RFP: Transit Scheduling Software


Ark-Tex Council of Governments (ATCOG) through it Rural Transportation District, TRAX Transportation, is requesting proposals, priced on a fixed price basis, from qualified sources, to provide and deploy up-to-date transit scheduling software in order to better streamline scheduling and dispatching processes and procedures.

Proposers are invited to submit demonstrated competence and qualifications of their firm for providing these services.
The information contained within this document is intended to provide interested firms with the requirements and criteria that will be used to make the selection. Please download the attached document for details of the RFP. RFP – Transit Scheduling Software 2019.pdf

RFP – Questions and Answers

Q: Our system is licensed based, how many users would be signed in and using the system at any given time?
A: 50

Q: They proposal lists 50 or more vehicles, should the pricing be based on 50 vehicles?
A: 75

Q: The proposal states you all are looking for 10” tablets. In our experience we have found that 10” tablets are a bit obtrusive to the drivers view, and we recommend using 8” tablets. Do you require 10” tablets, or are you open to 8” tablets?
A: 10” only

Q: Exploring all avenues for competitive pricing, would you all be open to purchasing your own tablets for the vehicles separately?
A: Yes. A bid offering with and without tablet options (or both) is allowed.

Q: Does ATCOG have access to a garage that can perform tablet hardware installations on the vehicles, or does ATCOG want the vendor to provide installers?
A: ATCOG has a garage that can provide installation.

Q: Does ATCOG have access to cellular data plans through the city, or is it a requirement from the vendor?
A: ATCOG has access to cellular data plans. This is not a requirement from the vendor.

Q: On Page 15, Point 9 of the RFP, you mention ‘Provide quotes for software, hardware, etc.’.
A: How many tablets would you need?  50

Q: When & how will proposer receive the responses to these questions? (i.e. direct email,
website post, etc.)
A: Responses to these questions will be sent via email and website posting.


Q: How many days should the bid be valid for?
A: Bid will be valid for the length of proposal.


Q: If we bid only on the stated goal, routing and scheduling, and not on vehicle maintenance,
will our bid be deemed non-responsive and eliminated from evaluation?
A: No


Q: Can a USB containing additional materials and videos be included with our proposal for
better understanding of our software?
A: Yes


Q: Does the price proposal need to be in a separate sealed envelope from the technical
proposal?
A: No


Q: Can Proposers include a copy of the specific vendor pricing sheet as explanation along with
the required pricing form?
A: Yes


Q: What are some of the biggest concerns seen with the current software solution that you
would change immediately if you could?
A: Our current software has limited routing options, and is
somewhat outdated (five years old).


Q: Does ATCOG have a preferred cellular network? If so, please provide contact information for
our account manager.
A: Verizon


Q: Is there a consultant involved with this RFP? If yes, what is the name of the firm or
individual?
A: No consultant is involved with this RFP.


Q: Does ATCOG plan to leave the Mobile Data Terminals (MDTs) within the vehicles at all times,
or bring them inside when they are not in use?
A: Our drivers use iPads/tablets and cell phones to
communicate with dispatchers, keep up with their schedules and to determine the best routes. These
devices are always kept with the driver and are never left on the vehicles unattended.


Q: Do the current vehicles have any existing MDT’s in them? If so, what model and brand?
A: No


Q: How many in office users will you have?
A: 10


Q: Do you want the chosen vendor to do all the driver training or are we training the trainers?
A: We would like to include both methods of training. The initial training should be vendor to driver.


Q: If training the trainers, how many of those are there?
A: 10


Q: How many depots will be involved in this project?
A: 4


Q: Do you have any subcontractors that need to be part of this project?
A: No


Q: Are any private contractors/subcontractors used to provide trips for ATCOG? If yes, how are
these contractors paid, by the trip or by the hour?
A: No


Q: Will ATCOG allow proposers to provide a demo of the software before awarding the contract?
A: Yes


Q: Would ATCOG consider SMS text messaging/Self Service Web requests/Mobile Booking app
as optional products for purchase as a replacement to older IVR technology?
A: Optional; dependent on pricing options.


Q: What is ATCOG expectations related to data collection? Is data to be pulled directly from the
current solution, or can it be pulled remotely by the chosen vendor?
A: Data collection should be pulled directly from the current solution.


Q: Are there any interfaces required to external sources such as Medicare? If so, what other
external sources?
A: No


Q: Are there any special reporting requirements other than the ones requested?
A: No


Q: Please provide a monthly reporting summary for ATCOG.
A: On a monthly basis we report trips per county and per service type.


