Oregon Acoustical Research Laboratory

Agency:	University of Oregon
State:	Oregon
Type of Government:	State & Local
Posted Date:	Sep 19, 2023
Due Date:	Oct 26, 2023
Solicitation No:	CP23-104
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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ALTERNATIVE PROCUREMENT FOR DISPATCH SOFTWARE APP

AP Number:

PCS# 460509-00167-AP

Issuing Office:

Purchasing and Contracting Services

1600 Millrace Dr., Suite 306

Eugene, OR 97403

https://pcs.uoregon.edu/content/business-

opportunities

Closing Date and Time:

1. GENERAL INFORMATION.

September 13, 2023 at 5:00 p.m. (Pacific Time)

Proposals must be received by the Issuing

Office no later than the Closing Date and Time.

Postmarks will not be considered.

1.1. Purpose of this AP.

The University of Oregon, on behalf of Transportation Services (University), is issuing this

Alternative Procurement (AP) to procure a Dispatching Application as more specifically

described below. This AP is designed to provide interested Proposers with sufficient basic

AP FOR DISPATCH SOFTWARE APP (PCS# 460509-00167-AP)

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information to submit proposals. This AP is not intended to limit a proposal’s content or

exclude any relevant or essential data. Proposers are free and encouraged to expand

upon the specifications to evidence the ability to provide the specified goods and services.

1.2. Background.

The Duck Rides Program currently utilizes a dispatching app that was created by the

University of Oregon’s GIS team. The dispatching app allows the University to run regular

operations modes and special events mode and have the ability to set up to ten schedules

for individual drivers within each mode. Some of the current features for the University

app are the ability to pair rides in each schedule, the ability to view the driver’s and

navigator’s name at the top of the schedule along with how many van seats are available,

the next available ride, vehicle number, and timers.

Dispatchers have the ability to view all schedules and a map view showing van locations

and pins of the rides. Dispatchers can select color coded statuses of the ride such as

unassigned, assigned, enroute, call rider, picked up, picked up late, and complete. The

app has flexibility to add, remove, or edit any features in an efficient manner that does not

impact operations. This app is designed to be integrated with Banner to access student’s

ID numbers and confirm their eligibility to use the service.

The goal of new app is to:

• Increase overall efficiency of operations.

• Have more accurate data collected that includes the most requested pick-up

locations, drop off locations etc.

• Ability for riders to schedule their own ride through the app.

• More user-friendly to accommodate special requests, such as bike racks,

wheelchair accessibility, and larger groups.

• Add and remove vehicles quickly when they break down.

• Provide more accurate wait time for riders and reduce the number of turn-aways.

1.3. New Vendors. If you have not yet registered as a vendor in the

University Purchasing Portal, please register by clicking the “Create New Account”

button at: https://apps.ideal-logic.com/uopcs. Registration is required to submit a

Proposal electronically. To expedite the submission of Proposals, please register

in advance of the Closing Date.

1.4. Monitoring. This AP will be posted on the University of Oregon Purchasing

and Contracting Services (PCS) website, under “Business Opportunities,” accessible at:

http://pcs.uoregon.edu/content/business-opportunities. Any Addenda including, without

limitations, extensions of the Closing Date and Time will be posted to the PCS website.

Proposers are responsible for monitoring the PCS website on a periodic basis for any

modifications to the AP. University is not required to issue individual notifications.

1.5. Definitions. As used in this Request for Proposal (unless otherwise stated),

the capitalized terms shall have the meanings set forth in UO Policy IV 09 06 B.

AP FOR DISPATCH SOFTWARE APP (PCS# 460509-00167-AP)

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2. REQUIRED GOODS/SERVICES AND SPECIFICATIONS.

2.1. Integration. App must have integration capability, as well as feature a

Single Sign On (SSO). App will need to integrate with University systems

accessing student information such as email addresses, student ID

numbers, or other necessary rider information.

2.2. Dispatching functionality. Application must feature rides requested

through mobile application, requested rides dispatched to vehicles

autonomously, ability to assign rides to the appropriate program, such

as the Duck Rides or Access Shuttle, based on time of day and/or

eligibility of rider, special accommodations features for riders.

2.3. ADA Compliance and Accessibility. App must be ADA compliant, have

special accommodations features for riders, such as bikes and

wheelchairs and meet digital accessibility standards WAC 2.1.

2.4. Verification. Application must verify eligibility based on University

affiliation.

2.5. Management Functionality. Application must have the ability to manually

schedule rides and reporting unique riders, total rides, rides by day,

week, month, rides by time of day, turn aways. Application must feature

a heat map of common pick up drop off locations, the ability to add and

remove up to 10 vehicles at a time in an effective manner, run operations

and special events at the same time.

