REQUEST FOR PROPOSAL FOR Transportation Scheduling & Tracking Program. FOR THE PERIOD Beginning July 1, 2015 (UPDATED 2/19/15)

Transcription

1 REQUEST FOR PROPOSAL FOR Transportation Scheduling & Tracking Program FOR THE PERIOD Beginning July 1, 2015 (UPDATED 2/19/15) INQUIRIES AND PROPOSALS SHOULD BE DIRECTED TO: Jana Conner Technology Director Rolling Plains Management Corporation P. O. Box 490 Crowell, Texas (940)

2 I. GENERAL INFORMATION. A. Purpose. This request for proposal (RFP) is to contract for services to be provided to Rolling Plains Management Corporation to address all aspects of the scheduling and tracking of the services of its rural transportation program. B. Who May Respond? Only companies with previous experience with public transportation and the capability to provide web based services necessary to the proposal. C. Instructions on Proposal Submission. 1. Closing Submission Date. Proposal must be submitted no later than 5:00 pm on February 27th, Inquiries. Inquiries concerning this RFP should be ed to not later than February 11 th. All questions received by this time will be answered and returned by February 13 th. 3. Conditions of Proposal. All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the Offeror and will not be reimbursed by Rolling Plains Management Corporation, (hereinafter referred to as RPMC). 4. Instructions to Prospective Contractors. Your proposal should be addressed as follows: Jana Conner Technology Director Rolling Plains Management Corporation PO Box 490 Crowell, Texas It is important that the Offeror s proposal be submitted and clearly marked in the lower lefthand corner of envelope with the following information: Request for Proposal 5:00 pm on February 27th, PROPOSAL for Transportation Scheduling and Tracking Software It is the responsibility of the Offeror to insure that the proposal is received by RPMC, by the date and time specified above. 5. Right to Reject. RPMC reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will be drafted based on the factors described in this RFP.

3 6. Small and/or Minority-Owned Businesses. Efforts will be made by RPMC to utilize small businesses, women and/or minority owned businesses. Offeror qualifies as a small business firm if it meets the definition of small business as established by the Small Business Administration (13 C.F.R. Sec ). 7. Notification of Award. It is expected that a decision selecting the successful company will be made by March 2, 2015 for the receipt of proposals. Upon conclusion of final negotiations with the successful company, all Offerors, submitting proposals in response to this Request for Proposal will be informed, in writing, of the name of the successful firm. D. Description of Entity. RPMC is a Community Action Agency that serves Archer, Baylor, Brown, Callahan, Clay, Comanche, Cottle, Eastland, Foard, Hardeman, Haskell, Jack, Jones, Kent, Knox, Montague, Shackelford, Stephens, Stonewall, Taylor, Throckmorton, Wichita, Wilbarger, Wise and Young in Texas. SHARP Lines Transportation is a division of RPMC which provides rural public, Medicaid, Veteran and other transportation services to persons in nine counties of the agency service area. II. SCOPE OF SERVICES. Dispatch and administrative offices are located at 116 North 1st in Crowell, Texas. Driver s offices are located in Paducah, Quanah, Seymour, Vernon, Graham, Wichita Falls, and Jacksboro, Texas. RPMC is requesting responses from entities seeking to provide the following services: Transportation and Tracking Software Respondents should clearly state all services to be provided and include the information requested below. If the respondent intends to subcontract for a portion of services, information regarding the subcontractor should also be provided.

4 III. PROPOSAL CONTENTS. The Offeror, in its proposal, shall, as a minimum, clearly state all services to be provided and include the information requested. If the respondent intends to subcontract for a portion of services, information regarding the subcontractor should also be provided. Time Line for Project 1. February 2 RFP Posted 2. February 2 11 RFP Question Time 3. February 2 Answers to questions 4. February 27 RFP s Due 5. March 1 Company Selected 6. May 1 Prototype or software ready to go 7. July 1 Software Implementation Company Information 1. Provide a brief overview and history of your organization. 2. Describe your experience with other nonprofit organizations in regards to Transportation Scheduling and Tracking Software. 3. What is the location of the office that will be providing services for our Transportation Scheduling and Tracking Software? Identify the primary contacts. 4. Indicate, if appropriate, if the company is a small or minority/owned business. 5. Include a copy of Equal Opportunity/Affirmative Action Policy, if your company has one. 6. Is there a minimum length of time we must retain your company s services? 7. SHARP Lines currently uses a Microsoft Access program created specifically for RPMC. Will your software be able to import current information from this program? Software Specifications 1. Software should have the ability to record odometer readings and times for onboarding of clients. 2. Software should have the ability to produce reports which provide at a minimum total trips for each day, total trips for each client, whether or not the client is a first time client, in and out of service hours and mileage per vehicle, number of trips provided for billing, demographics for each client, etc. 3. Software should have the ability to put information in manually or from a spreadsheet. 4. Software should have the ability to create individual driver schedules manually or automatically and from multiple sources such as telephone calls, lists provided by medical facilities, school routes, etc. 5. Software should have the ability to input data on an external electronic device, i.e. Ipad, tablet, cellphone, and imported to the software. 6. Software should have an easy, user friendly way to input data from drivers back into the software at the end of the day. 7. Where will the database and program be maintained, your server or ours? Is it web-based? 8. Please include all specification for the software in relations to what is needed on each work station, server, etc. 9. Please include all specifications for what exactly your software will provide.

5 Fees 1. Please provide a detailed explanation of all services and related costs that will be associated with the proposed services and management of said services. 2. How are expenses adjusted if a number of participants are added or removed from the plan? 3. Will there be any additional fees beyond a year? Recordkeeping and Administration 1. Will our authorized staff have online access to software? If yes, describe the functions and benefits of your software. 2. Describe your billing process. 3. How are transactions processed? How are transactions documented? 4. Does your organization have a website? 5. Describe education tools or programs designed to support software integration and training. 6. What is your turn-around time for installation and to have the software ready? Communication and Education Contract 1. Will your representatives conduct initial on-site training? 2. Will your representatives conduct on-going training? 3. How will you assist us with employee education? 4. Are there any additional charges for group or individual training? The Offeror s proposal shall include the Offeror s proposed contract for all related services. IV. PROPOSAL EVALUATION A. Evaluation Procedure and Criteria. Proposals will be reviewed in accordance with the following criteria: 1. Cost 2. Ability to integrate with current software 3. Level of experience of the individual(s) identified to work on this matter. 4. The Offeror s experience with similar clients 5. Ability to provide quality of services to RPMC employees 6. Interviews, if conducted.