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
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Oregon Acoustical Research Laboratory
Campus Planning and Facilities Mgmt > CPFM Design & Construction
Oct 26, 2023 2:00pm

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AP Number:
PCS# 460509-00167-AP
Issuing Office:
Purchasing and Contracting Services
1600 Millrace Dr., Suite 306
Eugene, OR 97403
Closing Date and Time:
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
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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.
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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
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.
3.1. 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.
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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.
(c) A completed HECVAT assessment (for information, visit:
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
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,
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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