66-26087TS Addendum 1.pdf

This addendum is issued to answer questions received during the open question period:

1. We were unable to find information regarding the estimated number of trips that will be managed through the proposed system. Could you please advise where this information can be found or provide an estimate?

Fiscal Year Vehicle Type Vehicle Count # of Hours

FY24

Motorcoach 35 110.75

Transit 197 428.5

Shuttle 133 271.5

FY25

Motorcoach 99 261.5

Transit 210 553

Shuttle 103 378.75

FY26

Motorcoach 46 269.4

Transit 83 395.5

Shuttle 74 414.5

2. Attachment H - Point 18 “System supports configurable approval workflows, rules, routing, logic, and delegated approvals” - Can you provide more details and an explanation please?

The thought being that, when a customer submits a quote request via the software customer portal, the workflow/approvals routing is configurable to include specific system users for logistics review and cost adjustments, and other necessary revisions before the customer is presented with a quote for signature/confirmation.

3. Has the university established a budget or not-to-exceed amount for this procurement for the first year and the subsequent year?

No.

4. What is the commencement date of the project? We would like to start the project in September 2026.

5. Who is the incumbent software provider for this service and what are the major pain points the university is looking for the new solution to tackle here? There is no current software provider, and the system is currently maintained using Google Sheets.

6. Can the university share the ridership data for the past year?

Rev: 06/2021

REQUEST FOR PROPOSALS #66-26087TS

University of North Carolina at Charlotte Purchasing Office

Reese Building, 3rd Floor 9201 University City Boulevard

Charlotte, North Carolina 28223-0001

Addendum Issue Date: Thursday, July 16, Due Date: Tuesday, July 28, 2026 at 2:00 PM ET

Purchasing Agent: Trever Swint Transportation Dispatch Software

ADDENDUM #1

Ridership counts are not currently collected for the chartered transportation program. Movement counts, vehicle types used and ~ # of hours provided as context.

7. Is it a fixed-route. Paratransit or microtransit service? Please elaborate.

Chartered transportation for pre-determined groups affiliated with the University. (One-way airport drop-offs, campus tours, point-to-point transports with the possibility of multiple trip segments based on group’s itinerary, large event passenger shuttles, etc.)

8. What are the operating days and hours for this service?

Potential for 24/7 operation.Transportation is arranged based on the group’s needs.

9. Could the university provide 3 days of scheduling data so vendors can include an analysis of this data in their proposals? An approximate number of movement counts, vehicle types and # of service hours provided for the past

(3) fiscal years (July - June).

10. In the RFP, section 4.11 “Secretary of State Registration” states about the importance of NC Secretary of State Registration process - Please elaborate. Vendors must register their entity with the North Carolina Secretary of State.

This can be completed at https://www.sosnc.gov/. Vendors must also register with NCeVP for a Vendor Number which they must include on the 2nd page of this Solicitation when completing their response.

11. Kindly clarify if the vendor has to provide driver tablets or, it is already existing in the vehicles provided by the university. Also, assure that the vendor is responsible for providing dispatch computers, telephone systems and two-way radios for communication. The University possess Android tablets that can be used to support drivers’ needs as it relates to trip paperwork, capturing odometer readings,pre/post-trip vehicle inspections (if applicable), notetaking, etc. If vendor-specific hardware is required, kindly identify that in your proposal. No other hardware is required by the University as we have our own computers, telephones and two-way radios.

12. Is the university looking to migrate historical charter operations, fleet data, or customer records from an incumbent system? If so, what format is this data currently in, and what is the expected volume of data to be migrated? No historical data migration is required. System users may hard-key historical records if it’s determined that information is necessary to be represented in the new software system.

13.What is the current fleet size? Additionally, what is the capacity and type of these vehicles? Are there any ADA-compliant vehicles? Consider the fleet makeup to be of multiple entities with no finite cap. The University has its own fleet of passenger-carrying vehicles. We also utilize multiple private charter carriers to supplement additional needs beyond the University's vehicle capacity. While typical charter requests are single-vehicle movements, some transportation requests, like large-scale events, could consist of 50+ vehicles - this instance would be rare and should not be the measure of what’s typical, but it is possible. In instances of higher vehicle counts, placeholder vehicle labels would be used. We do not envision adding every private carrier’s vehicle-specific information to our chosen system - we would merely represent that another company is responsible for that portion of service by using a company-specific vehicle label that would be reused for all vehicles originating from the private carrier.

The University fleet consists of the following:

Vehicle Year Make Model Passenger

Capacity

NR1 2022 Ram ProMaster 3500 (ADA) 8 (2)

NR2 2022 Ram ProMaster 3500 (ADA) 8 (2)

NR3 2022 Ram ProMaster 3500 (ADA) 8 (2)

S2 2024 Ford Starcraft - Allstar 22 (ADA) 14 (2)

S3 2024 Ford Starcraft - Allstar 22 (ADA) 14 (2) https://www.sosnc.gov/

S4 2024 Ford Starcraft - Allstar MVP 27 24

S5 2013 Ford F550 (ADA) 26 (2)

S6 2013 Ford F550 32

2401 2017 New Flyer Xcelsior 36 (2)

2402 2017 New Flyer Xcelsior 36 (2)

2403 2017 New Flyer Xcelsior 36 (2)

2404 2017 New Flyer Xcelsior 36 (2)

2405 2017 New Flyer Xcelsior 36 (2)

2406 2017 New Flyer Xcelsior 36 (2)

2407 2017 New Flyer Xcelsior 36 (2)

2408 2017 New Flyer Xcelsior 36 (2)

2409 2017 New Flyer Xcelsior 36 (2)

2410 2017 New Flyer Xcelsior 36 (2)

2411 2017 New Flyer Xcelsior 36 (2)

2412 2017 New Flyer Xcelsior 36 (2)

14.To help us normalize pricing structures and software licensing tiers, can you provide the approximate number of concurrent vehicles, dispatchers, admin users, and active drivers expected to use the platform at peak times?

