Montebello City Council
June 28, 2023

Montebello Police Department
Montebello PD Policy Manual
Military Equipment
Copyright Lexipol, LLC 2023/06/12, All Rights Reserved.

Published with permission by Montebello Police Department Military Equipment - 2
707.2 POLICY
It is the policy of the Montebello Police Department that members of this [department/office] comply with the provisions of Government Code § 7071 with respect to military equipment. 707.3 MILITARY EQUIPMENT COORDINATOR
The Chief of Police should designate a member of this [department/office] to act as the military equipment coordinator. The responsibilities of the military equipment coordinator include but are not limited to:
(a) Acting as liaison to the governing body for matters related to the requirements of this policy.
(b) Identifying [department/office] equipment that qualifies as military equipment in the current possession of the [Department/Office], or the equipment the [Department/ Office] intends to acquire that requires approval by the governing body. (c) Conducting an inventory of all military equipment at least annually. (d) Collaborating with any allied agency that may use military equipment within the jurisdiction of Montebello Police Department (Government Code § 7071). (e) Preparing for, scheduling, and coordinating the annual community engagement meeting to include:

1. Publicizing the details of the meeting.

2. Preparing for public questions regarding the [department/office]’s funding, acquisition, and use of equipment.
(f) Preparing the annual military equipment report for submission to the Chief of Police and ensuring that the report is made available on the [department/office] website (Government Code § 7072).
(g) Establishing the procedure for a person to register a complaint or concern, or how that person may submit a question about the use of a type of military equipment, and how the [Department/Office] will respond in a timely manner. 707.4 MILITARY EQUIPMENT INVENTORY
The following constitutes a list of qualifying equipment for the [Department/Office]:
• The Montebello Police Department does not currently have any "Military Equipment" that is prohibited or controlled by the Federal Defense Logistics Agency per CA Government Code 7070(c)(16).
707.5 APPROVAL
The Chief of Police or the authorized designee shall obtain approval from the governing body by way of an ordinance adopting the military equipment policy. As part of the approval process, the

Montebello Police Department
Montebello PD Policy Manual
Military Equipment
Copyright Lexipol, LLC 2023/06/12, All Rights Reserved.

Published with permission by Montebello Police Department Military Equipment - 3
Chief of Police or the authorized designee shall ensure the proposed military equipment policy is submitted to the governing body and is available on the [department/office] website at least 30 days prior to any public hearing concerning the military equipment at issue (Government Code § 7071). The military equipment policy must be approved by the governing body prior to engaging in any of the following (Government Code § 7071):
(a) Requesting military equipment made available pursuant to 10 USC § 2576a. (b) Seeking funds for military equipment, including but not limited to applying for a grant, soliciting or accepting private, local, state, or federal funds, in-kind donations, or other donations or transfers.
(c) Acquiring military equipment either permanently or temporarily, including by borrowing or leasing.
(d) Collaborating with another law enforcement agency in the deployment or other use of military equipment within the jurisdiction of this [department/office]. (e) Using any new or existing military equipment for a purpose, in a manner, or by a person not previously approved by the governing body.
(f) Soliciting or responding to a proposal for, or entering into an agreement with, any other person or entity to seek funds for, apply to receive, acquire, use, or collaborate in the use of military equipment.
(g) Acquiring military equipment through any means not provided above. 707.6 COORDINATION WITH OTHER JURISDICTIONS
Military equipment should not be used by any other law enforcement agency or member in this jurisdiction unless the military equipment is approved for use in accordance with this policy. 707.7 ANNUAL REPORT
Upon approval of a military equipment policy, the Chief of Police or the authorized designee should submit a military equipment report to the governing body for each type of military equipment approved within one year of approval, and annually thereafter for as long as the military equipment is available for use (Government Code § 7072).

The Chief of Police or the authorized designee should also make each annual military equipment report publicly available on the [department/office] website for as long as the military equipment is available for use. The report shall include all information required by Government Code § 7072 for the preceding calendar year for each type of military equipment in [department/office] inventory. 707.8 COMMUNITY ENGAGEMENT
Within 30 days of submitting and publicly releasing the annual report, the [Department/Office] shall hold at least one well-publicized and conveniently located community engagement meeting, at which the [Department/Office] should discuss the report and respond to public questions regarding the funding, acquisition, or use of military equipment.

ITEM # 17

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Arlene Salazar, Acting City Manager

BY: Paul Espinosa, Police Chief
SUBJECT: APPROVE AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 3970 WITH LEASE SERVICING, INC. DBA NCL
GOVERNMENT CAPITAL ("NCL") FOR THE LEASE/PURCHASE

AGREEMENT OF POLICE VEHICLES
DATE: June 28, 2023
RECOMMENDATION(S):

It is recommended that the City Council:

1. Approve Amendment No. 1 to Professional Services Agreement No. 3970 between the City and Lease Servicing Center, Inc. DBA NCL Government Capital (“NCL”) ; and

2. Authorize the expenditure of an additional $105,871 over the remaining lease term; and

3. Take such additional, related action that may be desirable.

FISCAL IMPACT:

If approved, the attached Amendment to Agreement No. 3970 states the rates and payments were to be adjusted in accordance with market rates in effect at the time and added to the entire lease term. The additional amount requested is $105,876 over the remaining lease term. It should be noted that the amendment lists an additional funding amount of $98,355. Because this purchase is being financed, this amount does account for the accural of interest. The annual lease payments, including interests, for years two (2) through five (5) will increase from $91,148 to $117,617 ($26,469 per year). The Fiscal Year 2023-24 adopted budget anticipated this increased annual lease payment, therefore no budget adjustment is needed. The annual lease payment for the seven Police patrol vehicles is paid out of the Asset Forfeiture Fund.

CITY COUNCIL AGENDA REPORT - MEETING OF JUNE 28, 2023

BACKGROUND/DISCUSSION:

On March 16, 2022, a Professional Services Agreement between the City and NCL Government Capital (“NCL”) was approved for the lease/purchase of seven (7) Ford Police Interceptors with upfit and decals. At the time of the initial request to purchase the Police patrol vehicles, the vendor communicated the possibility of a vehicle inventory shortage. The shortage caused the vehicles to be delayed twelve (12) months. Within the twelve (12) months, the cost per vehicle, including decals and upfitting, increased.

While the total cost of the seven Police patrol vehicles has increased, the City has beneift from acquiring newer (2023) models. All seven vehicles have been received and placed into service.

ENVIRONMENTAL:

N/A
ANALYSIS:

N/A
SUMMARY:

Staff recommends the approval of Amendment No. 1 to Professional Service Agreement No. 3970 between Lease Servicing Center, Inc. DBA NCL Government Capital (“NCL”). The amendment memorializes the increase in annual lease payments to $117,617 (from $91,148). The FY 2023-24 adopted budget has appropriations sufficient to cover this increase (Asset Forfeiture Fund).

ATTACHMENT(S)

1. Attachment A - Agr. No. 3970 - NCL Capital - Amendment No.1

2. Attachment B - Staff Report - Vehicle Purchase 01.12.2022

3. Attachment C - NCL-Lease Servicing Center
NEXT STEPS:

N/A

CITY OF MONTEBELLO
AMENDMENT NO. 1 TO AGREEMENT NO. 3970
WITH LEASE SERVICING CENTER, INC. DBA NCL GOVERNMENT CAPITAL (“NCL”)
This Amendment No. 1 to Agreement No. 3970 (“Amendment No. 1”), is made and entered into this 28th day of June 2023, (“Effective Date”) by and between the City of Montebello, a California municipal corporation, (hereinafter referred to as the “City”) and Lease Servicing Center, Inc. dba NCL Government Capital (“NCL”), (hereinafter referred to as the “Contractor”). The City and the Consultant Contractor are sometimes hereinafter individually referred to as a "Party" and jointly as the "Parties".

RECITALS
WHEREAS, the Contractor and the City entered into that certain Agreement for Tax Exempt Lease/Purchase Transaction by and between the City of Montebello and Lease Servicing Center, Inc. dba NCL Government Capital (“NCL”), dated March 16, 2022 ("Agreement"), pursuant to which City and Contractor entered into a Municipal Lease/Purchase agreement, as further described in the Agreement; and WHEREAS, the City awarded the Agreement to the Contractor based on their qualification, subsequent to a competitive selection process. However, the services needed, including costs and expenses, exceeded the anticipated scope of the Agreement, and City and Contractor desire to increase the maximum compensation allowable under the Agreement; and
WHEREAS, under Section 1. of the Agreement, “SERVICES/COMPENSATION,” Contractor may exceed the maximum compensation with prior written consent of the City; and
WHEREAS, for the reasons set forth herein, the City and Contractor desire to enter into this Amendment No. 1, as set forth below.

NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, the receipt adequacy of which is expressly acknowledged by the Parties, the Parties agree to amend the Agreement as follows:

AMENDMENTS
SECTION 1. Exhibit B of Agreement No. 3970 Schedule of Payments is amended to read as follows:

ATTACHMENT A

AMENDMENT NO. 1 TO AGREEMENT NO. 3970

Schedule of Payments (A) "NEW":

Payment No. Due Date Payment
#1 7/1/2022 $91,148.82
#2 7/1/2023 $117,616.52
#3 7/1/2024 $117,616.52
#4 7/1/2025 $117,616.52
#5 7/1/2026 $117,616.52
Schedule of Payments (B) "OLD:

Payment No. Due Date Payment
#1 7/1/2022 $91,148.82
#2 7/1/2023 $91,148.82
#3 7/1/2024 $91,148.82
#4 7/1/2025 $91,148.82
#5 7/1/2026 $91,148.82
SECTION 2. Except as expressly modified or supplemented by this Amendment No.1, all other provisions of the Agreement, shall remain unaltered and in full force and effect.

In the event of conflict between the provisions of this Amendment No.1 and the provisions of the Agreement, the provisions of this Amendment No. 1 shall control. [END OF AMENDMENT NO.1]
[SIGNATURES ON THE FOLLOWING PAGES]

AMENDMENT NO. 1 TO AGREEMENT NO. 3970

IN WITNESS WHEREOF, the Parties execute this Amendment No.1 to take effect as of the Effective Date identified above.
(“CITY”) (“CONSULTANT”)
CITY OF MONTEBELLO LEASE SERVICING CENTER, INC.

DBA NCL GOVERNMENT CAPITAL
(“NCL”)
Arlene Salazar, Acting City Manager Chris Canavati, Sec/Treas ATTEST:

Christopher Jimenez, City Clerk
APPROVED AS TO FORM:

Arnold M. Alvarez-Glasman, City Attorney

EXHIBITS
• Exhibit A – Agreement No. 3970

NCL
Government
Capital ...

March 16, 2022
City of Montebello
Re: Municipal Lease/Purchase Financing Proposal
Dear Sir or Madam:

Lease Servicing Center, Inc. dba NCL Government Capital ("NCL") is pleased to propose to the City of Montebello the following tax-exempt Lease/purchase transaction as outlined below. Under this transaction, the City of Montebello would enter into a municipal Lease/purchase agreement with NCL for the purpose of acquiring a (7) Ford Interceptor with upfit and decals. This transaction is subject to formal review and approval by both the Lessor and Lessee.

LESSEE:

LESSOR:

EQUIPMENT:

EQUIPMENT COST:

TRADE-IN CREDIT:

AMOUNT FINANCED:

TERM:

ANNUAL LEASE PAYMENTS:

FIRST PAYMENT DUE:

PURCHASE OPTION:

PRICING:

DOCUMENTATION FEE:

City of Montebello
Lease Servicing Center, Inc. dba NCL Government Capital & it's assigns (7) Ford Interceptor with upfit and decals
$270,267.11
$139,596.18
$4,397.31
$0
$414,260.60
$91,148.82
July 1st, 2022
$1.00
(7 Police Interceptors)
(Upfit for the units)
(Decals for the units)
The Rates and Payments outlined above are locked, provided this proposal is accepted by the Lessee by March 31, 2022 and the transaction closes/funds prior to May 01, 2022.

After these days, the final Rate and Payments shall be adjusted commensurately with market rates in effect at the time of funding and shall be fixed for the entire lease term. $250 paid to Lessor at closing
220 22nd Ave. E Suite 106 * Alexandria, MN 56308 * Telephone 320 763 7600 * Fax 320 763 9600 www.nclgovcap.com
City of Montebello
Agreement No. 3970

NCL
Government
Capital
City of Montebello
1600 W. Beverly Blvd
Montebello, CA 90640
Enclosed you will find finance documentation for your recent equipment purchase.

Please review, sign, and date all the enclosed documents. Be sure to completely list your insurance information. Do not alter documents in any way.

Please return the following items to my attention:

QI Master Lease Purchase Agreement
QI Exhibit A - Description of Equipment of Lease Agreement QI Exhibit B - Schedule of Payments
QI Exhibit E - Lessee Resolution
QI Exhibit F - Bank Qualified Certificate
QI Exhibit G - Agreement to Provide Insurance
QI Exhibit H - Lessee Certificate
QI Notice of Assignment and Letter of Direction
QI Internal Escrow Letter
QI Lease Payment Instructions
QI Exhibit C-1 - Payment Request and Partial Acceptance Certificate QI Exhibit C-2 - Final Acceptance
QI 8038-G
Copy of Tax Exempt Certificate (please provide if applicable) Include in the return documentation a check in the amount of $500.00 made payable to Lease Servicing Center, Inc. dba NCL Government Capital. This is the one-time documentation & processing fee.

Please call me at 320-763-7600 with any questions you may have and thank you for your business. We hope to continue to work with you for many years to come. Please let us know if we can be of any assistance in the future! Sincerely,
Tim (Joefsch
Enclosures

MASTER LEASE PURCHASE AGREEMENT
Lessee
City of Montebello
1600 W. Beverly Blvd
Montebello, CA 90640
Dated as of March 14, 2022
Lessor
Lease Servicing Center, Inc. dba NCL Government Capital 220 22nd Ave E., Ste 106
Alexandria, MN 56308
This Master Lease Purchase Agreement dated as of the date listed above is between Lessor and Lessee listed directly above. Lessor desires from time to time to lease the Equipment described in Equipment Schedules (each a "Schedule") to be attached hereto to Lessee and Lessee desires to lease such Equipment from Lessor subject to the terms and conditions of this Agreement, which are set forth below, and the applicable Schedule.

I. Definitions:

Section 1.01. Definitions. The following terms will have the meanings indicated below unless the context clearly requires otherwise:
"Agreement' means this Master Lease Purchase Agreement. "Budget Year" means the Lessee's fiscal year.
"Commencement Date" is the date when Lessee's obligation to pay rent begins. "Equipment" means the items of Equipment listed on Exhibit "A" to each Schedule and all replacements, restorations, modifications and improvements. "Lease" means this Agreement and an individual Schedule hereto, which shall collectively constitute the terms and conditions applicable to the lease of the Equipment subject thereto.
"Lessee" means the entity listed above as Lessee and which is leasing the Equipment from Lessor under the provisions of this Agreement and a Schedule. "Lessor" means the entity originally listed above as Lessor or any of its assignees. "Lease Term" means the Original Term and all Renewal Terms applicable to a Lease. "Original Term" means the period from the Commencement Date until the end of the Budget Year of Lessee. "Renewal Term" means the annual term which begins at the end of the Original Term and which is simultaneous with Lessee's Budget Year. "Rental Payments" means the payments Lessee is required to make under this Agreement as set forth on Exhibit "B" to each Schedule made subject thereto. "Schedule" means a schedule substantially in the form attached hereto and all exhibits thereto pursuant to which Lessor and Lessee agree to the lease of the Equipment described therein and which together with the terms of the Agreement applicable thereto constitutes an individual Lease. "State" means the state in which Lessee is located.

II. Lessee Warranties
Section 2.01. With respect to each Lease, Lessee represents. warrants and covenants as follows for the benefit of Lessor or its assignees:
(a) Lessee is the State or a political subdivision of the State within the meaning of Section 103 of the Internal Revenue Code of 1986, as amended (the "Code") or a constituted authority authorized to issue obligations on behalf of the State or political subdivision of the State within the meaning of the treasury regulations promulgated under the Code.
(b) Lessee is authorized under the Constitution and laws of the State to enter into this Agreement and each Schedule, and has used such authority to properly execute and deliver this Agreement and each Schedule. Lessee has followed all proper procedures of its governing body in executing this Agreement and each Schedule. The Officer of Lessee executing this Agreement and each Schedule has the authority to execute and deliver this Agreement and such Schedule. This Agreement and each Schedule constitute a legal, valid, binding and enforceable obligation of the Lessee in accordance with their terms.
(c) Lessee has complied with all statutory laws and regulations that may be applicable to the execution of this Agreement and each Schedule. (d) Lessee shall use the Equipment only for essential, traditional government purposes. (e) Should the Lessee cease to be an issuer of tax exempt obligations or if the obligation of Lessee created under any Lease ceases to be a tax exempt obligation for any reason, then Lessee shall be required to pay additional sums to the Lessor or its assignees so as to bring the after tax yield on any Lease to the same level as the Lessor or its assignees would attain if the transaction continued to be tax-exempt. (f) Lessee has never non-appropriated funds under an agreement similar to this Agreement. (g) Lessee will submit to the Secretary of the Treasury an information reporting statement as required by the Code with respect to each Lease. (h) Upon request by Lessor, Lessee will provide Lessor with current financial statements, reports, budgets or other relevant fiscal information. (i) Lessee shall retain the Equipment free of any hazardous substances as defined in the Comprehensive Environmental Response, Compensation and Liability Act, 42 U.S.C. 9601 et. seq. as amended and supplemented.

U) Lessee presently intends to continue each Lease for the Original Term and all Renewal Terms as set forth on Exhibit "B" to the Schedule relating thereto.

The official of Lessee responsible for budget preparation will include in the budget request for each Budget Year the Rental Payments to become due in such Budget year, and will use all reasonable and lawful means available to secure the appropriation of money for such Budget Year sufficient to pay the Rental Payments coming due therein. Lessee reasonably believes that moneys can and will lawfully be appropriated and made available for this purpose.

Section 2.02. Escrow Agreement. In the event both Lessor and Lessee mutually agree to utilize an escrow account, then immediately following the execution and delivery of any Schedule, Lessor and Lessee agree to execute and deliver and to cause an escrow agent to execute and deliver an escrow agreement.

Such Lease shall take effect only upon execution and delivery of the escrow agreement by the parties thereto. Lessor shall deposit or cause to be deposited with the escrow agent for credit to an equipment acquisition fund the sum specified in such Schedule which shall be held, invested and disbursed in accordance with the escrow agreement.

Ill. Acquisition of Equipment, Rental Payments and the Purchase Option Price Section 3.01. Acquisition: Lessee shall advise Lessor of its desire to lease Equipment and of the desired lease terms. Upon agreement by Lessor and Lessee as to the lease of such Equipment and such terms, Lessee shall be solely responsible for the ordering of the Equipment and the delivery and installation thereof. Lessor shall furnish to Lessee a Schedule relating to such Equipment, which shall become effective upon the execution and delivery of such Schedule, all documents contemplated hereby and thereby with respect to such Schedule, and the earlier of Lessee's written acceptance of such Equipment or the deposit into escrow of moneys to pay for such Equipment as provided in Section 2.02. Nothing herein shall obligate Lessor to lease any Equipment to Lessee until Lessor shall have concurred in writing to the lease of such Equipment.

Section 3.02. Rental Payments. Lessee shall promptly pay Rental Payments under each Schedule, from any and all legally available funds, exclusively to Lessor or its assignees, in lawful money of the United States of America. The Rental Payments shall be sent to the location specified by the Lessor or its assignees. The Rental Payments shall constitute a current expense of the Lessee and shall not constitute an indebtedness of the Lessee. Lessor shall have the option to charge interest at the highest lawful rate on any Rental Payment received later than the due date. The Rental Payments will be payable without notice or demand.

Section 3.03. Rental Payments Unconditional. Except as provided under Section 4.01, THE OBLIGATIONS OF LESSEE TO MAKE RENTAL PAYMENTS

AND TO PERFORM AND OBSERVE THE OTHER COVENANTS CONTAINED IN THIS AGREEMENT SHALL BE ABSOLUTE AND UNCONDITIONAL IN ALL EVENTS WITHOUT ABATEMENT, DIMINUTION, DEDUCTION, SET-OFF OR DEFENSE.

Section 3.04. Purchase Option Price. With respect to each Schedule, upon 30 days written notice, Lessee shall have the option to pay, in addition to any 1

ITEM #____

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Brad Keller, Chief of Police
SUBJECT: Request to Purchase Police Department Patrol Vehicles DATE: January 12, 2022
RECOMMENDATIONS:

It is recommended that City Council:
1) Approve the purchase of seven (7) police patrol vehicles to include necessary equipment and installation services; and
2) Amend the Fiscal Year 2021-22 budget by increasing appropriations by $398,300 in Account No. 100-80-815-6082 (General Fund, Police, Support Services, Vehicle Purchases); and
3) Take whatever additional actions necessary to effectuate the procurement of the patrol vehicles.

FISCAL IMPACTS
The total amount necessary to procure the seven (7) patrol vehicles is $398,300. This includes the acquisition cost of each vehicle as well as any required equipment, decals, emergency lights and installation services required to render the vehicle ready for use.

City Council is being asked to amend the Fiscal Year 2021-22 budget by increasing appropriations by $398,300 in Account No. 100-80-815-6082 (General Fund, Police, Support Services, Vehicle Purchases). Prior vehicle purchases have been made utilizing non-General Fund revenue sources (e.g., AQMD, Asset Forfeiture, etc.).

However, the type of vehicles to be purchased do not qualify for AQMD funding (i.e., clean fuel or similar low emissions vehicle) and there is not currently sufficient fund balance in 20 ATTACHMENT B

CITY COUNCIL AGENDA REPORT – MEETING OF JANUARY 12, 2022 Request to Purchase Police Department Patrol Vehicles

Asset Forfeiture for this purchase. Given the high priority of this procurement, coupled with the extreme lead team currently needed in purchasing vehicles of any type, it is necessary to procure them utilizing the General Fund.

BACKGROUND
The Patrol Division fleet consists of 27 vehicles that are used by patrol officers, patrol supervisors and K9 officers. These vehicles are in operation 24 hours a day, 7 days a week. Approximately one-third of the Police Department fleet consists of vehicles that are 2014 models and older. These vehicles are becoming expensive to maintain and are no longer suitable for police work given their diminishing dependability. Vehicle repairs cause an unintended consequence to the fleet. There are instances when the same patrol vehicles are in use non-stop for several days – as older vehicles are unavailable due to needed repairs.

The requested funds would replace seven (7) vehicles in the patrol fleet. The driving demands of patrol operations place a heavy burden on the components of patrol vehicles, which must be capable of sustained driving, emergency responses and pursuit driving.

The Police Department has additional vehicle needs in the Investigations and Administration Divisions. However, at this time the priority is to replace aging and damaged patrol vehicles. It should be noted that recently two patrol vehicles sustained significant damage in the line of duty and had to be totaled. Therefore, of the seven requested replacement vehicles, two will be replacing vehicles that are no longer in service. The remaining five vehicles will take the place of older, in-use vehicles that have reached the ends of their useful lives.

Vendors have communicated a vehicle inventory shortage throughout the country.

Vehicles being requested are not readily available and require being ordered by the manufacturer. If vehicles are ordered today, manufacturers are estimating an approximate 6-8 month delivery timeframe. It is imperative that vehicles are ordered without delay to continue police operations.

In addition to the vehicle purchase costs, there will be a need to purchase emergency equipment and/or graphics for each new vehicle, as some equipment will not be compatible to a new vehicle or is unsuitable for continued emergency vehicle use. The labor to change over the equipment from one vehicle to another and/or to purchase new equipment will be approximately $18,700 per Patrol Vehicle. The total “all in” cost for each patrol vehicle is estimated at $56,900. For seven vehicles, the estimated total cost is $398,300. There will also be additional costs related to DMV title/registration. These costs will be paid for utilizing existing budget in the Support Services Division.

CITY COUNCIL AGENDA REPORT – MEETING OF JANUARY 12, 2022 Request to Purchase Police Department Patrol Vehicles

SUMMARY
Staff recommends that the City Council approve purchase of vehicles for essential public safety services, and amend the FY 2021-22 budget by increasing appropriations by $398,300 in Account No. 100-80-815-6082 (General Fund, Police, Support Services, Vehicle Purchases) and direct staff to take such additional, and related, action that may be desirable.

ATTACHMENTS:

A. Attachment A - Vehicle Replacement Summary
B. Attachment B - National Auto Fleet Group Quote (s)

Project Categories Total Amount
IT Network Backbone $ 4,100,000
IT Productivity Software $ 1,500,000
FY 21-22 FY 22-23 FY 23-24 TOTAL Fleet Replacement/Upgradees $ 6,850,000 Fire $ 2,207,404 $ 152,000 $ 2,310,000 $ 4,669,404 Sewer Maint/Capital Repairs $ 4,150,000 Parks and Recreation $ 175,480 $ 93,781 $ 43,471 $ 312,732 $ 16,600,000 Park Maintenance
Police $ 774,748 $ 530,448 $ 436,338 $ 1,741,534
$ 3,157,632 $ 776,230 $ 2,789,808 $ 6,723,670
Total (3 years)
Fire $ 4,669,404
Parks and Rec $ 312,732
Parks and Rec $ 184,000
Police $ 1,741,534
TOTAL $ 6,907,670
Department Amount
Fire $ 4,669,404
Parks and Recreation $ 496,732
Police $ 1,741,534
$ 6,907,670

ATTACHMENT A

ATTACHMENT B

ATTACHMENT C

ITEM # 18

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Arlene Salazar, Acting City Manager

BY: Adrianna Kendricks, Director of Transportation
SUBJECT: AWARD PROFESSIONAL SERVICES AGREEMENT, NO. 4113, TO AVAIL TECHNOLOGIES, INC., FOR THE COMPUTER-AIDED

DISPATCH/AUTOMATIC VEHICLE LOCATION (CAD/AVL) SYSTEM
DATE: June 28, 2023
RECOMMENDATION(S):

It is recommended that the City Council:

1. Award Professional Services Agreement No. 4113 to Avail Technologies, Inc., for the Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL) System ; and

2. Authorize the Acting City Manager to take action necessary to execute and finalize a contract on behalf of the City of Montebello with Avail Technologies, Inc.; and

3. Amend the Fiscal Year 2023-24 budget by increasing appropriations by $2,398,478 in the Contract Services - Outside Contracts, Account No. 600-90- 910-6040.10; and

4. Take such additional, related action that may be desirable.

FISCAL IMPACT:

On June 14, 2023, after further discussion with Montebello Bus Lines’ (MBL) staff, Avail Technologies, Inc. (Avail), submitted a best value contract pricing of $2,298,478 for a three (3) year training, technical support, and maintenance plan (see Attachment A). The total project cost decreased after technical recommendation to upgrade and reconfigure the functionality of MBL’s existing yard management system. Avail’s proposed yard management solution will increase the information and workflows related to vehicle status, provide updates to the user interface to improve the usability on a variety of mobile devices, and assign return parking location for each bus. Staff was able to negotiate a cost savings while improving the overall efficiency and effectiveness of the yard management component for the CAD/AVL system (Project).

