Attachement D- NCSD RFP Requirment Matrix.xlsx
XLSX spreadsheet 61 KB Posted
- Solicitation number
- S-P03012-00015160
- Issued by
- Clackamas County, Oregon
About this file
The document is a Requirements Matrix for a Transportation Software Request for Proposal (RFP) issued by North Clackamas School District (NCSD) under Solicitation No. 2526-118. The RFP seeks a comprehensive school transportation routing and dispatch system with extensive technological capabilities, covering multiple operational domains including operating systems, GPS tracking, student/parent interfaces, routing, dispatching, safety and training, trip management, vehicle maintenance, and administrative functions. The matrix provides a detailed breakdown of 121 specific requirements across these domains, with vendors required to indicate their compliance using response codes such as "Y" (currently meets), "CU" (requires customization), "UD" (under development), or "N" (not included).
The matrix serves as a critical evaluation tool for assessing vendor technical compliance and functional capabilities, enabling NCSD to make an informed sourcing decision. Key system requirements include web-based accessibility, integration with existing systems like Google Workspace and Synergy student information system, robust GPS tracking, comprehensive reporting capabilities, real-time student tracking, parent communication portals, advanced routing optimization, dispatch management tools, safety certification tracking, and support for field trip coordination. The document emphasizes the need for a scalable, secure, and user-friendly platform with implementation support, training, and ongoing technical assistance. Vendors must provide detailed responses demonstrating their solution's ability to meet the district's comprehensive transportation management needs.
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Transportation Software RFP
| Attachment D - North Clackamas School District RFP Requirements Matrix |
| School Transportation Services Routing and Dispatch System |
| RFP Solicitation No. 2526-118 |
This Requirements Matrix serves as a tool for evaluating and comparing vendor offerings against the mandatory and desirable requirements outlined in the Request for Proposal (RFP). Vendors are required to clearly indicate the extent to which their proposed solution meets each specified function, utilizing the designated codes and providing necessary comments or detail in the designated column. This matrix is critical to our assessment, enabling an analysis of technical compliance and functional capability across all submissions to information the final sourcing decision.
| Available Response Codes | |
| Y | The proposed system currently meets this requirement and is included in the proposed system, at the proposed cost |
| CU | Customization/Modification is needed to meet this requirement (use notes to provide additional information) |
| UD | Under development (use notes to provide additional information included expected date available) |
| N | Not included in this Proposal |
| Line | Category | Requirement | Code | Notes |
| 1 | Operating System and Technology | System must be hosted by the provider | ||
| 2 | Operating System and Technology | Access to updates and any new versions of the platform should be included during the term of the license agreement | ||
| 3 | Operating System and Technology | Security patches and updates should be applied in a timely manner and during non-business hours unless during an emergency security situation | ||
| 4 | Operating System and Technology | Integration with the District's Google workspace Domain or Active Directory system for authentication and user roles/permissions | ||
| 5 | Operating System and Technology | Ability to import all data from our existing solutions | ||
| 6 | Operating System and Technology | Ability to enforce role/permissions (e.g., dispatcher shouldn’t see the same as router) | ||
| 7 | Operating System and Technology | Ability to automate the import of data from our student information system, Synergy | ||
| 8 | Operating System and Technology | Ability to import and export GIS shape files including ArcGIS .shp files | ||
| 9 | Operating System and Technology | Ability to store and view additional spatial data (water features, railways, landmarks, district-specific data) | ||
| 10 | Operating System and Technology | Ability to export data (reports, directions, etc.) to PDF, CSV, text files, and printing | ||
| 11 | Operating System and Technology | Web portal for school staff to access transportation information (bus stops, bus locations, trip info) | ||
