10 Alternate Proposal 1 - Timekeeping (GPS & non GPS options) 2 - Vehicle Tracking

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1 Meramec Valley R-III School District Transportation Department 126 N. Payne Pacific MO Routing Software Main Proposal TWO Alternates 1- Timekeeping & 2-Vehicle Tracking PROPOSAL FORMAT The proposal must include the followning items in the order listed below: Cover Letter Table of Contents ROUTING SOFTWARE 1 Executive Summary 2 Company Information 3 Application Software 4 Recommended 3rd Party Hardware/Software Specifications 5 Project Management 6 Training and Education 7 References 8 Cost Proposal 9 Sample Contracts 10 Alternate Proposal 1 - Timekeeping (GPS & non GPS options) 2 - Vehicle Tracking REQUIREMENTS OF SOFTWARE AND SPECIFICATIONS FOLLOW: Please note the district's student software program is Tyler Student Information System (SISK-12) MAIN PROPOSAL - ROUTING SOFTWARE:

2 Map Source and Updates The system should provide an electronic map that represents the district streets, including known subdivisions or other roads up to the time of delivery of the system. The system allows subsequent and periodic importing of a new map from commercially standard mapping formats. The system allows importing of subsequent and periodic changes in the boundary layer information from the commercially available formats. Protects any District-initiated changes or customizations in the map while accepting the new information from an imported map. Satellite views must be displayable on any map, including during the route building process. Satellite views must scale automatically as the map scale is altered. Stores long street names (up to 40 characters). Displays non-transportation-related features such as waterways, railroads, etc. Displays icons for schools and other landmarks. Map Editing Functions Allows multiple users to be editing the map simultaneously (with appropriate user rights).--only TRANSPORTATION Includes an Undo function to undo individual actions back to the last save. Includes all map editing functions in the same program as the routing functions, not requiring the user to start a different editing program. Allows the user to be able to add or modify streets and house numbers in the system without vendor intervention. Provides the ability to digitally draw new roads in ways that can appropriately scale the entered roads (describe the system s capabilities). Encoded Map Data Encodes transportation data, such as one-way streets, travel speeds, no travel roads, etc. Does not allow any bus to travel on any street in a way that contradicts the underlying transportation/road rules. Allows the simultaneous application of attributes (speeds, one-way, etc.) over a series of map segments, rather than only a segment at a time. Stores different speeds for different directions on the same road (such as uphill and downhill). Stores different speeds based on time of day. Automatically uses the correct speed for the time of day a bus is traveling streets with variable speeds. Encodes travel restricted streets that can restrict larger vehicles yet allow smaller ones. These restrictions should be automatically applied during routing so that the operator cannot inadvertently make a mistake on such roads. Encodes turn restrictions that are automatically used whenever routes are being built. Encodes turn restrictions based on size of the vehicle. Encodes stop locations as currently used/approved for the district. Allows the user to add notes to a bus stop (or other location), indicating on the map where such annotated stops/locations are. Allows the user to add notes on streets that might be temporarily closed. Provide the ability to add a new school or a new academic program without having to create completely new sets of stops for that school or program.

