RFP #27-4-its transportation software solution for DSS RE-bid

Cumberland County, North Carolina, through its Innovation and Technology Services department, is soliciting proposals under RFP #27-4-ITS, a re-bid for a cloud-based Software-as-a-Service transportation management system for the Department of Social Services (DSS) transportation division. Proposals are due November 23, 2026 at 2:00 p.m. EST, and written questions are due November 10, 2026 at 3:00 p.m. EST. The system supports Medicaid-eligible non-emergency medical transportation and replaces the County's aging in-house Sailboat information system.

Required modules include client management, trip scheduling, dispatching, driver and vehicle management, billing and invoicing, and reporting. The platform must support approximately 298,000 customer records with a ten-year retention schedule, manage 17 vehicles, and coordinate with two external transportation vendors. Functional requirements include HIPAA and ADA compliance, real-time GPS tracking with Google Maps integration, 99.9% uptime excluding scheduled maintenance, 4-hour recovery after major failures, support for at least 50 concurrent users, and dashboard load times within 3 seconds. Proposals must include a Voluntary Product Accessibility Template confirming WCAG 2.1 Level AA compliance, and contractors must comply with Build America, Buy America Act provisions.

Cost proposals must be all-inclusive and list one-time implementation costs, training, software licensing, and recurring annual fees separately, excluding sales tax. The initial term is one year from award, with the County holding options to renew for up to two additional one-year terms on the same terms and conditions. Invoicing is progress-based and contingent on deliverable acceptance and successful User Acceptance Testing, with payment due net thirty days after invoice approval. The County prefers a February 1, 2027 go-live date but will consider alternative timelines.

Evaluation allocates 25 points to functional requirements, 15 points to customization and feature options, 10 points to technical approach, 10 points to qualifications and experience, 15 points to cost, and 25 points to WebEx demonstrations, with the three highest-ranking vendors required to demonstrate their products. The County may award to multiple vendors or cancel the RFP. Submissions require completed Excel functional worksheets, at least three references, noncollusion affidavits, and E-Verify compliance, along with Iran Divestment Act and drug-free workplace certifications.