CITY COUNCIL AGENDA REPORT - MEETING OF JUNE 28, 2023

While the total project cost is estimated to be $2,298,478, it should be noted that MBL recommends reserving an additional $100,000 (“Maximum Contingency Amount”) in contingency funds to be added to the Project budget should additional equipment be needed that is not within the parameter of Avail’s initial scope of work. The proposed Professional Services Agreement will include conditional language which will trigger the use of the Maximum Contingency Amount only if certain conditions are met.

The Project will be funded utilizing FY 2023-24 Transit Operating Budget – Contract Services Outside Contracts fund: General Ledger account No. 600-90-910-6040.10. Staff is requesting City Council approval to increase the FY 2023-24 Budget to incorporate the estimated cost of the Project, including contingency.

BACKGROUND/DISCUSSION:

On February 23, 2023, the City published Request for Proposals (RFP) 23-8 (see Attachment B). RFP No. 23-8 was developed to replace MBL’s existing Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL) system, provide additional functionality, and migrate existing data from the previous CAD/AVL system. The intent of the project was to select a vendor that would provide an innovative CAD/AVL system to improve MBL’s operation efficiency.

RFP 23-8 was published to invite proposals using PlanetBids.com, Transittalent.com, and The Wave publication. Prospective proposers were provided the opportunity to submit questions and concerns, and corresponding answers were published using the City’s advertising platform, PlanetBids.com. All proposals were due Thursday, April 20, 2023. MBL received three (3) competitive and responsive proposals from Avail Technologies, Inc., Clever Devices, Ltd., and Ineo Systrans USA, Inc.

ENVIRONMENTAL:

N/A
ANALYSIS:

On May 3, 2023, an Evaluation Committee comprised of five (5) internal raters (MBL staff) evaluated the proposals. The Evaluation Committee was asked to rate the proposals using the criteria below, as it related to the scope of work:

CITY COUNCIL AGENDA REPORT - MEETING OF JUNE 28, 2023

The Evaluation Committee’s total score for each proposal was determined as follows:

Avail was selected over the competitors based upon a review of the qualitative attributes (project management plan, quality of proposed personnel, experience and qualifications, technical approach, and training, technical support, and ongoing maintenance) presented in the proposal (see Attachment C). Although Avail’s initial proposal was not the lowest service cost, the vendor presented a robust project plan with clear definitive deadlines, roles and responsibilities, and expectations customized to MBL’s needs to minimize operational disruption throughout the deployment period. Avail’s technical approach provided an in-depth step-by-step outline of the processes for each project phase:
evaluation and assessment, system design and development, removal and disposal, and installation.

Avail demonstrated being the most suitable vendor based on their expertise and years of experience in this field, and in particular their familiarity and experience with the equipment and MBL’s operations. Avail proposed a ten (10) month project timeline to complete the deployment of MBL’s new CAD/AVL system. The vendor emphasized confidence with this timeline due to the project management team having experience implementing or maintaining CAD/AVL systems with MBL and surrounding transit agencies, specifically Foothill Transit and the Norwalk Transit System.

Avail’s proposal also combines an Enterprise Resource Planning (ERP) system with an Enterprise Asset Management (EAM) system. The ERP/EAM provides MBL with realtime passenger data, interactive maps, and back-office functionality to support MBL service standards. This system will be supported with a new In-Vehicle Unit (IVU) which will communicate directly with MBL’s Operation Division. The IVU includes an Americans with Disability Act (ADA) compliant Automated Vehicle Announcement system among other supporting systems.

Acknowledging these facts, it is evident to the Evaluation Committee that Avail provided

CITY COUNCIL AGENDA REPORT - MEETING OF JUNE 28, 2023

the most comprehensive proposal and demonstrated the credibility required to perform the scope of service requested in RFP No. 23-8.

SUMMARY:

Staff recommends that the City Council award Agreement No. 4113, attached hereto in substantial form (see Attachment D), to Avail Technologies Inc., for the Computer-Aided Dispatch/Automatic Vehicle Location System, Request for Proposal No. 23-8 in an amount not-to-exceed $2,298,478; authorize MBL to reserve and use $100,000 in contingency funds to be added to the Project amount at a later time only if certain conditions are met; authorize the Acting City Manager to take action necessary to execute and finalize a contract on behalf of the City and make any amendments thereto; amend the Fiscal Year 2023-24 adopted budget by increasing appropriations by $2,398,478 in the Contract Services - Outside Contracts, Account No. 600-90-910- 6040.10 and direct staff to take such additional, and related, action that may be desirable.

ATTACHMENT(S)

1. Attachment A – Price Sheet

2. Attachment B – Request for Proposal (RFP) No. 23-8

3. Attachment C – Avail Technologies, Inc., Proposal

4. Attachment D – Draft Agreement No. 4113
NEXT STEPS:

N/A

BAFO in response to
RFP No. 23-8 Computer-Aided Dispatch/Automatic
Vehicle Location System
June 14, 2023
City of Montebello
Bus Lines
BAFO

ATTACHMENT A

i
BAFO in Response to RFP issued by: City of Montebello
RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System Confidential & Proprietary Information Notice
This proposal includes documents which contain CONFIDENTIAL and PROPRIETARY information that shall not be duplicated, used, or disclosed in whole or in part, for any other purpose other than in conjunction with the review of this solicitation. If the contract is awarded, City of Montebello shall have the right to duplicate or use any data submitted if required or deemed necessary as a part of said contract.

Trade Secrets
This proposal includes documents which contain TRADE SECRET information that shall not be duplicated, used, or disclosed in whole or in part, for any other purpose other than in conjunction with the review of this solicitation. If the contract is awarded, City of Montebello shall have the right to duplicate or use any data submitted if required or deemed necessary as a part of said contract.

Avail is invoking FOIA exemption based on article:

Cal. Civ. Code §§ 3426 through 3426.1 (d) "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique, or process, that: (1) Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and (2) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

BAFO in Response to RFP issued by: City of Montebello
RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-1

1.BAFO Letter
June 14, 2023
Rohan Anderson
Senior Management Analyst
City of Montebello Transportation Department
400 S. Taylor Ave.

Montebello, CA 90640
Dear Rohan,
Avail Technologies, Inc., is pleased to provide The City of Montebello with our Best and Final Offer (BAFO) pricing in response to RFP No 23-8 for a Computer-Aided Dispatch/Automatic Vehicle Location System. We would like to express our sincere gratitude for the opportunity to provide our BAFO response, and we are thrilled at the prospect of continuing our long-lasting relationship with the City of Montebello.

Avail Technologies has had the privilege of partnering with Montebello Bus Lines (MBL) as your ITS provider since 2013. Over our 10 plus year relationship, Avail has amassed a great deal of information and insight into MBL’s operations and technological needs.

We believe our approach will allow us to place additional focus on product adoption, implementing standard operating procedures (SOP), streamlining products for cost savings, and reducing challenges MBL is facing.

Where others might promise, Avail have a proven track record of providing onsite support training assessment, technical support, upgrade strategies, and adoption services; all complementary. Avail is also committing to be MBL’s one point of contact for Cradle Point to ensure your support needs are met.

A few other unique aspects of what Avail can offer.
• Avail is the only vendor that can meet MBL’s RFP requirements through a system upgrade versus an entire system replacement. This approach is not only far less disruptive to your organization and customers, but also can be accomplished in a shorter timeframe to minimize downtime.
• Letter of Reference from Optibus highlighting our strategic partnership and integrations.

We have over ten deployments and are actively working on future development which includes Transit Ops and two-way integration.

BAFO in Response to RFP issued by: City of Montebello
RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-2
• As you are aware, we have several agencies utilizing Avail in Southern California, and MBL would continue to benefit and participate in this Focus Group. This select group offers the opportunity for networking, discussing regional challenges, product improvements and Avail specialized training.
• As part of our standard CAD/AVL, myAvail ETMS provides value-added solutions such as Transit Planning and Business Intelligence to alleviate redundant products and reduce costs.

Avail recognizes the time, effort, and costs associated with releasing an RFP and we are committed to providing our clients with the most competitive pricing from the start. However, seeing as The City of Montebello has requested a BAFO, we dedicated ourselves to exploring every possible avenue to deliver savings while maintaining the high-level service and support that we know will be vital for the success of this project.

1.1. Product Offering Notes (Confidential and Proprietary)

1-3

1-4

1-5
Pullout management (Trade Secret)

1-6

1-7

1-8

BAFO in Response to RFP issued by: City of Montebello
RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-9

1.2. BAFO Price Notes (Confidential and Proprietary)
We are excited to present the following notes for the Best and Final Offer (BAFO) sheet, highlighting significant reductions in pricing for key areas that are important to Montebello.

These adjustments reflect our commitment to providing exceptional value while maintaining the highest standards of quality and service. Please review the accompanying notes for further details on the reduced pricing options.

1.2.1. Item #2 – Design and Development
Avail has provided a $40,000.00 discount to Montebello Bus Lines for the design and development of the new CAD/AVL system.

1.2.2. Item #5 – Infotainment Passenger Displays
To provide cost savings to Montebello, while still meeting the passenger display requirements of Montebello’s RFP, Avail has provided pricing for two (2) 24” Message Point Media infotainment signs per vehicle.

1.2.3. Item #8a – Yard Management
Avail has provided pricing for the myAvail Yard Management solution, which includes $50,000.00 of development to improve the system specifically for Montebello’s yard management needs.

1.2.4. Additional Discount
In addition to all the cost savings mentioned above, Avail will provide an additional $75,000.00 discount on the total base price of the project.

1.2.5. Item #11 – Support Breakout

1.3. BAFO Price Sheet (Confidential and Proprietary)
Avail has included our price sheet below which includes our BAFO pricing.

CAD/AVL System RFP No. 23-8

EXHIBIT D
RFP No. 23-8

COMPUTER-AIDED DISPATCH/AUTOMATIC VEHICLE LOCATION SYSTEM COST PROPOSAL SHEET (Three Year Term)
In accordance with the Request for Proposal issued by the City of Montebello Transportation Department (hereinafter referred to as “Contractor/Proposer), the undersigned proposing company hereby agrees to furnish all necessary labor, materials and incidentals required for the above stated contract as set forth in the Scope of Work and any addenda thereto, and to perform all work in the manner and time prescribed therein.

CONFIDENTIAL AND PROPRIETARY
Item # Expense Category Quantity Unit Price Gauranteed Not‐to‐Exceed Amount BAFO Price Savings from original 1 Evaluate and assess MBL's CAD/AVL system 1 LS $ 49,164.43 2 Design and develop new CAD/AVL system 1 LS $ 110,652.08 (40,000.00) 3 Removal and disposal of existing on‐board bus CAD/AVL equipment 1 LS included 4 New CAD/AVL equipment on‐board CAD/AVL equipment (all Hardware, Wiring and Components) 50 $ 8,252.80 $ 412,640.19 4a New VoIP equipment on‐board VoIP equipment (all Hardware, Wiring and Components & system implementation, licensing) 1 LS $ 234,302.59 4b Bus‐in‐a‐Box (BIB) training unit 1 $ 13,018.92 $ 13,018.92 (13,018.91) 5 On‐board infotaintment passenger display signs (24") 100 $ 5,221.23 $ 522,123.00 (86,254.10) 6 Removal and disposal of existing wayside/infrastructure CAD/AVL equipment 1 LS included 7 New CAD/AVL equipment wayside/infrastructure CAD/AVL equipment (all Hardware, Wiring and Components) 10 $ 12,993.77 $ 129,937.69 8 On‐Site Installation and Labor for the complete on‐board CAD/AVL equipment and display sign 1 LS $ 177,000.00 8a Ubisense Yard Management system services, hardware and implemenationAvail Yard Management Development 1 LS $ 49,078.71 (417,938.82) 9 Cloud and wayside CAD/AVL hardware and software installation 1 LS $ 52,931.06 10 Shipping & Handling (if Applicable) 1 LS $ 14,285.71 Discount 1 LS $ (75,000.00) (75,000.00)
$ 1,690,134.38 (632,211.83)
11 Training, maintenance, and technical support costs for a period of three (3) years 3 $ 202,781.11 $ 608,343.33 (124,626.54) CAD/AVLVoIPOn‐board infotaintmentCradle Point
$ 2,298,477.71 (756,838.37)
Item # Option Category Quantity Unit Price Gauranteed Not‐to‐Exceed Amount Option 1 Pre‐Trip 1 LS included
Option 2 Transit Assets 1 LS $ 162,504.14
Option 3 APC Replacement (IRIS/IRMA) 1 LS $ 304,782.46Option 4 New Vehicle Tablets (5) 1 LS $ 18,772.96 Option 5 Cradlepoint Replacement (88) 1 LS Pending Response from Vendor Total Base Project Cost
Grand Total (Base plus 3‐years)

CAD/AVL System RFP No. 23-8
Montebello Bus Lines
* Note: Training, maintenance, and technical support

1. Must be included in your pricing.

2. Begins on date of installation completion and acceptance by the Director of Transportation.

List other costs/fees: Description Cost/Fees
___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Contact Information:

Name & Job Title:Business Name:Address:City, State, Zip Code:Phone Number:E-mail Address:Authorized Signature: Date:

Kevin McKay, Chief Operating OfficerAvail Technologies, Inc. 1960 Old Gatesburg Road, Suite 200State College, PA 16803(814) [email protected] 6/14/2023

CONFIDENTIAL AND PROPRIETARY

AVAIL’S MISSION
We retain customers for life by providing value
through a balanced offering of superior products
and services.

City of Montebello
REQUEST FOR PROPOSAL (RFP) No. 23-8
Computer-Aided Dispatch/Automatic Vehicle Location System February 23, 2023

ONLINE PROPOSAL SUBMITTAL ONLY THROUGH PLANET BIDS
NOTE: Updates, changes, or addendums to the RFP are posted at:
https://pbsystem.planetbids.com/portal/33072/portal-home

ATTACHMENT B

CAD/AVL System RFP No. 23-8
2 Montebello Bus Lines

TABLE OF CONTENT
Section Page(s)
INTRODUCTION 4
COVER LETTER 5
TIMETABLE & SCHEDULE OF EVENTS 6
PROPOSAL SUBMISSION CHECKLIST 7
SECTION 1 - INSTRUCTIONS TO PROPOSERS 8
Proposal Format and Submittal
Examination of Proposal Documents
SECTION 2 - GENERAL TERMS AND CONDITIONS 9-16
Addenda
Clarifications
Discrepancies and Misunderstandings
Withdrawals of Proposal
References
Proposal Signatures
Pre Contractual Expenses
City of Montebello Rights
State Credentials and Taxes
Responsibility for Compliance with Legal Requirements
Confidentiality and Public Record
Joint Offers
Company Personnel
Single Proposal Response
Protest Procedures
Incorporation of Proposal into Agreement
Time of Completion
Payment
Contract Documents
Scope of Contract
Performance of Work
Award of Contract
Point of Contact
Evaluation of Proposals
Proposal Evaluation Criteria
SECTION 3 - OTHER REQUIREMENTS 17-19
Licensing and Permit Requirement
Liquidation Damages
Bond Requirements
SECTION 4 - SCOPE OF WORK 19-29
SECTION 5 - QUALIFICATIONS 30

CAD/AVL System RFP No. 23-8
3 Montebello Bus Lines
SECTION 6 - FORM OF CONTRACT (SAMPLE) 31- 42
SECTION 7 - FORMS AND CERTIFICATIONS 43-45
Letter of Transmittal

EXHIBITS
Exhibit A - Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit B – References
Exhibit C – Insurance
Exhibit D – Cost Proposal Sheet
Exhibit E – Statement of Disadvantaged Business Enterprise Participation Exhibit F – Bidder’s List of Subcontractors (DBE and Non- DBE) Exhibit G – Certification Regarding Debarment, Suspension, and Other Responsibility Matters - Primary Covered Transactions
Exhibit H – Performance Guarantee Certification
Exhibit I – Performance Bond
Exhibit J – Irrevocable Standby Letter Of Credit Certificate Exhibit K – Bank Draft

CAD/AVL System RFP No. 23-8
4 Montebello Bus Lines
Introduction/ Background
The City of Montebello (“City”), Montebello Bus Lines (“MBL”), is soliciting competitive proposals from fully qualified and experienced Contractors, to replace MBL’s existing Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL) system, provide additional functionality, and migrate existing data from previous CAD/AVL system. As the third-largest municipal bus system in Los Angeles County, MBL proudly serves 4.5 million passengers annually throughout the communities of Alhambra, Bell Gardens, San Gabriel, Boyle Heights, Commerce, Downtown Los Angeles, East Los Angeles, La Mirada, Montebello, Monterey Park, Pico Rivera, Rosemead, South Gate, and Whittier.

MBL’s transit system consists of 35-40ft buses; twenty-six hybrid, three electric, thirty-seven Compress Natural Gas (CNG) buses, one (1) 25ft cutaway shuttle, nearly 1,000 bus stops, and two (2) transit hubs.

The agency provides service to eight fixed routes, the longest of which is 27.2 miles. On any given week, the buses are on the road for an average of 810 hours, providing connections to neighboring transit agencies such as METRO, Norwalk Transit, Foothill Transit, and Metrolink.

The awarded contractor (“Contractor”) for the deployment of the CAD/AVL system will prepare design reviews; perform Factory Acceptance Tests, Core First Article, radio coverage, and System Acceptance tests; install all components of the CAD/AVL; prepare manuals and other required documentation; provide training; and provide warranty and technical support after the contract is awarded as is set forth in this scope of work.

The City hereby notifies all Contractors that the City will affirmatively assure that Disadvantaged Business Enterprises (“DBE”) are afforded full opportunity to participate in the performance of contracts and subcontracts financed in part or in whole with funding provided under this RFP and will not be discriminated against on the grounds of race, color, gender, age, or national origin in consideration for an award.

Proposals must be submitted in accordance with the conditions outlined in the Request for Proposal (“RFP”) attached hereto.

The City reserves the right to reject any or all proposals, to waive information or irregularities to the extent permitted by law in any proposal received, and to be the sole judge of the merits of the respective proposals received.

CAD/AVL System RFP No. 23-8
5 Montebello Bus Lines
DATE: February 23rd, 2023
ATTENTION: PROSPECTIVE PROPOSERS
SUBJECT: REQUEST FOR PROPOSAL (RFP) NO. 23-8
TITLE: CITY OF MONTEBELLO and MONTEBELLO BUS LINES
Computer-Aided Dispatch/Automatic Vehicle Location System The City of Montebello (“City”), Montebello Bus Lines (“MBL”), invite proposals from fully qualified and experienced Contractors, to replace MBL’s existing Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL) system, provide additional functionality, and migrate existing data from previous CAD/AVL system.

The term of the proposed agreement shall be for three (3) years with two (2) one-year term options commencing upon the date of the contract execution between the City and the successful Contractor.

A Pre-Proposal Meeting will be held on Tuesday, March 14th, 2023. The meeting will convene at 10:00 AM Pacific Standard Time in the Transportation Building located at 400 South Taylor Avenue, Montebello. A facility walk-thru will follow the meeting. Proposers must abide by all Federal, State, local, and City coronavirus (COVID-19) protective measures (e.g., face coverings) at all times while onsite.

All potential proposers (“Proposers”) are highly recommended to attend this important meeting. All correspondence, communications, and contact concerning any aspect of this solicitation or offers shall be only with the following person [or his designated representative if applicable] (hereinafter, the “City’s Point of Contact”).

Name: Rohan Anderson
Title: Senior Management Analyst
Address: 400 S. Taylor Ave.

Montebello, CA 90640
Telephone: (323) 558-1625 ext.104
E-mail: [email protected]
Only substantive inquiries will receive a response. All substantive questions submitted in writing, as outlined below, will be responded to according to the guidelines contained herein. Responses will be in writing and will be provided to all prospective Proposers and placed on the City’s website. Responses to questions or comments regarding this RFP provided by any other department, employee, or City department other than the City’s Point of Contact set forth above shall not be considered valid, and the City will not be bound by any such comments or responses. Inquiries received via telephone or orally in person will not receive a response.

Proposals must be received by Thursday, April 20, 2023, at 3:00 PM Pacific Standard Time and submitted in accordance with the instructions contained in this RFP. No exceptions will be granted regardless of reason or circumstances.

All proposals must contain an original signature by an authorized officer of the company.

CAD/AVL System RFP No. 23-8
6 Montebello Bus Lines
The successful Proposer will be required to comply with all applicable Equal Opportunity Laws and Regulations. The City hereby notifies all prospective Proposers that the City will require each Proposer affirmatively demonstrate that Disadvantaged Business Enterprises are afforded full opportunity to participate in the performance of contracts and sub-contracts financed in part or in whole under this RFP, and will not be discriminated against on the grounds of race, color, gender, age, or national origin in consideration for an award.

The City reserves the right to reject any or all proposals, to accept all or any part of any proposal, to waive any informality or minor irregularities in any proposal received to the extent permitted by law and where such action best serves the interest of the City, and to be the sole judge of the merits of the respective proposal received.

The City and MBL is committed to ensuring that no person is excluded from participation in, or denied the benefits of its programs and/or services on the basis of race, color, or national origin in accordance with FTA Circular 4704.1 and Title VI of the Civil Rights Act of 1964, as amended ("Title VI"). In addition to Title VI, NTS also prohibits discrimination based on sex, age, or disability.

Any person who believes he or she has been subjected to discrimination under Title VI can file a complaint with MBL. For more information on MBL’s Civil Rights Program, and the procedures to file a complaint, contact:

Name: Adrianna Kendricks
Title: Director of Transportation
Address: 400 S. Taylor Ave.

Montebello, CA 90640
Telephone: (323) 558-1625
Fax Number: (323) 887-4643
E-mail: RideMBL.com
You may also contact the Federal Coordination and Compliance Office, Civil Rights Division at the Title VI Hotline: 888-TITLE-06 (888-848-5306) or send a letter to:

U.S. Department of Justice
Civil Rights Division
Federal Coordination and Compliance Section, NWB
950 Pennsylvania Avenue, N.W. Washington, D.C. 20530
More information on Title VI is available from the Justice Department online at www.justice.gov

TIMETABLE & SCHEDULE OF EVENTS
Scheduled Tasks Scheduled Date
Issuance of RFP Thursday February 23rd, 2023
Pre-Proposal Meeting Tuesday March 14th, 2023
Deadline to Submit Questions Thursday March 23rd
, 2023, at 3:00 PM PST
Responses to Questions Provided Tuesday April 4
th, 2023
Deadline to Submit Proposals Thursday April 20th, 2023, at 3:00 PM PST Presentations & Intent to Award Week of May 8
th, 2023

CAD/AVL System RFP No. 23-8
7 Montebello Bus Lines

PROPOSAL SUBMISSION CHECKLIST
This checklist must be completed and returned with the Proposal. Failure to return this checklist may be cause for considering the Proposal non-responsive.

Description Section/
Page
Proposer shall
initial here
1 Proposal Page # 5
2 Letter of Transmittal Page # 43
3 Licensing, Permits, and Certificates Page # 17
4 Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit A
5 References Exhibit B
6 Insurance Exhibit C
7 Cost Proposal Sheet Exhibit D
8 Statement Of Disadvantaged Business Enterprise Participation Exhibit E 9 Bidder’s List of Subcontractors (DBE and Non-DBE) Exhibit F 10 Certification Regarding Debarment, Suspension…. Exhibit G 11 Performance Guarantee Certification Exhibit H
12 Performance Bond Exhibit I
13 Irrevocable Standby Letter Of Credit Certificate Exhibit J 14 Bank Draft Exhibit K

OPTIONAL ITEMS
15 Requests for exceptions or deviations. Page # 8
Company Name:

Name of Proposer initialing document (print):

Email address of Company Contact:

Signature:

Title:

Date:

CAD/AVL System RFP No. 23-8
8 Montebello Bus Lines
SECTION 1 - INSTRUCTIONS TO PROPOSERS

PROPOSAL FORMAT AND SUBMITTAL
Proposals can be submitted via the https://pbsystem.planetbids.com/portal/33072/portal-home Portal (accessed through the City of Montebello’s official website at https://cityofmontebello.hosted2.civiclive.com/cms/One.aspx?portalId=58756&pageId=84839) up to the hour of 3:00 p.m. on Thursday, April 20, 2023.

All proposals must contain an original signature by an authorized officer of the company. Proposals received after the above-listed date and time will not be considered.

Proposals shall not include a photocopy of the following:
· INSTRUCTIONS TO PROPOSERS,
· QUALIFICATIONS,
· SCOPE OF WORK.

Proposals shall be typed, single-spaced and submitted on 8 1/2“x11” paper. Proposals shall not include any unnecessarily elaborate or promotional material. Proposals may not be modified or corrected after being opened unless an addendum is issued requesting resubmissions. Proposals will not be valid until all information has been verified and Proposer’s references have been checked. All proposals shall be accompanied by a completed and signed a letter of transmittal provided as a part of this RFP.

All requests for exceptions or deviations as a result of this RFP shall be clearly identifiable by a separate section of the Proposer’s submitted proposal for review by the City. It shall be the City’s right to accept or reject any portion of the submitted requests.

Proposals shall be submitted in accordance with the form prescribed herein. Failure to respond in this manner may render the proposal non-responsive. Unauthorized conditions, limitations, or provisions attached to a Proposal will render the proposal non-conforming and non-responsive and may cause its rejection. The completed proposal shall be without interlineations, alterations, or erasures. Proposers submitting basic conforming proposals may choose to submit alternate proposals as complete and separate offers if the alternate proposal offers technical or other improvements or modifications, which are to the overall benefit of the City. Any and all alternate proposals must be submitted in writing and included with the original proposal, conforming to the requirements as stated herein. No verbal modifications will be accepted.

