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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
2
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
4
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
5
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
6
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
7
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
9
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
10
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)
11
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
12
Question / Answer
THANK YOU
for your interest in working with NDOT!!