Enterprise Database Management Software Solution

The Vendor is required to provide for an enterprise database management software solution.
- The solution will be acquired through a cooperative purchase and will provide members with a comprehensive suite of modules and tools to support the effective management of transit services across departments.
- A commercial, off-the-shelf, Software-as-a-Service (SaaS) solution that includes implementation, training, ongoing maintenance, and full support.
- All-inclusive proposal that provides:
•    Access to all available modules.
•    Unlimited users, support, online training, and data storage.
•    Automatic delivery of all future updates.
- The system is expected to function as a comprehensive data and content management platform, enabling member agencies to:
•    Transition to fully paperless operations by digitizing all forms and records.
•    Manage and route forms efficiently through automated workflows.
•    Scan and integrate existing paper records (e.g., Safety, HR, Training documents) into the platform.
•    Facilitate staff collaboration for reporting, knowledge sharing, and documentation.
•    Reduce administrative burden by filing reports online, generating alerts, eliminating duplicate entries, and streamlining processes.
- The solution must support the conversion of all paper-based forms into customizable online and mobile formats, tailored to the specific needs of member agencies.
- Examples include safety and facility inspections, incident and accident reports, drug and alcohol determinations, route and station safety reports, pre- and post-trip inspections, bus defect reports, and related compliance documentation.
- The system must ensure all submitted forms are securely stored in the cloud, automatically processed, and routed according to agency-defined workflows.
- 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. The proposed solution shall provide the ability to customize the form workflow, forwarding forms to various individuals or departments.
- Learning Management System (eLMS) – Ability to create courses, sessions, manage enrollments, schedule employees, give credit, track required training, and track recurring training. An eLearning 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.
- Customer Service module - 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.
- Document Compliance - The document compliance module should be specifically designed to monitor all necessary documents that a transit agency must manage to ensure employees are compliant and legally authorized to operate vehicles or trains. These documents may include driver's licenses, medical certifications, or other state-required documents to operate transit or paratransit vehicles. The system should send email alerts regarding renewal statuses.
- The learning management system should be capable of managing and processing all learning that occurs within the member agency. This includes all operations, the maintenance department, and staff training, encompassing both classroom training and any on-the-job training. 
- The system should track the hours dedicated to each type of training, including classroom, on-the-road, driving, and on-the-lot training. Any required form must be completed via an app. 
- The system shall nominate an employee for post-class training and ride checks.
- Website Access – the proposed system can be accessed through a web browser by entering the unique URL. Users shall only provide a username and password to access the site. Depending on their permissions will be able to access various modules. System shall not require any additional software other than free Browsers.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: October 14, 2025