Fixed Route Vehicle and Operator Scheduling Software

The City of Santa Monica is procuring a comprehensive Fixed Route Vehicle and Operator Scheduling Software system through a Request for Proposals (RFP) released on April 16, 2026, with a proposal submission deadline of June 10, 2026, at 3:00 PM and a question deadline of May 6, 2026. The procurement seeks a qualified firm to provide software that supports fixed route scheduling, daily operations management, workforce timekeeping, implementation services, integration with existing systems, and ongoing maintenance and support for Big Blue Bus operations, which operates 17 routes with a fleet of 195 buses and approximately 300 fixed route operators serving over 10 million passenger trips annually. Deliverables include a system with GIS-integrated mapping capabilities, route definition and scheduling, vehicle blocking and run-cutting, operator absence management and bidding processes, timekeeping and payroll processing, yard management with real-time vehicle tracking, and interfaces with existing City infrastructure including Clever Devices CAD/AVL, Tyler Munis ERP, and UKG workforce management platforms. The system must support Windows 10 and Windows 11 operating systems, modern web browsers, WCAG 2.1 Level AA accessibility standards, TLS 1.2 encryption in transit, AES-256 encryption at rest, and support at least 125 concurrent users; it must be deployed as local hosting, cloud hosting, or full SaaS delivery with a minimum one-year warranty from system acceptance and optional extended warranties for up to five additional years. Proposers must meet minimum qualifications of at least five years of experience providing operator and vehicle scheduling software to comparable U.S. transit agencies and a minimum of two years of compatibility experience with Clever Devices CAD/AVL systems, with evaluation based on system and functional requirements compliance (20%), maintenance and post-sales support (15%), vendor qualifications (20%), project understanding and timeline (10%), software user interface quality (10%), cost (20%), and added value (5%).

The RFP does not specify set-aside designations or restrictions limiting responses to particular categories of organizations, though proposers must comply with the City of Santa Monica's Living Wage Ordinance if services exceed $54,200, prevailing wage requirements under California Labor Code, non-discrimination policies, and the Oaks Initiative disclosure requirements. No incumbent vendors or current contractors are identified in the procurement documents. The City's existing technology infrastructure that requires integration includes Tyler Munis ERP for finance and HR data management, Clever Devices CAD/AVL system for computer-aided dispatch and automatic vehicle location, ServiceNow Platform for service desk and IT service management, UKG for workforce management, SharePoint for internal workflows, Laserfiche for document repository management, and Tableau for dashboarding and analytics, with anticipated integration through ServiceNow Integration Hub and AWS serverless technologies. The RFP establishes a firm-fixed contract for an initial term of five years with two optional five-year renewal periods at the City's sole discretion, and the contract will be awarded to one qualified firm; however, specific award values or budget ranges are not disclosed in the procurement documents. The City reserves the right to reject any or all proposals and to award contracts without conducting demonstrations or oral presentations.