Scheduling & Dispatch Software Request for Proposal

Valley Transit, a division of the City of Appleton in Outagamie County, Wisconsin, is seeking proposals for a comprehensive scheduling and dispatch software solution to manage its ADA complementary demand-responsive paratransit services. The Request for Proposals (RFP VT23-005) requires a 100% cloud-based system with web-portal access that provides integrated functionality for trip reservations, scheduling, dispatching, Mobile Data Terminals (MDTs), GPS/Automatic Vehicle Location tracking, GIS mapping, reporting, and billing management. Qualified contractors must demonstrate a proven implementation record at a minimum of five public transit properties in the United States. The proposal must address specific technical requirements, including data security standards such as SOC 2 certification, encryption, multi-factor authentication, and integration with Azure Active Directory. Proposals are due by 10:00 A.M. on January 26, 2024, to be submitted at Valley Transit's office in Appleton. The procurement timeline includes proposal evaluations, vendor interviews and demonstrations scheduled for February 19-23, 2024, with a contract award expected on March 29, 2024, and service implementation beginning July 1, 2024.

There is no established Disadvantaged Business Enterprise (DBE) goal for this contract, though vendors with Wisconsin DBE certification are encouraged to indicate their status. Valley Transit currently operates 32 vans providing approximately 480 demand-response rides on weekdays, 120 on Saturdays, and 25 on Sundays. The awarded vendor must ensure compatibility with existing Galaxy Tab A7 Lite tablets with Verizon data plans or propose alternative hardware with detailed cost justification. The contract will be a five-year term with three optional one-year renewal periods, automatically extending unless either party provides 90 days' written notice of non-renewal. Pricing shall be submitted as a fixed-price contract with all costs itemized, including software, implementation, training, hosting, and support services. The funding sources include Federal, State of Wisconsin, and local funds, with the project subject to Federal Transit Administration (FTA) requirements and applicable federal contract clauses. Valley Transit is tax-exempt and requires no tax inclusion in pricing, with 10% of the first-year cost to be withheld pending final system acceptance.