Bay Area Commuter
Services, Inc. (BACS) Ridematching Program Proposal (BACS RFP 2008 – 1)
Question: Do you intend to operate the
system you would purchase on BACS own hardware, or would you utilize servers
provided by the vendor you select?
Answer: That’s still up for discussion and
will be decided upon based on what each proposal submitted recommends.
Q. What is the current number of
registered commuters in your current ridematching database?
A. As of June 30, 2008 there are 6,193 registered commuters in the BACS database.
Q. Does BACS provide matching services for vanpools, and if so, how many registered vanpool groups are presently served?
A. Yes, BACS provides matching services for vanpools; there are currently 48 vanpool groups in service.
Q. Does BACS presently perform NTD reporting for vanpool services?
A. BACS reports NTD figures to participating contributing agencies, such as Hillsborough Area Regional Transit (HART), which provides vans to the program. The figures are reported by our in-house VPSI vanpool manager.
Q. What is the maximum number of BACS staff persons that would need to utilize the system at the same time?
A. Depending upon the functionality of the program, there could be as many as five staff persons (and or consultant) at one time, but would most likely have three on an average basis.
Q. Would employees of any affiliated or partnering organization (such as a TMA) need to access the system at the same level as BACS staff persons? If so, what are those organizations and how many staff persons?
A. At this time, no affiliated or partnering organization has access to the system at all. Currently, there are no plans to change this.
Q. Item 17a of the Required Features (Enhance project management) mentioned "gross rating points purchased". Could you elaborate on this?
A. Gross rating points is an advertising measure that represents the percentage of the target audience reached by an advertisement. Your ad agency would be using this as a means of assessing cost per GRP/investing.
If the advertisement appears more than once, the GRP figure represents the sum of each individual GRP. In the case of a TV advertisement that is aired 5 times reaching 50% of the target audience, it would have 250 GRP = 5 x 50% -- ie, GRPs = frequency x % reach.
Q. Preferred features item 7 asks to match travelers to transit routes and schedules by linking to transit trip planners at local transit agencies. Which local transit agencies would be involved? Do you intend to directly query the trip planner at the transit agency and incorporate the result on your own web site and/or administrative interface, or would your web page simply link to the transit agency's web site where the individual would re-identify their origin/destination and travel time to get a trip plan?
A. This is a feature that would be implemented as the ability to do so in conjunction with the transit agencies becomes available. Our transit systems consist of two highly urbanized systems (HART and PSTA), two rural systems (PCPT and The Bus in Hernando County), plus one on-demand type service (mostly transit dependent users). If the ability to do the query is available, we'd like this to interface with our systems; if not, it may be necessary to link to the site. Ideally, we'd like to be able to supply an appropriate transit route where applicable.
Q. Page 3, item g) – Could you please describe BACS preferred billing method, or elaborate on billing issues that would be challenging for BACS.
A. BACS is fully funded by the Florida Department of Transportation and is reimbursed for expenses incurred. We would prefer a progressive billing scenario, so as not to have a large bill all at once. Additionally, we cannot advance payment for services; payment must be made for services rendered, with appropriate documentation.
Q. Page 6, e vi to viii) – How do you want the system to integrate with 511, HOV lanes and carsharing?
A. While HOV is not yet available in our service area, plans are forthcoming to incorporate either HOV, HOT or other special use lanes for the future. Carsharing is being piloted in a couple of areas, but has not yet begun. We do have 511 and are currently listed on both the website and the telephone messaging for 511. Integration with these systems would take place as these items come on line; we would welcome the proposer’s suggestions on how best to implement integration with these strategies.
Q. Page 6 1f) – Are you looking for two separate systems and URLs; one for work trips, one for school trips?
A. Ideally, we would like to use one URL and a system that could function with partitions of separation for work trips, school trips, special event trips, etc. However, we are interested in the recommendations of the proposer on how best to position these needs.
Ridematching Software
RFP Questions 7.21.08
Q. Does BACS use one server strictly
as a file server, or does it handle multiple functions, such as file server,
database server, email server, etc.?
A. BACS has one server, which
performs as a file server and handles the various databases used by BACS
including an Access database used by BACS' ridematching software program as
well as another contact management database utilized by ACT!. BACS' server does
NOT act as the email server, this is handled by
Atlantic.net, BACS' internet and DSL provider.