At peak times, potential for the following # of concurrent system users by user type:

Vehicles - Typically 1-3, but potential for more depending on type of service requested Dispatchers/Admin Users - likely no more than (5) at any given time Drivers - aligns with vehicle count

15.The RFP notes a requirement to integrate with UNC Charlotte Single Sign-On using either SAML or OIDC via

Microsoft Entra ID. Are there separate user repositories or unique authentication flows required for drivers versus back-office administrators or campus requesters? A user may serve in both a back-office and driver role

16. In the RFP, Section 5.3 mentions the validation of pedestrian-speed routing and approved sidewalks/restricted zones.

Will the university provide GIS shapefiles or specific mapping layers for these pedestrian areas and restricted zones, or is the vendor expected to map these campus layouts independently? This requirement can be disregarded as none of the charter vehicles will navigate in areas that are not traditional roadways. This verbiage likely came from a separate procurement effort focused on ADA/on-demand software that would require vehicles to navigate in non-traditional areas like sidewalks.

17.Under Section 5.0 Specification and Scope of Work, the software needs to handle invoicing and accounts receivable.

Does the university expect a direct API integration with its central financial/ERP system (such as Banner or PeopleSoft) for internal departmental billing, or will standard CSV data exports fulfill your financial reporting requirements? No integration with the Banner ERP system will be required.

18.The Section 5.3 Tasks/Deliverables include training for dispatchers, drivers, and administrators. Does the university prefer a Train-the-Trainer model, or does it require direct, hands-on vendor training (remote or on-site) for all end-user groups? Train-the-trainer, remote is fine. Limited number of University representatives who would participate in system user training.

19.Confirm how many staff members are required from the vendor? Is it mandatory to provide detail information of

Contract Manager (Point of Contact) and Customer Service (Point of Contact) with the proposal submission? If so, under which section of the proposal should it be included? Per Section 4.4 Vendor Background, it is requested the Vendor identify its corporate structure including the leadership team and an organizational chart including the project team, specialists and support personnel. In Section 6.1, the Vendor can identify the Contract Manager and Customer Service Point of Contact, as applicable.

20.Kindly provide an editable Financial Proposal Format? Vendors may elect to download and use the spreadsheet at the following link to record the total cost of ownership for the first 5-year period.

https://docs.google.com/spreadsheets/d/18NKqXG-nFPClLQgkMjzfSIVIU2f4PRObrU7krCivmck/edit?usp=sharing

21.List down the software integrations required for this project? UNC Charlotte Single Sign On - MS Entra ID using either SAML or OIDC for back office users. SSO Login will create customer accounts.

22. In the RFP, Section 2(6) of Attachment C mentions a standard 10% contract value retainage contingent on final acceptance. For a pure software-as-a-service (SaaS) solution where costs are predominantly recurring subscription fees, how does the university intend to structure or apply this 10% retainage?UNC Charlotte does not intend to manage or require this specific state term requirement.

23.Kindly elaborate specifically on what points need to be included in “Vendor’s Proposal addressing all requirements of this RFP” under Section 2.8 Proposal Contents? Vendors must include with their response all Attachments and/or provide associated details and documents within their proposal to all items (a - r) listed within Section 2.8, with the exception of ATTACHMENT D: HUB Supplemental Vendor Information. Attachment D does not have to be completed and returned.

24.Please confirm if any bid bond, performance bond, or payment bond or financial statements are required during or after the submission is required? If financial documents are required, can vendors provide it within a secure link or secure email? Completing Attachment G: Certification of Financial Condition completes all necessary financial reporting requirements.

25.Please confirm if there is any DBE/MBE and WBE participation requirement or goals are there under this solicitation?

Does the vendor need to be DBE in NC for participating in this RFP and also if there is a local vendor preference policy? Are the vendors expected to provide an insurance certificate with the submission? There are no HUB requirements or goals. There is not a local vendor preference included in the requirements. Vendors are expected to meet the State’s minimum insurance requirements as included in the State’s Terms and Conditions. An insurance certificate will not be collected at this time.

26.What is the minimum qualifying score required to advance to the final evaluation? What are the minimum qualifications for a vendor/company to be considered a valid bidder responding to this RFP? Vendors will be evaluated on a sliding scale based on the proposal responses received in accordance with the evaluation criteria identified in Section 3.4. There are no other qualifications other than what has been included in the Solicitation.

27. In order to allow bidders, prepare a more detailed and informed response, can the university please extend the submission deadline for the proposals? At this time, the university prefers to keep the current schedule and request all submissions by 12:00 PM ET on July 28th. If the university reconsiders at a later date, an additional addendum will be posted to NCeVP notifying all parties.

https://docs.google.com/spreadsheets/d/18NKqXG-nFPClLQgkMjzfSIVIU2f4PRObrU7krCivmck/edit?usp=sharing

A SIGNED COPY OF THIS ADDENDUM MUST BE INCLUDED WITH YOUR PROPOSAL

COMPANY NAME DATE

PRINTED NAME SIGNATURE