3 Student Data Student Data Fields System shall use the student ID as found in the district s student information system. System shall have the ability to assign ID numbers to non-district students such as Private Schools, if there is not appropriate ID number in those student records. In addition to the home address, the system shall allow for multiple addresses for a single child (i.e., different AM pickup, different PM drop-off). Allows for different pickup/dropoff addresses on different days. Allows for storage of a mailing address that may not be the same as the home address. Stores the school of attendance. Stores the school of residence (which may differ from school of attendance, as in Magnet programs). Stores emergency contacts with phone numbers and a note indicating the relationship of the contact to the student. Allows the user to enter notes in paragraph form. Stores a photograph of the student. Imports photographs (in batch or individually) from the student information system, a file or photo CD (indexed by ID). Stores a Family ID code and uses that code to group students into families. System should use the Family ID to allow the user to apply changes made to one student other students in the same family (where appropriate and at user discretion) without having to open each student record. Importing Student Data Provides the ability to establish periodic, unattended downloads form the District s student information system into the software. This is above and beyond any initial download that is used to begin the software installation. Accepts ASCII downloads in fixed-field, comma delimited, or tab-delimited formats. Provides the user the ability to preview the import prior to running to verify that it will import properly. Processes downloaded data during the import process to geocode students and assign each student to the appropriate walk/ride status, bus stop, and school (according to the established system rules). Processes downloads such that any address corrections the Transportation Office has made are preserved, even when the same student is downloaded with the same incorrect address another time. Processes downloads with field level intelligence rather than overwriting a blank field in the download where the Transportation Office has data in the receiving field. The system should be capable of parsing house numbers from the street name if the district's database does not store the two separately. Exports data to other systems (ASCII, ODBC, SIF).

4 Geocoding System automatically geocodes students, individually or in batch, based on their house number and street name. Automatically accepts standard variations, such as ST/Street, AV/Ave/Avenue, etc. Automatically recognizes as simultaneously valid situations where a single street is known by more than one name (i.e. State St.Route 5), allowing either (or any listed) name to be a match for the map. Accurately locates a student where the same address occurs more than once in the map (i.e. two addresses of 50 Main St in different communites). Allows for manual geocoding. Student Safety Features Encodes map streets so as students are assigned to stops, students will automatically be prevented from walking across hazardous roads to reach a bus stop, even if that stop is closer to their home than another. Allows the encoding (for street-based hazards) to be set at multiple user-defined grade levels so that the user-selected grade sets may have the hazard applied, or not applied at user discretion Encodes roads (such as major thoroughfares or streets with other types of hazardous conditions) so that any student living on that road automatically receives a curb-to-curb stop. Encodes roads so that students living on that road are automatically set to require right-side pick-up and drop-off without further user intervention. Automatically assign a student to a specific safe corner, as determined by the district. Automatically restrict particular corners (but not others) so that students cannot be automatically assigned to that corner Stores the locations of sexual predators on the electronic map. The system should automatically discern stops or stop placement inside the threat zone without relying upon the user visually recognizing and manually avoiding such stops. As the system imports new students, all new locations and stop locations are also checked against the predator threat zones and the user should be notified of any conflicts.

5 Transportation Assignments: Schools Automatically determines the appropriate school where the student s academic program allows assignment by boundary. Automatically assigns walk/ride status based upon the school of attendance rather than only the school of residence (the home school). Transportation Assignments: Bus Stops Allows for multiple schools to use a single location (such as a corner or other collector stop) as a bus stop, without requiring multiple stops at that location for each school. Automatically determines the appropriate school and walk/ride status based on the boundaries, grade range, and academic program. Automatically determines the appropriate bus stop for transportation eligible students, based on user-defined maximum walk-to-stop distances. System lists the bus stop corner (or directional) to which the student is assigned, i.e. 45 Broad St (NE), where the (NE) indicates the northeast corner. Automatically responds to routing changes and maintains the appropriate corner indication based upon the way the bus approaches the bus stop. System automatically allows the user to assure that the same stop is assigned morning and afternoon, even if a closer stop is available on one of the routes. System uses a rule set to automatically provide curb-to-curb stops for students meeting the rules. Allows for simple creation of a curb-to-curb stop for any student. Provides the ability to manually override any automatic bus stop assignment. When desirable, the user should have the option of assigning any manually selected bus stop. Transportation Assignments: Bus Runs/Routes Automatically assigns students to a bus servicing their bus stop which will take the student to the appropriate school at the appropriate time. Automatically assigns students to transfer buses where a student must ride more than one bus to arrive at the appropriate school. Automatically assigns appropriate students to shuttle routes, such as where a defined group of students attends one school for a hour, then shuttles to a different location. Tracks and assigns students where there might be different bell times on different days of the week (such as one day a week early dismissal). System should have the capability of generating a bus seating chart. Seating chart information must be specific for the bus used. Seating chart can be printed. Student rosters may be printed with an indication of the seat assigned to the student. System should have the ability to automatically assign students to seats, obeying any requirements for special accommodations such as wheelchair tie downs and the location of safety vests or car seats.

