________________________, residing in __________________________,
County of _______________, State of __________________________, of full age, being first
duly sworn according to law, on my oath depose and say that:
I am the _____________________________________________________ (title or position) of
________________________________(name of firm), the responder making this proposal for
the
Proposal entitled “Dynamic Ridesharing Technology”, and that I executed the proposal with full authority
to do so; that said Responder has not, directly or indirectly, entered into any agreement, participated in
any collusion, or otherwise taken any action in restraint of free, competitive proposal in connection with
the above-named project; and that all statements contained in said Proposal and in this affidavit are true
and correct, and made with full knowledge that the CITY OF SUMMIT relies upon the truth of the
statements contained in said Proposal and in the statements contained in this affidavit in awarding the
contract for the said project.
I further warrant that no person or selling agency has been employed or retained to solicit or secure such
contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent
fee, except bona fide employees or bona fide established commercial or selling agencies maintained by
________________________________________.
SIGNED: ______________________________________
PRINT NAME: ______________________________________
DATE: ______________________________________
Sworn to and subscribed
before me this __________day
of ____________ 20____ .
____________________________
Notary Public
My commission expires
9
____________________________
AFFIRMATIVE ACTION REGULATIONS
NJSA 10:5-31 and NJAC 17:27
(see Exhibits)
x
A. PROFESSIONAL, GOODS AND SERVICE CONTRACTS - The successful responder
shall submit to the public agency, after notification of award but prior to execution of a goods and services
contract, one of the following three documents as forms of evidence:
1.
A photocopy of a valid letter that the contractor is operating under an existing Federally
approved or sanctioned affirmative action program (good for one year from date of letter); OR
2.
A photocopy of a Certificate of Employee Information Report approval, issued in
accordance with NJAC 17:24-4; OR
3.
An Employee Information Report (Form AA302) provided by the Division and distributed
to the public agency to be completed by the contractor, in accordance with NJAC 17:27-4. The
successful bidder must submit the copies of the AA302 Report to the Division of Contract
Compliance and Equal Employment Opportunity in Public Contracts. The Public Agency copy is
submitted to the public agency, the vendor copy is retained by the vendor.
B. CONSTRUCTION CONTRACTS – After notification of award, but prior to signing a
construction contract, the contractor shall submit to the public agency compliance officer and the Division
an initial project workforce report (Form AA201) provided to the public agency by the Division for
distribution to and completion by the contractor, in accordance with NJAC 17:27-7.
The undersigned vendor certifies that he/she is aware of the commitment to comply with the requirements
of N.J.S.A. 10:5-31 and N.J.A.C. 17:27.1 et seq. and agrees to furnish the required forms of evidence.
The undersigned vendor further understands that his/her proposal shall be rejected as non-responsive if
said contractor fails to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27-1 et seq.
______________________________________
Company Name
________________________________________
Signature
____________________________________________
Print Name
Sworn to and subscribed
before me this __________day
________________________________________
Title
of ____________ 20____ .
________________________________________
____________________________
Date
Notary Public
My commission expires _________________________
10
AMERICANS WITH DISABILITIES ACT OF 1990
42 U.S.C. S12 1 01 et seq.
(see Exhibits)
The undersigned vendor certifies that he/she is aware of the commitment to comply with
the provisions of Title II of the Americans With Disabilities Act of 1990 (the "ACT") (42
U.S.C. S12 1 01 et seq.),
__________________________________
_____________________________
Company name
Signature
_____________________________
Print Name
Sworn to and subscribed
before me this __________day
_____________________________
Title
of ____________ 20____ .
