Vendor Management and Automated Billing Services

The Vendor is required to provide strategic analysis, process optimization, and hands-on advisory services to establish a robust framework for vendor management and automated billing.
- The services will focus on leveraging and improving existing internal systems and processes.
- This critical function operates within the ongoing challenges presented by a nationwide bus driver shortage, prompting the team to continuously explore and implement strategies to optimize routing, enhance yellow bus seat utilization, and ensure the most efficient use of available resources.
- The current reliance on disparate systems and manual processes for vendor onboarding, contract management, and invoice processing leads to significant inefficiencies, potential cost overruns, and a lack of granular control over vendor performance, particularly within these critical Student Transportation services.
- Provide to centralize all vendor-related data and financial transactions, automating key billing workflows to ensure cost containment with accuracy for invoice and billing.
- Analyzes various schools program initiatives to provide transportation-specific cost impacts.
- Coordinates with the executive director and budget team to develop transportation budgets with proper fund allocations.
- Provides management reports related to spend, cost analysis, and expense forecasting.
- Manages all internal audit control systems for vendor invoices, parent reimbursement, and other departmental budgetary items that will impact Student Transportation's budget.
- Review and process all Student Transportation Services vendor invoices.
- Manages the execution of the measurement of vendor performance related to on-time performance, pre-trip inspections, and student checks.
- Vendor Lifecycle Management & System Integration
•    Vendor Onboarding and Off boarding: 
o    Develop and document optimized processes and policies for due diligence, background checks, and compliance screenings.
•    System Analysis & Integration Strategy:
o    Conduct a gap analysis of existing systems (e.g., Aspen, Edulog, Oracle) and deliver a detailed strategy/roadmap for improving data flow and integration between them without requiring the purchase of new software.
•    Contract, Performance, and Risk Management
o    Contract Management Framework: Design a standardized methodology for tracking, monitoring, and reporting on vendor adherence to contract terms and milestones.
•    Performance Monitoring and Reporting Design: 
o    Define, validate, and build the necessary reporting infrastructure within existing tools for tracking Key Performance Indicators (KPIs) and Service Level Agreements (SLAs). This includes developing a specific focus on on-time performance metrics for student transportation.
•    Risk Management and Compliance Advisory: 
o    Review current processes and recommend controls and procedures to ensure compliance with local, state, and federal regulations, specifically integrating transportation-specific compliance into vendor operations.
- Financial Process Optimization
•    Invoice & Reconciliation Process Redesign: Analyze the current electronic invoice submission and reconciliation process, and design a new, automated workflow utilizing existing financial systems to improve matching accuracy and configurable approval routing.
•    Billing and Payment Management Strategy: Develop a detailed plan for optimizing integration with existing payment systems and structuring internal processes for enhanced financial reporting accuracy.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 20, 2025