Q: What is the potential time frame for this project to be implemented?
A: 10 days post award approval.


Q: When would ATCOG want/expect to “Go Live” with software system implementation?
A: 10 days post award approval.


Q: Will ATCOG be purchasing the vehicle mounts and tablets and providing in-vehicle
installation or would ATCOG like those included in the bid?
A: Please include these items in the bid.


Q: What is the total number of Drivers?
A: 53


Q: How many dispatchers does ATCOG have?
A: 10


Q: How many reservation agents does ATCOG have?
A: Our dispatchers (10) also serve as reservationists.


Q: How many hybrid positions (i.e., reservations/dispatch scheduling) in one position does
ATCOG have?
A: 10


Q: Are the Drivers and/or Dispatchers represented by a Union? If so, which Union?
A: No


Q: Does ATCOG provide group trips? If yes, what percentage of trips are group trips?
A: No


Q: What is the maximum number of paratransit vehicles at peak service on any given day?
A: 4


Q: What is the maximum number of Fixed Route vehicles each day?
A: 30


Q: What is the maximum number of Shuttle Route vehicles per day?
A: 0


Q: Please indicate if there are any holidays for no service or reduced service.
A: ATCOG observes seven (7) holidays per year on which no transportation services are available.


Q: On what days of the week are trips provided?
A: Monday-Friday, demand response; Monday – Saturday, Paratransit


Q: What are your hours of service?
A: 5:30 am- 5:30 pm


Q: Is it possible for a vendor to only bid on portions of the RFP? Such as only the dial a ride,
commuter, or fixed route portion and not the maintenance portion?
A: No


Q: Can you please list the counties that are included in your service area?
A: Bowie, Cass, Morris, Titus, Franklin, Hopkins, Lamar, Delta, and Red River counties.


Q: What are your current Rides per Hour (RPH)?
A: 220


Q: What is your average trips per day?
A: 350


Q: What is the weekly average number of declined trips?
A: 20


Q: What is ATCOG’s average number of one-way trips weekly?
A: 850


Q: Does ATCOG provide subscription trips (standing orders)? If so, what percentage of trips are
subscription trips?
A: We currently provide approximately 40% subscription trips.


Q: What is the number of Flex Routes (Deviated Fixed Route) per day and per week?
A: 10


Q: What is the current size of your client population?
A: 1,000


Q: What is the growth rate?
A: 5%


Q: On average, how many taxi trips are used per day?
A: 0


Q: On average, how many calls will your call center handle?
A: 2,000


Q: What is the peak number of calls handled per hour?
A: 130

Q: Are you looking for planning, timetable and roster in addition to runcutting and blocking? 
A: No

Q: Can you list additional integrations and the system that will be integrated with the scheduling software?
A: None

Q: In the RFP it is stated “ Support fifty (50) or more vehicles and provide the ability to increase scope with additional vehicles and functionality. System must be adaptable to various types of transit service.”  Is this for future growth potential?
A: Yes

Q: What is the maximum number of paratransit vehicles at peak service on any given day?
A: 4

Q: What is the maximum number of Fixed Route vehicles each day?
A: 30

Q: Does this cover all of the counties listed?  Bowie, Cass, Delta, Franklin, Hopkins, Lamar, Morris, Red River and Titus Counties, Texas and Miller County, Arkansas.
A: Yes

Q: How many vehicles should be licensed daily for service for all counties serviced?
A: 30

Q: Can you kindly clarify ‘G. Timeline’  As stated, ‘The successful proposer agrees to begin providing services with ten (10) consecutive business days from agreement/contract negotiation notice’.  Are you looking for work to be started on the implementation of the system or are you requesting that the system be completely installed and working?
A: We are looking to have the selected vendor to have their product in the door and start training our team within days. Work needs to be started, but does not have to be complete. This is due to the grant funds expiring later this year and the need to pay for services ASAP.

Vendor Question clarification:

Q: If we bid only on the stated goal, routing and scheduling, and not on vehicle maintenance, will our bid be deemed non-responsive and eliminated from evaluation?

A: No

Q: Is it possible for a vendor to only bid on portions of the RFP? Such as only the dial a ride, commuter, or fixed route portion and not the maintenance portion?

A: No

Question #1 is correct. Vendors can bid on all or parts of the RFP’s stated goal. Vendors are encouraged to proposal on much as possible to give both parties flexibility in finding the best product for our needs.