Meeting Type: BCC Regular Meeting
Meeting Date: 2/18/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Ann Simpson, BRATS Director
Submitted by: Jeanette Brown, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Request for Proposals (RFP) for Micro-transit Software for Public Transportation for the Baldwin County Commission
End
STAFF RECOMMENDATION
Recommendation
Award the Request for Proposals (RFP) for Micro-transit Software for Public Transportation to Spare Labs, Inc., per the Award Listing and authorize the Chairman to execute the Contract. The Contract is effective upon full execution for a period of thirty-six (36) months.
End
BACKGROUND INFORMATION
Background: The RFPs were due in the Purchasing Office on December 17, 2024, at 2:00 P.M. Five (5) firms submitted a proposal. The proposals were thoroughly evaluated and scored based on five (5) factors; technical approach and functionality, qualifications, ongoing support, pricing and deployment plan. The review panel consisted of Ann Simpson, BRATS Director, Loren Lucas, Assistant BRATS Director, Wanda Gautney, Purchasing Director, and Jeanette Brown, Assistant Purchasing Director. Staff requested that the two (2) firms scoring the highest perform a demonstration. Demonstrations were performed by Spare Lab Inc., and Ecolane USA, Inc. After reviewing the presentations, the committee recommends that the contract be awarded to Spare Labs, Inc. based on their experience and expertise per the Award Listing. RFP Tabulation attached for review.
Previous Commission action/date: 11/05/2024 meeting: 1) Approved the Request for Proposals (RFP) for Micro-transit Software for Public Transportation and authorized the Purchasing Director to advertise RFP; and 2) Further, authorized the Chairman / Purchasing Division Commissioner for the Baldwin County Commission to approve any necessary addendums or clarifications if required after the RFP is advertised.
FINANCIAL IMPACT
Total cost of recommendation: Based on Costs for 26 Vehicles
Estimated Cost Year 1: $119,378
Estimated Cost Year 2: $109,200
Estimated Cost Year 3: $114,660
Budget line item(s) to be used: 14351930.52350 Computer Maintenance
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
Standard County Professional Services Contract
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? Yes
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 02/18/2025
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Firms
Additional instructions/notes: N/A