| 12 | Operating System and Technology | Ability to easily create reports (employee, student, routing, vehicle, etc.) within the platform | ||
| 13 | Operating System and Technology | Ability to attach and access documents to vehicles, students, and employee records (jpg, png, csv, pdf) | ||
| 14 | Data Integrity | Ability for staff to see when and who alters data | ||
| 15 | Data Integrity | Ability to quickly access previous year’s routing data (multiple years, summer programs) | ||
| 16 | Data Integrity | Ability for all users to remain in the system while routine maintenance is performed | ||
| 17 | GPS | GPS should be active and updated at a minimum every 30 seconds | ||
| 18 | GPS | One year of GPS data stored with ability to review any day’s speeds, stop times, and driving patterns | ||
| 19 | Student/Parent App | Secure web/app portal for public access (eligibility, bus stops, real-time bus location) | ||
| 20 | Student/Parent App | Ability to display school district name/logo on apps/portals | ||
| 21 | Student/Parent App | Ability to provide secure messaging from Dispatch (delays/changes/etc.) | ||
| 22 | Student/Parent App | Ability to provide parents with information about students location | ||
| 23 | Student/Parent App | Provide parents of the ability to designate who can meet students | ||
| 24 | Routing | Ability to locally update street maps and add custom names | ||
| 25 | Routing | Ability to add students not imported from SIS | ||
| 26 | Routing | Map editing is fully integrated (no external software required) | ||
| 27 | Routing | Maps support overlays, satellite view, zoom, feature toggles, printing | ||
| 28 | Routing | Single bus stop can serve multiple schools/programs | ||
| 29 | Routing | Create automatic/customizable delays for stops/students | ||
| 30 | Routing | Runs can accommodate different stops/paths/times on different days | ||
| 31 | Routing | Ability to lock or adjust bus stop times based on driver’s habits | ||
| 32 | Routing | Track hazard zones making students automatically eligible for transportation | ||
| 33 | Routing | Set vehicle travel speeds by time of day with real data from GPS | ||
| 34 | Routing | Set turn/road restrictions | ||
| 35 | Routing | Support walk restrictions and crossing restrictions | ||
| 36 | Routing | Log all user actions (students, stops, runs, routes, streets, boundaries, schools) in accessible format | ||
| 37 | Routing | Create walk boundaries from multiple access points of a school property line | ||
| 38 | Routing | Accurate distance measurements between any two points | ||
| 39 | Routing | Create bus stops based on student populations and walk policies | ||
| 40 | Routing | Auto/mass assign students to optimal bus stops a.m./p.m. | ||
| 41 | Routing | Ability to customize routes: Driver habits, unforseen hazards, reroutes, railroad crossing, ect. | ||
| 42 | Routing | Optimize schedules by suggesting bell-time changes for better utilization | ||
| 43 | Routing | Edit student file (stop assignment, address change, alternate stop, attach releases, internal notes) | ||
| 44 | Routing | Integrate routing with real-time ridership and GPS data | ||
| 45 | Dispatching | Ability to track driver check-ins | ||
| 46 | Dispatching | Ability to cover routes with another driver when absence | ||
| 47 | Dispatching | Ability to split runs within a route across multiple drivers | ||
| 48 | Dispatching | Ability to see planned vs. actual bus arrival times | ||
| 49 | Dispatching | Ability to search students by partial name, ID, bus, school | ||
| 50 | Dispatching | Ability to assess late departures from lot using geofences | ||
| 51 | Dispatching | Customizable alerts when a route is late | ||
| 52 | Dispatching | Swap buses quickly when offline/red-tagged | ||
| 53 | Dispatching | Verify bus has necessary equipment for assigned students | ||
| 54 | Dispatching | Verify employee eligibility to drive (certifications up to date) | ||
| 55 | Dispatching | Verify student bus assignment and stop information | ||
| 56 | Dispatching | Verify if student is on vehicle in real time via ID scanning | ||
| 57 | Dispatching | View daily trips going out | ||
| 58 | Dispatching | Prepare next day’s dispatch page | ||
| 59 | Dispatching | Track other duties (bus washing, paperwork, etc.) | ||
| 60 | Dispatching | Assign trips, provide turn-by-turn bus-appropriate directions | ||
| 61 | Safety and Training | Track and maintain employee certifications and expirations | ||
| 62 | Safety and Training | Run reports on class hours | ||
| 63 | Safety and Training | Track ODE class hours required and expirations | ||