_____________________________
Date
____________________________
Notary Public
My commission expires
____________________________
11
City of Summit
DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN
Project Name:_________________________________________
Responder
Name:____________________________________
Pursuant to Public Law 2012, c.25, any person or entity that submits a bid or proposal or otherwise proposes to enter into or renew a
contract must complete the certification below to attest, under penalty of perjury, that the person or entity, or one of the person or
entity’s parents, subsidiaries, or affiliates, is not identified on a list created and maintained by the New Jersey Department of Treasury
(“Department”) as a person or entity engaging in investment activities in Iran. If the Department Director finds a person or entity to be
in violation of the principles which are the subject of this law, s/he shall take action as may be appropriate and provided by law, rule or
contract, including but not limited to, imposing sanctions, seeking compliance, recovering damages, declaring the party in default and
seeking debarment or suspension of the person or entity.
I certify, pursuant to Public Law 2012, c. 25, that the person or entity listed above for which I am authorized to bid/renew:
is not providing goods or services of $20,000,000 or more in the energy sector of Iran, including a person or entity that
provides oil or liquefied natural gas tankers, or products used to construct or maintain pipelines used to transport oil or
liquefied natural gas, for the energy sector of Iran,
AND
__________
is not a financial institution that extends $20,000,000 or more in credit to another person or entity, for 45 days or more, if
that person or entity will use the credit to provide goods or services in the energy sector in Iran.
IN THE EVENT THAT A PERSON OR ENTITY IS UNABLE TO MAKE BOTH OF THE ABOVE CERTIFICATIONS because it or one
of its parents, subsidiaries, or affiliates has engaged in the above-referenced activities, a detailed, accurate and precise
description of the activities MUST be provided in Part 2 below to the City of Summit under penalty of perjury. FAILURE TO
PROVIDE SUCH WILL RESULT IN THE PROPOSAL BEING RENDERED AS NON-RESPONSIVE and appropriate penalties, fines
and/or sanctions will be assessed as provided by law.
PART 2: PLEASE PROVIDE FURTHER INFORMATION RELATED TO INVESTMENT ACTIVITIES IN IRAN
You must provide a detailed, accurate and precise description of the activities of the bidding person/entity, or one of its parents,
subsidiaries, or affiliates, engaging in the investment activities in Iran outlined above by completing the box below.
THOROUGH ANSWERS TO EACH QUESTION MUST BE PROVIDED, ATTACH ADDITIONAL PAGES IF NECESSARY.
Name:________________________________________________
Relationship to Bidder:____________________________
Description of Activities:______________________________________________________________________________________
Duration of Engagement:_______________________________
Anticipated Cessation Date:_________________________
Bidder Contact Name:__________________________________
Contact Phone Number:____________________________
Certification: I, being duly sworn upon my oath, hereby represent and state that the foregoing information and any
attachments thereto to the best of my knowledge are true and complete. I attest that I am authorized to execute this
certification on behalf of the above-referenced person or entity. I acknowledge that the City of Summit is relying on the
information contained herein and thereby acknowledge that I am under a continuing obligation from the date of this
certification through the completion of any contracts with the City of Summit to notify the City of Summit in writing of any
changes to the answers of information contained herein. I acknowledge that I am aware that it is a criminal offense to make
a false statement or misrepresentation in this certification, and if I do so, I recognize that I am subject to criminal
prosecution under the law and that it will also constitute a material breach of my agreements(s) with the City of Summit and
that the City of Summit at its option may declare any contract(s) resulting from this certification void and unenforceable.
Full Name (Print):______________________________________
Signature:_______________________________________
Title:_________________________________________________
Date:___________________________________________
12
C.
Proposal Requirements
1.
The proposal should not exceed 30 pages (excluding cover letter, proposal
cover, table of contents, forms and supplemental information such as brochures
or resumes). Formatting should be done using 8-1/2” x 11” pages with a
minimum font size of 12.
2.
All pages must be numbered sequentially, including any attachments,
appendices and exhibits.
3.
Responses to proposal requirements need to fully describe the services offered.
4.
One (1) signed copy of the completed proposal; Three (3) copies of the
completed and signed proposal along with a PDF copy via email are to be
delivered by no later than 11:00am on June 9, 2016. Clearly mark the proposal
package with the title of this RFP and the name of the responding firm. Address
it to:
City of Summit
512 Springfield Avenue
Summit, NJ 07901
Attn: Michael F. Rogers
mrogers@cityofsummit.org
5.
