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Transit Scheduling Services

& Software

RFQ R207-20

Mandatory

RFQ Preproposal Conference

Jan. 23, 2020 – 10:00 am (CST)

Brandy Henke, NDOT Buyer

Kari Ruse, NDOT Transit Manager

1Statewide Mobility Management

• Introductions

• NDOT Procurement Process

• Pre-proposal Rules

• NDOT Transit Background

• Technical Requirements

• Questions/Answers

Meeting Agenda

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Nebraska Transit Agencies• 2019 = 6.6M public transit trips provided in NE

▪ 90% urban agencies – 6M trips

▪ 10% rural transit agencies – 560,000 trips

• 4 Urban Agencies – Fixed Route/Demand Response

• 57 Rural Agencies - mostly Demand Responsive:

2 Flexroute systems

▪ 50 with < 10 vehicles

▪ 6 with 10-20 vehicles

▪ 1 with > 50 vehicles

3Statewide Mobility Management

• Support Technology Implementation

▪ Identify transit agency technology preferences, needs

▪ Review agency resources

▪ Assist agencies with a future technology plan

• Long-range Vision = online trip planning/scheduling statewide

▪ Provide base level technology expectations for agencies

▪ Provide oversight for software procurement, deployment, training

▪ Provide opportunities for vendor/transit agency interaction

• Foster emerging transportation technologies that help advance the state’s

transit vision through support of economic growth and quality jobs

NDOT Transit Division – Technology Vision/Goals

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Why this RFQ Process for NDOT?

• Assist transit agencies with identifying and procuring

scheduling software that is not a one-size fits all

• Provide options for agencies to choose

• Software Objectives:

▪ Efficiently provide more trips with available resources

▪ Update manifests - real-time

▪ Help staff plan efficient routes

▪ Improve ease and accuracy of data collection and reporting

▪ Track drivers, training certifications, vehicles, inspections,

maintenance activities, and customer information

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Technology Interest - Transit Agencies• Features rated by a majority of agencies as being helpful or

very helpful*:

▪ Data collection: 90%

▪ Same day reservations: 88%

▪ Prepaid fare media: 74%

▪ Automated trip reminder calls/texts: 72%

▪ Automated vehicle location (AVL): 61%

▪ Automated/optimized scheduling: 59%

▪ Coordinating trips with other providers: 59%

▪ Online booking capabilities: 52%

• Few agencies currently using scheduling software

▪ 30% - scheduling software (vs. paper/whiteboard or

spreadsheet)

▪ 15% - AVL to track vehicle location *2019 Transit Agency Technology Survey

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RFQ Guidelines

• Consider both “basic” and “advanced” offerings

▪ Vendors may propose on either or both

▪ Separate proposal required for each

• Evaluations – based on system quality and cost

• NDOT will select several prequalified vendors in each category

• Transit agencies may also contract with prequalified vendor on a sole

source basis

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Basic and Advanced System Features

Feature Basic Advanced

User accounts and permissions Yes Yes

Customer, driver, and vehicle information Yes Yes

Individual and recurring/subscription trips and runs Yes Yes

Manual and automated scheduling tools Yes Yes

Fare payment technology Yes Yes

Standard and ad-hoc reporting Yes Yes

SMS/IVR trip reminder messages Yes

CAD/AVL hardware and software, including driver app Yes

Additional reporting requirements Yes

Tracking funding sources, fares, donations, and billing Yes

8Statewide Mobility Management

Proposal Evaluation1. Corporate Overview should include, but not be limited to:

▪ ability, capacity, and skill of the Contractor to deliver and implement the

system or project that meets the requirements of the solicitation

▪ character, integrity, reputation, judgment, experience, and efficiency of

the Contractor

▪ perform the contract within the specified time frame

▪ quality of contractor performance on prior contracts

▪ other information that may be secured and has bearing on the decision to

prequalify

2. Technical Approach

▪ Project Requirements Matrix

▪ Technical Requirements Matrix

3. Cost Proposal

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Elements to Include - Pricing

• Pricing should cover system lifecycle, including:

▪ Initial system planning and design

▪ Initial system implementation and training

▪ Five years (priced annually) of maintenance and support

• Pricing should be comprehensive, including:

▪ Software

▪ Hardware, as applicable

▪ Hosting

▪ Labor

▪ Travel and any other direct costs

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Example Cost Computation

Cost Elements Base Cost Per-User Per-VehiclePer-Annual

TripsTotal Cost

Unit Value N/A 1 user 1 vehicle 10,000 trips

Unit Count N/A 3 10 2.5

Base or Per-Unit Cost $2,000 $3,000 $250 $2,500

Base or Extended Cost $2,000 $9,000 $2,500 $6,250 $19,750

Line Item Component Costs

Licensing $2,000

Hosting and Web Services $2,000

Maintenance, Support, Training $2,000 $1,000

Equipment Warranty $250

Fare Payment Media $500

Other Costs (Describe)

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Optional Capabilities

• Not required = not scored

• Indicate cost and flexibility for upgrades

• Describe as not available, available for free, or available at extra cost

• Basic system:

▪ Flexroute scheduling, trip coordination/brokerage, SMS/IVR customer

messages, customer app, CAD/AVL, funding/billing, optional management

reports, FTA required reports, GTFS Flex

• Advanced system:

▪ Flexroute scheduling, trip coordination/brokerage, customer app, FTA required

reports, GTFS Flex

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Question / Answer

THANK YOU

for your interest in working with NDOT!!