Active SLED Opportunity · CALIFORNIA · SANTAMONICA
AI Summary
The City of Santa Monica seeks proposals for a comprehensive fixed route vehicle and operator scheduling software system for its Big Blue Bus service, including implementation, integration, and maintenance. The RFP emphasizes system compliance, vendor qualifications, cost, and user interface quality, with submissions due by June 10, 2026.
1.1 The City of Santa Monica, (the "City”) seeks proposals from qualified firms to provide a comprehensive software system that supports fixed route scheduling, daily operations management, and workforce timekeeping, and provide implementation, integration and ongoing maintenance.
1.2 The City of Santa Monica operates the Big Blue Bus (BBB), a fixed route bus service within Santa Monica and the greater West Los Angeles region. Big Blue Bus operates 17 routes with a fleet of 195 buses, and almost 300 fixed route operators. In FY2025-26, Big Blue Bus operated for over 4 million revenue hours, 450,000 revenue miles, and provided over 10,000,000 passenger trips.
The proposer’s capabilities to meet the system and functional requirements.
1. Proposer’s plan for product maintenance and support.
2. System upgrade frequency and cost.
3. Ability to react to changes in transit industry or the City of Santa Monica’s regulations.
1. Company experience and stability.
2. Technical expertise.
3. Project team qualifications.
4. Client references.
5. Industry knowledge.
1. Quality and thoroughness of the proposer’s project work and management plan.
2. Proposed timeline for project implementation and demonstrated capability to perform the work within the designated timeline.
1. Evidence of simple, intuitive user interface and functionality that is efficient, effective and easy to learn software.
1. Total cost.
2. Implementation costs.
3. Ongoing maintenance costs.
4. Pricing structure.
May be awarded for product(s) that would provide value to the organization not previously identified in the scope of work.
Please provide your letter of Transmittal. Make sure to include the following items.
Provide a summary of your company’s history, its capabilities, and its recent relevant experience (minimum of last five years). Also, describe your demonstrated experience with similar projects and qualification including professional licenses and certifications.
Confirm if your firm meets the following minimum qualifications:
1. Minimum of five (5) year's experience in providing both operator and vehicle scheduling software systems & hardware to comparable transit agencies in the United States.
2. Minimum of two (2) year's experience of compatibility with Clever Devices CAD/AVL system.
List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact, brief description of the services provided and your firm’s role, and the start and completion date.
Describe the project team composition and include resumes of key personnel. Proposed members should be available for ninety (90) days from the proposal due date. The City must be promptly notified of any changes in key personnel prior to award.
Describe your understanding of the project and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay the project. List any resources you expect the City to provide.
Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project. The hourly rates should include fringe benefits, indirect costs and profit. The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification included in fee proposal. Additionally, if applicable, a schedule of reimbursable expenses should be included.
Please download the below documents, complete, and upload ONLY the "System Requirements" form.
Will your company be able to provide a demonstration of your software, either virtually or in person?
WHO NEEDS A BUSINESS LICENSE?
1. Is this vendor physically located in the City of Santa Monica?
Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)
No (Continue to the next question)
2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?
Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)
No(STOP, no license needed)
ADDITIONAL REQUIREMENTS:
If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).
The business license documentation is only required from the successful Proposer.
All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
CITY OF SANTA MONICA OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.
CITY OF SANTA MONICA LIVING WAGE ORDINANCE
Certification for Providers of Services to the City of Santa Monica
(Fiscal Year 25/26– July 1, 2025 through June 30, 2026 )
TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $22.50 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.
An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.
The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.
Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.
Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.
Please direct any questions to:
City of Santa Monica Finance Department
Attention: Living Wage Compliance Section
1685 Main Street, Mail Stop 09
Santa Monica, CA 90401
You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.
Please upload your completed Certificate of Compliance document here.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please enter the initial contract term. For example "one (1) year" or "three (3) years".
How many options to renew? For example, "five (5) options" or "one (1) option".
What is the Renewal Option Period? For example "one (1) year" or "twelve (12) months".
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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