In your submittal package, the original proposal shall be marked to distinguish it
from other three copies.
6.
Sealed proposals, pursuant to N.J.S.A. 40A:11-4.1 et seq. will be received by the
Purchasing Agent of the City of Summit at 11:00am prevailing time, Thursday,
June 9, 2016, in the Council Chamber, First Floor, City Hall, 512 Springfield
Avenue, Summit, New Jersey 07901. Late proposals will not be accepted.
7.
Proposals must be valid for a period of 120 days from the date of the submission
deadline.
8.
A duly authorized member of the vendor’s firm must sign the proposals.
9.
In the event that it becomes necessary to revise any portion of this RFP, or if
additional information is necessary to enable the responding vendor(s) to have a
clearer understanding of the provisions of this Request for Proposal, and
Addendum to the RFP will be provided to each prospective respondent.
10.
By submission of its proposal, the vendor represents and warrants that it has
sufficiently informed itself in all matters affecting the performance of the work or
the furnishing of the labor, services, supplies, materials, or equipment called for
in this solicitation; that it has checked its proposal for all errors and omissions;
that the prices stated in its proposal are correct and as intended by it; and, are a
complete and correct statement of its prices for performing the labor, services,
supplies, materials or equipment required by RFP and contract documents.
11.
The City shall not be liable for any cost or expenses incurred by the proposer(s)
in the preparation, submission or negotiation with the City on any matter related
13
to this RFP. Proposer(s) shall not include any such expenses as part of the
proposal.
12.
Failure by the vendors to respond completely to the technical proposal portion of
this RFP will permit the City, at its discretion, to reject the vendor’s proposal.
D.
Proposal Format
1. Statement of Understanding: Describe the DRT service and how a successful
system will work using your software.
2. Experience and Qualifications:
a) The vendor shall, in the proposal package, provide a description of its experience
and ability to provide the services described in the scope of work. If the vendor
has previously developed a service similar to the described herein, the vendor
shall supply a description containing a link to a screenshot or interactive
demonstration of such service.
b) Each vendor shall include the names of at least three (3) contractual references
and one (1) credit reference.
3. Financial Capability: Please provide financial information that allows the City to
assess the financial strength of your company. (If newly formed venture, attach
statement pertaining to Parent Company or other financial backing). Failure by the
vendor to convince the City of the financial soundness of the vendor will permit the
City, at its discretion, to reject the vendor’s proposal.
4. Insurance and Indemnification Coverage: Please provide minimum car insurance
policy requirements (endorsements) for what each driver must possess in order to
participate in this program, and any other relevant insurance coverage and
information the vendor possesses.
The minimum amounts of insurance to be carried by the Proposer during the life of
the contract shall be as listed.
a) General Liability, including Products/Completed Operations, Personal Injury
Liability and Property Damage Liability
Limit $1,000,000 Combined Single Limit, with City of Summit to be named as
additional insured.
Property damage coverage shall be extended to cover damage to
underground wires, ducts, pipes, conduits, etc.
b) Automobile Liability Insurance to include “Non-Owned and Hired Automobiles”
with City of Summit to be named as additional insured.
One person in any one occurrence ............................................. $500,000.
Two or more persons in any one occurrence ............................. $l,000,000.
Property damage in any one occurrence ..................................... $250,000.
OR
Combined Single Limit ............................................................... $l,000,000.
14
All policies shall remain in effect until all work has been completed. The Proposer shall
ascertain the cost of all required insurance before preparing and submitting the proposal.
Certificates of Insurance for those policies required above shall be submitted before the
contract can be prepared. Such coverage shall be with an insurance company
authorized to do business in the State of New Jersey and shall name the City of Summit
as an additional insured.
The certificate of insurance furnished by the Proposer shall specify that the
indemnification below is guaranteed by the policy. The certificate shall also state that
the Proposer’s insurance for public personal injury liability and property damage liability
(in paragraph a. above) and automobile liability (in paragraph b. above) names the City
of Summit as an additional named insured.
