Operations Daily Scheduling and Timekeeping Solution

The vendor is required to provide operations daily scheduling and timekeeping software to cater directly to our fixed route (FR) and dial-a-ride (DAR) paratransit services.
- A real-time dispatching system with badge swipe capabilities at the dispatch window, operator work tracking, work editing, operator and vehicle management, and payroll import and export features supporting daily scheduling, workforce management, timekeeping and payroll functions.
- Software will seamlessly communicate with our current Hastus planning modules and workday payroll software.
- Core system requirements
1. Dispatching (operations module)
•    Real-time operator and vehicle assignment: assign operators and vehicles using live system data to maintain on-time performance and service reliability. 
•    Absence management and reassignment: process absences, late reports, and early signoffs with integrated backup staffing plans using extra board or available operators.
•    Mobile application tools: utilize dispatch dashboards that integrate with bidding systems, (e.g., runs or vacation) to reflect live operator selections and changes.
2. Analysis tools
•    Equip planning and operations staff with actionable insights through modern reporting and simulation capabilities. 
•    Scenario modeling: create multiple what if scenarios (e.g., new schedules, changes in layover time, route realignment, driver shift policy changes).
•    Run-cutting simulation: simulate different combinations of drivers shifts (runs) based on service hours, breaks and labor rules to find the most cost-effective configuration.
•    Vehicle blocking optimization: test how changing vehicle assignments or garage pull-outs can reduce deadhead or total fleet needed. 
•    KPI forecasting: automatically estimate performance metrics such as total operating costs, service hours, vehicle miles, labor costs and platform vs. paid time.
o    KPI reporting: build reports and dashboards for total hours worked, overtime, absenteeism, bidding trends and vehicle usage.
o    Offer open data sources for integration with other software and data warehouse platforms such as snowflake and powerBI.
3. Web-based access
•    Remote bidding capability: allow operators to view and select work assignments (bids) via computer or mobile phone.  
•    Vacation requests: operators may submit vacation requests through a web-based portal and view available vacation slots during a specified time period. 
•    Overtime availability: operators may submit overtime availability through the portal. 
•    Security features: provide secure access with unique logins, operator profiles, and role-based permissions. 
•    Mobile responsiveness: ensure the application is accessible across modern browsers and operating systems (iOS, android, windows, macOS). 
•    Rules engine: configure the system to enforce all relevant labor rules, bid order, time windows, and vacation accrual limits. 
•    Administrative controls: enable administrative override, reporting, and real-time monitoring of bidding progress by dispatch and HR teams. 
•    Training and support: offer user training and helpdesk support for both operators and administrative staff.
4. Self-service employee portal
•    Personal information access: allow operators to access their personal information over a secure web network 
•    Calendar view: display daily assignments, days off, and absences 
•    Report generation: view and print reports such as operator time card, running board, vacations and absences, and individual employee payroll reports 
•    Absence management: submit absence requests or enter absences using an up-to-date calendar view of daily quotas for additional days off 
•    Assignment preferences: submit assignment preferences (for reserve employees) 
•    Overtime management: submit availability and preferences for overtime and on-call work 
•    Work assignment view: view current work assignments in the coming days and weeks 
•    Messaging system: view messages displaying new and important information relating to the employee 
•    Work and vacation exchange: organize work or vacation exchanges with other employees 
•    Delay reporting: report delayed return to the garage due to accidents, traffic, mechanical problems, etc. 
•    Mobile version: provide adapted version for small devices with "at-a-glance" window and exchange functionalities
- Technical specifications
1. System architecture
•    Deployment model: the software shall maintain a continual uptime of 99.99% availability. 
•    System integration: must integrate with existing transit system parameters and govern processes such as operator run assignment, service changes, payroll, etc. 
•    Web interface: software solution must be web-based and fully functional via modern standards-compliant web browsers.
2. Database requirements
•    Searchable database: maintain comprehensive operator database containing work information and history. 
•    Data export: capability to export data and reports for reporting. 
•    Historical data: track all work revisions, showing history of agent and operator name, time, and date revised.
3. Integration requirements
a. Existing systems integration
•    Current radio communication: Kenwood kas-20 dispatch client and Verizon are used as the main analog and cellular communication solutions for FR. 
•    Current CAD and AVL: trip-spark is used for FR CAD and AVL software, trapeze pass is the current DAR software. 
•    Current planning software: Hastus is used for FR planning and scheduling.
•    Hardware compatibility: selected vendor can propose to integrate these existing solutions as an avenue to reduce costs. 
•    Agency is in the process of acquiring a new EAM system, the expectation is full integration.
b. Real-time data exchange
•    CAD and AVL integration: integration with computer aided dispatching 
•    Live communication: two-way communication in real time when applicable between scheduling, payroll, and dispatch.

- Contract Period/Term: 6 years
- Pre-Proposal Meeting (Non-Mandatory) Date: September 24, 2025
- Questions/Inquires Deadline: October 1, 2025