6 Special Needs: Extra Data Elements and Routing Functions Stores the special equipment needs of the student, allowing for multiple requirements (i.e. wheelchair and air conditioning). Stores student-specific extra loading time to be added to a route for this student (i.e. an ambulatory student using a walker). This time should be added to the route time automatically when the student is placed on the route, and appropriately removed if the student is no longer on the route. Provides the ability for a student to attend multiple schools on different days, or even on the same day. Contains a comment field that prints on the driver directions where specific instructions for the student may be stored. When a new student is added to an existing run/route, the system should automatically indicate if any conflict between the student s equipment needs and the equipment available on the currently assigned bus. Scheduling Future Student Changes Allows for future changes to a student s address and/or transportation needs to be scheduled for the date on which changes are to occur. Allows for a future change to have a termination date as well as an initiation date. Allows for continuous alternate scheduling, such as where one week a child would be picked up according to the mother s address on Monday, Wednesday, and Friday, but Tuesday and Thursday the father s address. The next week would be Monday, Wednesday and Friday at the father s address and Tuesday and Thursday at the mother s (frequencies at the discretion of the user/parent request). All changes in transportation pursuant to the scheduled changes will be visible on the record with the change, and show the assignments that will be used unless route changes are made in the interim. All changes to student transportation requests will automatically occur in the week containing the change date. The user should be able to enter batch change requests, such as changing all students in a particular school to an early out schedule on a given day. Student Filter Functions System will allow the user to search for student records on any of the displayed student fields. System allows the user an easy way to enter the model against which the search will filter (i.e. selecting students for one or more schools, one or more grades, etc.) Allows the user to create customized filters linked with and/or clauses. Allows the user to store commonly used filters with a name and to call up that filter by the stored name. Easily filter students whose home location is not (or is) located on the map. Easily filter students inside or outside of any selected boundary. Easily find a student by name and name of the bus driver. Easily find students whose ride time exceeds an input number of minutes. Find any student whose transportation information (such as bus stop, bus number, route/run number, or time at the bus stop) has changed since the last time notifications were printed.

7 Student Rollover Function Transportation personnel must be able to grade advance students tobegin work on the next year's routes without altering the routes (or students) for the current year or creating a separate database. User-initiated grade-advance (rollover) that moves the student from grade to grade, school to school, and stop to stop (if district rules require such a changed based on the new grade level). This must be a single process, not requiring multiple iterations. The official district rollover data may be imported into the data used for next year s routes without altering any current routes. Routing Functions Basic Routing Functions Automatically creates a visual display of bus stops when selecting the school/schools the routes serve. The user should not have to manually load multiple layers to prepare for routing. Automatically indicate the number of students at any stop, with a system indication of those waiting to be picked up as well as those that might already be picked up on any given bus route. Visually display the side of the street from which a student has approached the bus stop in order to make manual route decisions to minimize students who must cross the street to get to their stop. Appropriately assign students to bus stops that are visually indicated as right-side stops. System will not pick up a student at a right-side restricted stop unless the user intentionally overrides the rule (and subsequent to a warning of the exception to the rule). Allow students for different schools to be on the same bus at the same time, tracking their arrival times at the appropriate schools. All routes are created and immediately represented following the allowed travel paths. The system will automatically determine the best time-path from one mouse click to the next, always representing real over-the-road travel. Routes may be edited to change stop sequences, paths, or students on the route. Automatically updates student information (bus stop/ride time, etc) when they are included on a route. Encodes a user-defined "sit time" where a bus must arrive at a school at one time and leave after a specified time. This shall be automatically calculated into the route coupling functions. Allows the user to add students to any route on an ad hoc basis, such as a No Child Left Behind student who must ride the local bus and transfer. Allows the user to display any or all routes (including a mix of morning and afternoon routes) on the map simultaneously and edit any selected route. Allow examination of the route at any point, displaying the students liable to be on board at that point, along with critical demographic information (name, birth date, phone number). Also run the same report for students yet to board the bus. Provides the ability to play back the bus travel path. Prevents the system of creating a turnaround in the middle of the road (with a manual override if necessary). Allows the user to create designated turnaround locations ( used automatically), giving the appropriate time and distance for a route including time and distance to and from the turnaround point. Creates afternoon routes by creating a copy or mirrored version of the morning route.-pm USUALLY IN REVERSE ORDER

