ProcuringOnboard VideoPublic Transit

Have you ever felt stuck choosing the cheapest option, only to realize later it wasn't the best deal? Public transportation agencies face a similar challenge when procuring onboard video systems. This critical technology keeps passengers safe, deters crime, and improves operations. But with a vast array of options available, how do you ensure you're getting the right system at the right price? This blog post dives into the world of onboard video systems for public transportation, unpacking best practices for selecting a vendor and avoiding the pitfalls of focusing solely on the lowest price.

#1 Be Specific!

When planning out what you need for your fleet, transit agencies must be as specific as possible with their technical specifications. With a wide range of hardware and software options available, specifying technical needs will help vendors propose the most suitable solutions. For instance, consider factors like:

• Number of cameras needed and their placement
• IP vs. Analog Cameras
• Video resolution and frame rate requirements
• Storage capacity requirements
• Video management system licenses and features
• Night vision capabilities (if necessary)

#2 Types of Procurement 

How you ask vendors for information is important and can have an impact on the quality of the information you receive. In the transit world, there are 3 distinct ways a transit agency can ask for vendor information. Through a Request for Proposal (RFP), a Value Proposal, or an Invitation for Bid (IFB). Here are the major differences: 

• RFP: A formal document that outlines the customer's requirements and invites vendors to submit proposals that detail their solution and pricing.
• Value Proposal: Similar to an RFP but may be less formal and focus more on the vendor's qualifications and experience in meeting the customer's specific needs.
• IFB: A sealed bidding process used when a customer has a clear description of the requirements, project scope, and vendor qualifications. IFB evaluations are heavily determined by pricing.

#3 Which Type of Procurement is Best?

Knowing the differences between the 3 procurement types is step 1 to figuring out which one is right for your organization! As a vendor, we highly recommend organizations new to transit procurement to consider an RFP or Value Proposal. RFP or Value Proposal allows vendors to propose solutions that meet the customer's specific needs and potentially offer value-added features, whereas IFB focuses on the lowest price, which may not guarantee the best solution or service. RFPs also allow for a more comprehensive evaluation of each vendor's offering. 

IFBs prioritize the lowest price, which may lead to future problems for a transit organization. In an IFB, vendors may prioritize meeting the minimum requirements at the lowest cost, potentially leading to issues fulfilling the contract and ultimately costing the customer more in the long run. Here are a few reasons why:

• Lower-quality equipment or installation: To meet a tight budget, vendors may choose lower-quality components that may be more prone to failure.
• Poor customer service: With a focus on price, vendors may allocate fewer resources to customer service, making it difficult to get help with installation, troubleshooting, or training.
• Hidden costs: There may be hidden costs associated with the lowest bid, such as additional fees for installation, training, or ongoing maintenance.

Public transportation agencies have a vital role to play in keeping our communities safe and mobile. By following the procurement best practices outlined above, and prioritizing value over just price, agencies can ensure they're getting the most out of their onboard video system investment. For a deeper dive into this topic, check out the informative SV Transit Talks video below by Safety Vision's Director of Mass Transit Sales - US & Canada, Lucius McCelvey. With the right system in place, public transportation can continue to be a safe, reliable, and efficient way for us all to get where we need to go.