Proposal documents shall be deemed to include by reference each and every one of the following:

1. Request for Proposal (RFP)

2. Addenda to RFP

3. Supplements to RFP

4. All other required forms

CAD/AVL System RFP No. 23-8
9 Montebello Bus Lines

EXAMINATION OF PROPOSAL DOCUMENTS
By submitting a proposal, Proposer represents that: (1) Proposer has thoroughly examined and become familiar with the Scope of Work required under this RFP, (2) Proposer comprehends all conditions that may impact the proposal, (3) Proposer has reviewed all addenda, and (3) Proposer is capable of providing the equipment, goods, and services necessary to perform the Scope of Work and/or meet the specifications outlined in this RFP, in a manner that meets the City’s objectives. Failure to examine the documents and inform itself shall be at the Proposers’ own risk. A Proposer shall have no claim against the City based upon ignorance of or misunderstanding of the RFP documents. Once the award has been made, failure of a Proposer to have read all of the conditions, instructions and the agreement shall not be cause to alter any term of the agreement nor shall such failure provide valid grounds for a Proposer to withdraw its proposal or to seek additional compensation.

SECTION 2 – GENERAL TERMS AND CONDITIONS

ADDENDA
Any changes made by the City to the requirements in this RFP will be made by written addenda. Any written addenda issued to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound by any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. The City reserves the right to revise or withdraw this RFP at any time and for any reason.

CLARIFICATIONS
Should a Proposer require clarifications of this RFP, the Proposer shall notify the contact person identified in this RFP in writing. Should the City, in its sole discretion, determine that the point in question is not clearly and fully set forth; the City will issue a written addendum clarifying the matter. The said addendum shall be posted on the PlanetBids.com web page.

All questions, clarifications, or comments must be submitted to or no later than 3:00 pm, Thursday, March 23rd, 2023. No questions will be answered individually by the City or Transportation Departments.

Requests for clarification, questions, and comments must be clearly posted on the PlanetBids Q & A section. The City is not responsible for failure to respond to a request that has not been submitted in accordance with this section.

Responses by the City to the clarifications, comments, and questions will be communicated via PlanetBids.

Every attempt will be made to provide responses to all Proposers in accordance with the procurement schedule for this RFP. Inquiries received after the deadline will not be accepted and will be returned to the sender without a response.

Requests for clarifications and questions should be formatted in the following manner:

1. Section

2. Paragraph number

3. Page number

4. Text of the passage being questioned

5. Question

CAD/AVL System RFP No. 23-8
10 Montebello Bus Lines

DISCREPANCIES AND MISUNDERSTANDINGS
Proposing Companies must satisfy themselves by personal examination of any work site, drawings, Scopes of Work and by any other means as they may believe necessary, as to the actual physical conditions, requirements, and difficulties under which the work must be performed. No Proposing Company shall at any time after submission of the proposal, make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies found in any plans, specifications, or other documents provided, shall be called to the attention of the Buyer and clarified prior to the submission of proposals.

WITHDRAWAL OF PROPOSALS
Proposers may withdraw their proposals in writing, provided that such requests are received by the City prior to the scheduled deadline for Proposal submission or within six months following the scheduled deadline for Proposal submission when no contract has been awarded.

REFERENCES
All reference information requested in this RFP and specified in the form included in this RFP must be submitted with the proposal. Refer to Exhibit B.

At the discretion of the Evaluation Committee, the City may elect to perform site visits at the Proposer’s customer locations. These optional site visits will be in addition to any presentations and/or technical demonstrations. Some or all RFP Evaluation Committee members may travel, at City expense, to sites at which finalist Proposers are performing like services. The purpose of such visits shall be to provide the evaluation team with an increased understanding of the process and assess the Proposer’s implementation and performance.

PROPOSAL SIGNATURES
If an individual makes the proposal it shall be signed and the full name and address of the Proposer shall be given.

If a partnership makes the proposal, it shall be signed with the partnership name, by a member of the partnership who shall sign by name and the name and address of each partner shall be given.

If a corporation prepares the proposal, the name of the corporation shall be provided and signed by two (2) duly authorized Officers and, if available, stamped with the corporate seal, and the names and titles of all officers of the corporation shall be given. If a corporation provides a certified letter stating that one (1) duly authorized officer signature is binding for the corporation, this will suffice to omit the second signature requirement in the proposal. Certified letter is to be included in the proposal accompanied with the Letter of Transmittal.

PRE-CONTRACTUAL EXPENSES
The City will be under no obligation for payment of pre-contractual expenses. Pre-contractual expenses are defined as expenses incurred by Proposer in:
· Preparing the proposal in response to this request.

CAD/AVL System RFP No. 23-8
11 Montebello Bus Lines
· Submitting that proposal to the City.
· Negotiating with the City any matter related to this proposal, and/or · Any other expenses incurred by the Proposer prior to the date of award.

CITY OF MONTEBELLO RIGHTS
In its discretion, the City reserves the right to:

1. Reject any and/or all proposals for no reason or any reason including but not limited to the following:
a. The proposal is incomplete, non-responsive, obscure, irregular, or lacking necessary detail and specificity.
b. The Proposer, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.
c. The Proposer failed or neglected to complete and submit any information within the time specified by the City, and as may be otherwise required herein.

2. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform.

3. Accept all or any part of a proposal.

4. Cancel the entire RFP;

5. Issue subsequent RFPs;

6. Waive any errors or informalities in any proposal, to the extent permitted by law.

STATE CREDENTIALS AND TAXES
The Proposer shall be appropriately licensed in accordance with the laws of the State of California for the work to be performed. The cost for any required licenses and/or permits shall be the responsibility of the successful Proposer. The successful Proposer is liable for any and all taxes due as a result of the contract.

RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS
The Proposer’s products, services, and facilities shall be in full compliance with all applicable Federal, State and local regulations, standards, and ordinances, regardless of whether or not they are referred to in the RFP.

CONFIDENTIALITY AND PUBLIC RECORD
Proposals submitted shall become the exclusive property of the City. Submissions shall become a matter of public record subject to disclosure, except for those elements that the City Attorney’s Office determines to be exempt from disclosure under the California Public Records Act or any other applicable state and/or federal law.

JOINT OFFERS
Where two or more Proposers desire to submit in response to this RFP, they shall do so on a prime-sub Contractor basis rather than as a joint venture. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Any proposal submitted on behalf of any form of joint venture or partnership between two (2) existing Proposers may be considered collusive and may be rejected as non-responsive.

CAD/AVL System RFP No. 23-8
12 Montebello Bus Lines

COMPANY PERSONNEL
It shall be the burden of the successful Proposer to ensure all personnel possesses qualifications and/or experience. All personnel required in performing the services herein shall be secured at the expense of the successful Proposer. Personnel shall not be employees of or have any contractual relationship with the City. Successful Proposer’s personnel shall conduct themselves in a professional manner to all City employees at all times. Rude or discourteous behavior by the successful Proposer will not be tolerated and the offense can be justification for termination of contract. All sub-Contractors of successful Proposer shall abide by all the requirements set forth in this section.

SINGLE PROPOSAL RESPONSE
If only one proposal is received in response to this RFP, a detailed cost/price proposal may be requested of the Proposer. A cost or cost and price analysis and evaluation and/or audit of the cost may be performed in order to determine if the price is fair and reasonable. If the City determines a cost analysis is required, Proposer must be prepared to provide, upon request, cost summaries of estimated costs (i.e. labor, equipment, supplies, overhead costs, etc.) and documentation supporting all cost elements.

PROTEST PROCEDURES
All protests must be filed in accordance with the following:

1. The protest must be in writing and identify the solicitation (RFP) number.

2. The protest must be submitted by some return receipt method or guarantee of delivery that insures that the protest was received in a timely manner. The City is not responsible for lost or delayed deliverables.

3. The party’s standing to protest must be identified.

4. Identification of the specific provision, law, regulation, specification, procedure, or policy violated.

5. A statement of the relief requested.

Protests related to the content of the RFP shall be received no later than ten (10) days prior to the proposal due date; or within five (5) days after the proposal opening. If the Protest does not comply with the preceding requirements it may not be evaluated and may be returned to the Protestor.

All protests shall be submitted to the contact person identified in this solicitation. If the solicitation is funded with Federal Transit Administration (FTA) monies, a protest may be filed with the FTA. However, the FTA only accepts protests alleging that a grantee failed to have written protest procedures or did not comply with those procedures or protests that involve a conflict of interest or fraud.

INCORPORATION OF PROPOSAL INTO AGREEMENT
This RFP and the Proposer’s response, including all promises, warranties, commitments, and representations made in the successful proposal, shall be binding and incorporated by reference in the City’s contract with the successful Proposer.

TIME OF COMPLETION
The contract time shall commence from the date on the Notice to Proceed (NTP) as authorized in writing by the City. The services shall be completed within the time period specified in the Request for Proposal. In case the services under the terms of these provisions and related professional contract shall be necessarily

CAD/AVL System RFP No. 23-8
13 Montebello Bus Lines
delayed because of strike, injunctions, government controls, or by reasons of any cause or circumstances beyond the control of the successful contractor (the “Contractor”), the time of completion shall be extended by a number of days to be determined in each instance by mutual agreement between the Contractor and MBL.

PAYMENT
A separate invoice, referencing the respective purchase order number, shall be issued in duplicate for each invoice shown in the payment schedule and addressed to: City of Montebello, Attn: Accounts Payable, 1600 West Beverly Boulevard, Montebello, California, 90640.

Payment will be made within thirty (30) days after acceptance and approval of invoice.

Payment Schedule: Monthly
Provide (1) One invoice monthly.

CONTRACT DOCUMENTS: ORAL CHANGES / CONTRACT TERMINATION Oral Changes: Oral changes and oral change orders are not permitted. All proposed changes must be submitted in writing to, and approved by, MBL prior to becoming a Contract modification.

Contract Termination: MBL may terminate any resulting Contract for convenience at any time by giving the Contractor five (5) days written notice thereof. Upon termination, MBL shall pay the Contractor his allowable cost incurred to date of termination, and those costs deemed reasonably necessary by MBL to effect such termination, determined in accordance with Part 1-8.705-1 of the Federal Procurement Regulations (41CFR 1-8) or other applicable portion(s) of said Regulations. In addition, MBL shall pay the Contractor a percentage of the project, which relates to Contract work accomplished to date of termination. The effective date of termination shall be the date of Notice of Termination.

In the event the Contractor breaches the terms or violates the conditions of the Contract, and does not within ten days, thereafter, cure such breach of violation, MBL may immediately terminate the Contract for default. The Contractor shall be liable for any and all costs incurred by MBL as a result of such default.

SCOPE OF CONTRACT
The Contractor shall provide all services necessary as per the Scope of Work described in this Request for Proposal.

PERFORMANCE OF WORK
It is the intent of these specifications to provide only services of the highest quality. The cost to be quoted and submitted shall include all items of service and any other costs necessary to fully complete the work pursuant to the provisions. It is the aim of these specifications that the Contractor provide complete services of the type prescribed. Any items omitted from such specifications which are clearly necessary for the completion of such services shall be considered a portion of such services, although not directly specified or called for in these specifications. No advantage shall be taken by the Contractorin the omission of any detail which goes to make the services complete, even though such detail is not mentioned in these specifications.

CAD/AVL System RFP No. 23-8
14 Montebello Bus Lines

AWARD OF CONTRACT
The agreement resulting from this RFP (the “Agreement”) will be awarded to the responsive and responsible Proposer whose proposal, conforming to the requirements of the RFP, is determined to be the most advantageous (“Best Value” as described in the Federal Transit Administration Circular 4220.1F) to the City, based on the Evaluation Criteria. No agreement shall exist until the City Council or the City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to:
(a) Accept all or any part of a proposal;
(b) Reject any or all proposals for any reason;
(c) Waive any informality or minor errors to the extent permitted by law; (d) Award the Agreement as the interest of the City may require; (e) Cancel the entire RFP; and/or
(f) Issue subsequent RFPs.

An Evaluation Committee comprised of MBL staff, in accordance with the Proposal Evaluation Criteria set forth in Evaluation Criteria section of this RFP, will evaluate all the proposals. During the evaluation period, the City may interview some or all the proposing firms. Proposers should be aware; however, that award may be made without interviews or further discussions.

The City may negotiate contract terms with the selected Proposer 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. However, negotiations may or may not be conducted with Proposers; therefore, the proposal submitted should contain the most favorable terms and conditions, since the selection and award may be made without discussion with any Proposer.

No agreement shall exist until the City Council or City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to reject any and all proposals for any reason, to waive any informality or minor errors as determined by the City in any proposal and to award the Agreement as the best interests of the City may require. The award, if any, may be made by the City within ninety (90) calendar days after the opening of the proposals.

Point of Contact
This RFP is issued by the City, and the Senior Procurement Analyst will be the sole point of contact (“Point of Contact”) during the RFP submission and procurement process. Communications initiated by respondents to this RFP with members of the City Council, or officers, personnel or employees of the City, other than as coordinated by the Point of Contact, may be grounds for disqualification. Any inquiries or requests during this submission or procurement process shall be submitted in writing to the following Point of Contact:

City of Montebello Transportation Department
Attention: Rohan Anderson,
Senior Management Analyst
400 South Taylor Ave.

Montebello, CA 90640
(323) 558-1625 ext. 104
Email: [email protected]

CAD/AVL System RFP No. 23-8
15 Montebello Bus Lines
If the Point of Contact determines a response to any such inquiry is warranted, said response will be issued to all prospective Proposers via PlanetBids.com

EVALUATION OF PROPOSALS
MBL uses a selection process in which proposals contain both price and qualitative components, and award is based upon a combination of price and qualitative considerations. Qualitative considerations may include experience and qualifications, technical approach, quality of proposed personnel, and/or management plan. The award selection is based upon consideration of a combination of technical and price factors to determine the offer deemed most advantageous to MBL.

An evaluation committee will be appointed to review all proposals. The committee will be comprised of MBL staff. Committee members will initially evaluate each proposal using the pass or fail criteria identified herein. Proposers who pass this first stage of testing will progress to the next step in the evaluation.

On the completion of the initial Pass/Fail review, the committee will evaluate proposals using the twostep process. Technical proposals will be reviewed and scored first without consideration for price. The committee will then open the cost and price proposals and evaluate and score them accordingly. During the technical evaluation, the committee, at its sole discretion may contact any or all the Proposers with specific questions or requests for clarification. After both the technical and cost/price proposals have been evaluated and scored, the committee will arrive at a “comprehensive proposal score” for each proposal.

A list of top-ranked proposals within a competitive range will be developed based upon the total comprehensive scores provided by committee members. At this time, the committee may decide that the evaluation process is complete and submit a final recommendation to the Director of Transportation.

If the committee determined it to be necessary, it may then conduct interviews and negotiations with short-listed Proposers. As no other interview dates are available. Proposers who are unable to attend their interview as scheduled may be eliminated from further participation. The interview may consist of a short presentation by the Proposer after which MBL may ask questions and/or request clarification related to any element of a proposal and its qualifications. MBL may also enter negotiations with the Proposer.

At the conclusion of interviews and negotiations, the evaluation committee may choose to proceed using one of the following processes:

The committee may find it necessary to re-score the proposals in light of information gained during the interviews and negotiations process. The proposals will be scored in the same manner as the original proposals.

The committee may ask the Proposers to consider the dialog of negotiations and revise their proposals. A deadline will be set for submission of the revised proposals. If a Proposer is unable to meet the deadline or chooses not to revise its proposal, its existing proposal will be rescored along with revised proposals in the same manner as the original proposals.

Proposers remaining within the competitive range may be asked to submit a Best and Final Offer (BAFO).

In the BAFO request, the Proposers may be asked to provide additional information, confirm or clarify issues and submit a final cost/price offer. A deadline for submission will be stipulated. The BAFO’s will be scored in the same manner as the original proposals.

CAD/AVL System RFP No. 23-8
16 Montebello Bus Lines
After the BAFO’s are evaluated and scored, the evaluation committee may recommend a proposal with the highest final ranking or a short list of top ranked proposals within the competitive range whose offers(s) are the most advantageous to MBL.

MBL will evaluate the offers based on the following criteria: Pass/Fail Criteria · Proposer has demonstrated the ability to meet the insurance requirements described in the Agreement. Proof of ability, for example a sample certificate with another agency, or a statement that proposer can meet the insurance requirements in the RFP should be attached to proposal. (P/F)
· Proposer has demonstrated at least five (5) years of CAD/AVL system experience. (P/F) · Proposer has demonstrated previous experience working for or with public agencies, transit entities, or corporations on security project. (P/F)
If the Proposer does not meet any of the criteria mentioned above, their proposal may not be considered for evaluation:

EVALUATION CRITERIA
Award will be made to the Offeror whose proposal offers the best value to the City. Proposals that meet the pass/ fail criteria now will be evaluated in accordance with the following criteria:

Qualitative Considerations
The Proposer’s qualitative proposal will be evaluated on the basis of the following factors, each having the weighted value set forth below:
1 Project Management Plan
The proposal shall contain a detailed explanation of the project and not a reiteration of the RFP itself. The information offered should be a compendium of the Proposer’s knowledge of the standards outlined in the Scope of Work. 15 points
2 Proposed Project Team
Qualifications and experience of management and staff and other personnel; comprehensiveness of plan and team’s familiarity with the provision of Security Services.
10 points
3 Qualifications and Experience
Demonstrate experience completing CAD/AVL system projects of the same or similar magnitude. Presentation of a catalog of CAD/AVL system experience and expertise most advantageous to the City.
10 points
4 Technical Approach
Understanding of the RFP requirements and illustrating the ability to meet performance objectives, compliance with all technical and administrative requirements, financial viability, accounting, and reporting. 40 points
TOTAL 75 points
Price Considerations

CAD/AVL System RFP No. 23-8
17 Montebello Bus Lines
The Price proposals will be evaluated as follows:
5 Price
The Proposer’s Price proposal will be compared to the proposal with the Best Value to the City. The best value responsive price will receive the total weighted value for this criterion.
25 points
TOTAL 25 points
All other Price proposals will be scored as follows:

Proposer Price Score = Best Price proposal x 25 (Total Points Available for Price Evaluation).

SECTION 3 - OTHER REQUIREMENTS

LICENSING AND PERMITS
The Contractor shall be licensed, bonded, and experienced in performing the services described in the Scope of Work and shall provide evidence of current licensing and permits as required by local, State, and Federal regulations in providing such services.

LIQUIDATION DAMAGES
MBL commits to working cooperatively with the Contractor to resolve Contractor’s equipment and performance challenges as they may arise, however, certain proven contractual violations may result in the assessment of liquidated damages at MBL’s discretion.

Whenever assessed, the Contractor will provide a credit letter in the amount specified to be applied to a subsequent invoice. Each such credit letter will include information concerning the date, time and nature of the violation(s), the amount assessed for each and the total amount credited. Failure to comply with any aspect of the Scope of Work may result in a credit to MBL of $250 per violation.

BOND REQUIREMENTS
Bid Guarantee
The Contractors shall furnish a bid guarantee in the form of a bid bond, or certified treasurer’s or cashier’s check issued by a responsible bank or trust company, made payable to the City. The amount of such guaranty shall be equal to 10% of the first year bid price.

In submitting this bid, it is understood and agreed by the Contractor that the City reserves the right to reject any and all bids, or part of any bid, and it is agreed that the Bid may not be withdrawn for a period of (90) days subsequent to the opening of bids, without the written consent of City.

It is also understood and agreed that if the undersigned bidder should withdraw any part or all of his bid within (90) days after the bid opening without the written consent of the City, or refuse or be unable to enter into an agreement as provided above, or refuse or be unable to furnish adequate and acceptable Performance and Payment Bonds, or refuse or be unable to furnish adequate and acceptable insurance, as provided above, it shall forfeit its bid guarantee to the extent City’s damages occasioned by such withdrawal, or refusal, or inability to enter into an agreement, or provide adequate security thereof.

CAD/AVL System RFP No. 23-8
18 Montebello Bus Lines
It is further understood and agreed that to the extent the defaulting Contractor's bid guarantee shall prove inadequate to fully recompense the City for the damages occasioned by default, then the undersigned Contractor agrees to indemnify the City and pay over to the City the difference between the bid guarantee and City’s total damages so as to make City whole.

The undersigned understands that any material alteration of any of the above or any of the material contained herein, other than that requested will render the bid unresponsive (Exhibit H. Performance Bid Guarantee). A copy of the bid bond shall be submitted via the PlanetBids.com Portal.

Performance Guarantee
A Performance Guarantee in the amount of 100% of the Agreement first year value is required by the City to ensure faithful performance of the Agreement. Either a Performance Bond or an Irrevocable Standby Letter of Credit shall be provided by the Contractor and shall remain in full force for the term of the Agreement.

The successful Contractor shall certify that it will provide the requisite Performance Guarantee to the City within ten (10) business days from Agreement execution (Exhibit I. Performance Bond). The City requires all Performance Bonds to be provided by a fully qualified surety company acceptable to the City and listed as a company currently authorized under 31 C.F.R. part 22 as possessing a Certificate of Authority as described hereunder. The City may require additional performance bond protection when the contract price is increased. The increase in protection shall generally equal 100 percent of the increase in the contract price. The City may secure additional protection by directing the Contractor to increase the amount of the existing bond or to obtain an additional bond.

If the Contractor chooses to provide a Letter of Credit as its Performance Guarantee, the City shall furnish with its bid, certification that an Irrevocable Standby Letter of Credit will be furnished should the Bidder become the successful Contractor. The Contractor shall also provide a statement from the banking institution certifying that an Irrevocable Standby Letter of Credit for the action will be provided if the Contract is awarded to the Bidder. The Irrevocable Stand-By Letter of Credit will only be accepted by the City if:

1. A bank in good standing issues it. The City will not accept a Letter of Credit from an entity other than a bank.

2. It is in writing and signed by the issuing bank.

3. It conspicuously states that it is an irrevocable, non-transferable, “standby” Letter of Credit.

4. The City is identified as the Beneficiary.

5. It is in an amount equal to 100% of the Contract first year value. This amount must be in U.S. dollars.

6. The effective date of the Letter of Credit is the same as the effective date of the Contract.

7. The expiration date of the Letter of Credit coincides with the term of this Agreement.

8. It indicates that it is being issued in order to support the obligation of the Contractor to perform under the Contract. It must specifically reference the Contract between the City and the Contractor the work stipulated herein.

The issuing bank’s obligation to pay will arise upon the presentation of the original Letter of Credit and a certificate and draft (similar to the attached forms contained in Exhibit J. Irrevocable Stand-By Letter of Credit Certificate and Exhibit K. Bank Draft) to the issuing bank’s representative at a location and time to be determined by the parties. This documentation will indicate that the Contractor is in default under the Contract.

CAD/AVL System RFP No. 23-8
19 Montebello Bus Lines
SECTION 4 – SCOPE OF WORK
The City, through MBL, is soliciting competitive proposals from fully qualified and experienced Contractors, to replace MBL’s existing Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL) system, provide additional functionality, and migrate existing data from previous CAD/AVL system. The Contractor shall install the CAD/AVL system to perform the services, outlined in the Scope of Work, for a three-year term with the option for renewal of up to two (2) additional one-year (1-year) terms.

The complete and integrated CAD/AVL System must include the following core requirements, but not be limited to:
• Computer-Aided Dispatch (CAD)
• Automatic Vehicle Location (AVL) (Revenue and Non-revenue Vehicle) • Automatic Voice Annunciation System (AVA)
• Head sign / Marquee Integrations
• Bus Stop/Shelter Signage Integrations
• Covert Emergency Alarms (CEA)
• Single Point Vehicle Log-in
• Business Intelligence and Reporting (OTP, Vehicle Miles/Hours, Performance of Operators and Vehicles, Incident Management, Farebox Recovery, etc.)
• NTD Certification and APC Benchmarking
• Voice over IP (VoIP) Based Voice Communications – Motorola UHF ICIS to be used as backup • Yard Management System
• Real-time Data Communications, Detours, Alert Management, Passenger Information, GTFS, and GTFS-RT. Integrations with apps such as Google Transit, Apple Maps, Moovit, and TransitApp • Uptime SLA to be agreed upon between City and Vendor. • Hosting and support
• Recommended process for offloading data
• Traffic Signal Priority (TSP) Integration
• Automatic Vehicle Monitoring (AVM) (Optional)
• Time Keeping and Scheduling (Optional)
• Planning and Scheduling(Optional)
• Pre/Post Trip Inspections (Optional)
Desired Systems Integration and Existing Infrastructures: MBL desires to have these systems integrated or replaced with by the proposed contactor:
• IBM Maximo Enterprise Asset Management System
• Genetec Surveillance System – push button for video tagging • Remix Platform
• TransTrack
• City Website
• Cubic Universal Fare System
• Eventide Nexlog: Log voice calls if replacement VoIP system does not have call logging capabilities • Infotainment: Display route information on-board
• Destination signs
• Real-time signage at bus stops

CAD/AVL System RFP No. 23-8
20 Montebello Bus Lines
• Optibus
• Cradlepoint: IBR1700
• Verizon Cellular Network
• Trackit Manager
Computer-Aided Dispatch and Automated Vehicle Location (CAD/AVL) System The Computer-Aided Dispatch (CAD) component shall be the primary means of assigning, overseeing, and communicating with MBL vehicles; preparing and processing incident reports. CAD shall support multiple user groups (e.g., driver supervisors, operations managers, system administrator) with settable system rights and privileges. CAD functionality shall be available on MBL workstations via a web-based application or similar means.

The Automatic Vehicle Location (AVL) component shall store, and regularly update real-time vehicle location information of MBL vehicles. The AVL component of the total solution shall display the vehicle information in real-time on a geographic map at workstations for dispatch, customer service and other stakeholders along with other pertinent information regarding the route, vehicle and schedule data.

The CAD/AVL system shall also be able to integrate or import transit data (Routes, Stops, Trips, etc.) via direct integration, and/or imports from route/scheduling exports.

The CAD/AVL system shall also have the capability to input changes to the line, pattern and schedule data from a workstation, for full or ad-hoc changes and detours at the trip, run and line levels. The system shall also support interlining.

Proposer shall be sufficiently knowledgeable of the transit scheduling software to carry out the required integration for meeting these CAD/AVL system specifications. Such bidirectional data transfer and synchronization with the CAD/AVL System and other MBL systems shall occur either automatically or upon user initiation, dependent upon MBL CAD/AVL System administrator settings Graphical User Interface
All the information that is provided to the CAD/AVL users shall be via intuitive and easy to use Graphical User Interfaces (GUI). The GUI shall not be static and shall be fully customizable for each class of user. For example, dispatchers shall be able to customize what they are able to view on the screens related to route and vehicle information, customer service agents shall be able to customize what they are able to view on the screens related to real-time vehicle/route performance information and triggers etc.