8 Allows for multiple pick-up/drop-off points as schools. A single point might service two or more schools, or a single school might have more than one desired service point. While on the same map used to build/report bus routes, the user should have the ability to mark a street as closed (perhaps due to construction) and have the system automatically reroute both the visible route and any other route traveling over that section of the road (even when not displayed). Integrates with Google maps to enable the router to virtually drive the route along the photographic representation of the map. What-If Functions for Routes Creates what-if scenarios without altering current routes. Saves multiple what-if scenarios in the same database, not requiring any replication of the database to hold and store such scenarios. Map changes made in one routing scenario automatically appear in all what-if scenarios without any user intervention or maintenance routines. Creates a complete picture of a what-if scenario, including both the routes and the fleet schedule that would be used to run those routes. System shall have the ability to define students and schools and have the system automatically generate an efficient route, according to user-set parameters. System shall allow the user to select preset styles of optimization, ranging from cluster stops (urban routing) to routes optimized for low loads and long distances (such as Special Needs or rural routes). Special Needs Routing System shall handle all Special Needs routing within the same software and same database as regular education routing. System allows users to find subsets of the Special Needs students at a given school to be identified for separate transportation (such as transporting students with behavioral development issues separately from other special needs students attending the same school at the same times). Graphically displays the location (and number) of students at a stop with specific equipment needs, such as wheelchairs. Automatically warns of a mismatch between the equipment on the vehicle and the equipment needs of a student being loaded onto that vehicle. Automatically warns the user when the capacity of any special equipment for the assigned bus has been exceeded. Automatically updates the route time appropriate to the time required (user-defined) for a student to be loaded into the special equipment on a particular bus. Assigns named monitors and/or aides to routes. System should have the ability to create different routes for different days, as required. Allows mainstreaming of particular special needs students on regular education buses. Allows for the user to assign a regular education student to a special needs bus when desirable (such as a sibling of the special needs student).

9 Scheduling Route Changes System should allow routers to work on next week s routes without making changes to any routes running in the current week. The transition from the planned routes (for next week) to the current routes shall be automatica and without manual intervention. The system will allow routers looking at routes for the following week to see and route students whose scheduled changes will occur during that week. Route Filtering Abilities Find any bus/route that passes by a point or bus stop and then be able to filter the search results by the time of day. Find any bus/route that passes over a selected section of a road, and allow the results to be filtered by whether the route is inbound or outbound. Find and easily display any rout or set of routes (including mixes of morning/afternoon and different schools). Find any route that has been changed since the last time directions were printed for the drivers. Route Coupling Automatically creates a graphic display of routes assigned (or to be assigned) to vehicles. The graphic display should represent the length of each routes and the scheduled time it is to be run. Provides for easy drag and drop changing of assigned bus or start times. Automatically uses real map-based times and distances to calculate the available time between any two routes. Automatically notifies the user of any changes in the schedule that may have caused an inability of routes to be run in the time allowed. Provides a means of automatically generating route couplings according to user entered parameters, attempting to minimize the number of vehicles, times, and mileage. Provides the user a tool to automatically find the best bus to which a new route might be assigned. System should not allow any manual or automatic assignment that would require violation of underlying road rules (typically the size of the vehicle allowed on a particular road). System should not allow any manual or automatic assignment that would link a bus route to a bus that could not handle the various equipment needs of students assigned to that route. Displays a five-day schedule, accounting for changes occurring on specific days. System will automatically move all day s routes when the route is moved on one day, where the route is run the same way and at the same time each day of the week. System should allow for routes to have a different time scheduled for a given day a week, even if the path of the route has not changed (such as early out days). Routes may be linked to assure that regardless of manual or automatic reassignment, the same students will be serviced by the same driver, morning and afternoon. Changes made on the fleet scheduling screen automatically update all parts of the system.