Successful Proposer shall indemnify and hold harmless the City of Summit, its officers,
agents, and employees, from all claims, suits or actions and damages or costs of every
name and description to which the City of Summit may be subjected or put by reason of
injury to the person or property of another, or the property of the City of Summit,
resulting from negligent acts or omissions on the part of the Proposer, its agents,
servants or subcontractors in the delivery of goods and services, or in the performance
of the work under this contract.
5. DRT Technical Requirements: Using the specifications below, vendors must indicate
with detail how their software meets each of the specified system functions. Beneath
each requirement clearly indicate whether or not your software currently provides this
functionality.
Vendors that successfully demonstrate their ability to meet the features described
below will be ranked highest in the software functionality section of the evaluation
criteria.
a) System Capabilities
Provide interface(s) for users to easily register for the system and create
a profile that will include at a minimum: the system user’s name, their
home zip code, a valid email address and mobile phone number and any
special customer characteristics.
Assign a unique identifier to each registered rider for the Pilot Program.
Provide a service that is capable of allowing a registered group of drivers
and riders to share a ride with minutes notice using real-time matching
technologies.
Provide a payment module to accommodate pre-paid and daily riders.
b) Client Facing Capabilities
Tracking of Driver: Provide the ability for a rider to track his or her
driver’s location and estimated time of arrival. Further, allow the rider to
view a picture of the driver and their vehicle via the rider’s mobile phone
application.
Rating System: Provide a way for users to rate the dynamic ridesharing
service and offer comments.
15
Feedback: Enable participants to provide feedback and improvement
recommendations regarding service directly to vendor and the City.
Complaints: Offer a way for riders to register a complaint so that it can
be captured easily and tracked. All complaint resolution actions taken will
be documented. Please note, it is not required that the proposed software
system tracks and documents resolution actions. The software must
allow for a rider to conveniently register a complaint through the DRT
application. All complaints and resolutions must be provided via email to
the SPAS within 24 hours of receipt and resolution.
c) Driver Facing Capabilities
Driver communication with software system: The driver needs to be
able to confirm trip completion for all assigned riders and to communicate
any last minute changes via the rider’s mobile phone application and/or
text messaging service.
d) Administrative Capabilities
Provide aggregate data for all trips taken related to this pilot program
categorized by date, total trip count, fare price, duration, distance and
actual arrival time. Provide the means for the City to send e-
mails/messages to individuals in the program. This does not have to be
done through the DRT software as long as there is a way to export
relevant fields from the registration files and usage reports.
e) Report Capabilities
The DRT software needs to readily offer the following reports as well as the raw
data to create other reports at will:
Demand Response Usage Reports
o Monthly total of Demand Response passenger trips.
o Monthly total of Demand Response fares collected.
Vehicle Operation
o Number of drivers operating daily within the City.
o Daily average number of drivers available to respond to rider
requests operating within a 5 mile, 10 mile and 15 mile radius of
the City train station.
o Daily average number of drivers available during the work
week hours of 6am through 9am, and 4pm through 7pm
operating within 5 miles, 10 miles and 15 miles of the City
train station.
o Response times from initial rider request to actual pick up
time with average wait time.
Monthly Ridership
o Passenger miles – number of passengers in vehicle traveling “x”
miles.
o Revenue miles – number of miles traveled from passenger pick up
to drop off.
16
o Revenue hours – the total number of hours driven from the time of
the first passenger pickup to the last passenger drop off.
Monthly Cancellations
o Aggregate number of trip cancellations.
o Aggregate number of trip cancellations greater than five minutes
of trip request.
Network Performance Measures
o Monthly metrics on maintenance routines and monitoring.
o Procedures for handling and reporting problems.
Billing and Chargebacks
o Ability for the SPSA to view and print monthly ridership costs and
billing.
o Procedures for handling disputes and chargeback requests
electronically.