The system shall display if vehicle(s) are in operation but have not been logged in. The dispatchers shall have the capability to remotely login these vehicles with the operator and route credentials which shall populate all the other on-vehicle systems through single sign-on.

Geographic Display/Functionality
Geographic display/functionality shall include the following but not limited to:
• Allow centering geographic display on and automatically tracking a specified vehicle • Allow centering on specified lines, stops, and time points. • Allow selection of vehicle icon to display text/tabular display data about vehicle

CAD/AVL System RFP No. 23-8
21 Montebello Bus Lines
• Automatically adjust minor vehicle location discrepancies to show vehicle icons on streets • Automatically center the display on a vehicle with a covert alarm status while the covert alarm is active.
• Include an up to date map of all highways, streets, and roads by name • On highest-level map, show MBL’s full service area
• On lowest-level map, show all streets, roads, railroad tracks, water boundaries, jurisdictional boundaries, bus stops, transfer points, and significant landmarks within the displayed area Operations Display/Functionality
Operations display/functionality shall include the following, but not limited to:
• Display the conditions, location, direction of travel and route/schedule adherence of vehicle • Display selected lists of data, including vehicle schedules, Operator identification, assignments and schedules, pull-in/layover status, back in-service time/place, schedule and route adherence. • Display assignments of operators to lines/runs and or vehicles. • Display various types of canned and custom text messages • Visible list of unacknowledged and acknowledge message and responses • Allow the ability to create unlimited customized dispatch triggers and/or alerts • Triggers and/or alerts shall have the capability to be created in real-time within the CAD component
• Operations status entries shall be generated automatically by the CAD/AVL system when an outof-tolerance condition is detected. The CAD/AVL system shall generate notifications for a number of vehicle
Incident Reporting
The CAD/AVL system shall support automatic and manual collection and entry of vehicle information for incident reports. For each incident report, the CAD/AVL system shall automatically record vehicle status, run, line, schedule deviation, time, operator identification, location, alarm status, other pertinent vehicle information, system date and time, workstation identification, and dispatch user. Incident reports shall accept from a console and record manually entered text, coded, combo-boxed or check-boxed notes, and an indication that the incident is closed or the report cancelled.

The CAD Incident Report subsystem shall also include the following features, but not limited to:
• Automatically assign a unique identification to each created incident report • Be searchable by any incident report data field
• Allow recording of free-form text comments (i.e. Memo field) • Be exportable in a various format (e.g. Comma delimited, PDF, and MS Office applications) • Maintain a log of incident report creations and modifications by user, date, and time Time of Arrival and Departure Data
The CAD/AVL System shall determine dynamic estimated time of arrival to the next vehicle stop for each vehicle based on data from the AVL System. The time of arrival information shall be available for the Passenger Information Display System (PIDS), internet access including MBL’s public website, Google, Computer-Aided Dispatch (CAD), and other systems.

CAD/AVL System RFP No. 23-8
22 Montebello Bus Lines
The time of arrival/departure information shall be determined using an analytical algorithm that utilizes the current AVL information for the approaching/departing vehicle relative to a stop. The CAD/AVL System shall have functionality to calculate the arrival/departure times for a number of vehicles at each stop for all routes and directions serving that stop.

The CAD/AVL System shall provide GTFS-RT feed to support external customer information and planning applications.

Reporting
Comprehensive reporting shall be provided by the system to display critical reports and information to enable management to monitor performance and conditions.

The solution shall also provide for viewing and reporting of data by exception that is configurable by the users. The configurable parameters shall allow for various event triggers such as vehicles running early or late, vehicle off-route, service type, date, time, route, and vehicle. The system shall allow for flexible reporting (canned, custom and Ad hoc) and mining of data.

Reporting functionalities and capabilities shall include the following at a minimum, but not limited to:
• Revenue Vehicle Operations
• Dashboards that display critical information on a continuous basis • Current status of service showing active CEA, number of vehicles currently on routes, percent of fleet on time, and percent of fleet late
• Dispatch user information such as vehicle and line assignments, action events such as vehicle calls and alarms, and dispatch user responses, all with time tags for analysis • Stop information including line, run, direction, vehicle, operator, miles, etc. • Summary data on trip number, line, run, day of week, time period, Operator ID, vehicle ID, schedule adherence, passenger boarding’s, etc. Summaries shall be for daily, weeks, months, quarters, and years
• Time-point data including trip vehicle, line, run, and time of time-point passage • Trip information including line, run, direction, vehicle, operator, miles, etc. • Revenue and non-revenue miles and hours
• Schedule adherence
• Bus assignments including changes
• Run cancellations
• Out late buses
• Service delays, including type, reason, length of delay, service loss, mileage lost • Operator Management
• Operator assignments and assignment fulfillment
• Incident Reports involving Operator error
• Accident Reports
Onboard Vehicle System Requirements
The Contractor shall furnish and install a CAD/AVL System for MBL vehicles, with all equipment, cabling software, components and licenses necessary.

CAD/AVL System RFP No. 23-8
23 Montebello Bus Lines
Vehicle Logic Unit (VLU)
The Contractor shall provide a VLU that has, the following specifications at a minimum, but not limited to:
• The VLU shall be the central processing device and data storage device installed onboard for all vehicles and powered by the vehicle’s electrical system • The VLU shall be integrated with the onboard equipment on each vehicle that provides route/ destination announcements and onboard visual signs with both audible and textual messages, etc.
• The VLU shall provide the interface/transmission of data to and from all subsystems such as audio announcements, PIDS, onboard visual signs, etc.
• The GPS receiver shall be integrated into the VLU to provide time and location data for AVL functions
• Multiple port selections
• Data storage capacity shall be sufficient to store the complete current and pending route schedules, announcement files, and event messages
• System configuration settings related specifically to a vehicle shall be stored in a vehicle configuration module such that the VLU unit can be swapped out and vehicle information not lost. • The VLU shall be provisioned for future expansion and interoperability Mobile Data Terminal (MDT)
The Contractor shall provide a MDT that has, the following specifications at a minimum, but not limited to:
• The MDT shall automatically engage when the vehicle is started, and shut down a programmable amount of time after the vehicle is turned off.
• The MDT shall store the most recent location received from the GPS receiver, so that if the GPS receiver is not able to report the location, the last known good location will remain available. • The MDT shall incorporate a color graphical screen capable of displaying fonts of variable size and can change colors between day and night or has automatic brightness controls. • The MDT shall have capabilities to show the Operator turn by turn directions. • The MDT shall have the capabilities to show the Operator if they are ahead of schedule or behind schedule in number of minutes and or color code.
• The MDT shall be equipped with appropriate functional buttons (physical and or touch screen) capable of controlling other onboard systems (e.g. NGFS, head signs, etc.). • The MDT display shall be readable by the Operator from the seated position under the full range of ambient illumination conditions, through the incorporation of such measures as driveroperated brightness/contrast control, anti-glare coating and adjustable orientation mounting. • The MDT shall be capable of providing unique audio tones to alert the Operator of incoming messages.

The MDT shall be capable of, but not limited to, displaying the following onboard information and interface to onboard systems during operation of the vehicle:
• Data Messaging
• Emergency Alarm
• Head Sign Control
• Logon

CAD/AVL System RFP No. 23-8
24 Montebello Bus Lines
• Maintenance
• NGFS- Mobile Validator (Ability to show fare on MDT, accept and cancel transaction from MDT etc.)
• Route Guidance
• Schedule Adherence
• Stop Announcement
• Talk
• Transfer Notification
• Trip/Schedule Display Control
• The MDT shall support en route changes of the assigned Operators for cases such as mechanical breakdowns, Operator substitutions, etc.
• The MDT shall enable Operators to send user-friendly, easy to use predefined text data messages to dispatch with a minimum of interaction e.g. wheel chair loaded, bike loaded etc. These text messages shall be user configurable by system administrator and flexible in the way they are ordered on the MDT.
• Operators shall be able to review recently received messages at any time with a minimum of interaction. The MDT shall be capable of retaining at least the last (10) ten received messages for Operator review. The received messages shall be ordered chronologically with the most recently received message presented first.
• When the vehicle receives a data message, the Operator shall be notified by a mutable audio tone signal and the message shall be available for display on the MDT within one second after it is received.
• The MDT shall provide for automatic control of all destination signs in vehicles. The destination signs shall be automatically updated by the Operator at logon and at predefined points along each route (e.g., at the end of a trip). The points at which destination sign messages shall be automatically changed shall be configurable by MBL.

Covert Emergency Alarm
The Contractor shall provide a Covert Emergency Alarm (CEA) which will activate a silent alarm when an Operator presses a button in an inconspicuous location of the Operator‘s area. When engaged, the CEA shall include the following functionality, but not limited to:
• Issue an emergency alarm, including vehicle location, to the dispatch workstation • Discreetly display the CEA activation to the Operator • Send discrete visual signal to Operator when a dispatch workstation acknowledges receipt of CEA • Emergency Alarms shall have the highest priority of all data messages. • Cause exterior head signs to display an emergency message • A CEA event indication shall not be noticeable to passengers. • Update the vehicle location to the dispatch workstation no less than every (5) five seconds • Allow supervisor to override and disable a CEA using the dispatch workstation Automatic Voice Annunciators
The Contractor shall provide an Automatic Voice Annunciator (AVA) system in each MBL vehicle that shall automatically audibly and visually announce stops and stop requests; and change onboard visual signs.

The AVA system shall determine where or when to make stop announcements and onboard visual signs changes using AVL system data and pre-defined location or time parameters. Once the Operator is logged

CAD/AVL System RFP No. 23-8
25 Montebello Bus Lines
into the MDT, the AVA system shall be fully automatic requiring no driver interaction. The AVA system shall include interior and exterior speakers and all relevant equipment for audible announcements.

Destination Announcements
When a vehicle is approaching a stop, one or more announcements shall be made for approaching stop.

Requirements, capabilities, and features of the announcement system shall include but not limited to:
• Allow MBL administrators to configure announcements
• Destination description by street, intersection, location, or landmark • Disabling of exterior audio announcement by time of day, route and vehicle • Distance or time of announcement(s) prior to the stop • Multiple occurrences of announcement for a given stop, including upon arrival • Type of announcement (visual, interior audio, and/or exterior audio) by bus or trolley location • Allow Operator to disable AVA system in the event of malfunction • Allow Operator to manually invoke the pre-defined announcements • Automatically make other pre-defined announcements periodically or at pre-defined locations • Display time periodically or at pre-defined locations • If an unscheduled stop is made, continue to make correct next stop announcements • If vehicle goes off-route, disable announcements until vehicle returns to the assigned route • Include pre-defined announcements
• Make audio and visual “Stop Requested” announcements and clear when a door is opened • Make line and destination location announcements prior to and upon arriving at bus stops • Meet Americans with Disabilities Act (ADA) requirements for the bus stop announcements Announcement Database
The AVA system shall include a database of audio and visual stop and other pre-defined announcements.

The database shall include necessary administrative tools for MBL to easily modify announcement parameters for individual stops including but not limited to announcement content, location, frequency, and type.

On-board Passenger Display Signs
The Proposer shall provide and install inside each vehicle:
• At least one electronic variable display sign for visual bus stop and other pre-defined announcements
• Conceal cable connections to the sign enclosure
• House visual signs in a vandal-resistant enclosure with a scratch resistant faceplate lens • Use text of sufficient size, brightness, contrast, and clarity to be readable by persons with normal vision from anywhere in the vehicle under typical day and night ambient lighting conditions Yard Management System (YMS)
The Yard Management System shall maintain a MBL yard plan showing the current vehicle locations, IDs, availability status, and assignments by operator and run; and provide for vehicle status updates by the Maintenance Department. The yard plan and vehicle status shall be available to the Dispatch Center

CAD/AVL System RFP No. 23-8
26 Montebello Bus Lines
console and to selected pre-existing Maintenance Department workstations. Other requirements, capabilities, or features of the Yard Management System shall include but not limited to:
• Display MBL yard plan in graphical format matching the actual layout of the yard. • Automatically record movements of a vehicle in, out of, and within the yard.

Provide vehicle status such as:
• Holding vehicles for maintenance
• Vehicle being cleaned and disinfected
• Vehicle disinfected and ready for revenue service etc.

Access to Data and Interface
The vendor is expected to partner with MBL and other authorized vendor products to interface and share data via import/export of files or API, when applicable.

Similar to the GTFS data standard, MBL follows other national efforts to standardize key data sources and allow for easy integration between technology companies.

NTD Reporting
• Ridership reporting solution shall provide NTD reporting for ridership and passenger miles • The Contractor shall assist MBL in obtaining NTD certification for ridership and passenger miles and describe the NTD process in proposal
•
Voice over IP (VoIP)
• The vehicle operator shall be able to select on the OCU a voice call through a request to talk (RTT) and a priority request to talk (PRTT), which will immediately send the request to the central system
• The OCU or VCU shall retry sending the message until acknowledged by the central system or until all retries have been exhausted. The vehicle operator will be notified that the request was successfully transmitted or not
• The proposed voice solution shall include either voice over IP (VoIP) as embedded feature of the OCU or VCU
• The vehicle operator shall not have use of the voice radio unless requested by a Dispatcher through a voice call or the OCU or VCU loses data communications to the central system and the radio is in fallback
• The vehicle operator shall have free use of the voice system when in fallback mode. The voice system shall be in fallback mode when the OCU or VCU is powered off, when the OCU or VCU is powered on but not fully operational, when the OCU or VCU has lost data communications to the central system, or when the OCU or VCU is commanded to enter fallback mode by Dispatch • If voice audio from Dispatch is playing on the driver speaker and the vehicle operator picks up the handset, the Dispatch audio will be automatically routed to the handset • The voice call will automatically end when the vehicle operator places the handset in the cradle, the configured call timeout period elapses or when no voice is detected for a configurable period • It is paramount that the bus operator can always get in touch with dispatch and therefore the voice communications solution shall support fallback. When data communications between the

CAD/AVL System RFP No. 23-8
27 Montebello Bus Lines
VCU and the central system are lost, for any reason, the VCU shall go to open microphone mode, which allows the bus operator to pick-up the handset and talk without sending any text messages • The system shall support monitoring the audio onboard the bus. When in emergency mode, the VCU shall allow the covert microphone to be enabled by the dispatcher. When enabled, the covert microphone audio shall be routed through the radio or VoIP to the dispatcher that enabled the covert microphone
Dispatch-Initiated Public Announcements
• The VCU shall immediately playback any public audio announcements on the interior speakers using text to speech (TTS) that were sent by a Dispatcher • The VCU shall immediately display any public text announcement sent on the interior LED sign by a Dispatcher
Traffic Signal Priority (TSP) Integration
• The proposed system must be expandable to integrate with future Traffic Signal Priority (TSP). • Contractors shall provide the name and references of TSP systems in which integrations have been successfully completed
Planning and Scheduling (Optional)
• Be able to provide U.S. Census data on the service area, including but not limited to ethnic and socioeconomic data.
• Ability to pull demographic data using the radius from the route alignment (i.e. .25 miles from a fixed transit route)
• Generate maps with census data overlays, and the ability to export said maps as a .jpeg or .pdf file.
• Run a Title VI analysis within the set service area, including the ability to determine average minority percentage by line and system-wide
• Ability to generate map that can distinguish census block groups as above or below average system-wide minority
• Ability to run Title VI Service Equity Analysis for service or route modifications • Provide modeling capabilities to simulate new routes or route modifications • Present easy-to-read route statistics
Pre-trip Inspection (Optional)
Pre-trip inspection reporting prior to pull-out to eliminate manual processing of paper-based inspection.

Shall be fully customizable to include:

Fully customizable inspection forms
• Allow operator keyed input to address specific issues and comments • Force mandatory post-trip inspection and end of day for vehicle • Capable of sending inspection reports to designated staff in real-time • Configurable inspection duration validity (i.e. 24 hours, 48 hours, etc.) • Alerts/notifies staff when vehicle leaves the garage without a valid status

CAD/AVL System RFP No. 23-8
28 Montebello Bus Lines
Automatic Vehicle Monitoring (AVM) (Optional)
• The VCU shall include an automatic vehicle monitoring (AVM) system that monitors onboard equipment through the standard interfaces for performance data and faults • During the design phase of the project, the Contractor shall describe the need for installing any hardware or software upgrades required for this interface • The VCU shall indicate to the vehicle operator via the OCU any equipment that has faults • The VCU shall immediately report any equipment faults identified by MBL to the central system • The VCU shall timestamp and geocode all data collected by AVM • The system shall be capable of verifying active communication between all monitored systems and the VCU, and be capable of using multiple communication protocols • The VCU shall transmit all AVM collected data to the central system through the WLAN upon entry to the WLAN coverage at the depot and every fifteen minutes while in WLAN coverage. • The VCU shall be capable of monitoring the performance data that is typically available on the bus networks - The Contractor will validate the availability of AVM fault and performance data The Contractor will work with MBL to document the final list of performance and fault data to be collected during the design phase
Warranty
All equipment and workmanship (on board equipment, backend equipment, software, and other accompanying equipment) should have a minimum of 3 years warranty from the date of final acceptance of work.
• Proposals will provide an explanation of the coverage provided by the warranty, including the response method and plan for provision of parts and labor. • The Contractor warrants the documentation provided completely and that it accurately reflects the operation and maintenance of the equipment and software, and provides all information necessary to maintain the system.

Maintenance
Proposals must include pricing for maintenance and provide an explanation of the coverage, including response times and plans for provision of parts and labor. Proposals must address maintenance provisions for software patches and version upgrades.

The Proposer is required to notify MBL at least one month in advance of installation when new software releases become available. The Proposer is required to notify MBL at least six months in advance when it is expected that the current release and related systems will no longer be supported.

The Proposer will ensure that all existing software configurations are protected after the system has been upgraded for the entire duration of the time when MBL uses the product. These changes must be reported to the MBL Director.

Technical Support And Training
The Proposer will provide a contact person and phone number to assist MBL with any technical questions.

CAD/AVL System RFP No. 23-8
29 Montebello Bus Lines
The Proposer will submit a training plan that describes the procedures that will be employed to adequately accomplish training related to the implementation and full utilization of the system.

Training shall be provided to personnel designated by MBL. Training for all hardware and software must be provided on-site and will at minimum include:
• Name and phone number of the person responsible for training. • How to install or setup a computer as a viewing station. • How to operate the software
• How to record and retrieve data.

CAD/AVL System RFP No. 23-8
30 Montebello Bus Lines
SECTION 5 – QUALIFICATIONS

DESIRED QUALIFICATION
• Provide a brief profile of the firm, including: the types of services offered, the year founded, form of the organization (corporation, partnership, sole proprietorship) number, size and location of offices, and the number of employees.
• Provide a general description of the firm’s financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede the Contractor’s ability to complete the project.
• Describe the firm’s experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project. Describe an experience in similar projects, particularly in the transit and public sector environments. The Contractor must demonstrate to the satisfaction of MBL that it has sufficient resources, capabilities and experience to meet the business needs as stated in this document. The Contractor will state and identify its involvement with other clients for both past and present projects. The Contractor will state the client’s name, and references for similar projects, particularly those conducted for public transit in particular and the public sector in general. Be specific with respect to past and current assignments elaborating on those projects of similar type, magnitude and complexity. The Contractor’s involvement and responsibility should be defined for each project.
• Identify any subcontractors by company name, address, contact person, and telephone number and project function.
• Briefly describe other projects currently in process and how those projects affect the company’s current capacity and capacity during this proposed project. Identify any capacity or availability issues for any major subcontractors proposed.

FIRM QUALIFICATIONS
To be considered responsive to the RFP, firms must demonstrate that they meet the following minimum qualifications by providing a thorough response and verifiable evidence of compliance. Non-compliance with these requirements may disqualify your proposal from further consideration.

A. Firm has not defaulted on a contract within the past five (5) years or declared bankruptcy or been placed in receivership or been denied credit within the past three (3) years.

B. Firm has not been assessed any penalties for non-compliance with any federal, state, local, city, or county labor laws and/or regulations within the past five (5) years.

C. Firm is currently not under investigation for any charge or claim for noncompliance with any federal, state, local, city, or county labor laws and/or regulations including, without limitation prevailing wage laws and apprenticeship laws.

D. The firm must have a minimum of five years of experience and demonstrated track record of quality work, knowledge, skills, and abilities in CAD/AVL systems for public transit agencies, preferably in an environment of similar size and scope to the MBL.

E. Licensed to do business in the State of California.

F. Experience with projects of similar size and scope.

G. Experience with agencies of similar size and scope as MBL.

H. Financial capacity.

CAD/AVL System RFP No. 23-8
31 Montebello Bus Lines
SECTION 6 – FORM OF CONTRACT (SAMPLE)

PROFESSIONAL SERVICES AGREEMENT FOR

COMPUTER-AIDED DISPATCH/AUTOMATIC VEHICLE LOCATION SYSTEM THIS AGREEMENT (“Agreement”) is made and entered into on …………………….., 2023, by the CITY OF MONTEBELLO, a municipal corporation (hereinafter referred to as “CITY”) and …………………………….. (Hereinafter referred to as “CONTRACTOR”). CITY and CONTRACTOR are sometimes referred to herein individual as a “Party,” and jointly as the “Parties.”

RECITALS
WHEREAS, CITY desires to retain a qualified professional Contractor to replace MBL’s existing Computer-Aided Dispatch/Automatic Vehicle Location (CAD/AVL) system, provide additional functionality, and migrate existing data from previous CAD/AVL system (“Project”); and WHEREAS, CONTRACTOR represents the degree of specialized expertise contemplated within California Government Code, Section 37103, and is qualified to perform such services by virtue of its experience and the training, education, and expertise of its principals and employees; and WHEREAS, no official or employee of CITY has a financial interest, within the provisions of Sections 1090 – 1092 of the California Government Code, in the subject matter of this Agreement; and WHEREAS, CONTRACTOR responded to CITY’s Request for Proposal dated February 9, 2023 (RFP No. [23-8]), as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Contractor Proposal”).

NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:

SECTION 1. SERVICES / COMPENSATION.

A. CONTRACTOR shall provide to CITY those services that are set forth fully in the Scope of Services, as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).

B. CONTRACTOR shall complete the Scope of Services within the time set forth in the Schedule of Performance, as such is set forth in Exhibit “B” hereto and incorporated fully herein by this reference.

B. CONTRACTOR shall be compensated a sum not-to-exceed $………………………………………(the “Maximum Compensation”) for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “C” and incorporated fully herein by this reference (“Compensation”). CONTRACTOR shall provide an itemized billing statement to CITY each month for Professional Services performed. CONTRACTOR shall not incur fees or costs which exceed the Maximum Compensation without the prior written consent of CITY.

C. CITY will be invoiced at the end of the first billing period following commencement of

CAD/AVL System RFP No. 23-8
32 Montebello Bus Lines
work and at the end of each billing period thereafter. Payment in full of an invoice must be received by CONTRACTOR within thirty (30) days of the date of such invoice.

D. Work performed shall be deemed approved and accepted by CITY as and when invoiced unless CITY objects within fifteen (15) days of invoice date by written notice specifically stating the details in which CITY believes such work is incomplete or defective, and the invoice amount(s) in dispute. CITY shall pay undisputed amounts as provided for in the preceding paragraph.

E. Failure of CITY to submit full payment of an invoice within thirty (30) days of the date thereof subjects this agreement and the work herein contemplated to suspension or termination at CONTRACTOR's discretion.

SECTION 2. TERM.

This Agreement shall commence on ………………, 2023 , and shall be valid for three (3) years from the Effective Date, with two (2), one-year options, unless terminated sooner as provided in Section 7 herein.

The Parties agree that Sections 4(B), 9, 10, 11, 13, 16, 17, 18, and 19 shall survive for three (3) years following the expiration or termination of this Agreement.

SECTION 3. CONTRACT DOCUMENTS.

For purpose of this Agreement, the contract documents for the aforesaid Project shall consist of (and are outlined in the following order of preference):

A. RFP No. 23-8;
B. Proposer’s [DATE] Proposal for Computer-Aided Dispatch/Automatic Vehicle Location System and all referenced specifications, details, and appendices (Exhibit “A” – “C”); C. All required bonds, insurance certificates, permits, notices, schedules, forms, certifications and affidavits; and
D. Any and all addenda or supplemental agreements clarifying, or extending the work contemplated as may be required to insure its completion in acceptable manner.

All of the provisions of said Contract Documents constitute a material part hereof and shall be hereby incorporated by reference as though fully set forth herein.

SECTION 4. PERFORMANCE.

A. CONTRACTOR shall at all times, faithfully, competently, and to the best of its ability, experience and talent, perform all tasks described herein.

B. CONTRACTOR shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of CONTRACTOR hereunder, in meeting its obligations under this Agreement.

C. CONTRACTOR shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.

CAD/AVL System RFP No. 23-8
33 Montebello Bus Lines
D. CONTRACTOR shall have the right to retain, subject to CITY's written approval, additional individuals, Contractors, or sub-Contractors to assist in the completion of services as herein defined.

Compensation for additional individuals, Contractors, or sub-Contractors shall be the sole and exclusive responsibility of the CONTRACTOR.

E. CONTRACTOR shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of three (3) years unless otherwise provided for in Exhibit “A.” Upon CITY providing twenty-four (24) hours advanced prior notice, CONTRACTOR shall make all records, invoices, time cards, cost control sheets and other records maintained by CONTRACTOR in connection with this Agreement available during CONTRACTOR’s regular working hours to CITY for review and audit by CITY.

F. All reports, documents, or other written material developed by CONTRACTOR in the performance of this Agreement shall be and remain the property of CITY without restriction or limitation upon its use or dissemination by CITY. Such material shall not be the subject of a copyright application by CONTRACTOR. Any alteration or reuse by CITY of any such materials on any project other than the Project shall be at CITY’s sole risk unless CITY compensates CONTRACTOR for such reuse.

SECTION 5. WORK PRODUCT.

A. CONTRACTOR hereby agrees that all work produced pursuant to this Agreement, and provided to CITY during and upon completion of this Agreement, shall be the property of CITY, and ownership of said work product shall be retained by CITY. CONTRACTOR may take and retain copies of such written products as desired.

