The Vendor is required to provide a vendor-hosted, web-based solution for transit operations administration that includes asset and grants management to be provided for a fixed price.
- The solution should seek to streamline and simplify the sub-recipient application process, grant allocations, invoice review and approval, monthly billing, transit asset management data for sub-recipients and their transit plan, and sub-recipient training activities.
- This manual process was improved with the agency implementation of a share point solution for sub-recipients to submit both grant applications and approved project funding reimbursement requests; agency desires a vendor-hosted solution that is more streamlined, easier to maintain, intuitive to use, and focused on the key workflows.
- Grants and asset management solution should:
• Manage assets and grants data
• Automate tasks and processes, reduce duplication, increase efficiency, and provide notifications
• Document the status of sub-recipient required training sessions
• Provide checks and balances, communicate with sub-recipients, and track, monitor due dates
• Enable relevant reporting using canned and custom reports of management data
• Be user friendly and intuitive to operate
• Have responsive support and on-going maintenance of the solution.
- Manage transit assets and grants data: Agency needs a system to enter, edit, award and manage transit assets and sub-recipients project and financial data; including allowing users to submit invoices for use in tracking and reporting financial data.
- The system needs to enter, monitor and report on all grant application lifecycle activities; including allowing sub recipients to submit compliance documentation for review and reporting.
- Data query: The system should provide users with the ability to easily search for, query, and filter data as well as output the data from these queries into standard exchange formats such as excel, csv, and pdf.
- Data conversion: The solution should include the conversion of the existing digital data that is currently managed in an on premise share point solution; it will not be the responsibility of the vendor to clean up any issues with the existing digital data, but it will be responsible for the accurate conversion of this existing data into the new solution.
- Reporting: The system should have a reporting capability with default standard reports.
• The reports should be configurable with agency styling, and have security controls configurable for how the report can be accessed and shared.
- Forms, templates and attachments: The application currently uses the following forms/templates to support information coming from the sub-recipients:
a. Monthly financial summary report
b. Form 600: request for reimbursement
c. Form 608: invoice templates embedded in the application so that they can be filled out in the application.
- Workflow processes: It is required that the application have a configurable workflow management capability.
• It is desired that the application have a visual interface for constructing and testing workflows along with a rich set of potential workflow conditions and actions.
• It is also desired that there be a workflow administrative interface for managing, deploying, and monitoring those workflows with a notification capability for workflow errors and error logging.
- Asset management capability: the proposed solution shall have the capability to collect and maintain asset data for sub-recipients.
• Agency is required to submit data on the public transit operations of sub-recipients for whom they award federal program funds.
• Financial data – as well as basic sub-recipient organization data
• Service data – operating statistics on service supplied, service consumed, and service operated
• Asset data – including performance measure targets, transit facilities, transit way mileage, and vehicles, maintenance, and fuel.
- Contract Period/Term: 1 year
- Pre-Proposal Date: April 22, 2025
- Questions/Inquires Deadline: April 21, 2025