6. Post-Award Requirements: The vendor shall be available for meetings in person or
via conference call as needed. At a minimum, formalized meetings will be held
monthly for the first 6 months, and then every other month thereafter. Prior to
program commencement, the vendor will work with the City on an implementation
plan that will include, among other work tasks, to survey interested eligible
participants to obtain pertinent information such as their daily train departure and
arrival times. The vendor may also be required to make a status presentation to the
Common Council and/or relevant SPSA committee.
7. Pricing Model Proposal: Based on the City’s Pilot Program description and how it
desires to provide an affordable parking alternative to resident long-term commuters,
the vendor shall provide their ride sharing rate methodology (normal base rate, price
per mile and average daily off-peak and peak time differences) and what the typical
ride cost will be anywhere within the municipal boundaries of Summit. If a vendor’s
pricing model is predicated on supply of drivers and demand by riders, then the
vendor shall provide a supply strategy on how to meet peak participant demands in
the morning and evening time periods without daily triggers of increased pricing for
these rides. The vendor shall provide an explanation on pricing multipliers and its
potential effect on individual ride costs. The vendor will explain any concepts in their
proposal that would insulate the City from these pricing multipliers in order to
establish budget certainty for the Pilot Program. In its evaluation, the City will look
favorably on a vendor’s pricing model proposal if it demonstrates how it will maintain
reasonable and more predicable ride costs due to adequate driver supply that
minimize the City’s overall program expenses.
17
E.
Clarifications
The vendor must submit any question(s) about this RFP in writing and received by the City
no later than 4pm EST on May 30th. Acceptable mode of written questions is an electronic
mail message to Michael F. Rogers at mrogers@cityofsummit.org Receipt of any vendor
question(s) will be acknowledged by the City through an email. The City’s deadline to
respond to any vendor question is June 2nd.
F.
Blackout Period
Once the deadline for clarification ends on June 2nd, vendors shall refrain from contacting
City staff and Councilmembers regarding this RFP. Any party attempting to influence the
RFP process through ex parte contact may have their proposal rejected. The blackout
notice is not intended to terminate all communication with proposers. Upon request from the
City, a vendor may continue to provide information via the City Administrator Michael F.
Rogers as long as it does not create an unfair competitive advantage.
G.
Appendices
Information considered by proposers to be pertinent to the pilot program, and which has not
been specifically solicited in any of the aforementioned sections, may be placed in a
separate appendix section. Proposers are cautioned, however, that this does not constitute
an invitation to submit large amounts of extraneous materials. Appendices should be
relevant and brief.
H.
Exceptions/Deviations
State any exceptions to, or deviations from, the requirements of this RFP. If proposers wish
to propose alternative approaches to meeting the City’s technical requirements, these
should be thoroughly explained, referencing the relevant section(s) of the RFP.
18
III.
PROPOSAL EVALUATION & AWARD
A.
Proposal Evaluation
Submittal Evaluation: The City’s objective in soliciting this RFP is to enable it to select a
vendor that will provide high quality, convenient and cost effective services to the residents
of Summit. Thus, the City will consider proposals only from vendors that have demonstrated
the capability and willingness to provide professional, reliable and affordable services for the
participants in this pilot program.
City staff along with General Service Committee members will evaluate all proposals.
During the selection process, the City may request in-person interviews with selected firms
prior to making a final recommendation to the City Common Council.
Successful firm(s) will be notified in writing. The City reserves the right to select a vendor
without being able to provide an explanation and/or to negotiate terms with any proposer.
The City may or may not also negotiate contract terms with selected proposers prior to
award, and expressly reserves the right to negotiate with several proposers simultaneously
and, thereafter, to award a contract to the proposer offering the most favorable terms to the
City. Proposals submitted, therefore, should contain the proposers’ most favorable terms
and conditions because the selection and award may be made without further discussion
with any proposer. Proposals should also include any marketing, advertising and/or
monetary valuation that contributes to successful achievement of the City’s objectives for
this pilot program. The City Administration will submit the proposal considered to be the
most advantageous to the City’s Common Council for consideration and selection.
