Enterprise Database Management Software Solution

The Vendor is required to provide an enterprise database management software solution will enable members to access a suite of modules and tools for effectively running transit services across the transit departments.
- The system will feature a hosted website (Software-as-a-Service) for Member(s).
- Paperless form management – ability to create custom forms, manage and approve the incoming form, file forms by bus, by route, by the employee(s), or by location. 
• Member(s) need to be able to customize the forms, including questions, and customize the report format. 
• Government agencies dictate many reports; the vendor shall be prepared to customize the reports for member(s). 
• These forms include, but are not limited to, the accident form and the drug and alcohol determination form. 
• Solution shall provide the ability to customize the form workflow, forwarding forms to various individuals or departments.
- Reporting – generate reports on all information on the forms. 
• Number of forms submitted, items on each form, trends, and alerts for repeat items;
- Learning management system (elms) – ability to create courses, sessions, manage enrollments, schedule employees, give credit, track required training, and track recurring training. 
• A learning module that will allow the creation and delivery of eLearning lessons/courses from within the solution.
• In addition, the eLearning module shall be scorm-compliant and allow the member(s) to load scorm-compliant courses.
- Form and course compliance – ability to track all courses and forms, their completion status, and the next due date. 
• Member(s) should be able to select from the employee division and employee profiles to nominate and monitor employees' requirements (ride checks, post training evaluations). 
• Additionally, member(s) should be able to track facility and other safety inspections. 
• The solution should also track any recruiting training based on employee type. 
- Customer service module—the proposed solution shall provide a module to record and categorize customer calls and complaints. 
• The module shall be highly customizable, allowing the field(s) and name of fields to be customized to meet the needs of the member. 
• The workflow shall be a customizable workflow to facilitate the event to be assigned to an individual or group to investigate and document, and when requested to respond to the customer, all in a paperless format. 
• The module shall allow each event to be categorized by route, location, bus stop, station, or location. 
• The solution shall associate each event with any employee.
- Solution shall allow for files to be attached (document, audio, video files). 
• In addition to logging calls, the customer shall be able to report events using a custom webpage.
- The event log - the module is essential for facilitating collaboration across departments. 
• Its primary role is to enable dispatchers to log every incoming call. 
• These reports might include details of accidents, operators reporting sick, or field supervisors reporting incidents. 
• Field supervisors should be able to respond to these events, whether they are using an app in the field or accessing the log via a computer. 
• Whenever an event is recorded, the system will send notifications to the relevant individuals based on the severity of the event. 
• The event logger will be fully customizable. 
• Users can create their own logs, rename fields, and rearrange them as needed to suit their specific requirements.
- Form management – ability to create custom forms, manage and approve the incoming form, file forms by bus, by route, by the employee(s), or by location. 
• Member(s) should be able to use a simple interface to create or manage forms.
- Tablet app – the app shall have the ability to manage forms and upload forms to the database.
- Employee profile – the proposed solution will feature an employee profile view. 
• The proposed system will encompass all uploaded reports, incidents, accidents, attendance records, customer service interactions, and any entries in the log, ensuring everything related to the employee is included in the profile. 
• This should encompass any alerts concerning attendance or any actions taken. 
• The goal of the profile is to eliminate the administrative burden of filing items in a file drawer and giving member(s) a complete, concise employee profile view. 
• Application programming interface, API, shall be available in the application to allow member(s) to utilize the data.
- The system should include a daily vehicle operations module. 
• This module will enable operators to conduct daily vehicle inspections as mandated by federal law. 
• It must fully comply with federal regulations, capturing all required details. 
• The system should also send notifications to the maintenance department. 
• It must support a comprehensive workflow within the app. 
• This workflow will integrate with both the maintenance and operations areas, helping to determine which buses are available and safe for service. 
• Mechanics should have the capability to address and clear items either through the app or on the website. 
• Additionally, the system should maintain a complete log that records all vehicles and any issues identified with them.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: August 15, 2025