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Electronic Compliance Maintenance and Inspection Record Keeping Software-as-a-Service Solution

CaliforniaCalifornia, USADue Friday, November 6, 2026
Client
California
RFP Number
SW-120659
Posted
10/14/2026
Category
Software, System and Application
Budget
Looking for Proposals
NAICS
—
Set-aside
—
Contact
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Description

AI Generated

The buyer requires an electronic compliance maintenance and inspection record keeping software-as-a-service solution. The selected vendor must deploy the software platform, perform initial setup and asset uploading, and ensure the system manages user accounts across multiple control levels and generates reports in .pdf, .xlsx, .txt, and .docx formats to meet applicable federal regulations. Work will be performed offsite. Eligibility is limited to onshore United States organizations. Applicants can submit their responses digitally via email or online, and the buyer is looking for budget proposals. Questions regarding the opportunity must be submitted no later than November 6, 2026.

Key solicitation details

AI-extracted from 3-1. RFP-Elec. Compliance Maint. Insp. Record SaaS (IT-PS-26-004).pdf. Confirm against the original documents before bidding.

The Sonoma-Marin Area Rail Transit District is seeking proposals from qualified firms to provide an electronic compliance maintenance and inspection record keeping Software-as-a-Service solution. The software must manage and report Federal Railroad Administration regulatory compliance, with ongoing technical and advisory support. Eligibility is restricted to onshore USA organizations.

Issued by
Sonoma-Marin Area Rail Transit District
Issue Request for Proposals
October 13, 2026
Deadline for Questions
October 22, 2026 5:00 PM (Pacific)
Final Addendum Issued by SMART
October 29, 2026
Proposals Due to SMART
November 6, 2026, 2:00 PM (Pacific)
Evaluation of Proposals
November 6, 2026 – November 20, 2026
Notice of Intent to Award Issued
November 20, 2026
Board of Director Review (As Required)
December 16, 2026
Award Agreement
December 17, 2026
How to submit
Electronic via the Procurement Portal
Submission details
Submit one electronic proposal via https://sonomamarintrain.bonfirehub.com. Hardcopy, email, and faxed proposals are not accepted.
Contract term
3-year base term with 2 one-year options to extend
Place of performance
Offsite
Insurance and bonding
Service Provider shall maintain required insurance policies and limits as detailed in Attachment A, which may include railroad or marine-specific endorsements.
Funding
State or Local Funds

How proposals are evaluated

PROPOSED SOFTWARE SYSTEM FUNCTIONALITY & CAPABILITIES35
SERVICE APPROACH & IMPLEMENTATION TIMELINE20
KEY PERSONNEL QUALIFICATIONS10
DEMONSTRATED HISTORY OF PERFORMING SIMILAR WORK15
PRICING20

Scope of work

  • Locomotive and Equipment Inspections software management and reporting
  • Track and Switch Inspections software management and reporting
  • Wayside Signal and Grade Crossing Warning Device Inspections software management and reporting
  • Trouble Ticket and Grade Crossing Credible Reports management
  • Initial setup and asset uploading for software deployment
  • Software platform system implementation, onboarding, and training
  • Ongoing technical and advisory support
  • Software hosting and help desk support

Minimum qualifications

  • Onshore (USA Organization Only)
  • Active registration on System for Award Management (SAM)
  • Good standing with licensing agencies such as CSLB, DIR, and CDTFA

Documents to include with the bid

  • Introductory Letter
  • Proposed Software Platform description
  • Service Approach description
  • Prior Experience & Qualifications details
  • Completed Questionnaire
  • W9 Tax Form or Equivalent
  • Receipt of Addenda Form (Attachment B)
  • Levine Act Statement (Attachment C)
  • Certification of Drug-Free Workplace (Attachment C)
  • California Civil Rights Laws Certification and Darfur Contracting Certification (Attachment C)

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