The following criteria will be considered in the evaluation of the proposals:
Software functionality – 40%
o Ease of registration process;
o Mobile application and multi-compatibility; and
o Data extraction, reporting and software customization capabilities.
Experience and qualifications – 35%
o Vendor experience, expertise, references and understanding of
and ability to provide services.
Pricing Model – 25%
o Pricing methodology including normal base rate, price per mile
and average daily off-peak and peak time differences.
Responsive proposals are those complying with all aspects of this solicitation. Proposals
that do not comply with all the terms and conditions of this solicitation may be rejected as
non-responsive. The Common Council reserves the right to reject all proposals, waive any
defects, and in the case of a tie, award on the basis of reasonable grounds, or accept the
proposal that in its judgment will be for the best interests of the City.
19
B. Award Notification
The City of Summit reserves the right to award the contract generated from this Request
for Proposal (RFP) to the respondent which presents a proposal that best meets the
specifications listed herein and represents the most beneficial procurement as
determined by the City.
The award will be made by the City and shall be based on the respondent’s
interpretation of the City’s needs as described in this RFP.
Proposals will only be accepted from thoroughly competent, experienced and financially
qualified individuals or entities as determined solely by the City of Summit.
Respondents are responsible for submission of accurate, adequate and clear
descriptions of the information requested. Omissions, vagueness, or inaccurate
descriptions or responses shall not be interpreted in favor of the respondent and shall
be grounds for proposal rejection.
Respondents may be required to make a presentation of their qualifications and
proposed plans to Common Council.
20
EXHIBIT A
(REVISED 4/10)
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127)
N.J.A.C. 17:27
GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE
CONTRACTS
During the performance of this contract, the contractor agrees as follows:
The contractor or subcontractor, where applicable, will not discriminate against any employee or
applicant for employment because of age, race, creed, color, national origin, ancestry, marital
status, affectional or sexual orientation, gender identity or expression, disability, nationality or
sex. Except with respect to affectional or sexual orientation and gender identity or expression,
the contractor will ensure that equal employment opportunity is afforded to such applicants in
recruitment and employment, and that employees are treated during employment, without
regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or
sexual orientation, gender identity or expression, disability, nationality or sex. Such equal
employment opportunity 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.
The contractor agrees to post in conspicuous places, available to employees and applicants for
employment, notices to be provided by the Public Agency Compliance Officer setting forth
provisions of this nondiscrimination clause.
The contractor or subcontractor, where applicable will, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, state that all qualified applicants will receive
consideration for employment without regard to age, race, creed, color, national origin, ancestry,
marital status, affectional or sexual orientation, gender identity or expression, disability,
nationality or sex.
The contractor or subcontractor will send to each labor union, with which it has a collective
bargaining agreement, a notice, to be provided by the agency contracting officer, advising the
labor union of the contractor's commitments under this chapter and shall post copies of the
notice in conspicuous places available to employees and applicants for employment.
The contractor or subcontractor, where applicable, agrees to comply with any regulations
promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and
supplemented from time to time and the Americans with Disabilities Act.
The contractor or subcontractor agrees to make good faith efforts to meet targeted county
employment goals established in accordance with N.J.A.C. l7:27-5.2.
The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies
including, but not limited to, employment agencies, placement bureaus, colleges, universities,
and labor unions, that it does not discriminate on the basis of age, race, creed, color, national
origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression,
disability, nationality or sex, and that it will discontinue the use of any recruitment agency which
engages in direct or indirect discriminatory practices.
The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to
assure that all personnel testing conforms with the principles of job-related testing, as
21
established by the statutes and court decisions of the State of New Jersey and as established
by applicable Federal law and applicable Federal court decisions.
In conforming with the targeted employment goals, the contractor or subcontractor agrees to
review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all
such actions are taken without regard to age, race, creed, color, national origin, ancestry,
marital status, affectional or sexual orientation, gender identity or expression, disability,
nationality or sex, consistent with the statutes and court decisions of the State of New Jersey,
and applicable Federal law and applicable Federal court decisions.
