66-26087TS Transportation Dispatch Software.pdf

STATE OF NORTH CAROLINA

University of North Carolina at Charlotte

Request for Proposals # 66-26087TS

Transportation Dispatch Software

Date of Issue: Friday, June 26, 2026

Proposal Due Date: Tuesday, July 28, 2026

At 2:00 PM ET

Direct all inquiries concerning this RFP to:

Trever Swint

Assistant Director of Purchasing

Email: wswint@charlotte.edu

Request for Proposals #

66-26087TS

For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public.

This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your proposal.

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor

Portal). If you do not have a vendor number, register at https://evp.nc.gov/SignIn?returnUrl=%2F

Electronic responses ONLY will be accepted for this solicitation.

https://evp.nc.gov/SignIn?returnUrl=%2F

Refer ALL Inquiries regarding this RFP to:

Trever Swint wswint@charlotte.edu

Request for Proposal # 66-26087TS

Proposals will be received until: Tuesday, July 28, 2026 at 2:00 PM ET

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this proposal is submitted competitively and without collusion (G.S. 143-54), none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED.

Late proposals CANNOT and will NOT be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX:

CITY, STATE & ZIP: TELEPHONE NUMBER:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

NAME OF PERSON SIGNING ON BEHALF OF VENDOR: TITLE:

VENDOR’S AUTHORIZED SIGNATURE: DATE: EMAIL:

Proposal Number: 66-26087TS Vendor: __________________________________________

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VALIDITY PERIOD

Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 2026, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of UNC Charlotte)

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Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 E-PROCUREMENT

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.4 RFP SCHEDULE

2.5 PRE-PROPOSAL MEETING

2.6 PROPOSAL QUESTIONS

2.7 PROPOSAL SUBMITTAL

2.8 PROPOSAL CONTENTS

2.9 ALTERNATE PROPOSALS

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

3.6 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 FINANCIAL PROPOSAL

4.2 FINANCIAL STABILITY

4.3 HUB PARTICIPATION

4.4 VENDOR BACKGROUND AND EXPERIENCE

4.5 REFERENCES

4.6 BACKGROUND CHECKS

4.7 PERSONNEL

4.8 VENDOR’S REPRESENTATIONS

4.9 AGENCY INSURANCE REQUIREMENTS

4.10 SUBCONTRACTORS

4.11 SECRETARY OF STATE REGISTRATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

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5.1 GENERAL

5.2 SPECIFICATIONS

5.3 TASKS/DELIVERABLES

5.4 PROJECT ORGANIZATION

5.5 TECHNICAL APPROACH

5.6 FUNCTIONAL APPROACH

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 INVOICES

6.3 POST AWARD PROJECT REVIEW MEETINGS

6.4 CONTINUOUS IMPROVEMENT

6.5 PERIODIC STATUS REPORTS

6.6 ACCEPTANCE OF WORK

6.7 TRANSITION ASSISTANCE

6.8 DISPUTE RESOLUTION

6.9 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: FINANCIAL PROPOSAL

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA DEPARTMENT OF INFORMATION TECHNOLOGY TERMS

AND CONDITIONS FOR SAAS AND/OR VENDOR HOSTED SOLUTION

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT E: CUSTOMER REFERENCE FORM

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT H: CHARTERED TRANSPORTATION DISPATCH SOFTWARE –

REQUIREMENTS/VENDOR ASSESSMENT

ATTACHMENT I: UNC CHARLOTTE PROSPECTIVE VENDOR TECHNICAL QUESTIONNAIRE .. 24

ATTACHMENT J: UNC CHARLOTTE DATA PROTECTION AGREEMENT

ATTACHMENT C: Department of Information Technology Terms and Conditions for Saas AND/OR vendor hosted solutions

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1.0 PURPOSE AND BACKGROUND

The University of North Carolina at Charlotte was established in 1965 by the North Carolina General Assembly which transformed Charlotte College, with beginnings in 1946, into a campus of The University of North Carolina. It is organized into the following eight colleges: College of Arts & Architecture; College of Science; College of Humanities & Earth and Social Science; College of Business; College of Education; College of Engineering; College of Health and Human Services; and the College of Computing and Informatics. It offers a broad array of degree programs at the undergraduate, graduate, and doctoral levels and also in graduate certificate programs.

