RNR Consulting was engaged by the Stark Area Regional Transit Authority (SARTA) to assist with the selection of a new Advanced Communication System (ACS) with Computer Aided Dispatch (CAD) and Automatic Vehicle Location (AVL). RNR Consulting assisted SARTA in creating the Request for Proposals for a professional implementation of an Open Architecture Advanced Communication System. The RFP was based on the project scope with technical requirements to meet both voice and data radio communications coverage. The RFP provided a detailed description of the ACS requirements, including the system specifications for technical functionality, radio coverage, and evaluation criteria.

After the development of the Request for Proposals, RNR Consulting developed overall plans including: a detailed communication plan, financial budgeting, risk mitigation plan, performance requirements, and project administration plans. These documents served to identify the key issues involved with the system selection and implementation phases of the project. The documents identified and outlined the specific roles for SARTA personnel, RNR Consulting, and the vendor.

After receiving responses to the Request for Proposal, RNR Consulting systematically reviewed each vendor’s response as compared to the previously developed SARTA requirements. The responses were reviewed for the vendor’s proposed application, project approach, methodology, implementation plan, technical specifications, and warranty and maintenance plans. Vendor Information Packets were created for SARTA to disseminate the summaries from each individual vendor’s proposal. The packets provided information such as company overviews, the proposed application, the implementation plan, the training plan, and the cost proposal.

The selection process included evaluations of the vendor demonstrations through which the vendors’ Advanced Communication System (ACS) with AVL capabilities were exhibited. The vendors addressed the major points of their proposals, including an overview of their product and the product’s functionality, implementation/training, product support, and live product demonstrations/scenarios. RNR Consulting independently evaluated the vendor demonstrations. The evaluation criteria included items such as CAD/AVL features, interoperability, maintenance service plans, estimated timeline to “Go Live,” ability to meet SARTA’s needs, and a general rating of the overall product demonstration.

The vendors completed a technical proposal requiring answers to SARTA’s specific ACS technical requirements. These responses were scored based upon the vendors’ ability to meet each technical function requirement.

RNR Consulting conducted a detailed analysis of each vendor's cost proposal. The analysis of the costs included initial implementation, additional and/or “hidden” costs, optional cost items, warranties, and infrastructure support costs. Additional costs included various operating expenses such as using a Public Data Network service provider (cellular communications technology) for data communications compared to the costs associated with developing a Private Mobile Radio network. Optional ACS functionality, such as automatic passenger counters and stop annunciation, were also included in the cost analyses. RNR Consulting conducted both primary and secondary research to establish cost benchmarks to ensure that the costs associated with, but not overtly listed in the proposals (such as the cost to support communication system infrastructure), were in-line with industry standards.

In developing the Final Recommendations, RNR Consulting evaluated the proposals through a systematic approach. The vendors were evaluated on their responsiveness to SARTA specifications, detailed technical support, proposed price, prior performance, references, training, and quality of submitted material. RNR Consulting used the specified weight factors given in the RFP to evaluate the proposals, and subsequently provided SARTA with an overall vendor recommendation. After the selection process was complete, RNR Consulting conducted negotiations between SARTA and the selected vendor to ensure that SARTA received the best possible price with the maximum benefits. The negotiations added hardware, software programs, software licenses, a five-year maintenance plan, and a year of paid data communications (over a cellular network) without increasing the original contract price. Together, this savings amounted to approximately 10-15 percent of the total contract price.

Throughout the implementation phase, RNR Consulting managed system set-up and installation, developed weekly dashboards and monthly board reports, researched wireless data providers, conducted training sessions, developed Quick Reference Guides, managed the data development and conversion process including troubleshooting, documented issues, coordinated issue resolution, developed acceptance procedures, conducted software acceptance testing and vehicle pilot testing, provided on-vehicle and Dispatch pilot support, and developed Communication, Risk Mitigation, Performance Measures and Audit Controls, Project Administration, and Financial Budgeting plans. Throughout the remainder of the project, RNR Consulting conducted general roll-out vehicle testing, final system acceptance testing, assist with “Go-Live”, audit the accuracy of APC, AVL, and report data, and conduct change management initiatives.

During the ACS project, RNR Consulting also completed software implementations for the following technological products:

• Trapeze ITS with CAD/AVL;
• Trapeze OPS-Lite;
• Trapeze FX/Blockbuster;
• Trapeze INFO-Agent;
• Trapeze NextStop Manager; and
• During the remainder of the project, RNR Consulting managed the software implementation of Trapeze PLAN.