Routing Payroll and GPS Operating System

The vendor is required to provide routing, payroll and GPS operating system solution for a term of five years.
- Provide or arrange to provide all materials, equipment including servers, software, licenses, warranties, installation, technical support and training necessary.
- Technology and services that meet all of the following requirements:
•    Improve overall communications and reporting on school buses.
•    Enable employee time tracking.
•    Enable student ridership tracking.
•    Enable global positioning system (GPS) tracking of school buses.
•    Enable turn-by-turn navigation along bus routes.
•    Optimize time, expenditure, and safety of bus routes.
•    Provide pre- and post-trip vehicle inspections that may be transmitted to the department of public instruction on a regular basis.
•    Communicate ridership information to the student information management system.
•    Permit parents or legal guardians to access applicable information.
- Routing requirements
•    System must be able to integrate with infinite campus or the current student information system. 
•    All student data will be retrieved from the district's student information system. 
•    Riders received from some program offices may not be received in an electronic format; therefore, the system must accept both electronic and manual updates of student information. 
•    Provide documentation describing the software procedures for loading student updates in the program from an electronic file. 
•    Ability to import student data for all student enrollment as a schedulable, automated process. 
•    Ability to upload transportation data back to the student information system instantly. 
•    API (application programming interface) needs to be approved by NCDPI for student information system integration. 
•    Ability to develop custom reports that meet the criteria for NCDPI. 
•    Batch address matching should provide the user with the ability to select an alternative when address matching or errors are encountered 
•    The system should have the ability to identify or flag maintenance on system or routing service and provide a report based on the following:
o    Unmatched students address
o    Non-routed students
o    Students at stop no bus
o    Students with no stop and no bus
o    Students with special service requirements
o    Identify new students
o    Identify students address changes
o    Identify students who have been removed from buses
o    Identify students who have been deleted from the system
o    Non-routed students
o    Buses with routes over the rated capacity
o    Routes over a specified length of time
•    The system should allow manual assignment of students that do not address match to the map to bus stops. 
•    Ability to print route maps, boundaries, walking routes that can be used directly from the program. 
•    Ability to print single or multi-page route maps to provide clarity for all sections of the run or route allow a seamless transfer of GIS map data. 
•    The system should have the ability to archive data such as student, bus information and rider record information. 
•    The system should allow the student and address points to be geo-coded based on x, y or specialized transportation such as, special needs, after school, as well as address ranges on street segments. 
•    Ability to attach an unlimited number of documents to student records within the database for special needs documentation (pictures or safety reports to a bus stop), etc. 
•    The system should calculate the shortest and safest distance as well as cost based on actual student address to the school. 
•    Ability to accept multiple unique addresses to be stored for a student and for transportation assignments to use any of these addresses on any day of the week, am or pm. 
•    The system should allow the user to override route segments, stop times based on the following factors:
o    Driving conditions
o    Inclement weather
o    Hazardous streets
•    Ability for runs to automatically re-time after adding and removing bus stops or making other changes that may affect timing. 
•    Ability to generate danger or unsafe zones, ex. sex offender locations. 
•    Ability to store and manage generic zones to be used for segregation within the system.
o    Ability to use and update existing street maps. 
o    Maps will be provided by the district in GIS format. 
o    Ability to view aerial and satellite imagery within the system 
o    Ability to store and view additional spatial data such as water features, railways, municipal parcels, landmarks or district specific spatial data within the system.
•    Ability to provide shape files that can be imported and exported. 
•    Sample data layers include:
o    Street centerlines
o    Railroads and USDOT crossings
o    Waterways
o    Tax parcels
o    Address points
o    Street segments and ranges
•    Ability to store multiple transportation databases for multiple purposes (ex. live, previous years, etc.) 
•    Ability to calibrate driving speeds using GPS data including:
o    By street segment in both directions 
o    Entire map or specific area 
o    By day, week, time of day, and or specified range
•    Ability to temporarily restrict vehicle access to a street segment for a specified date range 
•    System should provide automated notifications when routing changes occur
•    Allow access with limited privileges 
•    The system should provide batch address matching capabilities. 
•    The system should provide a graphic display of the number of students at each stop. 
•    The system should be capable of automatically mass assigning students to bus stops based on the following:
o    The student’s transportation address
o    Transportation eligibility
o    The student's school and the school serviced by route
o    Maximum district-defined walk to stop distances
o    Safe walk paths defined in the map database
o    Existing stops
•    The system should be able to identify students not automatically assigned in am and pm bus stops graphically and on a hard copy report. 
•    The system should allow multiple trips on student records based on home school and alternative choice schools and programs. 
•    The system should allow manual assignment of a group of students to a specific stop at user discretion. 
•    The system should have functionality to compare import student addresses with the system addresses. 
•    The user shall have the ability to accept and not accept the new addresses for each student. 
•    The system will provide validation checks of the data being imported for accuracy. 
•    The system should be capable of dealing with adds, changes and deletes as a subset of the entire student import, rather than requiring the entire student database to be imported each time.
- Reporting capabilities (routing)
•    The system should provide the ability to report on basic student statistics, including total counts based on a set of parameters specified in field(s), including but not limited to:
o    By school number(s)
o    By program code(s)
o    By grade level(s)
o    By ethnicity
o    By disability and handicap
o    By defined boundary
•    The system should provide the ability to print student mailing labels from addresses stored in student records. 
•    The system should provide a report of student bus riding time that exceeds the maximum ride time established by district policies. 
•    The system should have the ability to track changes and provide a report that affects a student’s transportation based on the following:
o    Route change that affects bus stops
o    Stop times
o    Student changes that require bus service to a stop
•    The system should have the ability to provide a report of students that have been deleted from the system and bus service stops are affected. 
•    The system should have the ability to provide a report of students that have changed requests for bus service and bus service stops are affected and log all activity. 
•    The system should have the ability to generate stop and time change notifications in their parent app. 
•    The system should have the ability to generate reports based on schools serviced by bus routes.
•    The system should have the ability to provide a report that can be electronically exchanged on a variety of platforms. 
•    The system should have the ability to provide a report that can be printed on a variety of paper sizes based on selected scale preference and include the appropriate level of annotation and street detail. 
•    The system should have the ability to provide a report that allows the use of colors and symbols to be modified at user discretion. 
•    The system should have the ability to generate route sheets that contain all segments within a driver’s daily route assignment. 
•    The system should provide the option of printing route reports with turn-by-turn directions. 
•    The system should provide the option of printing reports based on a student's school of attendance and provide the option to select other field definitions from within the student record at user discretion. 
•    The system should be capable of producing a report of available stop locations to provide to schools and other interested parties with stop and student assigned information. 
•    The system should have the ability to determine and print total miles traveled by all buses on a given day, sorted by reimbursable and non-reimbursable miles according to codes. 
•    The report can then be provided to the state as required.
•    The system should have the ability to integrate district and state forms. 
•    Once routing assignment is created all requesters and approvers are notified electronically and the routing system maintains records. 
•    The system will provide a report of all imported changes that occur for each student.

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