Enrollment is approximately 32,000 with 19 percent of the students pursuing graduate degrees. The University is expected to experience continued growth in the foreseeable future.

The intent of this solicitation is to seek proposals for a chartered transportation dispatch software solution that will assist the Transportation team with group travel arrangements that are requested by campus departments and sanctioned student organizations. The objective is to procure and deploy a comprehensive platform to manage fleet operations, charter reservations, scheduling, billing and reporting over a defined contract period. The University’s Transportation Department will use the system to provide custom charter transportation services to university affiliates across the region.

1.1 CONTRACT TERM

The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the “Effective Date”).

At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to five (5) additional one-year terms. The State will give the Vendor written notice of its intent to exercise each option before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT

ATTENTION: NC E-Procurement does NOT apply to this solicitation and the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions does NOT apply.

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will

Ver: 01/2026 6 be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum.

The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal or otherwise.

This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

2.4 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time Issue RFP State Friday, June 26, 2026 Hold Pre-Proposal Meeting State Friday, July 10, 2026 at 1:00 PM ET Submit Written Questions Vendor Monday, July 13, 2026 by 12:00 PM ET Provide Response to Questions State Thursday, July 16, 2026 Submit Proposals Vendor Tuesday, July 28, 2026 by 2:00 PM ET Contract Award State TBD

2.5 PRE-PROPOSAL MEETING

Mandatory Pre-Proposal Meeting

Date: Friday, July 10, 2026 Time: 1:00 PM – 2:00 PM Eastern Time Location: Virtual Virtual Link: https://charlotte-edu.zoom.us/j/98973047303

Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-proposal site visit.

Attendees must arrive promptly. A campus map is available at https://facilities.charlotte.edu/our-services/maps/printable-campus-maps and Vendors are strongly encouraged to arrive early because parking on campus is difficult to obtain. All attendees must sign in upon arrival and clearly indicate each prospective Vendor represented on the sign in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR PROPOSAL BE CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow.

FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR’S PROPOSAL BEING DEEMED NON-

RESPONSIVE AND NOT CONSIDERED FOR AWARD.

https://charlotte-edu.zoom.us/j/98973047303 https://facilities.charlotte.edu/our-services/maps/printable-campus-maps https://facilities.charlotte.edu/our-services/maps/printable-campus-maps

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The purpose of this meeting is for all prospective Vendors to apprise themselves of the conditions and requirements which will affect the performance of the work called for by this RFP. Vendors must stay for the duration of the site visit.

No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this RFP.

Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP.

2.6 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

Written questions shall be emailed to wswint@charlotte.edu by the date and time specified above. Vendors should enter “RFP # 66-26087TS: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section.

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.

2.7 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay, or technical issue. It is the Vendor’s sole responsibility to ensure its proposal has been received via the eVP as described in this RFP by the specified time and date of opening. The date and time of receipt will be electronically time stamped by the system when received. Any proposal or portion thereof received or attempted to be submitted after the proposal submission deadline will be rejected.

All proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

Attempts to submit a proposal via mail, courier, facsimile (FAX) machine, telephone or email in response to this RFP shall NOT be accepted.

This will be a One-Step proposal process:

Vendor’s proposal may contain both the Technical and Financial Proposal (ATTACHMENT A) submitted for evaluation in a single file.

If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet https://evp.nc.gov/

Ver: 01/2026 8 the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as confidential.

If the Vendor does not provide a redacted version of the proposal with its proposal submission, the University may release an unredacted version if an open records request is received.

Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP periodically check the State’s eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

2.8 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s proposal, in the State’s sole discretion.

Vendor RFP responses shall include the following items and attachments:

a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; (iii) Vendor’s agreement to comply with all instructions, terms and conditions, and attachments; and (iv) contact information for Vendor’s representative responsible for this RFP.

b) Completed and signed version of all EXECUTION PAGES, and any pages requiring vendor input.

c) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.

d) Vendor’s Proposal addressing all requirements of this RFP.

