School Bus Fleet Modernization

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 485410 - School and Employee Bus Transportation
Posted Date: Jun 25, 2019
Due Date: Jul 31, 2019
Solicitation No: RFI 73-1
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFI 73-1
  • School Bus Fleet Modernization
  • Status: Open
  • Time Left:35 days
  • Closing: 7/31/19 3:00 PM
  • Issued: 6/25/19 8:45 AM
  • Last Amended:
  • Buyer:David Banks
  • david.banks@acps.k12.va.us
  • 703-619-8343

  • Issued By:Alexandria City Public Schools
  • Type:Request for Information (RFI)
  • Category:Equipment - Technology
  • Work Location: Alexandria, VA
  • PreBid Conference:
  • Open Responses:
  • Description:See www.acps.k12.va.us/purchasing for the full RFI and all addenda which may be posted prior to the closing date.

Attachments
Attachment Size Description Posted On Type
RFI No. 190314 - Modernization of the School Bus Fleet Planning and Operations Systems.pdf (282.99 KB) 06/25/19 Solicitation

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ALEXANDRIA CITY SCHOOL BOARD
dba
ALEXANDRIA CITY PUBLIC SCHOOLS (ACPS)
REQUEST FOR INFORMATION (RFI)
For
MODERNIZATION of the SCHOOL BUS FLEET PLANNING and
OPERATIONS SYSTEMS
RFI NUMBER 190314
OPENING DATE: July 31, 2019
OPENING TIME: 3:00 PM
Issued on June 25, 2019
Request for Information and related documents may be obtained from the Alexandria
City Public Schools (ACPS) website at http://www.acps.k12.va.us/Purchasing.
Electronic responses should be submitted via ACPS’ https://acps.munisselfservice.com/
(VSS) System
SECTION 1. BACKGROUND
Alexandria City Public Schools (ACPS) serves more than 15,000 students who hail from
more than 114 countries and speak 119 languages. ACPS has 18 schools, including two
middle schools, two K-8 schools, one pre-K school and the internationally recognized T.C.
Williams High School.
ACPS is committed to ensuring that each and every student succeeds, hence our mission,
Every student succeeds: Educating lifelong learners and inspiring civic responsibility.
SECTION 2. PURPOSE
The purpose of this Request for Information (RFI) is to gather information on qualifications
of interested vendors in providing equipment, software, applications, and training in order to
modernize the school bus fleet operations.
No award will be made as a result of any response to this request. Any procurement by
ACPS will be subject to a separate solicitation process and availability of funding.
Project Location: Alexandria, VA
Following receipt of requested information, the top candidates may be invited to present and
demonstrate their product or services and answer questions before an Evaluation
Committee.
Information realized as a result of this RFI may be used as part of a competitive process for
the selection of such goods and services and may be used to construct a list of prospective
vendors. There is no commitment, implied or otherwise, by ACPS to continue with a
procurement process.
It is not the intent to restrict the competitive process. Those vendors not responding to this
RFI will be provided an opportunity to respond to an RFP, if an RFP is issued.
SECTION 3. INFORMATION TO BE PROVIDED
ACPS seeks information on how the Vendor would provide these features and/or services
envisioned to modernize the school bus operation in these major areas:
1. The School Bus Driver’s work area. The School Bus Driver is a very important
component of a successful school bus operation and his/her work area is the school bus
itself. We envision modernizing the school bus to better support the School Bus Driver.
a. Each bus will be provided with a cradled video screen device which communicates
with the ACPS Transportation Operations route planning software, the student
tracking software and the ACPS Dispatcher. This device will be providing up to date
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RFI No. 190314
MODERNIZATION OF THE SCHOOL BUS FLEET PLANNING AND OPERATIONS SYSTEMS
information on the upcoming bus route path, the student riders boarding or exiting
the bus, and communications with the Dispatcher.
b. Each bus will be provided with up to ten (10) inspection points that are recognized by
the School Bus Driver and the video screen device. The Driver will respond to the
programmed questions related to each inspection point in either a green YES or
yellow NOT SURE manner. Those items rated NOT SURE will be broadcast to the
maintenance technician on duty for review.
c. Each bus will be connected to the Route Planning software and Dispatcher
whenever the engine is running. The bus engine status will be displayed to the
Dispatcher within the geofenced bus parking area during specified times.
d. Each bus will be equipped with a High Definition camera system for inside and
outside of the school bus.
i. General Provisions for Video: The video systems must provide for a daily
functionality check and report of any units not functioning properly. The video
recordings must have WiFi as the primary means to download video
segments. An alternate means must also be available. The video recording
software must have the ability to blur-out or otherwise disguise the identity of
individual students prior to saving for later viewing. Video files must be
password protected to be transmitted electronically to school administrators
and then be playable on non-proprietary software.