10 What-If Functions at the Fleet Level The user should be allowed to view the entire fleet, or create a window representing only a select portion of the fleet (i.e. that services a particular school or set of schools, different contractors, special needs routes only, etc.) The user shall be able to model the entire fleet for any What-If secnario of routes, combining all into a coherent and com;pete model. Allows the user to automatically optimize selected portions of the fleet (such as a particular garage) without altering schedules for other vehicles. Automatically calculates and displays the daily and weekly hours for each bus s assignments. Analyzes fleet costs according to user-defined variables such as per bus or per mile. Allows the user to model any desired change in bell times. Analyzes the costs associated with changes in bell times. Management Features Displays current information on students not located on the map without running a report. Displays current information on students who require transportation but who have not been assigned transportation in the software without running a report. Displays current information on routes exceeding an individual-route-specific target time without running a report. Displays current information on routes exceeding an individual-route-specific target load without running a report. Displays current information on routes that are under an individual-route-specific load threshold without running a report. Displays current information on any vehicles where the capacity for special equipment has been exceeded, without running a report. Displays current information on employee certifications that are coming due within a time period that may be set for each certification tracked, without running a report. Displays current information on employee certifications that are pst due without running a report. Displays information on conflicts between routing assignments and sexual predator locations (based on a user-defined radius from the predator s address) without running a report. Displays current information on any students requesting shuttle transportation where that request has not been satisfied in the system, without without running a report. Transportation Specific Reporting Prints stop lists with or without student names (at user discretion). Prints left/right instructions for drivers with or without student names (at user discretion). Allows scheduled printing of driver direction sheets. That is, the user may set a time for printing, and the print run will be completed even in hours when the transportation office is not open. All reports for drivers include the distance from one stop to the next, or from each turning movement to the next. System will reasonably establish the stop times and total times for each route, using the speeds and time of day settings in the map. All stop lists and/or driver directions are immediately available following any route change. Changes to the map that might add points to a street will not require all directions to be reprinted for routes traversing that street.

11 Indicates the pick up or drop off corner for the route. Allows district-selected student data to be printed with each student. Allows the student photograph to print with the student's name, by stop. Allows indication of whether a student must cross the street to arrive at their bus stop (listed with each student). Allows the user to edit and save the templates to create custom Driver Directions/Stop lists, including the ability to change fonts, sizes, and locations of certain types of information. Automatically print notifications for the driver to indicate railroad crossings or other road-based hazards. Prints route sheets singly, or in user-selected batches. Prints names of monitors and/or aides on routes. Map Printing System allows the user to quickly print any route map for a driver, including direction arrows and route statistics. Prints route maps singly, or in user-selected batches. Prints maps with student-specific data, such as location and safe walk path. Supports plotters for large maps. Allows the user to plot the entire map or any section of the map. Allows the user to indicate the map features to display on the plotted map. Allows the user to generate labels that follow the street for a higher quality plotted map. Employee Data Tracks employee data, including name, address, multiple phone numbers, photo, assigned vehicle. Stores and tracks time sensitive certifications, both required and optional. Vehicle Data Stores a record for each vehicle in the district and an indication of whether it is in active user or not. System will not use inactive vehicles in any manual or automatic assignment scheme. Allows any vehicle to be associated with a contractor who owns/operates it. Stores the location where each vehicle is parked overnight and during the day (allowing for parkouts or multiple garages). Stores basic vehicle data as might be required by the State. Stores special equipment associated with the vehicle, including the number of students who may be loaded onto that vehicle prior to exceeding capacity for each type of special equipment.