Q. There was an earlier question
concerning "gross ratings points"; will BACS want to have access to
information concerning applicants to the program that come about as a result of
advertising purchases?
A. Yes, as this aspect can be
implemented.
Q. Must a proposing company meet all
of the stated requirements? If a company cannot currently meet all the
requirements, will it be disqualified?
A. BACS encourages anyone wishing to
present a proposal to do so; each proposing company will be evaluated on merit
of proposal given.
Q. Concerning remote vs. in-house
hosting, are there any local ordinances prohibiting off-site hosting?
A. To our knowledge, no.
Q. Can you describe the
specifications of your DSL?
A. Standard DSL, 3 mg down and 768k
up.
Q. You mention that future services
such as HOV, 511, carsharing, etc. are important. With the uncertainty of when
such strategies will become available, how can this be incorporated into the
proposal?
A. Where the proposing company is
using such strategies currently, examples of costing can be provided, with the
caveat that this is current rate, not future costing. If it is not possible to
cost out such features, it is appropriate to state this.
Q. It appears that BACS could be open
to the idea of remote hosting solutions; is this true?
A. BACS is open to considering any
suggestions from the proposing companies.
Q. Will the current database require
migration to the new system, or will current participants be asked to
re-register in the new system?
A. Current participants will need to
be migrated to the new system. Our database is maintained daily and our
information is as up-to-date as possible. Once a provider is selected and the
new program is up and running, BACS will be reintroducing its services with a
marketing campaign, designed to capture new participants; we will also let our
existing customer base know about the new system.
Q. What is the total budget for the
project?
A. BACS is not at liberty to discuss
this, at the request of our funding source.
Q. What is the population of the BACS
service area?
A. It was estimated on the call as
between 3-4 million, with two highly urbanized counties and three rural
counties (with some urbanized areas). The 2006 estimates (from
Q. Is an electronic version of the
proposal preferred? Is a PDF submittal appropriate?
A. An electronic version is certainly
welcome and may be somewhat easier to distribute; PDF is fine.
Q. Can we procure a sample set of
data to provide screenshots for proposal submission? We would sign a NDA to
protect all parties and individuals involved.
A. We can provide a sampling of our
database, with the names and telephone numbers changed, depending on what size
"sampling" is needed. However, we are not able to give a detailed
field by field explanation of our data, given our current workload.
Q. What type of database (SQL,
Sybase, Oracle, etc.) is the current commuter information housed? Knowing this
will be crucial in determining the data migration plan.
A. Our database resides as an Access
file.
Q. How long of a period
from July 31 should be the proposal be effective?
A. Because the selection process
is due to be finalized and the contract let in August, 2008, most likely thirty days would
be sufficient. Having said that, if you can do so, perhaps
a sixty-day period (September 30) would be more appropriate. As
the prospective vendor, we would say that would be your call, beyond the first
thirty days.
Q. An item that did not come up in
the conference call today was regarding proposal media. Is an electronic
file preferred? If so, is PDF format acceptable?
A. An electronic version is certainly welcome and might be easier to
distribute; PDF is fine
Q. Can we procure a sample set of data to provide
screenshots for proposal submission? If we could procure home and work
addresses, work schedules, flexibility and, if possible, employer information
it will allow for a demonstration of our ridesharing software for proposal
submission; the sample size needs to be 500 listings. Also,
what type of database (SQL, Sybase, Oracle, etc.) is the current commuter
information housed? Knowing this will be crucial in determining the data
migration plan.
A. Yes, this
can be provided, with sample information (not real data) for example
purposes. The database type is Access.
Q. Is there a minimum / maximum page count for the
entirety of the proposal?
A. There is no minimum/maximum page count set. The question was
asked if electronic versions are encouraged, as opposed to paper; electronic is
welcome and might facilitate distribution to the review committee.If you feel
the document is getting large, you might want to consider adding an executive
summary to help simplify things. Depending upon how many actual proposals
we receive, it will take some time to go through each one with the appropriate
concentration.
Q, Can you provide me with any
graphics you will want to use for the new ridesharing system (banners, icons,
logos, etc.)?
A. There are no special logos, etc. other than the BACS logo on our website.