B. All data, documents, discussion, or other information developed or received by CONTRACTOR or provided for performance of this Agreement are deemed confidential and shall not be disclosed by CONTRACTOR without prior written consent by CITY. CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to CITY upon the termination or expiration of this Agreement. CONTRACTOR agrees that the covenants contained in this Article shall survive the expiration or termination of this Agreement.

C. Documents are provided in CONTRACTOR’s standard software formats. CITY recognizes that electronic or magnetic data and its transmission can be easily damaged, may not be compatible with CITY’s software formats and systems, may develop inaccuracies during conversion or use, and may contain viruses or other destructive programs, and that software and hardware operating systems may become obsolete. As a condition of delivery of electronic or magnetic data, CITY agrees to defend indemnify and hold CONTRACTOR, its sub-contractors, agents and employees harmless from and against all claims, loss, damages, expense and liability arising from or connected with its use, reuse, misuse, modification or misinterpretation. In no event shall CONTRACTOR be liable for any loss of use, profit or any other damage.

SECTION 6. EXTRA SERVICES.

No extra services over and above the Compensation shall be rendered by CONTRACTOR under this Agreement unless such extra services first shall have been duly authorized in writing by CITY’s City Manager (“City Manager”).

CAD/AVL System RFP No. 23-8
34 Montebello Bus Lines
SECTION 7. CITY SUPERVISION.

The Transportation Director shall have the right of general supervision of all work performed by CONTRACTOR and shall be CITY’s agent with respect to obtaining CONTRACTOR’s compliance hereunder.

No payment for services rendered under this Agreement shall be made without the prior approval of the City Manager.

SECTION 8. TERMINATION.

In the event that either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non-defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.

A. Termination for Cause. In the event that any of the provisions of the Agreement are violated by either party, the non-defaulting Party may terminate the Agreement by serving written notice upon the other Party, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations by CONTRACTOR which cannot be corrected within ten (10) days, said contract shall at the option of CITY cease and terminate upon the giving of like notice. In the event of any such termination for default by CONTRACTOR, CITY may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of CONTRACTOR. CONTRACTOR and his sureties shall be liable to CITY for any excess cost occasioned in the event of any such termination. This change shall not be construed to prevent the termination, for other causes authorized by law or other provisions of this contract. In the event of a termination for cause, CONTRACTOR shall only be entitled to the Compensation for those Professional Services satisfactory performed on or before the effective date of termination.

B. Termination for Convenience. CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, after giving written notice to CONTRACTOR at least five (5) business days before the termination is to be effective. Upon the termination of this Agreement as provided herein, CITY shall provide to CONTRACTOR the part of Compensation which would otherwise be payable to CONTRACTOR for services CONTRACTOR had completed as of the date of termination, less the amount of all previous payment with respect to the Compensation. Further, upon such a termination for convenience by CITY, the Parties agree that CONTRACTOR shall be reimbursed for any “non-refundable” costs that CONTRACTOR has incurred for its services under this Agreement, provided that: (1) such “non- refundable” costs were incurred by CONTRACTOR prior to the date of termination; (2) that CONTRACTOR provides CITY with adequate proof that CONTRACTOR incurred the costs, and is unable to be seek a refund for such costs; and (3) such costs were within the scope of work or services to be performed under this Agreement. Such “non-refundable” costs may include, but are not limited to, travel reservations incurred by CONTRACTOR for its performance of services under this Agreement. CONTRACTOR agrees to cease all work under this Agreement on or before the effective date of any notice of termination.

SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.

No regular employee of CITY shall be employed by CONTRACTOR during the Term of this Agreement.

CAD/AVL System RFP No. 23-8
35 Montebello Bus Lines
SECTION 10. NON-LIABILITY OF CITY OFFICIALS AND EMPLOYEES.

No official or employee of CITY shall be personally liable to CONTRACTOR in the event of any default or breach by CITY, or for any amount which may become due to CONTRACTOR.

SECTION 11. INDEPENDENT CONTRACTOR.

A. CONTRACTOR is and shall, at all times, remain as to CITY a wholly independent contractor.

Neither CITY nor any of its elected officials, officers, employees or agents shall have control over the conduct of CONTRACTOR except as expressly set forth in this Agreement. CONTRACTOR shall not at any time or in any manner represent that he is in any manner an elected official, officer, employee or agent of CITY. No employee benefits shall be available to CONTRACTOR in connection with the performance of this Agreement. Except as provided in this Agreement, CITY shall not pay salary, wages, or other compensation to CONTRACTOR for performance hereunder for CITY. CITY shall not be liable for compensation to CONTRACTOR, CONTRACTOR’s employees or CONTRACTOR’s sub-Contractors for injury or sickness arising out of performing services hereunder.

B. The parties further acknowledge and agree that nothing in this Agreement shall create or be construed to create a partnership, joint venture, employment relationship or any other relationship except as set forth in this Agreement.

C. CITY shall not deduct from the Compensation paid to CONTRACTOR any sums required for Social Security, withholding taxes, FICA, state disability insurance or any other federal, state or local tax or charge which may or may not be in effect or hereinafter enacted or required as a charge or withholding on the compensation paid to CONTRACTOR. CITY shall have no responsibility to provide CONTRACTOR, its employees or sub-Contractors with workers’ compensation insurance or any other insurance.

SECTION 12. PERS ELIGIBILITY INDEMNITY.

A. In the event that CONTRACTOR or any employee, agent, or sub-Contractor of CONTRACTOR providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of CITY, CONTRACTOR shall indemnify, defend, and hold harmless CITY for the payment of any employee and/or employer contributions for PERS benefits on behalf of CONTRACTOR or its employees, agents, or sub-Contractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of CITY.

B. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, CONTRACTOR and any of its employees, agents, and sub-Contractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by CITY, including but not limited to eligibility to enroll in PERS as an employee of CITY and entitlement to any contribution to be paid by CITY for employer contribution and/or employee contributions for PERS benefits.

SECTION 13. LEGAL RESPONSIBILITIES.

CONTRACTOR shall at all times observe and comply with all applicable laws, ordinances, codes and regulations of the federal, state and local governments including, but not limited to the Montebello

CAD/AVL System RFP No. 23-8
36 Montebello Bus Lines
Municipal Code. CITY, and its appointed or elected officers, employees, or agents, shall not be liable at law or in equity occasioned by failure of CONTRACTOR to comply with this section.

SECTION 14. INDEMNIFICATION.

CONTRACTOR agrees to, and shall defend, indemnify, protect and hold harmless, CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers from and against any and all claims, demands, lawsuits, defense costs, civil, penalties, expenses, causes of action, and judgments at law or in equity, or liability of any kind or nature which CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers may sustain or incur or which may be imposed upon them for injuries or deaths of persons, or damage to property arising out of CONTRACTOR’S negligent or wrongful act, or omission under the terms of this Agreement, except only liability arising out of the sole negligence of CITY.

SECTION 15. INSURANCE COVERAGE.

During the Term of this Agreement, CONTRACTOR shall carry, maintain, and keep in full force and effect all of the following minimum scope of insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with CONTRACTOR’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:

Commercial General Liability (CGL): Broad-form, Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including premise-operations, productscompleted operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury, with limits no less than Two Million Dollars and Zero Cents ($2,000,000), combined single limits, per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.

Business Automobile Liability Insurance: For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if CONTRACTOR has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than One Million Dollars and Zero Cents ($1,000,000.00) per accident for bodily injury and property damage.

Worker's Compensation insurance as required by the laws of the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than One Million Dollars and Zero Cents ($1,000,000.00) per accident for bodily injury or disease. CONTRACTOR agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers for losses arising from work performed by CONTRACTOR for CITY and to require each of its sub-Contractors, if any, to do likewise under their workers’ compensation insurance policies.

By executing this Agreement, CONTRACTOR further certifies as follows:

I am aware of, and will comply with, Section 3700 of the Labor Code, requiring every employer to be insured against liability of Workers’ Compensation or to undertake self-insurance before commencing any of the work contemplated herein.

Professional Errors and Omissions (E&O) Liability insurance appropriate to the CONTRACTOR’s

CAD/AVL System RFP No. 23-8
37 Montebello Bus Lines
profession, with limit no less than Two Million Dollars and Zero Cents ($2,000,000.00) per occurrence or claim, Two Million Dollars and Zero Cents($2,000,000.00) aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If the policy is written as a “claims made” policy, the retroactivity date shall be prior to the start of work set forth herein, CONTRACTOR shall obtain and maintain said E&O liability insurance during the Term of this Agreement and for five (5) years after completion of work hereunder. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the effective date of this Agreement, CONTRACTOR shall purchase “extended reporting” coverage for a minimum of five (5) years after completion of the work.

If CONTRACTOR maintains higher limits than the minimums shown above, CITY requires and shall be entitled to coverage for the higher limits maintained by CONTRACTOR. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to CITY.

CONTACTOR shall require each of its sub-Contractors, if any, to maintain insurance coverage that meets all of the requirements of this Agreement.

The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California, with a current rating of at least A: VII in the latest edition of Best's Insurance Guide, and approved by CITY.

Each insurance policy required herein shall state that coverage shall not be canceled, except after providing CITY thirty (30) days’ (or ten [10] calendar days’ for non-payment) prior written notice.

CONTRACTOR agrees that if it does not keep the aforesaid insurance in full force and effect CITY may either: (i) immediately terminate this Agreement for Cause; or (ii) take out the necessary insurance and pay, at CONTRACTOR’S expense, the premium thereon.

At all times during the Term of this Agreement, CONTRACTOR shall maintain on file with CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming CITY, its officers, agents, employees and volunteers as an additional insured. CONTRACTOR shall, prior to commencement of work under this Agreement, file with CITY’s Risk Manager such certificate(s).

CONTRACTOR shall provide proof that policies of insurance required herein expiring during the Term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two (2) weeks prior to the expiration of the coverages.

The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers as additional insureds. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days’ prior written notice to CITY. CONTRACTOR agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.

Except for professional liability and workers’ compensation policies, the policies herein are primary and non-contributing with any insurance that may be carried by CITY. Any insurance or selfinsurance maintained by CITY, its officers, employees, agents or volunteers, shall be in excess of CONTRACTOR’s insurance and shall not contribute with it.

CAD/AVL System RFP No. 23-8
38 Montebello Bus Lines
All insurance coverage provided pursuant to this Agreement shall not prohibit CONTRACTOR, and CONTRACTOR’s employees, agents or sub-Contractors, from waiving the right of subrogation prior to a loss. CONTRACTOR hereby waives all rights of subrogation against CITY. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver if subrogation endorsement from the insurer.

Coverage not affected. Any failure to comply with the reporting provisions of the policies contemplated herein, shall not affect coverage provided to CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers.

Coverage applies separately. CONTRACTOR’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

Any deductibles or self-insured retentions must be declared to and approved by CITY. At the option of CITY, CONTRACTOR shall either reduce or eliminate the deductibles or self-insured retentions with respect to CITY, or CONTRACTOR shall procure a bond guaranteeing payment of losses and expenses.

Procurement of insurance by CONTRACTOR shall not be construed as a limitation of CONTRACTOR's liability or as fall performance of CONTRACTOR’s duties to indemnify, hold harmless and defend under Section 9 of this Agreement.

CITY, its officers and employees shall not be responsible for any claims in law or in equity occasioned by failure of CONTRACTOR to comply with this section.

SECTION 16. SUBCONTRACT, ASSIGNMENT OR DELEGATION.

CONTRACTOR shall not subcontract, delegate or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of CITY. Any proposed subcontract, delegation, or assignment shall provide a description of the services to be covered, identification of the proposed subcontractor, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.

Any subcontract, delegation or assignment shall be made in the name of CONTRACTOR and shall not bind or purport to bind CITY and shall not release CONTRACTOR from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees or sub-contractors. No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to CONTRACTOR under the Agreement.

SECTION 17. NO WAIVER.

Waiver by any party hereto of any term, condition or covenant of this Agreement shall not constitute the waiver of any other term, condition or covenant hereof.

SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.

Disputes regarding the interpretation or application of any provision(s) of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between the Parties. If any action at law or in equity is brought to enforce this Agreement or because of alleged dispute, breach,

CAD/AVL System RFP No. 23-8
39 Montebello Bus Lines
default or misrepresentation in connection with the provisions of this Agreement, the prevailing party in such action shall be entitled to reasonable attorney’s fees, expert fees, costs and necessary disbursements incurred in that action or proceeding, in addition to such other relief as may be sought and awarded. The venue for any litigation shall be County of Los Angeles, California. The Parties agree that the covenants contained in this Article shall survive the expiration or termination of this Agreement.

SECTION 19. ATTORNEY’S FEES AND COSTS.

If litigation is reasonably required to enforce or interpret the provisions of this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorney's fees and costs in addition to any other relief to which it may be entitled.

SECTION 20. WARRANTIES.

Each of the parties represents and warrants to one another as follows:

A. It has received independent legal advice from its attorneys with respect to the advisability of entering into and executing this Agreement;
B. In executing this Agreement, it has carefully read this Agreement, knows the contents thereof, and has relied solely on the statements expressly set forth herein and has placed no reliance whatsoever on any statement, representation, or promise of any other party, or any other person or entity, not expressly set forth herein, nor upon the failure of any other party or any other person or entity to make any statement, representation or disclosure of any matter whatsoever; and C. It is agreed that each party has the full right and authority to enter into this Agreement, and that the person executing this Agreement on behalf of either party has the full right and authority to fully commit and bind such party to the provisions of this Agreement.

SECTION 21. MISCELLANEOUS.

A. The descriptive paragraph headings of this Agreement are included for purposes of convenience only and shall not control or affect the construction of interpretation of any of its provisions.

B. Whenever the context hereof shall so require, the singular shall include the plural, the male gender shall include the female gender, and the neuter and vice versa.

C. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein.

E. The representations and warranties made by the parties to this Agreement shall survive the consummation of the transaction herein described.

F.

E. This Agreement may be signed in any one or more counterparts all of which taken together shall be but one and the same Agreement. Any signed copy of this Agreement or of any other document or agreement referred to herein, or copy or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual

CAD/AVL System RFP No. 23-8
40 Montebello Bus Lines
signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered.

F. Each of the parties acknowledges that it has been represented by independent counsel of its own choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.

G. To the extent of a conflict between the terms of this Agreement and those set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.

SECTION 22. NOTICE.

All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:

CITY MANAGER
City of Montebello
1600 West Beverly Boulevard
Montebello, California 90640

CONTRACTOR
________________________
________________________
________________________
________________________
SECTION 23. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.

In the performance of this Agreement, CONTRACTOR shall not discriminate against any employee, sub-contractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation.

CONTRACTOR will take affirmative action to ensure that sub-contractor and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation.

SECTION 24. CONFLICT OF INTEREST.

CONTRACTOR and its officers, employees, associates and sub-Contractors, if any, shall comply with all California conflict of interest statutes applicable to Contractor’s Services under this Agreement, including, but not limited to, the Political Reform Act (Gov. Code, § 81000 et seq.) and Government Code Section 1090. CONTRACTOR further covenants that it presently has no interest and shall not acquire any

CAD/AVL System RFP No. 23-8
41 Montebello Bus Lines
interest, direct or indirect, which may be affected by the services to be performed by CONTRACTOR under this Agreement, or which would conflict in any manner with the performance of its services hereunder.

CONTRACTOR further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, CONTRACTOR shall avoid the appearance of having any interest that would conflict in any manner with the performance of its services pursuant to this Agreement.

CONTRACTOR covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to CITY as a result of the performance of this Agreement, or the services that may be procured by CITY as a result of the recommendations made by CONTRACTOR.

CONTRACTOR's covenant under this section shall survive the termination of this Agreement.

SECTION 25. ENTIRE AGREEMENT.

This Agreement contains the entire understanding between CITY and CONTRACTOR. Any prior agreements, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by each party. If any term, condition or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall be valid and binding. [SIGNATURES ON NEXT PAGE]

CAD/AVL System RFP No. 23-8
42 Montebello Bus Lines

CITY OF MONTEBELLO CONTRACTOR
_______________________ _____________________
René Bobadilla Name and Title
City Manager
Dated: _____________ Dated: _____________
ATTEST:
______________________
Christopher Jimenez
City Clerk

APPROVED AS TO FORM
________________________
Arnold M. Alvarez-Glasman
City Attorney

CAD/AVL System RFP No. 23-8
43 Montebello Bus Lines
SECTION 7 - FORMS AND CERTIFICATIONS

LETTER OF TRANSMITTAL

CITY OF MONTEBELLO
Transportation Department
SUBJECT: REQUEST FOR PROPOSAL NO. 23-8

COMPUTER-AIDED DISPATCH/AUTOMATIC VEHICLE LOCATION SYSTEM In response to the subject Request for Proposal (“RFP”) and in accordance with the accompanying Instructions to Proposers, the Proposer hereby commits to the City of Montebello to perform the work in accordance with the provisions in the Proposal Level Contract Documents and any addenda thereto and at the prices stated in the Revenue Price Sheet, which will be included and made a part of any subsequent agreement.

The Proposer agrees that the Proposal constitutes a firm offer that cannot be withdrawn for ninety (90) calendar days from the Proposal opening or until the Contract for the work is fully executed between the City and a third party, whichever is earlier.

If awarded a contract, the Proposer agrees to execute an agreement and deliver it to the City of Montebello within seven (7) calendar days after receiving a Letter of Award together with the necessary certificates of insurance and any applicable performance or payment bonds. The Contractor shall proceed with the work upon receipt of a Notice to Proceed.

The Proposer certifies that it has:

1. Examined and is fully familiar with all the provisions of the RFP Documents and any addenda thereto:

2. Satisfied itself as to the requirements of the Contract, the nature and location of the work, the general and local conditions to be encountered in performance of the work, and all other matters that can in any way affect the Work and/or the cost thereof.

3. Examined the experience, skill and certification requirements in Scope of Services and that the entities performing the work can fulfill the specified requirements; and

4. Carefully reviewed the accuracy of all statements and figures shown in the Proposal and attachment hereto.

Therefore, the undersigned hereby agrees that the City of Montebello will not be responsible for any errors or omissions in the Proposal.

The Proposer further certifies that:

1. The only persons, firms, corporations, joint ventures/partnerships, and/or other parties interested in the Proposal as principals are those listed as such in the Proposal Forms and that,

2. The Proposal has been prepared without collusion with any other person, firm, corporation, joint venture/partnership, and/or other party.

CAD/AVL System RFP No. 23-8
44 Montebello Bus Lines
The undersigned acknowledges receipt, understanding and full consideration of the following addenda to the Proposal Documents:

Addenda No(s)
Dated Dated
Dated Dated
Dated Dated
Failure to acknowledge receipt of all addenda may cause the Proposal to be considered non-responsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the Proposal /offer.

Proposer’s Name
Business Address
Contact Person
Email Address
Phone
Fax
Signature of Authorized Official Signature of Authorized Official Typed or Printed Name Typed or Printed Name
Title Title
Date Date

CAD/AVL System RFP No. 23-8
45 Montebello Bus Lines
(Joint ventures/partnerships are to provide a signed copy of their agreement with their Proposal.) For proposals requiring licenses the following information is required:

Contractor’s License No.

Expiration Date:

License Classification:

CAD/AVL System RFP No. 23-8

EXHIBIT A

INDEMNIFICATION AND HOLD HARMLESS AGREEMENT AND WAIVER OF SUBROGATION AND CONTRIBUTION Contract/Agreement/License/Permit No. or description: RFP No. 23-8, Computer-Aided Dispatch/Automatic Vehicle Location System
Indemnitor(s): __________________________________________________ (List all names)
To the fullest extent permitted by law, Indemnitor hereby agrees, at its sole cost and expense, to protect, indemnify, and hold harmless the City of Montebello and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, and assigns (collectively “Indemnitees”) from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants, attorneys, or other professionals and all costs associated therewith (collectively “Liabilities”), resulting from any wrongful or negligent act, failure to act, error, or omission of Indemnitor or any of its officers, agents, servants, employees, subcontractors, material men, suppliers or their officers, agents, servants or employees, arising or claimed to arise, directly or indirectly, out of, in connection with, resulting from, or related to the above-referenced: RFP No. 22-7, Unarmed Transit Security Guard Services (the “Waiver”) or the performance or failure to perform any term, provision, covenant, or condition of the Waiver, including this indemnity provision. This indemnity provision is effective regardless of any prior, concurrent, or subsequent passive negligence by Indemnitees and shall operate to fully indemnify Indemnitees against any such negligence. This indemnity provision shall survive the termination of the Waiver and is in addition to any other rights or remedies which Indemnitees may have under the law. Payment is not required as a condition precedent to an Indemnitee’s right to recover under this indemnity provision, and an entry of judgment against the Indemnitor shall be conclusive in favor of the Indemnitee’s right to recover under this indemnity provision. Indemnitor shall pay Indemnitees for any attorney’s fees and costs incurred in enforcing this indemnification provision. Notwithstanding the foregoing, nothing in this instrument shall be construed to encompass (a) Indemnitees’ active negligence or willful misconduct to the limited extent that the underlying agreement is subject to Civil Code § 2782(a), or (b) the contracting public agency’s active negligence to the limited extent that the underlying agreement is subject to Civil Code § 2782(b). This indemnity is effective without reference to the existence or applicability of any insurance coverages which may have been required under the Waiver or any additional insured endorsements which may extend to Indemnitees.

City agrees to promptly inform Indemnitor in writing of any claim that City believes to be subject to this Waiver.

Indemnitor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against the Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the Indemnitor regardless of any prior, concurrent, or subsequent non-active negligence by the Indemnitees.

In the event there is more than one person or entity named in the Waiver as an Indemnitor, then all obligations, liabilities, covenants and conditions under this instrument shall be joint and several. “Indemnitor”
Name: __________________________________________________ Name: _______________________ (Print) (Print)
By: _________________________________________________ By: _________________________________________ (Signature) (Signature)
Title: ______________________________________________ Title: ______________________________________ Date: ________________________________________________Date: ________________________________________

CAD/AVL System RFP No. 23-8
Montebello Bus Lines

EXHIBIT B

REFERENCES
List at Least Three (3) Professional References:
1 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):

Contract Value: $
Award Date:

Term of Contract:

Description of Work:
2 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):

Contract Value: $
Award Date:

Term of Contract:

Description of Work:
3 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):

Contract Value: $
Award Date:

Term of Contract:

Description of Work:

CAD/AVL System RFP No. 23-8
Montebello Bus Lines

EXHIBIT C

INSURANCE
The Proposal shall include a statement that the insurance requirements set forth in the contract documents can be obtained and will be carried without reservation or exclusion should Proposer be awarded a contract pursuant to this RFP.

The successful Proposer shall at all times during the term of the awarded Agreement, carry, maintain, and keep in force and effect, with an insurance company admitted to do business in California, rated “A” or better in the most recent A.M. Best’s Insurance Rating Guide, and approved by the CITY, a policy or policies of:

A. Commercial General Liability Insurance using Insurance Services Office Commercial General Liability form CG 00 O1 or the exact equivalent. Defense costs must be paid in addition to limits.

There shall be no cross liability exclusion for claims or suits by one insured against another. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate.

B. Business Auto Coverage on ISO Business Auto Coverage form CA 00 O1 including symbol 1 (Any Auto) or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If Contractor owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described in the preceding subsection. If Contractor or Contractor’s employees will use personal autos in any way on this project, Contractor shall provide evidence of personal auto liability coverage for each such person.

C. Workers' Compensation insurance on a state approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident for all covered losses.

D. Professional Liability or Errors and Omissions Insurance as appropriate to the profession, written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Contractor and "Covered Professional Services" as designated in the policy must specifically include work performed under this Agreement. The policy limit shall be not less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf of' the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this Agreement. City, it’s officers, employees, attorneys, and designated volunteers shall be named as additional insured on the policy, or policies, as to commercial general liability bodily injury and property damage coverage’s and automobile coverage’s with respect to liability arising out of successful Proposer’s work under this Agreement.

E. All insurance policies shall provide that the insurance coverage shall not be non-renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City thirty (30) days' prior written notice thereof. Any such thirty (30) day notice shall be submitted to City via certified mail, return receipt requested, addressed to "Risk Manager," City of Montebello, 1600 West Beverly

CAD/AVL System RFP No. 23-8
Montebello Bus Lines
Boulevard, Montebello, California, 90640. Contractor agrees that it will not cancel, reduce or otherwise modify said insurance coverage.

F. Contractor shall submit to City (i) insurance certificates indicating compliance with the minimum worker's compensation insurance requirements above, and (ii) insurance policy endorsements indicating compliance with all other minimum insurance requirements above, not less than one (1) day prior to beginning of performance under this Agreement. Endorsements shall be executed on City's appropriate standard forms entitled "Additional Insured Endorsement".

CAD/AVL System RFP No. 23-8

EXHIBIT D
RFP No. 23-8

COMPUTER-AIDED DISPATCH/AUTOMATIC VEHICLE LOCATION SYSTEM COST PROPOSAL SHEET (Three Year Term)
In accordance with the Request for Proposal issued by the City of Montebello Transportation Department (hereinafter referred to as “Contractor/Proposer), the undersigned proposing company hereby agrees to furnish all necessary labor, materials and incidentals required for the above stated contract as set forth in the Scope of Work and any addenda thereto, and to perform all work in the manner and time prescribed therein.

