September 9, 2015

ADDENDUM NO. 1

Request for Proposal:#15-1023-8EF

Subject:Field Trip Planning Software

Gentlemen/Ladies:

Please make the following changes, corrections, additions or deletions to the above referenced Request for Proposal:

This RFP and any addenda are available on the County of Henrico Purchasing website at To download the (IFB or RFP), click the link and save the document to your hard drive. To receive an email copy of this document, please send a request to:

Sec. III. C.1. – REMOVE the following:

  1. The Successful Offeror shall provide a System that can be integrated with the student database software (PowerSchool) and the bus routing software (EduLog). The Successful Offeror shall provide resources necessary to import data.

Unless otherwise changed by an addendum, all other information will remain the same.

Sincerely,

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Director

Eileen Falcone

Purchasing Analyst III

804-501-5637

8600 Staples Mill Road/PO BOX 90775/HENRICO VIRGINIA 23273-0775

(804) 501-5660 FAX (804) 501-5693

RFP #15-1023-8EF

Question and Answers

Field Trip Planning Software

September 8, 2015

Q1.What data needs to be integrated between Powershool and the Field Trip software? What data needs to be integrated between EduLog and the Field Trip software?

A1.See Addendum 1

Q2.What data needs to be extracted from the Transportation Operations Manager (T.O.M.) to the Field Trip Software?

A2.Customers, Destinations, Employees, Vehicles, Future Field Trips, and possibly Security for Customers (passwords & permissions). Some fields are small enough that they could be added manually after the software is loaded: Billing Rate, Funds, Employee Types, Vehicle Types, Schedules, Divisions, Grade Levels, Auto-Emails. Thefollowing lists in T.O.M. do not need to be created in the new software: Destination Categories, Trip Categories, Money Transaction types.

Q3.If the offeror’s Field Trip software does not automatically assign drivers, will the offeror be disqualified?

A3.If the Offerors software does not provide this then their proposal will get a lower score for this evaluation criteria.

Q4.Please elaborate further on what is meant regarding the SuccessfulOfferors system needs to integrate with the school database software Powerschool and the bus routing software Edulog.

A4.See Addendum 1

Q5.Please provide an example of the current process for the schools to book charter buses as referenced in Sec. III.B.1.h.

A5.The County currently has contracts with five charter bus companies and the schools can pick any one of them for their trip. The school calls the company of choice to book the date and get a firm quote for the cost of the trip. A Henrico County Transportation Agreement is created and signed by the charter bus company. That is sent to Central Office along with the Field Trip Application and any other support paperwork for approval.

Q6. The following questions relate to the field trip management software:

  1. How many people need to be trained that will be requesting trips? Approximately one or two staff members per school.
  2. How many people need to be trained that will be approving trips (before submitted to transportation)? Up to one or two staff members per school.;
  3. Will there be budget staff that needs to use the software? If so, how many need to be trained? Two at the Transportation Central Office
  4. How many transportation staff members need to be trained? Please list down to those who would have full access versus those with read only. Three with full access. About 25 with read-only access.
  5. Is the field trip software being rolled out just in transportation, or district-wide? District-wide roll-out, as schools will be required to request trips in the system.
  6. If a district-wide rollout is desired for the software, does the district plan to phase it in, or have all schools and departments come online at the same time? Since we will procure the system during the school year, several schools will likely pilot/test the system, to be followed by full implementation.
  7. If a district-wide rollout is desired for the software, will the district require training in a “train-the-trainer” session, or conduct separate, individual training sessions for approvers and requestors? We plan to have several central office staff receive full “train-the-trainer,” and perhaps include some school personnel from the pilot/testing schools in vendor training. The vast majority of users will be trained by central office staff.

Q8.If an offeror was unable to provided Worker’s Compensation Insurance, Commercial General Liability-Combined Single Limit Insurance and Business Automobile Liability Insurance because they are a small company would that offeror be rejected?

A8.These are the minimum insurance requirements required by the County.

Q9.Please provide clarification for Sec. VI.O regarding Ownership of Deliverables and related products.

A9.The County does not intend or expect to own any intellectual property of the firm which would include software source codes. This is intended to address the County’s ownership of deliverables created specifically for the County. In your proposal response you can take exception to this and state the reason for the exception.

Q10.Please provide more specific information regarding the kind of integration that is to be provided between the offeror’s field trip software and PowerSchool and Edulog. Is the Successful Offeror to import information from these products to its field trip software or are they supposed to provide information to be exported to these software products? What specific information is to be shared? Will these products have specification made available to the offeror?

A10.See Addendum 1

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