12 Boundary Drawing and Editing System should have tools to for precision boundary drawing and editing, including: attaching to specific locations on a street or boundary and following a street or boundary. Displays boundaries an outline or with a fill color, at user discretion. System can link boundaries such that editing one can automatically produce the appropriate change in the adjacent boundary. All boundaries should be created, maintained, and employed in the same system as the routing functions, without the need to import or translate the boundaries in any way. The system may use a single boundary to make different types of assignments. For example, the same boundary may serve as both a school and walk zone for school where all students walk to that building. What-If boundaries may be used with the what-if capabilities of the routing system to provide a picture of the transportation response to any change. Boundaries may be hidden or displayed, at user discretion. Boundary Planning and Redistricting Analysis Planning Boundaries and Student Data Residence locations of selected students may be displayed on the map and color-coded according to user-selected criteria. System counts students in selected boundaries by unlimited user-defined categories such as grade, GPA, ethnicity, etc. System may assign non-contiguous boundaries to a single school. Small boundaries may be aggregated and counted as individual boundaries, or as the aggregate. System should include tools for forecasting future student populations. Counts may be run according to the forecast population in the selected boundary or boundaries. System can generated a report indicating all students (of particular grade ranges) falling inside a selected boundary. Creates a hard copy report showing address that fall within selected (or all) schools. Planning Boundaries and Buildings Stores both real and hypothetical buildings and their real or potential locations. Buildings store the grade levels assigned to that building and the number of rooms assigned per grade. Multiple scenarios may be stored with the buildings having different grade/room configurations in each. Students inside a boundary or aggregate boundary may be "loaded" into the building to discover the percent capacity used in that building. System can save the workspace; consisting of the boundaries, students, forecast factors, and building scenarios.

13 Implementation Services for Routing Software The vendor will work with the district to provide an electronic map that represents known streets in the district, even if not available on the base electronic map. Vendor will provide high and low address information for each block (data permitting). Vendor will enter all school information including addresses, grades, and bell-times. Vendor will enter district boundaries. Vendor will enter district walk-to-stop distances. Vendor will enter all bus stop locations. Vendor will mark school bus travel restricted streets by bus size, according to district instructions. Vendor will mark all hazard locations according to district instructions.. Vendor will mark all cross-restricted streets, according to district instructions. Vendor will mark all right-side restricted streets, according to district instructions. Vendor will enter current enrollment and walk zone boundaries, according to district instructions. Vendor will provide maps with the indicated data for district review prior to training. Vendor will create a customized student database, taking into account district needs, and import all students. Vendor will conduct an initial address match of student information against the map file and correct errors not requiring district knowledge. Vendor will correct student geocoding issues that do not require district knowledge. Training for Routing Software Vendor will train district staff on their own live and operational data. Please supply a brief description of the training plan, onsite and offsite etc Vendor will have a system in place for future addition onsite or online training, as might be needed.

14 Hosted Application Capability Included in quoted price Optional, additional price Not Available/ Future Explanation The District desires that the vendor host the program and the data. Hosted programs should be accessed through web browsers, including those on Macintosh computers. The hosted environment allows the user the full functionality of the system if it were housed locally. All printing must be available locally, on demand. The hosting environment should provide sufficient capability for the numbers of people who might access the application. Vendor should have an established backup plan in case of failure at the original hosting location. Include a brief description in the explanation column. Vendor will update the software and database as new versions of the software are available. ALTERNATE PROPOSAL 1 (potental value added hardware and service pricing quote) TIMEKEEPING for transportation personnel Please provide a separate quote for tracking time and attendance online from a mobile, office and or in the field. GPS and non GPS options should be quoted seperately ALTERNATE PROPOSAL 2 (potental value added hardware and service pricing quote) Vehicle Tracking Please provide a separate quote for webbased application with unlimited users.