ITEM # EXPENSE CATEGORY ESTIMATED QUANTITY UNIT PRICE

GUARANTEED

NOT-TO-EXCEED
AMOUNT
1 Evaluate and assess MBL’s CAD/AVL system 1 $
2 Design and develop new CAD/AVL system 1 $
3 Removal and disposal of existing on-board bus CAD/AVL equipment 66 $ 4 New CAD/AVL equipment on-board CAD/AVL equipment (All Hardware, Wiring and Components) 66 $
5 On-board passenger display signs 66 $
6 Removal and disposal of existing wayside/infrastructure CAD/AVL equipment 1
$
7 New CAD/AVL equipment wayside/infrastructure CAD/AVL
equipment (All Hardware, Wiring and Components) 1
$
8 On-Site Installation and Labor for the complete on-board CAD/AVL equipment and display sign 66 $
9 Cloud and wayside CAD/AVL hardware and software installation and setup 1
$
10 Shipping and Handling (If Applicable) 1 $
11 Training, maintenance, and technical support costs for a period of three (3) years 3
$
Annual Total Cost $
GRAND TOTAL COST $

CAD/AVL System RFP No. 23-8
Montebello Bus Lines
* Note: Training, maintenance, and technical support

1. Must be included in your pricing.

2. Begins on date of installation completion and acceptance by the Director of Transportation.

List other costs/fees: Description Cost/Fees
___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Contact Information:

Name & Job Title:

Business Name:

Address:

City, State, Zip Code:

Phone Number:

E-mail Address:

Authorized Signature: Date:

CAD/AVL System RFP No. 23-8
Montebello Bus Lines

EXHIBIT E

STATEMENT OF

DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION
This proposal provides for the following Disadvantaged Business Enterprise participation:

Disadvantaged Business Enterprise
Firm Name
Address
Phone Number
Type of Business
Current DBE Certification? Yes* *No
*(If "Yes," attach copy of current Letter of Certification and copy of current Statement of Personal Net Worth.)
Total $
% of Total Contract
Signature: Date:

CAD/AVL System RFP No. 23-8
Montebello Bus Lines

EXHIBIT F
Bidder’s List of Subcontractors (DBE and Non-DBE)
Part I
The bidder shall list all subcontractors (both DBE and non-DBE) in accordance with Section 2-1.054 the Standard Specification and per Title 49, Section 26.11 of the Code of Federal Regulations. This listing is required in addition to listing DBE Subcontractors elsewhere in the proposal. Photocopy this form for additional firms.

Firm Name/
Address/
City, State, ZIP
Phone/
Fax
Annual Gross
Receipts
Description of Portion of Work to be
Performed
Local Agency Use Only
(Certified DBE?)
Name Phone < $1 million YES
< $5 million NO
Address < $10 million If YES list DBE #:

Fax < $15 million
City State ZIP > $15 million Age of Firm (Yrs.)
Name Phone < $1 million YES
< $5 million NO
Address < $10 million If YES list DBE #:

Fax < $15 million
City State ZIP > $15 million Age of Firm (Yrs.)
Name Phone < $1 million YES
< $5 million NO
Address < $10 million If YES list DBE #:

Fax < $15 million
City State ZIP > $15 million Age of Firm (Yrs.)

CAD/AVL System RFP No. 23-8
Montebello Bus Lines
Part II
The bidder shall list all subcontractors who provided a quote or bid but were not selected to participate as a subcontractor on this project. This is required for compliance with Title 49, Section 26 of the Code of Federal Regulations. Photocopy this form for additional firms.

Firm Name/
Address/
City, State, ZIP
Phone/
Fax Annual Gross Receipts Description of Portion of Work to be Performed
Local Agency
Use Only
(Certified
DBE?)
Name Phone < $1 million YES
< $5 million NO
Address < $10 million If YES list DBE
#:

Fax < $15 million
City State ZIP > $15 million Age of Firm
(Yrs.)
Name Phone < $1 million YES
< $5 million NO
Address < $10 million If YES list DBE
#:

Fax < $15 million
City State ZIP > $15 million Age of Firm
(Yrs.)

CAD/AVL System RFP No. 23-8
Montebello Bus Lines

EXHIBIT G

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS -

PRIMARY COVERED TRANSACTIONS
The certifies to the best of it’s
(Firm Name/ Principle)
knowledge and belief, that it and its principals:

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

2. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property;

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

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

If unable to certify to any of the statements in this certification, the participant shall attach an explanation to this certification.

THE PRIMARY PARTICIPANT_______________________________________________________ CERTIFIES (Firm Name/Principal)

OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVISIONS OF 31 U.S.C. SECTIONS 3801 ET SEQ. ARE APPLICABLE THERETO.

Signature and Title of Authorized Official
The undersigned chief legal counsel for the _____________________________________ hereby certifies that the ____________________________________ has authority under State and Local law to comply with the subject assurances that the certification above has been legally made.

Signature of Attorney Date

CAD/AVL System RFP No. 23-8

EXHIBIT H

PERFORMANCE GUARANTEE CERTIFICATION
The undersigned hereby certifies that the Contractor shall provide a Performance Guarantee in accordance with Specifications.

Designate below which form of Performance Guarantee shall be provided:

Performance Bond
Irrevocable Stand-By-Letter of Credit
Contractor’s Name:

Authorized Signature:

Title:

Date:

CAD/AVL System RFP No. 23-8
Montebello Bus Lines

EXHIBIT I

PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS: that
(Insert full name and address and legal title of Contractor) as Principal, hereinafter called Contractor, and,
(Insert full name and address or legal title of Surety) as Surety, hereinafter called Authority, in the amount of $_____________ for the payment whereof Contractor and Surety bind themselves, their heirs, executers, administrators, successors and assigns, jointly and severally, firmly by these presents.

WHEREAS, Contractor has by written agreement dated _______________________, 20____, entered into a contract with the City for Contract No.__________________, which contract is by reference made a part hereof, and is hereinafter referred to as the “Contract”.

NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that, if Contractor shall promptly and faithfully perform said Contract, then this obligation shall be null and void; otherwise it shall remain in full force and effect.

The Surety hereby waives notice of any alteration or extension of time made by the City.

Whenever Contractor shall be, and is declared by the City to be in default under the Contract, the City having performed City’s obligations thereunder, the Surety may promptly remedy the default, or shall promptly

1. Complete the Contract in accordance with it terms and conditions, or

2. Obtain a bid or bids for completing the Contract in accordance with its terms and conditions, and upon determination by Surety of the lowest responsible bidder, or, if the City elects, upon determination by the City and the Surety jointly of the lowest responsible bidder, arrange for a contract between such bidder and the Authority, and make available as Work progresses (even though there should be a default or a succession of defaults under the contract or contracts of completion arranged under this paragraph) sufficient funds to pay the cost of completion less the balance of the contract price; but not exceeding, the amount set forth in the first paragraph hereof.

The term "balance of the contract price," as used in this paragraph, shall mean the total amount payable by the City to Contractor under the Contract and any amendments thereto, less the amount properly paid by the City to Contractor.

Any suit under this bond must be instituted before the expiration of two (2) years from the date on which final payment under the Contract falls.

No right of action shall accrue on this bond to or for the use of any person or corporation other than the RECIPIENT or the heirs, executors, administrators or successors of the City.

CAD/AVL System RFP No. 23-8
Montebello Bus Lines
Signed and sealed this ____________________ day of 20____.

WITNESS PRINCIPLE
(SEAL)
(TITLE)

WITNESS SURETY
(SEAL)
(TITLE)
Attach hereto proof of authority of officers or agents to sign bond.

CAD/AVL System RFP No. 23-8
Montebello Bus Lines

EXHIBIT J

IRREVOCABLE STANDBY LETTER OF CREDIT CERTIFICATE
The undersigned states that he/she is of the of the
(Title)
(The “Beneficiary”) and hereby
(Name of Beneficiary)
Certifies on behalf of the Beneficiary to (the "Bank), with (Name of Issuing Bank)
Reference to Irrevocable Standby Letter of Credit No. Issued by the Bank (the "Letter of Credit"), that:

1. The undersigned is duly authorized to execute and deliver this certificate on behalf of the Beneficiary.

2. The Beneficiary is making a drawing under the Letter of Credit.

3. An Event of Default has occurred under Contract No.

4. The amount of the draft presented with this certificate does not exceed the total maximum amount drawable today under the Letter of Credit as provided therein.

IN WITNESS WHEREOF, this certificate is executed this __________________ day of_____, 20____.

NAME OF BENEFICIARY
By:

Its:

CAD/AVL System RFP No. 23-8
Montebello Bus Lines

EXHIBIT K
Bank Draft

FOR VALUE RECEIVED
Pay on the presentment to the sum of
(Name of Beneficiary) Dollars ($)
Charge to the Account of Irrevocable Standby Letter of
(Name of Issuing Bank)
Credit No. Dated:

To
(Name of Issuing Bank)

NAME OF BENEFICIARY
By
Its

[THIS PAGE WAS INTENTIONALLY LEFT BLANK]

proposal in response to
RFP No. 23-8 Computer-Aided Dispatch/Automatic
Vehicle Location System
April 20, 2023
City of Montebello
Bus Lines

PROPOSAL

ATTACHMENT C

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System i
Confidential & Proprietary Information Notice
This proposal includes documents which contain CONFIDENTIAL and PROPRIETARY information that shall not be duplicated, used, or disclosed in whole or in part, for any other purpose other than in conjunction with the review of this solicitation. If the contract is awarded, City of Montebello shall have the right to duplicate or use any data submitted if required or deemed necessary as a part of said contract.

Trade Secrets
This proposal includes documents which contain TRADE SECRET information that shall not be duplicated, used, or disclosed in whole or in part, for any other purpose other than in conjunction with the review of this solicitation. If the contract is awarded, City of Montebello shall have the right to duplicate or use any data submitted if required or deemed necessary as a part of said contract.

Avail is invoking FOIA exemption based on article:

Cal. Civ. Code §§ 3426 through 3426.1 (d) "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique, or process, that: (1) Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and (2) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System ii
Table of Contents
Cover Letter
Project Management Plan ............................................................................... Section 1 Proposed Project Team ................................................................................... Section 2 Qualifications and Experience......................................................................... Section 3 Technical Approach ......................................................................................... Section 4 Price .................................................................................................................. Section 5 Appendix .......................................................................................................... Section 6

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1 Cover Letter
April 20, 2023
Rohan Anderson
Senior Management Analyst
City of Montebello Transportation Department
400 S. Taylor Ave.

Montebello, CA 90640
Dear Rohan,
Avail Technologies, Inc., is pleased to provide The City of Montebello with our proposal in response to RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System. Avail has orchestrated and designed this proposal based on more than two decades of experience developing, deploying, and maintaining Intelligent Transportation Systems (ITS) for public transit properties throughout North America. Avail agrees to be bound by the proposal, without modifications, unless mutually agreed upon by Montebello Bus Lines and the Proposer. If you have any questions during your evaluation of our proposal, please do not hesitate to contact us:

Proposer Identification: Single POC: David Mugica
Avail Technologies, Inc. Email: [email protected]
1960 Old Gatesburg Rd. Phone: 814-234-3394, ext. 1023
State College, PA 16803 Fax: 814-234-3393
www.availtec.com
Authority to Obligate the Company: Dorsey E. Houtz, President & CEO or Kevin McKay, COO Avail Technologies, Inc., a financially strong, private corporation chartered under the laws of the Commonwealth of Pennsylvania with no parent company, is committed to supporting all our projects. Proposal Validity: 120 days from submittal date. Should Montebello Bus Lines need additional time, please contact Avail for an offer extension.

Kevin McKay
Chief Operating Officer
Avail Technologies, Inc.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 2 Executive Summary
Avail Technologies has had the privilege of partnering with Montebello Bus Lines (MBL) as your ITS provider since 2013. Over our 10 plus year relationship, Avail has amassed a great deal of information and insight into MBL’s operations and technological needs.

Avail understands that human capital and financial resources are at a premium and will provide MBL with the same benefits of a full ITS replacement through a simple hardware and software upgrade for a fraction of the price. To achieve MBL’s goals, we believe that continuing to invest in your existing technology platform is a much more efficient and cost-effective solution. Risks involved in a system deployment are minimized, and significant training efforts are reduced, thus giving MBL the opportunity to capitalize on an enormous return on investment.

We believe our approach will allow us to place additional focus on product adoption, implementing standard operating procedures (SOP), streamlining products for cost savings, and reducing challenges MBL is facing.

Let’s look at some of the unique aspects of what Avail can offer. • Avail is the only vendor that can meet MBL’s RFP requirements through a system upgrade versus an entire system replacement. This approach is not only far less disruptive to your organization and customers, but also can be accomplished in a shorter timeframe to minimize downtime.
• The myAvail Enterprise Transit Management Software (myAvail ETMS) has more off-theshelf interfaces and interface capabilities with third-party vendors than any other platform.

This ensures that MBL can meet your interface needs today and in the future through our open APIs, which easily interface with all evolving products and platforms as technology advances industrywide.
• Letter of Reference from Optibus highlighting our strategic partnership and integrations.

We have over ten deployments and are actively working on future development which includes Transit Ops and two-way integration.
• MBL would be upgraded to the myAvail ETMS platform, recognized throughout the industry as one of the most versatile systems available. The combination of features and configurability ensures you can optimize myAvail ETMS for your needs today, while still providing a great deal of growth capabilities for the future. • As you are aware, we have several agencies utilizing Avail in Southern California, and MBL would continue to benefit and participate in this Focus Group. This select group offers the opportunity for networking, discussing regional challenges, product improvements and Avail specialized training.
• The myAvail ETMS platform features one of the industry’s most powerful fully integrated Business Intelligence (BI) suites. MBL will have access to a wide array of operational data

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 3 at your fingertips, NTD reporting, and intuitive tools that deliver the answers to your questions.
• As part of our standard CAD/AVL, myAvail ETMS provides value-added solutions such as Transit Planning to alleviate redundant products and reduce costs. • Avail is uniquely positioned to bring the highest value to MBL through this procurement.

Everything Avail does is focused on providing our customer partners with the highest quality products and services possible to ensure systems will last for many years. As a result, your cost of ownership over those years will be the lowest in the industry. Whether it’s our concept of maintaining backward compatibility, providing the most inclusive support and services contracts in the industry, or providing backend software and systems upgrades at no additional cost, Avail has proven to be the most cost-effective vendor over the long-term time and time again.

If Avail is fortunate enough to be chosen as your continued technology provider, we are ready to hit the ground running. Given the background and history our organizations share, we will be able to accomplish many of the steps outlined in the RFP quickly and efficiently. It’s possible some steps can be combined, such as the requirements and design review, thus saving time without jeopardizing quality. We will deploy our project team to MBL where they will meet with your stakeholders to ensure we have a clear picture of your vision and system requirements, and that we are implementing a plan focused on your priorities, goals, timelines, and objectives.

From there, we can turn our attention directly to upgrading your system.

As you read the rest of Avail’s proposal, we hope you have the following takeaways. • Avail has a proven track record of meeting your needs by providing proven technologies and services.
• myAvail ETMS is a state-of-the-art platform that can meet your needs for years to come. • Our cost- and time-effective approach to providing a system update versus system replacement will minimize operational disruption.
• Inclusive support and services contracts, backward compatibility, and innovative approaches to in-vehicle solutions will ensure your lowest long-term cost of ownership. • And finally, that the value of partnering over the past 10 plus years will serve as the perfect springboard to the next 20 years of success for Montebello Bus Lines (MBL) and The City of Montebello.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-1

1. Project Management Plan
Avail Technologies has had the privilege of partnering with the Montebello Bus Lines (MBL) as your ITS provider since 2013 and provided a complete system installation of our myAvail software and full onboard ITS equipment. Avail has amassed a great deal of information and insight to MBL operations and technological needs throughout this evolution of both our products, and our relationship with MBL.

Recognizing that both human capital and financial resources are at a premium, Avail is proposing to provide MBL with the same benefits of a full ITS replacement, through a simple hardware and software upgrade, for a fraction of the price. We believe that continuing to invest and add on to your existing technology platform is a much more efficient and cost-effective solution, both minimizing the risk of system deployment and reducing the learning curve and training requirements for your staff.

Avail is the only vendor that can meet MBL’s RFP requirements through a system upgrade, versus an entire system replacement. This approach is far less disruptive to your organization and your customers and can be accomplished in a short timeframe to virtually eliminate the downtime you would experience with any other vendor.

For this project, Avail is recommending a parallel approach where Avail can simultaneously upgrade your myAvail software and your vehicles with no need to “cut over” from an existing to new system. The current and new vehicle equipment are 100% compatible with your current and the proposed myAvail software upgrade. No other ITS vendor can offer you this same approach.

You will also have peace of mind in knowing that your existing transit data will not require any translation or migration to complete this upgrade, eliminating the risk of data loss time consuming migration you would experience with other vendor systems.

We have successfully performed both hardware and software upgrades to many of our existing customers in the past few years and have provided examples in our references to help demonstrate this successful implementation approach.

1.1. Planned Implementation Plan
When Avail Technologies first worked with Montebello Bus Lines, we used methods for project management that were appropriate for that time. Since then, our firm has adopted a project management platform that encompasses Microsoft SharePoint, Microsoft Project, Microsoft Dynamics, and interactive web tools. This platform heavily supports our implementation plan and facilitates all tracking and assessment of the project’s milestones, technical requirements, action items and risks, 3rd party integrations, installation, testing, training, and successfully getting the agency to systems acceptance.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-2
In addition to the project platform, we have adopted an implementation plan process that can be tailored to each agency depending upon whether they are receiving an upgrade to their ITS, a new feature, or Avail is replacing another CAD/AVL vendor, and the agency is receiving a new ITS. For this project, as described in the introduction, Avail will be implementing a software upgrade in the Azure cloud environment, and a simplified hardware upgrade to the onboard equipment, to achieve the same outcome as a full replacement of an alternate vendor solution.

1.1.1. Project Kick-Off and Requirements Review
As soon as Avail Technologies receives the notice to proceed, the project manager (Vic Kumar) will work with Montebello Bus Lines to coordinate a kick-off meeting where Avail’s project team will come onsite and meet with key personnel. This onsite meeting will allow our project team to become more familiar with MBL’s daily operations, discuss which vehicles will be selected for pilot testing, training expectations, receive direction as to which individuals will be part of the train-the-trainer program, review the training outline and training materials and schedule, and discuss the technical requirements (compliance matrix) that was part of this RFP.

Please note that for this meeting, it has been our experience that the following personnel are vital: Executive Director, agency project manager, operations manager, dispatcher, operator, IT director, city IT, trainer, and scheduler/planner. While our project team is onsite, there will be breakout sessions with respective departments, one-on-ones with key personnel, assessment of training requirements, and daily lessons learned meetings to review all content that the Avail team has understood and/or noted.

The purpose of these meetings is to ensure that what the Avail project team is interpreting aligns with the direction and goals of MBL. We want this visit to create a cohesive, collaborative environment for the Montebello/Avail team where each firm understands the project plan and is completely comfortable with it.

Prior to this kickoff meeting, Avail Technologies will use our Job Start and Project Planning processes to have your proposed Avail project team working together with Avail’s Leadership team and key departments supporting the project implementation, to create the project plan and schedule.

During this time, the systems engineer assigned to your project will be responsible for designing the requirements matrix that will be used as the technical roadmap for this project. He will then draft a Systems Implementation Plan, or SIP for short. This document will have Avail’s and MBL’s responsibilities and specific details on how each task will be accomplished, project schedule, roles, and responsibilities of parties in the project team; and progress milestones, including details on status and assigned staff. In essence, the SIP is a living task-list document for both parties to use throughout the duration of the project.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-3
When the project team is onsite, they will work with key MBL personnel to ensure appropriate adjustments are made to the SIP and Avail Technologies will be seeking sign-off on the SIP from MBL. The intent of this is to make sure that both Avail and MBL clearly understand the requirements for the project, how they will be tested, and at what point in the project they will be verified.

Once the SIP has been approved, this document will then become the backbone for the configuration review. It will have a concise list of equipment, system, and configuration that will be proposed for each technical requirement. It will also have detailed descriptions of the testing parameters that will be done for each requirement, for Avail to meet the specification. Avail will also ensure the final project plan incorporates all commitments required for project adoption.

During this time, we will also be reviewing with your staff the Fixed Route schedule development and import process. This review will create the foundation for the schedule to be brought into a test system and the validation process to begin.

To move MLB forward to receive our latest myAvail software, we are proposing to integrate with your existing Optibus scheduling software. The schedule development and import process is accounted for in the upgrade plan and schedule presented in this proposal and will be completed during the initial phase of the project.

1.1.1.1. Roles and Responsibilities for MLB
• Provide timely feedback to ensure business continuity • Have key personnel, preferably those positions listed above, attend the kick-off meeting and subsequent sessions
• Have the project manager and appropriate MLB staff attend the SIP meetings based on the provided agenda
• Review and comment on the proposed designs
• Review and provide approval of configuration designs and requirements mapping

1.1.2. Fixed Route Schedule Data Conversion
Avail Technologies recognizes that the schedule conversion of the ITS is the most crucial element as everything for CAD/AVL stems from having an imported and validated schedule.

Avail Technologies has a working integration with MBL’s Optibus scheduling package. As such, there will be no need for data integration, however Avail will verify headsign codes, configuration of trigger boxes, announcements and provide training.

1.1.2.1. Roles and Responsibilities for MBL
• Allocate training hours for the Planner.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-4
• Allocate the necessary resources to support the schedule data entry and commit to the validation process with Avail and Optibus
• MBL and Avail will work together to ensure that all supporting data (trigger boxes, GTFS, route data) will be created/updated to align with the new schedule data. • MBL will receive training on the schedule data update process in order to ensure the export processes are error free utilizing the myAvail Import Tool. • MBL will commit to a review session to review all routes after the final export has been tested. The joint review of each route and stop may take up to 3 days. • MBL sign-off that the export is correct is required before going live with the export. • MBL understands that their active involvement and feedback are keys to completing this effort on time.

1.1.3. myAvail Upgrade
Avail Technologies will begin this process by upgrading the data from the current Transit Authority Database to our most recent version, using standard SQL migration tools for this database upgrade process. Our dedicated System Upgrades team will monitor this data transfer to ensure that as the data populates and moves over to the latest version of MBL’s database, everything is populated accordingly. Once all data has been migrated over, the Systems Upgrade team will work with MBL to update your version of myAvail to the most current version of the myAvail ETMS.
myAvail ETMS contains a CAD/AVL system that has yard map with pull-in/pull-out capability, comprehensive pre- and post-trip monitoring, vehicle health monitoring with extended analytics, detour management, incident management, replay, real-time on-time performance monitoring, real-time next-stop AVA announcements, multi-language text-to-speech engine, APC ridership and fare revenue tracking, and real-time tracking of your fleet with user-friendly maps that contain graphical user interfaces (GUIs). All these amenities will be part of this upgrade.

Avail has adopted highly agile DevOps practices for the development and maintenance of the myAvail software. Azure allows us to make changes and perform automated updates in a prompt manner, enabling more frequent updates with fewer manual processes. It comes with integrated tools for tracking, fixing, and deploying new features and fixes in the Microsoft Azure platform.

What this means to MBL is that once the data transfer and upgrade is complete, the myAvail software will have all the requirements you are seeking in this RFP, ready to be trained on.

1.1.3.1. Roles and Responsibilities for MBL
• Provide IT support to ensure business continuity
• Have the project manager and appropriate MBL staff available to provide input for prompt decision making

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-5
• Provide the dispatcher, planner, system admin, and others, as applicable, dedicated time to receive comprehensive training on the new myAvail ETMS

1.1.4. In-Vehicle Upgrade
As discussed during the introduction, the in-vehicle installation can be performed in parallel with the myAvail upgrade. The vehicles that were selected during project-kickoff for pilot will be the first to receive the in-vehicle upgrades.

For this project, Avail Technologies has selected Krishna Hill as your field engineer. Krishna manages all aspects of fleet installations including training, fleet surveys, wiring schematics, install manuals, form fit, pilot install, coordination of fleet roll out, and management of the installation team.

The vehicle hardware upgrades will include the following:
a. Providing brand new IVU3s for the 50 vehicles with previous IVU models b. Replacing new 10” touch-screen driver displays (MDTs) for the 50 vehicles with previous MDT models
c. Replacing the current GPS units with our latest GPS/dead reckoning unit d. Two onboard infotainment displays for the 50 buses which require displays e. VoIP
f. Replacing the InfoDev GW200 APC with IRMA Matrix sensors (if this option is selected)
During this phase, maintenance training will commence as equipment is installed on buses. Avail will provide diagnostics, troubleshooting, configuration, and removal/replace training. During this time. Avail will also work with the maintenance team on creating a preventative maintenance training plan for MBL’s staff to follow.

Mr. Hill will work extensively with MBL’s maintenance staff to guarantee they become extremely knowledgeable and efficient with their new onboard system. Krishna and the Avail installation crew will provide hands-on, day-to-day problem assessment and troubleshooting training for electronics maintenance technicians, including supporting documentation such as schematics, block diagrams, and test points, to enable them to maintain the onboard equipment safely and efficiently.

Once this onsite installation process is complete, the pilot buses are ready for the dry run pilot testing. Avail and our 3rd party partners will be onsite to verify the installation quality and functionality. We will also begin training additional MBL personnel on the new technology and support MBL with the development of new training and maintenance standards.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-6

1.1.4.1. Roles and Responsibilities for MBL
• Provide a safe and well-lit area where Pilot Installation can occur • Provide Maintenance staff and other personnel, as applicable, that will be responsible for ensuring the fleet’s business continuity
• Provide access to the pilot vehicles for installation • Provide space and other office resources as required

1.1.5. Verification and Acceptance Testing
Once the selected vehicles from Pilot have been installed, Avail Technologies will begin the formal pilot test. Site testing, or Pilot, will be conducted at MBL to verify that the system is properly installed and configured for rollout. A pilot testing plan will be created and agreed to, as the pilot vehicles are being installed. This will then be provided to MBL for review. This plan details the tests to be performed to prove the system functionality, per the project requirements.

This also lays out what needs to be completed while onsite, who is necessary for each phase, and contains sign-off sheets for completion of the test. Once the testing plan is signed off on by MBL, Avail will start the pilot test.

During Pilot, Avail Technologies will ensure that MBL has adequate onsite support throughout this process until you are comfortable with the day-to-day operations and real-time scenarios.

A formal test procedure will be done for the entire pilot set-up at the end of the Site Testing phase for each subsystem. MBL will be required to review, accept, and sign-off on this testing by your team before further vehicle installations occur.

1.1.5.1. Roles and Responsibilities for MBL
• Review and approve the Pilot Test Procedure
• Assure that the pilot vehicles are available for this test • Assist with the final vehicle selection for the vehicles to be used during the pilot test • Work with Avail to identify trainees and schedule the training classes • Ensure that any problems noted are reported to Avail per the established process • Witness the Pilot testing and provide final written approval of the pilot acceptance • Take control of the vehicle equipment inventory
• Sign-off on delivery and keep equipment stored in a secure location.

1.1.6. Adoption
Adoption is phase II of the verification and acceptance testing. This is where the rest of your fleet will be outfitted with your new technology, acceptance tested, and placed into revenue service.

This phase will include a review of the pre, post, and acceptance test process for all vehicles.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-7
Upon arrival of the remaining equipment to MBL, Field Engineering will provide any updated vehicle installation documents to the installation team. A meeting will be held with both the installer and MBL that details the process for the installers and MBL. During this meeting, Avail will outline the necessary individuals at MBL and their level of involvement to achieve this installation.