ii. Inside the school bus: Each interior feed must include sound as well as
video.
1. There must be a view of the School Bus Driver’s seating area and the
entrance doorway such that individual’s entering the bus can be identified
readily.
2. There should be multiple views to cover all seating areas on the school
bus.
3. Video feed should be accessible in live mode during an emergency
situation.
iii. Outside the school bus: There are two components of the Outside the school
bus camera system, a front view and a system to enforce illegal passing of a
stopped school bus.
1. The front view camera must show the activities as seen by the driver
through a clear, windshield wiper covered portion of the front windshield.
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RFI No. 190314
MODERNIZATION OF THE SCHOOL BUS FLEET PLANNING AND OPERATIONS SYSTEMS
2. The enforcement outside system should be mounted on the driver’s side
of the school bus. It must have the ability to capture documentation of at
least three traffic lanes of illegal passing of this school bus while the stop
arm is being displayed.
a) Such documentation includes Vendor review of the event to confirm
that the act was illegal and enforceable.
b) After confirming with the Alexandria City Police that the event was
illegal, issue a civil ticket to the owner of the vehicle.
c) Process that citation including collection of the established violation
fine and accounting for all such actions.
iv. Proceeds from collected fines will be used to pay for all the school bus video
services so that there is no cost of this service to ACPS.
e. Each bus will have an “alert” button installed. Pressing this button will activate two
actions: one, a marker on the video recording system and, two, a message
transmitted to the Dispatcher console indicating that an event was marked.
2. Applications in use. ACPS intends to provide access to applications that will provide
information to our fleet maintenance technicians, to ACPS authorized users and to opted-in
parents. Such apps would provide bus location information and/or specific student activity
using iPhone, iPad, or Android devices.
a. Engine malfunction codes must be transmitted to the designated fleet maintenance
technician as they occur. The message may be by email, text or alert.
b. ACPS authorized users should be able to view the location of each bus or group of
buses on a mobile display screen in real time.
i. By touch screen or mouse click the authorized user should be able to localize
on a specific bus run and view the history of that run for this day.
ii. Hovering over a bus stop displayed should show the time the bus stopped and
restarted movement such that the authorized user can share information with a
parent or campus caller.
iii. The authorized user should be able to see the planned path for the remainder
of the bus run.
c. Parents who choose to opt-in would be able to receive text alerts when specific
school bus service related events occur.
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RFI No. 190314
MODERNIZATION OF THE SCHOOL BUS FLEET PLANNING AND OPERATIONS SYSTEMS
i. A text alert when the school bus is actually located 7 minutes away from the
scheduled/assigned bus stop location.
ii. Each time that the RFID tag assigned to their child enters or exits any school
bus during the school day. The text report should provide the time and location
of the event.
iii. A text alert anytime the Dispatcher identifies a delay or bus route change for
that specific school bus run. The text alert should advise the parent that there
has been a change to the scheduled bus stop time then show the newly
scheduled time.
3. The Route Planning software functionality should be simple and intuitive. Trained users
of the system should be able to access student, location, and bus information with the click
of the computer mouse or via touch screen. Each opened screen should be capable of
drilling down into the next level of information without exiting that screen.
a. The software should identify each known address as a point on the map, not as
within a range on a road segment.
b. Walk paths are important to proper, safe planning of services. Therefore, the maps
used must include accessible walk path options from each address to each assigned
bus stop or campus. Each walk path should be visually available and measured
distance in feet.
c. Street representations in the mapping software must account for one way street
flows, boulevards with physical barriers to turns, speed limits, turn radius angles,
street width, sidewalks, traffic controls, and other industry standards.
d. Boundary planning edges must follow property lines or centerlines of roadways.
Only in rare circumstances will properties be divided between in/out of a boundary
area.
e. Software must have the ability to recognize data imported from PowerSchool student
management software with the ability to adapt to user specific information fields.
Routine updates are expected to be accomplished every evening or early morning;
these include student information updates from PowerSchool to the Route Planning
software and then school bus information back to the student’s record in
PowerSchool.
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RFI No. 190314
MODERNIZATION OF THE SCHOOL BUS FLEET PLANNING AND OPERATIONS SYSTEMS

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