e) Completed version of ATTACHMENT A: FINANCIAL PROPOSAL

f) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

g) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

h) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

j) Completed ATTACHMENT H: CHARTERED TRANSPORTATION DISPATCH SOFTWARE – REQUIREMENTS/VENDOR

ASSESSMENT

k) Organizational Chart: Refer to Section 5.4

l) Completed ATTACHMENT I: UNC CHARLOTTE PROSPECTIVE VENDOR TECHNICAL QUESTIONNAIRE

m) Vendor’s Response to the Technical Approach: Refer to Section 5.5

n) Vendor’s response to the Functional Approach: Refer to Section 5.6

o) Statement of Understanding to ATTACHMENT J: UNC CHARLOTTE DATA PROTECTION AGREEMENT

p) Submit non-expired (SOC2, SOC3, ISO, etc.) reports

q) Vendor Background & Experience. Refer to Section 4.4. Provide examples of past completed projects and work.

r) Any Vendor required supplementals to the contract including an End-User License Agreement (EULA) an/or a Software Maintenance and Support Agreement

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2.9 ALTERNATE PROPOSALS

Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #66-26087TS [for ‘name of Vendor’]”.

Each proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered.

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract to a single Vendor, the State reserves the right to make separate awards to different Vendors for one or more portions, to not award one or more portions or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The State reserves the right to waive any minor informality or technicality in proposals received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions to Vendors entitled COMMUNICTIONS BY VENDORS.

Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or inquiries directed to the purchaser named in this RFP regarding

Ver: 01/2026 10 requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct a One-Step evaluation of Proposals:

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be accessed via the eVP and all offers (except those that have been previously withdrawn, or voided bids) will be noted. Since negotiations after receipt of bids is authorized pursuant to G.S.

143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be noted at the time of opening. Interested parties are cautioned that proposals and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s final position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

Upon completion of the evaluation process, the State will make award(s) based on the evaluation and post the award(s) to the eVP website under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the State:

Vendor Background and Qualifications 10

Organizational stability, experience with higher education or public-sector clients, and financial capacity to support implementation and long-term maintenance.

• Demonstrated experience in developing and maintaining chartered transportation dispatch systems of similar scope and complexity.

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• Proven performance with other higher-education institutions or government agencies.

• Financial stability and organizational capacity to support a multi-year service contract.

• Quality of references, particularly within public-sector accessibility or campus mobility programs.

• History of compliance, data privacy, and information-security standards.

Project Organization and Implementation Plan 15

Quality and realism of the proposed project schedule, resource allocation, staffing structure, and management approach for implementation and ongoing support.

• Realism and clarity of the project implementation schedule.

• Identification and experience of key personnel assigned to UNC Charlotte.

• Understanding of University operational constraints (academic calendar, construction, service hours)

• Inclusion of a detailed risk management and change-control plan.

• Evidence of a structured testing and training methodology prior to go-live.

• Post-implementation support and communication plan.

Technical Approach and System Capabilities 35

Alignment of the proposed system with the UNC Charlotte chartered transportation dispatch software program requirements defined in Section 5.0 Specifications and Scope of Work. Strength, Flexibility, and compliance of the proposed technical solution, including accessibility, data security, SSO integration, functional capabilities, and compliance with ADA and (SOC2, SOC3, ISO, etc.) standards.

• Alignment of the proposed system with the UNC Charlotte chartered transportation dispatch software program requirements defined in Section 5.0 Specifications and Scope of Work

• Capability to integrate with UNC Charlotte Single Sign On – MS Entra ID using wither SAML or OIDC and OneIT infrastructure.

• Compliance with ADA, WCAG 2.1 AA, and (SOC2, SOC3, ISO, etc.) standards.

• Robust data management, reporting, and export functionality.

• System uptime, redundancy, and disaster-recovery provisions.

• Scalability to handle future growth and service expansion.

• Cybersecurity measures and adherence to University IT governance standards.

Customer-Facing and Operational experience 25

User experience quality for customers, requesters, approvers, dispatchers, admin users, back-office users, and drivers, including accessibility, app usability, interface design, and communication features.

• Quality and accessibility of mobile and web applications for customers, requesters, approvers, dispatchers, admin users, back-office users, and drivers.

• Requesters and approvers interface usability.

• Admin, Back Office, Dispatch interface usability.

• Driver tablet experience, interface usability, and reliability.

• Customization and branding capability in line with University standards.

• Accessibility features for visually or physically impaired users.

• Feedback mechanisms, notifications, and rider engagement tools.

Financial Proposal 15

Overall cost competitiveness, transparency of pricing structure, and total cost of ownership relative to the value and functionality provided.