Avail will work with MBL in advance of this delivery to decide on an installation schedule that ensures minimal disruption to daily operations, whether this involves installing during normal working hours, at night, on weekends, or a combination of these. Avail will provide all oversite and ensure consistent communications throughout the installations, working with MBL and the subcontractors to ensure coordination and a smooth installation process.

During this time, Avail will be working together with MBL. All vehicle installations include a pretest inspection to ensure all equipment is working prior to installation, a post installation test to ensure all equipment is functioning, and a vehicle acceptance test to verify the new ITS equipment operates properly before returning to revenue service.

Avail will continue training key personnel on the system and new features included as part of the project. Training is critical to the success of the overall project, and it is critical that the time spent with MBL not only focuses on the new components of the project, but the existing technology as well. This ensures the integration between the new and existing technology is seamless.

Once all the equipment is installed, Avail will conduct our own testing to verify the installation is correct, prior to the commencement of system acceptance testing (SAT). All systems including vehicle systems, signs, and interfaces will be tested and approved by MBL. Avail is confident that you already understand how important this is to the successful deployment of your system and will have the proper staff assigned to support the effort.

Once all the system components are installed and tested the project will move into the final phase which is Systems Acceptance Testing. Please note that this final phase will not occur until Avail receives full sign-off from MBL.

1.1.6.1. Roles and Responsibilities for MBL
• Work with Avail to develop a schedule for installing the vehicles • Provide access to the vehicles according to the schedule • Provide a designated space for the installation of the vehicles • Witness and sign Vehicle Acceptance Tests
• Provide feedback on any vehicle, or system performance issues noted

1.1.7. Systems Acceptance
Systems Acceptance Testing kicks off phase III for the dry run testing by our System Integration & Deployment team. This assessment test will be conducted to verify that MBL system operations

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-8
and requirements are fully vetted and verified. System monitoring and verification of components and features will be constant throughout the Adoption and SAT phases with the SAT test being proof of verification from weeks of testing and training. The results of this test will be thoroughly documented. They will be uploaded into SharePoint along with the updated requirements matrix and provided to MBL for final review and approval.

A Systems Acceptance Test procedure will be provided to MBL for review and approval, prior to testing. Once MBL signs off on the document, Avail will begin to thoroughly test all components of the system per the approved test procedures that align with the project requirements matrix.

Once all systems testing has been successfully performed, and the demonstration of proficiency of the component satisfies the requirements of both the procedural document and MBL, the SAT will ensue and upon completion, MBL will have the ability to accept the completed system.

At this point, all new features have been deployed and are operating under full capacity and performing as provided within the scope of work. Avail will continue to monitor your system performance remotely from our State College, PA headquarters and will support your needs locally as needed to continue training reinforcement and support. During this operational test period (30-day Operational Burn-in Testing) Avail observes how the system functions, and supports your staff as needed to further guarantee your 100% successful implementation.

Any remaining issues that may surface in the Operational Burn-In Test phase are documented and addressed with an agreed resolution plan, just like any of the previous phases. Once this testing phase is completed, and all parties have agreed to resolutions of any final remaining actions (if they exist), we have reached the Final Systems Acceptance milestone for the project.

1.1.7.1. Roles and Responsibilities for MBL
• Review and approval of SAT testing documentation
• Witness the Systems Acceptance Testing
• Confirm results of assessment
• Sign off on Systems Acceptance Testing and final requirements matrix • Upon award, Avail and MBL will agree upon a monthly support invoice value to cover hosting, cellular, and general support from the completion of the current contract through system acceptance

1.2. Training
With MBL being Avail’s customer for the last 10 years, Avail Technologies understands MBL’s operations, and as such, we have designed a comprehensive training program for the MBL team that will be reviewed and agreed upon with MBL. This training will be focused primarily on the upgraded system features and will leverage and build upon the work that has been ongoing.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-9
With the comprehensive training plan that we are proposing, including a train-the-trainer program, MBL’s on-the-job and myAvail ETMS product training will last throughout the lifetime of the project and past completion.

The MBL team will quickly become power users of the Avail system. We firmly believe that guided, experiential learning and continued consistent system exposure will benefit MBL to develop understanding, accuracy, and ultimately ease of use. For this reason, our training design is based upon the modern ADDIE Model and occurs succinctly with project phases to align pertinent information, authentic application, and, importantly, pragmatism for your staff. Our training courses are position-specific and deliberately target different learning modalities to ensure a successful system adoption, so all your team is comfortable and using the system to its fullest advantage.

Below are some highlights of the training plan we are proposing for MBL:
• Training for: computer-aided dispatch, onboard systems, desktop web application, service planning, scheduling, system administration, reporting, and maintenance. • As mentioned in the project team section, we are providing an experienced trainer to give MBL the appropriate support for your training needs, coordinated with your FAST™ services engineer.
• We will provide MBL with Standard Operating Procedures, so they have documentation for new/current employees.
• Our train-the-trainer program will provide MBL with the tools to perform refresher training within the agency.
• Our documentation lead will be on your training team to ensure you have comprehensive training plans
• “Just in time” training will focus on phasing the training, so it’s timed appropriately in between installations
• Avail will provide MBL with a GAP analysis and Enhanced Training Plan

1.2.1. Gap Analysis
As part of the training plan, we will conduct a Gap Analysis to assess your training needs. This gap analysis will consist of five phases including department base assessment, department assessment review and training plan, training schedule, department assessment, certification and retention of knowledge, and completion and ongoing training (post upgrade). These phases are vital to determine strengths and weaknesses with the system and the perception of the functionality of the system. Below we have included a graphic that demonstrates the goals of the gap analysis for MBL.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-10

1.2.2. Refresher Training
Through our training program, it is our primary goal to establish power users of the myAvail system for MBL. That is why MBL will have access to their trainer throughout all the phases of the upgrade and beyond completion. Our staff is committed to not only providing you with the expected training during the upgrade, but throughout your long-term support. You will need refresher training on the system, and we will provide it. In addition, if you have new employees that will need training, we will provide the support required to train them. Also, Avail will provide extensive train-the-trainer classes so that MBL can develop an in-house training plan. This approach will allow MBL to establish power users of the system so that MBL can train new staff and perform refresher training as needed.

1.2.3. Training Plans
The customized training plan we will create for MBL will have reviews by your staff to fully meet your objectives. Avail’s training team will come on-site and reacquaint ourselves with the day-today operations of MBL. While many processes have stayed the same over the last several years, our team will want to make sure that we are sitting down with the entire MBL organization to gain an updated and complete understanding of how processes occur each day. With this level of detail, we can better identify and support where the needs will be moving forward with the upgrade and its naturally embedded changes in practice.

Avail will produce a training plan, training matrix, and training roster that will be used to provide, schedule, and track training to MBL’s staff over the course of the upgrade and beyond. The training plan outlines the prerequisites, courses, features, descriptions, responsible individuals, time dedicated to training, type of training (hands-on, classroom, webinar, etc.) and goals of each course to ensure a successful training program.

MBL staff will have an agenda breakdown of each session they will be attending based on their position (role). Along with user guides which give full description/functionality of the myAvail features, each student will also be given quick reference guides to help walk them through the

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-11
step-by-step process of the features they will be using. For each of the training sessions, the students are given a note-taking guide which pulls out key information and the why behind the feature.

At the end of the session, the trainer will lead a quiz to make sure all information was obtained.

The training matrix tool maps roles to actual software modules and SOPs. The matrix shows exactly what training courses each person needs to take, when they need to have them completed, and what the status is.

The training roster, which will receive sign-off from MBL, is a list of all employees who will be interacting with the myAvail ITS. This roster will define the role of each individual, any additional roles they may do or assist others with, and the level of proficiency needed to use the system in their role. For example, if the primary role is in operations planning, then they would need to be a “power user” for the software modules and processes related to that role.

However, a person who may be called in to help with scheduling during a crunch may only need to be a “general user”. This roster is a living document that will be maintained for the duration of our partnership with MBL. The use of the roster will always give the organization insight as to which individual is trained for which role, and at what level of proficiency. This will allow MBL to make informed training decisions, for each role, based on the training effort to get there.

1.2.4. Timing of Training
To meet the need of having staff such as dispatchers and operators trained ahead of time so they can assist during testing, Avail will provide just-in-time training to MBL. As previously mentioned, your customized training plan is organized by each implementation phase. For MBL, we will time your training with your installations. This will provide employees with the knowledge necessary to assist others who are learning the system at a later stage in the implementation process. Also, through refresher training, the availability of the assigned trainers, the questions that arise once MBL has used the system for a period of time will be answered and addressed.

1.2.5. Training Feedback
Having feedback from MBL is essential in improving the training curriculum and making changes to the training plan. Avail Technologies encourages all our customers to provide feedback on our on-site visits, and our training program is no different. At the end of each training session, students are given a scorecard and the opportunity to candidly address what they did and did not like with the session. In addition, they can indicate any changes they would like to see, such as a more hands-on approach, live scenarios, etc.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-12

1.3. Schedule
The following pages include a preliminary project schedule for Montebello Bus Lines’ CAD/AVL System. We have captured all major project milestones and outlined the major project phases described above. During the Planning phase of the project, the project schedule will be further detailed and reviewed with the MBL team to provide a detailed work plan and roadmap for successful implementation of the project.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-13

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-14

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-15

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-16

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 1-17

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 2-1

2. Proposed Project Team
In this section of our proposal, we will outline the primary project team, their level of involvement, their experience and expertise on similar implementations, and how with the help of our supporting departments, Avail will deploy a successful project for City of Montebello.

The primary project team we have outlined in the graphic below, was strategically chosen based on their technical skills, experience implementing CAD/AVL projects of similar scope/nature to that being requested, and their availability. In addition, each project team member was selected based on their current workload to ensure they are committed to carrying out your project through our proven project implementation processes. They will be readily available throughout their respective responsibilities on this project and their knowledge, experience, and training on Intelligent Transportation System (ITS) deployments is one that is unrivaled.

Project organizational chart

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 2-2
The following subsections will review each of the team members that will be part of your project team, what their position entails, and the professional experience they will be bringing to this project.

2.1. Key Project Team
Project Manager, Vic Kumar oversees all contract obligations and milestones; he is your primary contact for day-to-day operations both on site and at Avail headquarters. He manages and addresses any challenges or risks that occur during the project and completes all project activities on time and within budget, at the highest quality. He manages the project resources, subcontractors, project schedule, budget, and customer satisfaction. He is present for monthly meetings, design reviews, on-site testing, and other key activities for the project. Neal has complete authority and autonomy to make decisions in the field.

Systems Engineer, Zafer Batmaz focuses on making sure the system functions as needed to meet the vision. He determines the most effective and efficient ways to manage the data conversion process, designs and oversees third-party interfaces, and ensures the system architecture will meet all stated requirements. He leads the technical solution for the project and makes sure all system requirements are fulfilled, and manages and coordinates systems integration, testing, and deployment. He is also responsible for all final documentation for the system, including diagrams and design documents for all software.

Field Engineer, Krishna Hill is responsible for all aspects of fleet installations including fleet surveys, wiring schematics, installation manuals, form fit, pilot install, coordination of fleet rollout, and management of the installation team. He documents hardware locations and configurations within the fleet and locates in-vehicle equipment to facilitate ease of use and maintenance.

System Integration & Test Engineer (SIT), Michael Froehlich is responsible for thoroughly understanding what is needed by the systems engineers (who represent Avail’s customers) by assessing the requirements and design documents as well as having detailed discussions with each group about the customers physical site, operational scenarios, and overall expectations.

They will complete all testing on developed interfaces and systems, as well as perform configuration and setup prior to release for on-site testing.

Training Lead, Kaitlyn Weaver is responsible for all training tasks including in-person classroom, one-on-ones, and mentoring. She develops all training plans and materials and is responsible for the execution of all training tasks including in-person classroom, hands on and one-on-one training, training assessment, and mentoring. The training team, which includes not only your assigned project trainer but other supporting staff, brings both a vast knowledge of the transit industry and extensive experience in training our customer base.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 2-3

2.2. Supporting Staff
The Services Team specializes in data entry and data imports. They will support the system engineer in the entry of data into the system and testing third-party interfaces to ensure the information produced is of the highest quality and meets the project design expectations.

Customer Support is the first line of defense for answering your questions and concerns with the system as your team begins to use it and questions arise. The support team is responsible for evaluating reported issues and providing timely responses. In addition, customer support will use documentation specific to City of Montebello’s setup and configurations, and expertise from the project team, to resolve challenges that your organization may face, including coordinating additional training and general system troubleshooting.

2.3. Security Practices
Avail Technologies takes cyber security very seriously. Avail has partnered with Microsoft Azure as a leading provider of hosting services for both private and public software solutions to provide security standards in line with industry norms. This focus on security includes disaster recovery, the use of Azure Active Directory for authorization and database encryption both in storage and transmittal. Avail Technologies is in the process of obtaining full SOC II certification which demonstrates our capabilities and commitment to security practices. Please see Section 4.1 for more information regarding our IT security practices.

2.4. Subcontractors

2.4.1. Anderson Technical Solutions, LLC
Anderson Technical Solutions, LLC (ATS) specializes in a wide range of technology installations including fixed and mobile surveillance systems, Transit information systems, digital signage, commercial communication systems, low voltage, commercial electrical work, wired and wireless networking, access control, and fiber optics installation. It has a team of 19 contractors and is in the process of onboarding a few more.

2.4.2. MessagePoint Media
MessagePoint Media designs digital signage solutions with a 21st century model of masscustomization combined with a managed services model that incorporates hardware, content management, and platform support to meet any requirement. We make custom designed solutions, tailored, and scaled to our customer’s needs at a "disruptive" price-point when compared with our competitors. MessagePoint makes this possible by leveraging commercially available, off-the-shelf modular technology, sub-components, software, and open development framework integration.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 2-4
MessagePoint Media has been providing digital signage solutions for mass transit since 2016.

Based on our successes with municipal applications for the City of Birmingham, MPM was invited to respond and awarded a contract to provide indoor and outdoor bay displays for a new multimodal center for Birmingham-Jefferson County Transit Authority. Following this successful implementation, MPM gained the attention of industry data partners and has continued to expand both in terms of hardware and software functionality tailored to the transit space.

Through half a decade of steady growth, public transportation signage solutions now represent our largest market with nearly 100 unique screen variants tailored to use-cases from large transfer centers to far-flung off grid stops.

2.4.3. Ubisense
Avail will work with Ubisense to provide the Yard Management solution required in the RFP.

Ubisense is an end-to-end provider of location intelligence solutions across large scale, multisite, public transit, manufacturing, and logistics industries. Recognized by Gartner as a leader in the “Location intelligence” space, Ubisense provides solutions to address three broad areas of value for users:

1. The ability to quickly locate assets, eliminating wasted search time.

2. The ability to accurately monitor the movement and control flow of assets throughout the facility.

3. The ability to identify process issues before, or as they occur, providing real time information to rebalance operations and stay on schedule.

Ubisense has been deploying location enabled solutions in large scale, operation critical environments for more than twenty years, focusing solely on location solutions across numerous industries. Additional information can be found in Ubisense’s proposal in the Appendix.

2.5. Resumes
Avail has included resumes for our proposed project team on the following pages.

Vic Kumar is an innovative, results oriented and hands-on systems engineer with 25 years of public transit experience with an emphasis on project and product management. Mr. Kumar has a long history of successfully managing mission-critical projects. With a strong background in public transit, Vic brings tremendous value to every project he works on.

As a systems engineer, Mr. Kumar works with our customers from project initiation to completion. His responsibilities include leading the systems integration efforts by gathering detailed notes on the customer’s operational needs, creating design documents, and turning customer and contract requirements into test procedures. He configures ITS systems based on customer specifications, prepares and runs the lab environment for the factory acceptance test, and tests the ITS system in the field during both the pilot test and system acceptance test. Most recently, Vic served as the systems engineer for both the Peoria Mass Transit ITS project and the Norwalk Transit System ITS project; he created the systems implementation plan (SIP) and ensured all technical requirements were met and finalized.

Sr. Systems Engineer, Avail Technologies, Inc., State College, PA • Collaborates with the project manager to create the project plan and schedule
• Works with the project manager to lead the technical requirements review process to establish a baseline for major milestone and deliverables • Ensures all technical requirements are met; finalizes the requirements matrix that will be used as the technical roadmap for the project • Creates the SIP that outlines the roles and responsibilities for the implementation for both the agency and Avail
• Updates the SIP to reflect finished tasks and those that need to be completed

WORK EXPERIENCE
Senior Program Manager/Systems
Engineer, Avail Technologies, State
College, PA (June 2022-present)
Senior Systems Engineer, Avail
Technologies, State College, PA
(Aug 2019-May 2022)
Program Manager, Enghouse
Transportation, Toronto, ON
(Aug 2011-Jul 2019)
Project Manager New Jersey Transit,
Newark, NJ (Oct 1997-Jul 2011)

KEY PROJECTS
-Greater Peoria Mass Transit (Peoria, IL)
-NTS (Norwalk, CA)
-The Bus (Athens, GA)
- Votran (Volusia County, FL)

INTEGRATIONS
- Routmatch paratranit software
- Trapeze Pass and FX
- Remix
- InfoDev APC systems
- GFI Odyssey fareboxes
- Cubic fareboces
- Seon video
- MessagePoint Media, Sunrise, and
Luminator signage

EDUCATION
PMP Certifaction 2019
Professinal Project Management
Certification, Rutgers University, 2011
B.S. in Business Management,
Rutgers University, 2006
Vic Kumar | Project Manager
(Confidential)
Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System

Mr. Batmaz started his career with Avail Technologies in 2017, bringing with him over 10 years of intelligent transportation systems experience. As a systems engineer, Mr. Batmaz leads projects from inception to completion. His role, guided by senior engineers, is to direct the systems integration efforts; he details the customer’s operational needs, creates design documents, and turns customer and contractual requirements into test procedures. He configures the ITS system based on customer specifications, prepares and runs the lab environment where the factory acceptance test takes place, and tests the ITS system in the field during both the pilot test and system acceptance test. He has extensive experience with the Avail system as a user and implementation planner with Park City Transit. In his previous role as a FAST™ Professional Services Engineer, Mr. Batmaz worked intensively with Foothill Transit, overseeing installations, performing troubleshooting, training guidance, testing, assisting in planning, and assistance in adoption,.

Mr. Batmaz recently worked on a project with Antelope Valley Transportation Authority focusing on automatic passenger counter software/hardware verification, maintenance, and training in best practices for maintaining a healthy system. He also assisted Montebello and Park City Transit with successful technology planning for cellular 4G upgrades.

Systems Engineer, Avail Technologies, Inc., State College, PA • Collaborates with the project manager to create the project plan and schedule
• Works with the project manager to lead the technical requirements review process to establish a baseline for major milestone and deliverables. • Ensures all technical requirements are met and finalizes the requirements matrix that will be used as the technical roadmap for the project. • Creates the implementation SIP that outlines the roles and responsibilities of both Avail and the transit agency.

WORK EXPERIENCE
Systems Engineer, Avail Technologies
Inc., State College, PA (June
2022-present)
FAST™ Professional Services
Engineer, Avail Technologies Inc.,
State College, PA (Apr 2017-Jun 2022)
IT Systems Coordinator, Park City
Municipal Corporation, Park City, UT
(May 2006-May 2017)

KEY PROJECTS
-Foothill Transit (West Covina, CA)
-Park City Transit (Park City, UT)
-Antelope Valley Transit Authority
(Lancaster, CA)
-Montebello Bus Lines (Montebello, CA)
-Norwalk Transit System (Norwalk, CA)
-SunLine Transit (Thousand Palms, CA)
-Minnesota Valley Transit Authority
(Burnsville, MN)
-Intercity Transit (Olympia, WA)

EDUCATION
A.S., Aviation Science, Salt Lake
Community College, Salt Lake City, UT
A.S., Tourism & Hotel Management,
Antalya Akdeniz University, Antalya,
Turkey
Zafer Batmaz | Systems Engineer
(Confidential)
Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System

Mr. Hill gained much of his experience as a third-party installer managing installations in Wichita, KS, Youngstown, OH, Ithaca, NY, and Harrisonburg, VA; and overseeing maintenance of the Avail system at Foothill Transit as a Transdev employee.

Now, Mr. Hill provides his expertise as an Avail employee centralized along the West Coast, ensuring active support for new and existing customers. He has worked with Avail project teams and customers to successfully provide installation & maintenance of equipment, including but not limited to APCs, CAD/AVL, GPS, Camera and Integrated System, repairs for vehicle fleets, diagnosis and repair of coach electronic revenue collection equipment, and scheduled fleet maintenance coordination.

Mr. Hill has most recently supervised installations at Link Transit in Wenatchee, WA, Foothill Transit in West Covina, CA, SunLine Transit in Riverside County, CA, and Antelope Valley Transit Authority in Los Angeles, CA. As the Field Engineer on these projects, Mr. Hill was responsible for all aspects of fleet installations including, fleet surveys, wiring schematics, install manuals, form fit, pilot install, coordination of fleet roll out, and management of the installation team. Krishna was also responsible for thorough documentation of all hardware locations and configurations within the fleet. He also ensured location of in vehicle equipment to facilitate ease of use and maintenance.

Field Engineer, Avail Technologies, Inc. State College, PA • Responsible for pre-installation evaluations of vehicles to determine equipment placement and wire interfaces
• Works onsite with transit agency maintenance staff to perform a final survey of each vehicle for initial configuration.
• Creating vehicle installation manuals
• Determining materials needed to perform vehicle installations • Installing AVL systems in vehicles
• Providing training to contracted installers (where applicable) • Providing maintenance training to designated maintenance staff after vehicle installation completion.

WORK EXPERIENCE
Field Engineer, Avail Technologies
Inc., State College, PA (xx-present)
Electrical Technician, Transdev,
Sunland, CA (Jan 2018- Nov 2018)
Field Supervisor/Installation
Tecnician, Elite Professionals, LLC,
Davie, FL (Jan 2014 - Jan 2018)

KEY PROJECTS
• Link Transit (Wenatchee, WA)
• Foothill Transit (West Covina, CA)
• NTS (Norwalk, CA)
• MAX (Modesto, CA)
• SunLine Transit (Riverside County,
CA)
• Antelope Valley Transit Authority
(Los Angeles, CA)

INTEGRATIONS
• Apollo camera system
• Seon Video
• Infodev APC systems
• Genfare Fareboxes
• Cubic Fareboxes
• Sierra Wireless Gateway Router
• Harris and Tait Radios
• Luminator Signage
• TMX
• Remix
• Google Transit
• NextBus
• TransTrack

EDUCATION
Certificate, Electronics
Communications, Los Angeles Trade,
Tech College, Los Angeles, CA
Krishna Hill | Field Engineer
(Confidential)
Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System

Michael is a detail-oriented and task-driven engineer with experience in system troubleshooting, new hardware integration, and task automation. He manages configuration, testing, and deployment of fixed end and in-vehicle builds. With a goal of improving project efficiency, he created a number of custom SQL queries, PowerShell scripts, and PRTG sensors to successfully monitor deployments and eliminate potential issues before they can become an obstacle for the project team or customer.

Michael has experience tracking and troubleshooting issues involving large and varied datasets from multiple sources including SQL, Wireshark, and Fiddler as well as several in-house data gathering tools. As part of the team working on new deployments, Michael assists in the execution of factory acceptance tests, pilot tests, and system acceptance tests including the setup and configuration of test equipment included in the system, and completes the dry run with the project systems engineer.

Systems Deployment Engineer I, Avail Technologies, Inc., State College, PA • Support the deployment, integration, and testing of systems to customer sites.
• Under the direction of the systems engineer, develops lab testing including staging equipment, building hardware/software interfaces, and configuration of computers and third-party devices for interoperability. • Performs testing as directed by the technical lead including troubleshooting failures; follows and maintains test procedures and status reports. • Executes engineering validation tests (both manual and automated)

WORK EXPERIENCE
Systems Deployment Engineer I, Avail
Technologies, State College, PA (2018-
present)
QA Intern, Bureau of Information
Systems, NJDEP, Trenton, NJ
(2017-2018)

KEY PROJECTS
- Minnesota Valley Transit Authority
(Burnsville, MN)
- Greater Peoria Mass Transit (Peoria, IL)
- Yosemite National Park (CA)

EDUCATION
Bachelor of Science in Electronics &
Computer Engineering Technology,
Pennsylvani's College of Technology,
Williamsport, PA
Michael Froehlich | System Integration and Test Engineer (Confidential)
Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System

Kaitlyn Weaver joined the Avail team in 2016 as a sales specialist, supporting the sales manager to implement a strategy that achieved company bookings and revenue targets. She has supported contract wins at Athens Transit, Minnesota Valley Transit, IndyGo Transit, Manatee Transit, and the Pennsylvania Department of Transportation statewide fixed route procurement. She has been instrumental in upgrading the Avail demo environment to a cloud-based system to better facilitate on-the-road demos and training.

Ms. Weaver expanded her partnerships with customers by transitioning into a training and development specialist role in 2018. She has extensive knowledge of our products and excellent customer relations experience. In her training and development role, Ms. Weaver maintains customer engagement and satisfaction through technology planning support and training. She has supported training efforts for PennDOT, Centre Area Transportation Authority (CATA), Santa Rosa Transit, Grand Rapids Transit, and Foothill Transit.

A graduate of the University of Millersville, Ms. Weaver applied her communication and entrepreneurship studies to design and deliver in-house training material about the history of Avail and its products to new hires as part of Avail Academy. Now, she continues to use these skills to create external training material for our customers.

Training and Development Specialist, Avail Technologies, Inc., State College, PA
• Develops the preliminary training matrix, formal training plan, and other training materials, reviews training plan with transit agencies for approval. • Is responsible for the execution of all training tasks including in-person classroom, hands on, one-on-one training, assessments, and mentoring. • Coordinates with transit agency key stakeholders for the best method to train staff (classroom, hands-on, webinars, documentation, etc.). • Provides vast knowledge of the CAD/AVL system and extensive experience in training our customer base on the use of these systems.