| 64 | Safety and Training | Track accidents, tickets, points (ODE vs DMV vs non-point incidents) | ||
| 65 | Safety and Training | Track specialized equipment (vests, straps, wheelchairs), assign to student/vehicle, track expirations | ||
| 66 | Safety and Training | Attach district-created plans to student record viewable on tablets | ||
| 67 | Safety and Training | Track and maintain type-10 and type-20 certifications | ||
| 68 | Trips | Platform for schools/entities to request field trips | ||
| 69 | Trips | System pulls from employee driver list | ||
| 70 | Trips | Integrated dashboard for schools, dispatch, billing | ||
| 71 | Trips | Schools see trips and request new trips | ||
| 72 | Trips | Dispatch sees daily/unassigned trips | ||
| 73 | Trips | Billing assistants see trips for processing | ||
| 74 | Shop | Create vehicle files (make, model, fleet number, etc.) | ||
| 75 | Shop | Track peripherals (radio, GPS, DVR, etc.) | ||
| 76 | Shop | Attach data (body damage, inspection reports, pdfs) | ||
| 77 | Shop | Track seating capacity and accommodations | ||
| 78 | Shop | Track damage reports, accident packets, pictures | ||
| 79 | Shop | Red-tag bus, auto-notify dispatch | ||
| 80 | Shop | Inventory management with alerts for low stock | ||
| 81 | Shop | Support multiple part numbers per item | ||
| 82 | Shop | Support multiple fuel types and track usage | ||
| 83 | Shop | Receive driver work orders and track repairs | ||
| 84 | Shop | Track and store vehicle diagnostic codes via GPS OBD | ||
| 85 | Shop | Schedule and track preventative maintenance | ||
| 86 | Shop | Alert driver when vehicle scheduled for maintenance | ||
| 87 | Shop | Assign shop tasks and track workflows | ||
| 88 | Contracts and Payroll | System generates White Sheet equivalent | ||
| 89 | Contracts and Payroll | Run reports (yearly, quarterly, monthly, weekly) | ||
| 90 | Contracts and Payroll | Export reports to spreadsheets | ||
| 91 | Contracts and Payroll | Modify reports to meet district/unit needs | ||
| 92 | Contracts and Payroll | Track driver hours in simple format | ||
| 93 | Contracts and Payroll | Manual data entry with override capability | ||
| 94 | Contracts and Payroll | Input employee schedules and track time | ||
| 95 | Contracts and Payroll | Streamline overtime requirements (on-call, holidays, absences, weather) | ||
| 96 | School Staff | Staff access to student information and trip requests | ||
| 97 | School Staff | Dashboard for school trip info and requests | ||
| 98 | School Staff | Real-time bus arrival/departure times | ||
| 99 | School Staff | Student bus stop lookup | ||
| 100 | School Staff | Custom alerts from Dispatch to schools | ||
| 101 | School Staff | Export routing/student data to Excel/CSV | ||
| 102 | School Staff | Lookup routes by student home address | ||
| 103 | Implementation & Support | Vendor partners with NCSD to ensure success | ||
| 104 | Implementation & Support | Vendor provides named trainer and implementation specialist | ||
| 105 | Implementation & Support | Continuity of primary contacts through implementation and support | ||
| 106 | Implementation & Support | System installed, configured, tested before training | ||
| 107 | Implementation & Support | Vendor provides data migration and validation | ||
| 108 | Implementation & Support | Vendor provides training (all functionalities, admin tools) | ||
| 109 | Implementation & Support | Vendor provides training materials and documentation | ||
| 110 | Implementation & Support | Unlimited refresher training and new employee orientation | ||
| 111 | Implementation & Support | Unlimited toll-free and online support included | ||
| 112 | Implementation & Support | Extended support hours before/after system startup and major events | ||
| 113 | Implementation & Support | Vendor provides all future upgrades, patches, fixes, enhancements | ||
| 114 | Tablets/MDT | Tablets meet ODE/OAR standards and ruggedized (MIL-STD-810G, IP65+) | ||
| 115 | Tablets/MDT | Operate in extreme conditions (-20C to 50C), sunlight viewable | ||
| 116 | Tablets/MDT | Log pretrip/posttrip and track driver changes | ||
| 117 | Tablets/MDT | Turn-by-turn bus-appropriate navigation (avoid restricted/unsafe roads) | ||
| 118 | Tablets/MDT | Real-time student info at boarding (medical alerts, authorized pickup, photo, ID, bus/stop info) | ||
| 119 | Tablets/MDT | Support student ID scanning and lookups | ||
| 120 | Tablets/MDT | Send/receive messages from Dispatch including emergencies | ||
| 121 | Tablets/MDT | Complete documentation: conduct reports, work orders, trip slips, purple sheets, seating charts |
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