The contractor shall submit to the public agency, after notification of award but prior to execution
of a goods and services contract, one of the following three documents:
Letter of Federal Affirmative Action Plan Approval
Certificate of Employee Information Report
Employee Information Report Form AA302 (electronically provided by the Division and
distributed
to
the
public
agency
through
the
Division’s
website
at
www.state.nj.us/treasury/contract_compliance)
The contractor and its subcontractors shall furnish such reports or other documents to the
Division of Public Contracts Equal Employment Opportunity Compliance as may be requested
by the office from time to time in order to carry out the purposes of these regulations, and public
agencies shall furnish such information as may be requested by the Division of Public Contracts
Equal Employment Opportunity Compliance for conducting a compliance investigation pursuant
to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27.
22
EXHIBIT B
AMERICANS WITH DISABILITIES ACT OF 1990
Equal Opportunity for Individuals with Disability
The CONTRACTOR and the OWNER do hereby agree that the provisions of Title II of the
Americans With Disabilities Act of 1990 (the "ACT") (42 U.S.C. S12 1 01 et seq.), which
prohibits discrimination on the basis of disability by public entities in all services, programs, and
activities provided or made available by public entities, and the rules and regulations
promulgated pursuant thereunto, are made a part of this contract. In providing any aid, benefit,
or service on behalf of the OWNER pursuant to this contract, the CONTRACTOR agrees that
the performance shall be in strict compliance with the Act. In the event that the Contractor, its
agents, servants, employees, or subcontractors violate or are alleged to have violated the Act
during the performance of this contract, the CONTRACTOR shall defend the OWNER in any
action or administrative proceeding commenced pursuant to this Act. The Contractor shall
indemnify, protect, and save harmless the OWNER, its agents, servants, and employees from
and against any and all suits, claims, losses, demands, or damages, of whatever kind or nature
arising out of or claimed to arise out of the alleged violation. The CONTRACTOR shall, at its
own expense, appear, defend, and pay any and all charges for legal services and any and all
costs and other expenses arising from such action or administrative proceeding or incurred in
connection therewith. In any and all complaints brought pursuant to the OWNER grievance
procedure, the CONTRACTOR agrees to abide by any decision of the OWNER which is
rendered pursuant to said grievance procedure. If any action or administrative proceeding
results in an award of damages against the OWNER or if the OWNER incurs any expense to
cure a violation of the ADA which has been brought pursuant to its grievance procedure, the
CONTRACTOR shall satisfy and discharge the same at its own expense.
The OWNER shall, as soon as practicable after a claim has been made against it, give written
notice thereof to the CONTRACTOR along with full and complete particulars of the claim. If any
action or administrative proceedings is brought against the OWNER or any of its agents,
servants, and employees, the OWNER shall expeditiously forward or have forwarded to the
CONTRACTOR every demand, complaint, notice, summons, pleading, or other process
received by the OWNER or its representatives.
It is expressly agreed and understood that any approval by the OWNER of the services
provided by the CONTRACTOR pursuant to this contract will not relieve the CONTRACTOR of
the obligation to comply with the Act and to defend, indemnify, protect, and save harmless the
OWNER pursuant to this paragraph.
It is further agreed and understood that the OWNER assumes no obligation to indemnify or save
harmless the CONTRACTOR, its agents, servants, employees and subcontractors for any claim
which may arise out of their performance of this Agreement. Furthermore, the CONTRACTOR
expressly understands and agrees that the provisions of this indemnification clause shall in no
way limit the CONTRACTOR’S obligations assumed in this Agreement, nor shall they be
construed to relieve the CONTRACTOR from any liability, nor preclude the OWNER from taking
any other actions available to it under any other provisions of the Agreement or otherwise at
law.
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Michael F. Rogers
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Timeline
First Discovered
Mar 19, 2026
Last Info Update
Apr 30, 2026
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