RFP #760 - Transportation Management Software
Appendix A: Specifications Matrix
This matrix must be completed and submitted with the proposal for this project. Failure to do so may result in disqualification and your proposal may not be considered. Please indicate whether your software solution will be able to meet the following bid specifications, also found in the scope of services. You may also type comments in a separate sheet if needed.
A / Scheduling Feature / Yes / No1 / Real time access to a transportation schedule for FCS Techs in the fields and immediate notification if scheduled visits are cancelled or changed
2 / Accommodate at least 30 users in the field and on site at 1650 Mission Street and 170 Otis Street
3 / Generate management-level reports on the number of trips that occur on a daily, weekly or monthly basis, as well as the number of trips that can’t be scheduled.
4 / Generate individual reports to FCS PSW’s about when trips and visits occur or are cancelled or modified to help with case planning
5 / Automate scheduling of trips and assigned Techs to trips based on geographic proximity.
6 / Categorize Techs based on user defined categories for reporting purposes, such as languages and type of visit (therapy, school, court, visitation, other).
7 / Account for overtime and weekend assignments to track amount of overtime per Tech.
8 / Flexibility to do user defined and user configurable options that can be modified, such as categories for trips. Handle special incidents like accidents and traffic, and reschedule appointments based on new information about the driver’s route.
9 / Generate daily list of trips that are confirmed or were cancelled and send this information to Techs in the field.
10 / Provide special alerts for language needs, newborn infants and multiple cancellations of a trip.
B / Dispatch Feature / Yes / No
1 / Indicate when a Tech has arrived and/or departed from a designated location.
2 / Indicate when a client has been picked up or dropped off.
3 / Indicate when a trip for a specific Tech has been completed.
4 / Physically locate each Tech at any time on a map.
C / Communication Feature / Yes / No
1 / Real time access for Techs to review their daily schedules on mobile phones (Samsung Galaxy Androids) and HP laptops.
2 / Real time notification through messaging or alerts to inform Techs regarding changes in schedules.
3 / Ability for Techs to notify the Supervisors when clients cancel or are not present for the scheduled visit.
4 / Ability for Techs to notify Supervisors regarding arrival and completion of trips.
D / Reporting Feature / Yes / No
1 / Produce daily, weekly and monthly reports
2.1 / Respond to queries including but not exclusive to:
Trip counts by cities/locations/destinations
2.2 / Number of trips per Tech
2.3 / Types of trips
2.4 / Break out number of trips/types of trips for each client
2.5 / Report the time spent on each trip and provide averages, sum, median, and other critical dashboard data
2.6 / Canceled trips
E / Enhance d End User Experience Feature / Yes / No
1 / Ability for Techs in the field to check their schedules on Samsung Galaxy Android phones, and/or laptops on a daily basis.
2 / Ability for Techs to communicate with Tech Supervisors about their transport assignments through simple indicators, such as departed, arrived, picked up, returned, or completed.
3 / Ability for Techs to report when a visit is cancelled in real time.
4 / Ability for Techs to report to each other, and the Tech Supervisors, unexpected incidents, such as emergencies, car accidents, traffic, and car malfunctions.
5 / Ability to confirm and inform the Tech Supervisors that alerts have been received and read regarding schedule changes
F / Training / Yes / No
1 / Up to four (4) days of training for the three (3) Tech Supervisors. This can include: Static Training, Operations Training, User Training on the Administrative functions of the software; and, Standard Report Training.
2 / Up to three days of training for the 27 or more Techs.
3 / One hard copy and one digital copy of all available user manuals.
4 / Printed and electronic material in the form of ‘quick reference guides’ for certain aspects of the Software.
5 / Access to recorded training videos and online sessions.
G / Security and Privacy Compliance / Yes / No
1 / Technical controls for the storage, processing, transmission, and destruction of confidential data, including both the transportation software itself, and the systems used by the contractor to access, store, process or transmit DHS confidential data
2 / Administrative controls for the screening, training, and discipline of contractor employees with regard to security and privacy policies and procedures; the administration of information security and privacy
3 / Physical controls for the security of contractor’s data processing facilities and office areas, and information systems, including contractor computers, devices, and storage media
4 / Audit controls for accountability of access to or modification of contractor systems or data involved in the transportation software; and also end-user authentication and transaction logging on the transportation software itself
5 / Plans and procedures for business continuity and recovery, to minimize impact to the transportation software system in the event of an emergency or disaster
6 / Notification to DHS and response in the case of a security or confidentiality breach.