2.6. Data Management. University must own data. No third-party access to

data. Application must meet FERPA compliance.

2.7. Compatibility. Application must be compatible with desktop and

mobile/portable devices.

2.8. Technical support. Contractor must provide 24-hour technical support.

2.9. Training. Contractor must provide training modules or video training

library, on-demand.

3. PREFERRED GOODS/SERVICES AND SPECIFICATIONS.

3.1. Add in Access Shuttle to the dispatching application, vehicle tracking,

milage, harsh events (breaking), speed, distracted driving, seatbelt use,

fuel levels.

3.2. Audio/video recording feature.

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3.3. End user customization.

3.4. Branding, white label. University branding and logo.

3.5. Annual virtual training for new staff.

4. SUBMITTALS AND QUALIFICATIONS. For consideration, you must provide

all requested information in accordance with the procedures set forth in this AP.

Specifically, your Proposal should directly address each required submittal and

identify the section number that corresponds to the submittal. Your submittals must

include the following:

4.1. A description of how its goods/services meet the specifications and

performance criteria set forth in Section 2 of this AP.

4.2. A timeline of deliverables, including alpha and beta benchmarks, and

final product specific to the Duck Rides Program.

4.3. A description of your experience in providing similar goods and services

to those identified in this AP.

4.4. A comprehensive list of clients for whom you have performed similar

services within the last five years. You must submit contact information for those

clients identified. These clients may be contacted by University for an evaluation and

assessment of your performance.

4.5. A description of the methodologies and standards you have employed

in performing similar services and the methods you use to demonstrate their validity.

4.6. A full description and duration of technical support and training the

Proposer will provide, in which Proposer would provide under a contract awarded

pursuant to this AP as identified in Section 2 of this AP.

4.7. Proposer must submit an itemized budget of costs for individual items

identified in Section 2 that will be provided under a contract awarded pursuant to this

AP as well as total price for the work contemplated under this AP and recurring costs

(annual subscription, maintenance and support pricing). If Proposer is proposing an

hourly rate, such price proposal must include a not-to-exceed amount as well as the

hourly rate.

4.8. Proposer must submit a written description or copies of all End User

License Agreements, Subscription Agreements, Terms and Conditions, Service Level

Agreements (specifying levels of performance, availability, security and downtime),

and any other Proposer documents applicable to the services and deliverables

Proposer expects to provide in the event it is awarded a contract pursuant to this AP.

AP FOR DISPATCH SOFTWARE APP (PCS# 460509-00167-AP)

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4.9. Proposer must submit a written description of all of its security and data

protection protocols, including any documents available on Proposer’s website or web

links. Proposer shall submit at least one of the following:

(a) A current SOC 2 audit report.

(b) A current ISO 27001 Certification, with backup report.

https://library.educause.edu/resources/2020/4/higher-education-community-vendor-

assessment-toolkit

4.10. Proposer must provide a copy, description and/or written explanation of

its transition and data migration services prior to or upon termination of the contract

that include extraction and transfer of data to University and data destruction protocol

of Proposer.

4.11. If applicable, Proposer must describe how its proposed solution

complies with Oregon and federal disabilities laws and regulations e.g., the Americans

with Disabilities Act of 1990, 42 U.S.C. Sections 12101 et seq.), the accessibility

requirements of Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C.

Section 794d), and its implementing regulations set forth at Title 36, Code of Federal

Regulations, Part 1194 standards, Section 255 of the Communications Act of 1934

(47 U.S.C. Section 255), the World Wide Web Consortium’s (W3C) Web Content

Accessibility Guidelines (WCAG 2.1) and University accessibility standards (see

https://www.uoregon.edu/accessibility). Proposer must provide a copy of its current

VPAT.

4.12. If applicable, Proposer must describe how its solution complies with all

data security laws applicable to Proposer in all jurisdictions in which it conducts

business including, but not limited, to the European Parliament and Council’s

Regulation 2016/679, as may be amended from time to time (commonly referred to as

the “GDPR”), the African Union Convention on Cyber Security and Personal Data

Protection, the Convention for the Protection of Individuals with regard to Automatic

Processing of Personal Data (Mexico), etc., with respect to the protection of natural

persons with regard to the processing of personal data and the free movement of such

data. For further references, please see the UNCTAD Cyberlaw Tracker,

https://unctad.org/page/cyberlaw-tracker-country-detail.

4.13. Proposer must provide a detailed written explanation of its procedures

for providing University with information (documentation describing procedures for

maintaining and supporting SaaS, software design information, third party code,

source code, virtual machine and tools sufficient to allow a reasonably qualified person

to support, maintain, modify and prepare derivative works of the licensed software

upon the occurrence of specific events e.g., Proposer’s breach of contract,

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Oregon Acoustical Research Laboratory

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