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• Cost-effectiveness of the proposed solution, including implementation, licensing, maintenance, and support.

• Transparency of pricing and delineation between one-time and recurring costs.

• Flexibility for future feature upgrades.

• Financial sustainability and value alignment with the proposed technical and operational scope.

The State will determine low cost by normalizing the scores as follows:

The proposal with the lowest cost will receive a score of 15. All other competing proposals will be assigned a portion of the maximum score using the formula:

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.6 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for

Financial Proposal Points Available

(15) x the cost of the lowest cost proposal the cost of the cost proposal being evaluated

Ver: 01/2026 13 the State to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Proposal Questions Section above.

4.1 FINANCIAL PROPOSAL

Proposal price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: FINANCIAL PROPOSAL and include in Vendor’s proposal. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

All submissions must contain a complete pricing breakdown as follows:

• A summarized price schedule that clearly describes each of the software, professional services, training, support and maintenance, and hardware components we will be required to purchase/lease to obtain a complete solution. Please include anticipated annual costs over the entire contract term including the optional renewals in an itemized or line by line breakdown.

• A detailed schedule of all software costs for this project

• A detailed schedule of all professional services requirements needed to complete this project o By phase, provide project roles, resource level (e.g., manager, developer, trainer, etc.), estimated rate if applicable, and estimated hours o If a fixed-price agreement is being proposed for professional services, please provide the scope and timing basis for the arrangement

• A detailed schedule of all training costs

• A detailed schedule of all software maintenance and support costs, whether-time or annual, including any tiered costing scenarios related to the volume and throughput of hosted or leased solutions.

• A detailed schedule of all hardware costs required for this project. Where appropriate, please include relevant specifications

• Software licenses, including a clear definition of user license type (enterprise, concurrent, etc.0, the licensing cost schedule, and potential costs over time as the use of the system increases. Please also include a copy of your end-user license agreement (EULA)

• Any other miscellaneous costs associated with installation and/or training, including travel, etc.

4.1.1 IMPORT TARIFF TEMPORARY SURCHARGE

Pricing shall be exclusive of any pending tariffs or temporary tariff surcharges. Vendor may request a temporary tariff surcharge in ATTACHMENT A: FINANCIAL PROPOSAL as a charge separate from the contract price. Any temporary tariff surcharge(s) associated with purchases shall be provided by way of a percentage tariff surcharge. All tariff surcharges proposed are intended to be temporary and based on current tariff implications specific to related commodities with evidence of submitted documentation of affected MSRP products. Vendor understands that the agency may request additional justification. Any temporary tariff surcharge percentage will be negotiated and mutually agreed upon. The state is not obligated to accept any proposed import tariff surcharge. Proposed tariff surcharges may be used as a factor for evaluation and award.

4.2 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent

Ver: 01/2026 14 jurisdiction.

Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.3 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this RFP will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.4 VENDOR BACKGROUND AND EXPERIENCE

In its Proposal, Vendor shall describe its’ background and experience with the proposed solution as well as highlight experience with public and/or private sector clients with similar or greater size and complexity to the State. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

Vendor shall include the following in its’ background description:

• Operational Tenure o Company history, size of organization, and available resources

• Client List:

o Number of university clients/percentage of total client base o Public-sector clients

• Reference information related to knowledge and experience with providing similar solutions to institutions of similar size and scope

• Corporate Structure:

o Leadership team, vision, company history, milestones, product/service, target market, innovations.

Vendor should provide an organizational chart showing the project team, including project manager, implementation specialists, and support personnel.

4.5 REFERENCES

Vendor shall provide three (3) references, preferably clients of the vendor, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. Include prospective client’s name, their industry, the duration of the working relationship and the contact information (name, title, email, phone) of a key stakeholder. The State may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory.

The information obtained may be considered in the evaluation of the Proposal.

4.6 BACKGROUND CHECKS

Any personnel or agent of Vendor performing Services under any Contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by the State.

Ver: 01/2026 15

4.7 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner.

“Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.8 VENDOR’S REPRESENTATIONS

If Vendor’s Proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecom-munications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.9 AGENCY INSURANCE REQUIREMENTS

A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☐ Small Purchases

☒ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

☐ Contract value in excess of $1,000,000.00

4.10 SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the State. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their proposal the names, qualifications, and experience of their proposed subcontractors. The Vendor

Ver: 01/2026 16 shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

4.11 SECRETARY OF STATE REGISTRATION

A term contract award under the above-referenced solicitation will produce repeated orders and transactions in North Carolina and will constitute “transacting business” in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. §55-15-01 (corporations) or §57D-7-01 (LLCs). Please go to:

https://www.sosnc.gov/ to register.

Prior to entering into a contract with the State, the awarded Vendor(s) must complete registration with the NC Secretary of State. Upon notification of award, the selected Vendor(s) must furnish evidence of filing within ten (10) business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) proposal from further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

Vendor has registered with the North Carolina Secretary of State: Yes☐ No ☐

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL

The University is seeking a chartered transportation dispatch software solution that will assist the Transportation team with group travel arrangements that are requested by campus departments and sanctioned student organizations.

The objective is to procure and deploy a comprehensive platform to manage fleet operations, charter reservations, scheduling, billing, and reporting over a defined contract period. The University’s Parking and Transportation Services Department will use the system to provide custom charter transportation services to university affiliates across the region.

The proposed solution must be a comprehensive transportation management platform capable of supporting private charter and contract operations. The system should support end-to-end operational workflows, including:

• Secure booking and reservation management

• Intelligent allocation of vehicles and drivers

• Customer communication and documentation

• Driver work assignment and documentation

• Invoicing and accounts receivable

• Operational and financial reporting

The platform should be scalable to support varying fleet sizes and operational complexity, with configurable options that allow the university to align functionality with current needs while supporting future growth.

Technology Compliance Requirements

a) Annual (SOC2, SOC3, ISO, etc.) security audit report provided to the University.

b) Compliance with ADA, UNC Charlotte brand standards, and federal and state accessibility requirements

a. ADA Compliance

b. The UNC Charlotte brand standards can be found at brand.charlotte.edu https://www.ada.gov/resources/2024-03-08-web-rule/ https://brand.charlotte.edu/

Ver: 01/2026 17

c. Federal and State Accessibility

i. Federal Accessibility

ii. State of NC Accessibility

Key Stakeholders

• Parking and Transportation Services (PaTS) – Program management and operations

• Business Services – Procurement and contract management

• OneIT – Authentication, integration, and data security

• University Community – Program beneficiaries

5.2 SPECIFICATIONS

The specific services and any specifications that the University is seeking are listed below. Products and services offered by the Vendor must meet or exceed the listed Specifications to be considered for award.

ATTACHMENT H: The Chartered Transportation Dispatch Software – Requirements/Vendor Assessment provides the technical requirements, features, and preferences to be assess for the solution. This attachment MUST be completed and provided as part of the Vendor’s proposal. ATTACHMENT H can be found here:

https://docs.google.com/spreadsheets/d/1X9lND8Q6xNUZn5l8WRGij88I9q6hEqY9pV3RLOKEuyQ/edit?usp=sharing

The following requirement categories are used:

• M – Must Have – Requirements labeled as Must Have are critical to the current delivery time box for it to be a success

• S – Should Have – Requirements labeled as Should Have are important but not necessary for delivery in the current delivery time box

• C – Could Have – Requirements labeled as Could Have are desirable but not necessary and could improve user experience or customer satisfaction for little or no development cost

Respondents are required to self-assess how their proposed solution meets or does not meet the requirements.

• Full: The requirement is met through out-of-the-box (OOB) functionality (configurations or set-ups only, no custom programming)

• Partial: Some, but not all, aspects of the requirement can be met. The requirement can be met with some custom development.

• Does Not Meet: The requirement is not supported.

PLEASE NOTE: Proposals without a completed Vendor Requirements/Self-Assessment Attachment may not be considered for award.

5.3 TASKS/DELIVERABLES

• Project Kickoff and Implementation Plan o Detailed project plan including timeline, milestones, risk management, and resource allocation

• System Configuration o Fully configured production environment reflecting UNC Charlotte chartered transportation dispatch software business rules, vehicles, and user roles.

• Integration and Authentication o Functional integration with UNC Charlotte Signe Sign On – MS Entra ID using wither SAML or OIDC for UNC Charlotte for back-office users and driver portal.

• Routing and…