WORK EXPERIENCE
Training and Development
Specialist, Avail Technologies Inc.,
State College, PA (July 2018-
present)
Sales Specialist, Avail Technologies
Inc., State College, PA (July 2016-
July 2018)

KEY PROJECTS
- Centre Area Transportation
Authority
- Santa Rosa Transit
- Grand Rapids Transit
- Foothill Transit
- PennDOT statewide fixed route
procurement

EDUCATION
Bachelor of Science,
Communications, Minor in
Entrepreneurship, Millersville
University, Millersville, PA
Kaitlyn Weaver | Training Lead
(Confidential)
Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 3-1

3. Qualifications and Experience

3.1. Company Background
Avail Technologies opened our doors on January 1, 1999. From day one, we have diligently worked with our customers and staff to become the most innovative and forward-thinking company for intelligent transportation systems (ITS). Our solutions for the public transit industry stem from over two decades of working in a collaborative partnership with our customers, which has led to their success and, ultimately, ours. Our mission is to retain customers for life by providing value through a balanced offering of superior products and services.

Headquartered in State College, Pennsylvania, and led by a CEO who has been in the transit industry since 1991, Avail Technologies, Inc. is the pioneer of CAD/AVL. Some of our engineers, including our Chief Executive Officer, Dorsey Houtz; our Chief Technology Officer, Rick Spangler; and our Chief Operating Officer Kevin McKay, were the original developers who brought ITS technology to fruition.

Our staff has worked with virtually every technology provider in the industry to provide custom interfaces and seamless integration with our ITS and their equipment. When Avail first started, our primary focus was providing computer aided dispatching and automated vehicle location systems (CAD/AVL), with back-office decision support systems for fixed route operations. Since then, Avail has developed the industry’s first fully integrated and automated suite of software and hardware products to address all facets of transit operations, known as myAvail.

Recognizing the need for passengers to have access to real-time information about the transit service, we developed the myStop®
app. This product reflects our commitment to providing
reliable, timely information to public transit riders.

The graphic below shows our current corporate organization chart. The positions on this chart are held by exceptional and knowledgeable people with long histories in the transit industry.

Our project teams and their capabilities are unrivaled in this industry. This proposal illustrates both our project team (Section 2) and the executional steps they will take for your CAD/AVL project implementation plan (Section 1).

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 3-2
Avail organizational chart

3.1.1. Capabilities and Recent Experience
As the longest standing provider of full featured CAD/AVL systems in the U.S., we have the capabilities and experience necessary to provide an integrated solution for City of Montebello.

Our staff has developed and deployed more proven interfaces to third-party vendors than any other ITS company. In doing so, we have successfully worked with every major ITS vendor to design and develop protocols for continued interoperability. Avail maintains a strong market presence with over 200 contracts and 50 full ITS system rollouts.

In the last five years Avail Technologies has been chosen to deploy CAD/AVL technologies for over 15 transit agencies. Avail’s selection to implement projects at these agencies makes us uniquely qualified to deploy the requested CAD/AVL system for City of Montebello. Some of

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 3-3
Avail’s innovative solutions chosen by those agencies that further demonstrate our capabilities for this project include:
• Transit signal priority (TSP)
• Innovative headway management
• BRT platform signage
• Onboard and platform-based infotainment systems
• VoIP communications and covert monitoring
• Rollout of more advanced service restoration features and innovations, including integration with our public messaging passenger information • Continuing expansion with our third-party integrations such as InfoDev, Cubic, Cradlepoint, MessagePoint Media, etc.

3.1.2. Memberships and Licenses
At Avail, we believe that experience, acquired in humility and with hard work, means everything.

We have surrounded ourselves with a diverse mix of seasoned individuals to create one of the most dynamic teams in the industry. As the longest standing provider of full-featured transit focused systems in the U.S., we are proud to employ some of the nation’s top talent.

In addition to being members of APTA and ITS America organizations, Avail’s team members have also held key roles on various national and international committees including:
• Member of the Technical Advisory Group for Intelligent Transportation Systems • Member of the Intelligent Transportation Societies Sensory Advisory Committee • Chairman of the Transit Communications Interface Profiles (TCIP) Technical Working Group for Control Centers Business Area
• Board Member of the Latinos in Transit (LIT) organization • Chosen as one of two representatives from the United States as a representative member to the International Standards Organization (ISO) Technical Committee 204 Working Group for Public Transport and Emergency Services
• Member of APTA leadership class of 2016
• Project Staff Certifications:
o Vic Kumar, Project Management Professional Certification, 2019

3.2. References
At Avail, we guarantee the successful adoption of your technology solution. Our company has the financial stability, integrity, skill, business judgment, and facilities necessary to assure the good faith performance of this proposal.

As an organization, we are not successful until you’re successful. Our experience has taught us that dialogue with our customers is more important than any marketing research we can buy. We

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 3-4
know that nearly 70% of new business in any given industry is generated by word-of-mouth referrals. That is why we have placed so much emphasis on integrity and customer service. Our philosophy is supported by over twenty years of experience as an employee-owned and operated company providing consistently safe, reliable, and efficient transportation technology solutions.

Our reputation for being knowledgeable and responsive allows us to connect with our customers and provide unparalleled service; our 24/7/365 support team will be available to solve problems, while helping you to understand your technology solutions.

On the following pages, we have highlighted properties that demonstrate our experience in ITS technology for CAD/AVL systems. Each of these properties awarded us their project; they are now in various stages of their technology implementation.

Property: Foothill Transit
Address: 100 S. Vincent Ave., Suite 200, West Covina, CA 91790 Contact: LaShawn Gillespie, Director of Customer Service & Operations
Phone: 626-931-7206
Email: [email protected]
Contract Value: $10,683,608.00
Project Overview:

Foothill is one of Avail’s largest projects to date. This project was a replacement of the Conduit/Xerox/ACS/Orbital system. With 367 fixed route vehicles, three separate garages/depots, and full ITS with installations of the in-vehicle units, mobile data terminals, mobile gateway router, covert microphone and EA switch, new Hella automatic passenger counters, integration with TSI CCTV, Cubic Fare System, single point of login, automated voice annunciators, TSP integration for the LA County system, and an entirely new VoIP communication system. For Foothill, Avail integrated with the HASTUS scheduling system, NextBus passenger information, and TransTrack incident management. Through the myAvail suite, they received yard management, detour management pullout management, decision support, the latest business intelligence tools, and real-time passenger information solution with mobile and desktop website capabilities utilizing GTFS and GTFS-RT, myStop® iOS and Android apps, and QR codes.

Solution overview
• Replaced Conduit/Xerox/ACS/Orbital System
• HASTUS bi-directional interface with multiple modules • VoIP communications for fixed route and supervisors
• BRT deployment support

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 3-5
• New TSP approach using Wi-Fi based communications
• Supports three separate garages/depots

Property: The City of Norwalk – Norwalk Transit System (NTS) Address: 12700 Norwalk Boulevard, Norwalk, CA 90650
Contact: Derek Donnell
Phone: 562-929-5554
Email: [email protected]
Contract Value: $1,400,000.00
Project overview
As an ITS partner with Avail since 2018, the City of Norwalk was positioned to take advantage of the newest technology we have to offer. We replaced their Fleet Maintenance Management System (FMMS) with myAvail ETMS on the same architecture as their CAD/AVL solution; the City benefited from a shorter and smoother implementation.

The City later sought a solution to provide their maintenance division with the tools necessary to maintain and manage assets efficiently and cost effectively. Their focus was to improve customer service, maintenance, and repair services, and to increase staff efficiency and productivity for their fleet of 33 transit buses, 11 support vehicles, and seven paratransit vans. They needed complete, real-time, and easily accessible data to maximize availability, usage, and cost effectiveness of resources, with FLEETWATCH® fuel management integration Because Avail was their existing CAD/AVL provider, the City was already using many features of the Operations, Planning & Scheduling, and HR suites. We deployed the Transit Assets suite and the General Ledger option in the Finance suite to meet their requirements. Transit Assets fully meets their needs to track aging, maintenance costs, fuel consumption, and mileage, and provides robust business intelligence reporting. The City is pleased with their integrated CAD/AVL ETMS solution and hopes to expand their capabilities to include VoIP in the future.

Solution overview
• Verizon cellular data network
• Mobile data terminal
• Automated annunciation
• Real-time passenger information
• Voice radio integration with
Kenwood
• Camera integration with Apollo
• Farebox integration with Cubic
• Info-Dev automatic passenger
counting
• Asset condition
• Asset inventory
• Facilities
• Maintenance

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 3-6
• Parts
• Business intelligence
• NTD reporting
• General Ledger
• Yard and pullout management
system
• Vehicle health monitoring
• Pre-trip inspection module
• Headsign integration with
TwinVision/Luminator/Hanover
• Schedule integration with HASTUS
CSched
• Sunrise interior LED signs
Stanislaus Regional Transit Authority (StanRTA)
Address: 1001 9th Street, Modesto, CA 95353
Contact: Adam Barth, Chief Executive Officer
Phone: (office) 209-774-4586, (cell) 209-495-6689
Email: [email protected]
Contract Value: $1,756,134.00
Project Overview:

Modesto Area Express (MAX) has been an Avail customer since 2007. On January 26, 2021, the Modesto City Council, and the Stanislaus County Board of Supervisors each approved the merger of Modesto Area Express (MAX) and Stanislaus Regional Transit (StaRT) forming the new Stanislaus Regional Transit Authority (StanRTA).

Initially in 2007, we installed our in-vehicle system (MDT, IVU, GPS), added 6 replacement APCs to their buses, and installed CAD/AVL software and our COMMS package for the MAX fleet of 47 fixed route vehicles. In 2009, they received 10 Gillig OEM Bus Builds with our equipment on them. In 2010, we partnered with them again as we removed Avail communications equipment from their retired buses and re-installed them on the new Gillig buses that they received in 2009.

In 2012 Stanislaus upgraded to version 5.2 of myAvail and their OmniPoint backend software to the latest available release. The installation of this software upgrade coincided with the city deployment of new servers, to replace their existing system servers. In 2015 and 2016, they received more Gillig OEM Bus Builds from us for an additional 18 buses. In 2017, we did a complete upgrade on 18 of their buses. And in 2018-2019, we upgraded their modems from 3G to 4G.

When MAX merged with StaRT, the newly formed agency had a fleet mixed with two separate CAD/AVL solutions. After vetting each, StanRTA selected to continue with Avail as their chosen vendor. In 2022, 25 StaRT vehicles were equipped with the latest Avail in-vehicle hardware as the two fleets were combined into a single operation by unifying its CAD/AVL solution on one platform, myAvail ETMS.

Solution Overview:

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 3-7
• Mobile data terminal (with integrated cellular data modem and antenna) • In-vehicle logic unit (with integrated WLAN card and antenna) • Integrated automated vehicle audio-visual announcement system • Automatic passenger counters
• Integrated GPS receiver and antenna
• Silent alarm switch

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-1

4. Technical Approach
The myAvail system is a blend of hardware and software that constantly works together, communicating and sharing information. Our in-vehicle system seamlessly integrates with the backend (myAvail) to provide dispatchers, supervisors, and maintenance with the information they need, when they need it.

What this means to every agency that partners and continues to partner with Avail is that they can have an ITS solution that meets all their specific needs. If an agency only wants CAD/AVL functionality, we can do that. If they want CAD/AVL with maintenance and asset management, that can be deployed. For agencies that require a full system (ERP/EAM/CAD/AVL), known as myAvail Enterprise Transit Management Solution (ETMS), Avail can provide it. Because this is a modular system, every part of our system integrates flawlessly. This is what allows our customers to have menu-like options for their ITS.
myAvail is an agile product that promotes adaptive planning, collaborative cross-departmental development, and continual improvement. As illustrated above, this system is a sophisticated blend of our in-vehicle hardware network coupled with the Planning & Scheduling and Operations suites you are most familiar with, our enterprise resource planning (ERP) functionalities (Payroll, HR, Finance, etc.) and our enterprise asset management (EAM) modules (Asset Inventory, Maintenance, Parts/Work Orders, etc.).

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-2
These are all directly tied into our backend information management system, which provides the CAD/AVL aspect combined with the ERP/EAM information. This unique platform is specifically designed for public transit and creates a synergistic ITS that provides CAD/AVL functionality, real-time passenger information, interactive map displays, back-office functionality, and for those who need it, maintenance management.

It fully integrates with every aspect within the system, and it is also capable of sharing data with third-party vendors via industry standard APIs. We took the concept of graphical user interfaces (GUIs) like those used in smartphones (where users can easily interact and make choices from displayed menus or icons) and applied this concept to myAvail.

This system will provide MBL with one in-vehicle network system that caters to not only all Avail equipment, but also supports any third-party hardware that is installed in the vehicle. With our vehicle area network (VAN), there is no need for multiple MGRs on a bus; our network has been designed to be one fully integrated system.

This is possible because interfaces such as SAE J1939, SAE J1708/J1587, Avail's IVU in-vehicle data service API, ethernet, and cellular networks allow us to currently integrate with 50 thirdparty hardware and software vendors that support the public transit industry, a list that is constantly growing. We work with our customers and their vendors to collaboratively design interfaces that share information among systems. Some of the vendors we integrate with include Luminator/TwinVision, Cradlepoint, InfoDev Motorola, Existing Signage, Trapeze, and more.

To summarize, our offer includes all the requested features and functionality, and integration to your existing and planned 3rd party solutions, out of the box, with no development, and all included in the onboard and central systems and services in our price proposal.

In addition, we are providing the myAvail software as an upgrade to MBL, included with your existing maintenance and support agreement, at no additional cost to MBL. As such, our solution will simplify your adoption, lower the risk, and reduce the effort on your part to deploy and learn a new platform.

4.1. Information Technology
All of Avail Technologies’ servers and desktops run on Microsoft operating systems. Our IT architecture is flexible and can accommodate an Avail hosted solution or a solution that is hosted on the customer premises and network using new or existing IT infrastructure. The following sections will walk MBL through the various components that comprise our IT architecture from a hosted solution.

4.1.1. Azure System Network Architecture (Hosted)
Avail’s hosted solutions provide our customers with a reliable and flexible platform on which to operate their critical business applications. Avail has chosen the Microsoft Azure platform as the

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-3
infrastructure provider of choice. This platform is an SLA backed (99.9%), multi-region, cloudhosted service, and provides the underlying core of our architecture. With more than 40 regions worldwide, the Azure cloud provides a level of redundancy, scale, and performance that would be difficult to match using any agency hosted or third-party provided hosting solution. The ability to transition between data centers and regions in disaster scenarios and maintenance events is why Avail chose Azure to host our customer’s critical applications.

Azure meets a broad set of
international and industryspecific compliance standards that ensure the environment is
secure and reliable. Examples of
the certifications that Azure has
achieved include ISO 27001,
HIPAA, FedRAMP, SOC 1, SOC
2, and many others. Please see
the Microsoft Trust Center for a
complete list. Our solution is
ODBC compliance which meets
the requirement of the RFP.

Should MBL select a hosted solution, your data and applications will be hosted in the following Azure regions:

Primary Region Secondary/Failover Region
Western US Eastern US
California Virginia
Our hosted solution architecture is designed to be both scalable and provide redundancy. This kind of structure is critical to ensure business continuity. As your operations and customer interactions scale up, our architecture can scale with you without requiring a redesign. This also allows us to do many common updates without having system downtime.

All redundancy is provided by Avail and our hosted providers. Multiple layers of redundancy designed throughout the system include redundant networking, internet access, storage, and a universally available computing infrastructure. Customer data is replicated three times within a

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-4
regional data center and can be replicated to another geographically separate data center. The only requirement from the customer is to have a reliable stable connection to the internet.

Avail has gone to great lengths to ensure
that we have the most reliable and
available network topology and
connectivity. In addition to the hosted
server environment, Avail also provides
redundancy of the operating environment
and backups for the connectivity into the
hosted solution. In the case of a hardware
issue, such as a drive or power supply failure, the environment recognizes the issue and transfers operations to an alternate resource, which minimizes downtime and provides a rapid transition.

Support for the system is provided by a joint effort of Avail personnel and Microsoft support staff. If a support request is necessary, Avail support staff will investigate the issue and resolve it if possible. If needed, Avail will work with Microsoft support to resolve issues dealing directly with the platform.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-5

4.1.1.1. Software Updates
Avail deploys updates, bug tracking, and feature rollouts through Microsoft’s DevOps; we can automatically push updates and patches with the click of a button. Avail has adopted highly agile DevOps practices when it comes to development and maintenance of software. Azure allows us to make changes and updates promptly. It comes with integrated tools for tracking, fixing, and deploying new features and fixes in the Microsoft Azure platform.

4.1.1.2. Advantages of a Hosted System
The hosted option uses the same server configuration, software, communication methods, and product licensing. However, when your property chooses the hosted option, many IT functions become Avail’s responsibility. The responsibilities that Avail assumes include the following:
 Ensuring system availability (uptime)
o Repairing or placing failed hardware
o Providing hardware redundancy
■ Ensuring there is failover capability to minimize down-time o Providing redundancy of user access and power
o Performing required software and hardware maintenance at the least disruptive times possible with advance notice
o Replacing obsolete hardware
 Ensuring response time (as it relates to system resource capacity) o Monitoring system usage to ensure there is always capacity for peak activity  Ensuring the security of data and the system in general o Providing data backup in the case of a catastrophic loss o Providing security from unauthorized access
■ Applying updates to all third-party software as they are published Some IT tasks remain the responsibility of MBL as a hosted services customer. These responsibilities relate to the equipment provided to each agency as part of the project. A good example of this type of hardware is a dispatcher workstation or a wireless access point. Please reference the Maintenance and Support Agreement for specific responsibilities and equipment coverages. The general responsibilities include:
 Ensuring the availability of sufficient internet bandwidth  Maintaining the operating system on your workstations

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-6
o Applying security patches as they are published
o Updating the operating system after approval by Avail  Maintaining the workstation hardware
o Equipment under warranty
■ Report all hardware issues to Avail
■ Allow access to the equipment by an Avail authorized service person ■ Install replacement equipment if provided by Avail
o If Avail’s Support and Maintenance Agreement excludes the workstations ■ Maintain and replace hardware as needed

4.1.2. Disaster Recovery and Backup
Avail utilizes several of the robust Microsoft Azure disaster recovery tools in our system to ensure that your data is safe, protected, and highly available. First, we begin by backing up your databases to secure and redundant cloud storage daily. SQL server logs are backed up to the same storage hourly. Then each VM in your system is backed up daily using the Azure Cloud Backup Service. Each backup is encrypted and stored in an Azure Recovery Services Vault. The Azure Recovery Vault keeps the last two active backups as snapshots in hot storage so that your system can be restored in a matter of minutes without having to copy data to from cold to hot storage. Avail maintains 30 days of full backups for all VMs in the system.

The third layer of protection we employ protects against a regional outage in the Azure platform.

Avail uses the Azure Site Recovery feature to replicate the environment from one region to another, normally on the other side of the country. This replication allows Avail to deal with both planned and unplanned outages as they arise. The replication feature also has the additional benefit of being able to spin up a test system that exactly matches your deployed system in an isolated environment.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-7

4.1.3. Desktop Specifications
The myAvail suite of software can run on most modern desktop PCs and laptops. Avail recommends the following specifications for a computer.

Dell OptiPlex 7050 (or equivalent)
 Quad-core CPU
 8 GB of Ram
 128 GB hard drive
 Windows 10
 Dedicated graphics card recommended
Avail will install the myAvail system on these MBL provided workstations.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-8

4.1.4. IT Security
At Avail, we realize that security is especially important to our customers. We strive to follow the standard best practices of the industry with all our implementations. We support OS and application patches as they are released by the vendors.

Because myAvail has a public facing component, it contains its own internal authentication system. Each password is hashed and then encrypted with SHA-256 cryptography and then stored in a separate authentication database. myAvail also supports Active Directory authentication for its web-based applications. Desktop applications should be housed on a machine that requires a valid Active Directory authenticated session to access them.

Any security vulnerabilities discovered in myAvail will be reported to MBL. Our support department will make any required updates to the software and will coordinate with each agency should we need to come on site to make updates.

We monitor our system by using PRTG, a network monitoring tool, to assess the state of the system. Through this, we monitor virtual and physical machine performance, network throughput, virtual host health, window service states, system uptime, and items internal to the system such as message queues and log files. Based on these results we can look at trends over time in the performance of the system. When a problem is detected in the system the monitoring software can contact the administrator via SMS message or email. System alarm notification and the thresholds at which they are triggered are configurable by the administrator.

When it comes to either remotely accessing or using myAvail at your office desk, Avail Technologies has several measures in place to protect the system. The first of these is our rolebased security where employees can only access functions related to their job description and requirements. You can control your employees’ rights/roles within the system based upon their responsibilities at MBL. These roles/rights can also be combined for those employees who have more than one role within the agency.

For remote access, the myAvail ITS system has several external interfaces. The primary external access requirement is the cellular vehicle communications. Vehicle data traffic is routed over a secure access point name (a VPN tunnel) from the cellular provider to the Avail hosted services network. In an on-site solution, Avail will work with the customer and the cellular provider to build a secure interface to route cellular traffic. Avail is also able to support the vehicles operating over a public cellular network if that is preferable to MBL. For security reasons a private APN to the cellular provider is recommended.

4.1.5. Database
The myAvail system uses Microsoft SQL Server databases as the primary repository for your system data. Data relating to the operational history and schedule of each agency resides in a central transit authority database. To optimize database performance, data relevant to the

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-9
current operation of the system is segregated into different file groups from data that is archival in nature. Segregating the data allows the database to span different disk subsystems by placing archival data on slower disks while data that is accessed more frequently can be placed on faster disks. Archival data is kept in the data warehouse. How long AVL and ridership data is retained is configurable. Most properties keep 7-10 years of data, although in theory data can be kept for a virtually unlimited amount of time. If you determine that this data is no longer required, Avail will provide mechanisms to remove that data from the system.

Avail secures the system database by using authentication built into SQL server. To access the database server, the user must either utilize Active Directory credentials or the authentication system native to SQL server. The system admin account is not utilized within the Avail system.

Avail also relies on abstraction within its application code to ensure that the end user is not able to make unauthorized database calls from within any application.

4.1.6. Data Management
Avail Technologies provides an ITS management solution that offers version control of all data that is distributed to the ITS system and can configure all onboard items identified in the RFP.

The purpose of this solution is to provide a way for MBL to manage all data associated with the ITS onboard and fixed-end systems. These configurations are readily downloaded to the fleet.

We include configurations for all onboard functionalities including but not limited to:
• Pre-defined text messages for the vehicle operator
• Pre-defined text messages for the dispatcher
• Schedule adherence thresholds
• Route adherence thresholds
• Navigation and trigger points for all onboard functionality • Voice call configuration and thresholds
• Assigning headsign commands for all routes, pull-in deadheads, pull-out deadheads, and interlining deadheads
• Defining prefixes for each type of audible interior announcement, which are consistent for the MBL service area
• Automatic volume control thresholds and settings
• Defining the audio and sign announcement text for multiple languages supported by the AVA system
• Equipment configuration for each vehicle type

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-10
• AVA attenuation levels and times during peak travel times • AVA and PA priority configuration
• RTPI stop text and configuration
• Idle monitor thresholds and timing
• Next stop audio configuration
• Configuration of the system including routes, stops, audio, text, import and use of the schedule data, and configuration to deliver the functionality requested in this specification
For MBL, we can create audio and sign text for the onboard systems that includes next stop, transfer audio, public service audio, route audio and headsign codes, destination audio, and stop requested.

4.1.7. Real Time Data Communications
Avail’s real-time data technology can be used with any cellular carrier (Verizon, AT&T, TMobile) and the technology of these carriers (4G, 5G, FirstNET). Each of our vehicles are equipped with an MGR that is responsible for routing data between the vehicle area network (VAN) and the myAvail servers located in Microsoft’s Azure cloud, providing our customers with real-time data communication.

4.1.8. Bulk Data Communications
In cases where bulk data downloads need to occur, the information is received from the yard’s WLAN to the bus’s MGR. From the MGR, the information is relayed to IVU which stores all schedule, route, and stop data locally; in the event data communications are lost, the operator still has all the information that they need in to carry out their daily assignment.

4.1.8.1. Yard WLAN
Avail’s proposed solution includes our 802.11 b/g/n bulk data download module which allows for the upload and download of information via a standard 802.11 b/g/n network. The benefit is that it allows for the transfer of large data files over a WLAN rather than consuming bandwidth on the cellular network and data plan. Avail recommends using WPA2-PSK for the wireless network. Avail will provide and configure ruggedized outdoor access points required for the system. The access points are cloud managed and can be managed exclusively by Avail or in partnership with the agency’s IT department.

Proposal in Response to RFP issued by: City of Montebello RFP No. 23-8 Computer-Aided Dispatch/Automatic Vehicle Location System 4-11

4.1.8.2. WLAN Data Transfer
Avail’s system uploads annunciator files, schedule data files, and firmware updates for the invehicle equipment to the vehicle. Schedule data files can be pre-staged to the vehicles prior to the effective date of the schedule. The vehicle will then utilize the new files on the date the new services start.

Any data not downloaded over the WLAN network is transmitted via the cellar network in real time such as AVL data, automatic passenger counts, and automatic vehicle monitoring data. The wireless utility tracks the status of the software in the vehicle and can be used to selectively schedule downloads to the vehicles. If required, the entire fleet can be scheduled to download at the same time.

With the wireless utility, the user can also check the status of each vehicle’s download in an intuitive visual interface. Each vehicle is required to be in the range of the access point to download the software. If the software has been previously downloaded, it will not be downloaded again. If data is not sent over the cellular network, it can be stored in the vehicle and downloaded to the server via the WLAN.

4.2. Onboard Equipment
When customers purchase our state-of-the-art ITS, Avail is committed to ensuring that each agency we work with receives the most value from this investment. To meet this commitment, backward compatibility is a core aspect of our ITS. This feature guarantees functionality with previous Avail in-vehicle solutions.

The key to providing this backward compatibility is in the messaging between the vehicle hardware and the backend system as our in-vehicle unit (IVU), pictured below, can process, incorporate, and generate data from old, new, or any combination of our own equipment. In addition, our coding scheme is continually additive, meaning we can add new content when an enhancement requires changes. The backend (myAvail) tracks the in-vehicle equipment and software versioning to ensure the correct message is sent to each vehicle. This allows an agency to have multiple generations and configurations of in-vehicle equipment, and it makes it possible for our in-vehicle technology to be scalable and progress without making our current hardware obsolete.

MBL can add new hardware or features to your fleet when you need them, and your agency’s growth will be supported by all our capabilities. This is exceptionally important when an agency is interested in our OEM Program as Avail recognizes that the life expectancy for equipment through FTA standards is roughly 7-10 years, which is why we have designed our system to integrate with any model of Avail equipment. It is backward compatible and future proof.