and the requirement for advanced diagnostic tools to streamline workflow for the maintenance team.” When developing specifications, it is crucial to ensure


a district is requesting technology that is current and open to competition, Jones noted. “Specifications must be developed from market


research, pilot program opportunities and the internal transportation team,” she added. A standardized amount of bonding and insurance is


required of all vendors. Onsite maintenance is handled through an internal team for oversite. The bid winner produces a maintenance and return merchandise au- thorization plan. Jones noted each vendor has different parameters


regarding their product warranties. This information is included in the grading rubric and considered during bid awards. To ensure system effectiveness, the RFP includes a mandatory continuation plan. “We require the selected vendor to assign a dedicated,


full-time employee to oversee the entire initial rollout,” Jones said. “The dedicated support must continue for an additional six months to facilitate continuous training for staff and immediately address software or hardware issues that may occur in the rollout period.” Daniel Kang, Los Angeles Unified School District transportation director, noted a source selection com- mittee was established in the district’s most recent RFP for upgraded GPS, tablets and camera systems. The committee of subject matter experts from dispatch, technology, fleet, and the deputy director interviewed those who already utilize the top three scoring systems. “Having direct conversations with fellow school dis-


tricts allowed for honest feedback,” noted Kang. Key questions addressed the system’s highlights, out- standing concerns, whether the district would purchase the product again, and lessons learned. When Austin (Texas) ISD put out an RFP in 2017 for


stop-arm camera technology, it included a request for a six-month pilot program “to see how they would perform—the technology, reporting system, our interac- tion with our police department,” said Kris Hafezizadeh, Austin ISD executive director of transportation and vehi- cle services. Austin ISD used the previous solution until last April,


at which point district officials released another RFP to review other existing technologies, vendors and oppor- tunities, using similar specs from the first RFP. Hafezizadeh assembled a panel including transpor-


tation, law enforcement and legal representation to observe a presentation by top vendors, awarding the contract after school board approval to BusPatrol effec- tive last May 1. Hafezizadeh noted the district’s procurement office


handles much of the RFP details: Writing the correct specs, considering the technology involved, and others


involved in the process. The district’s panel viewed proposals using Bonfire


procurement technology, a cloud-based platform offering online solicitation, submission contract evaluation and management, and vendor performance. Hafezizadeh said RFP priorities were customer service, quality and respon- siveness followed by financial and technical aspects. “If you’re dealing with a district [of] our size, we are not


awarding something to a company that may not know anything about [the issue] and are still trying to get the experience,” he said. The contract stipulates Austin ISD gets 65 percent of each $300 citation, and BusPatrol gets 35 percent. “With the stop-arm cameras, we want the highest


revenue shared with us, and the best technology and process as possible,” Hafezizadeh said. Equipment, installation implementation and mainte- nance is no cost to the district, said Hafezizadeh, adding funds from the citations are used to pay police officers for time they invest in approving or disqualifying viola- tions as well as the appeal judge the district hires to hear monthly appeals. Hafezizadeh noted support requires attending commu-


nity and PTA meetings and discussions with local and state legislators. The Austin ISD web page outlines the stop-arm law and consequences when motorists are cited. In creating specs, Hafezizadeh said he wants a turn-


key operation, including maintenance. Also, key are the implementation timeline and training bus drivers on the technology. The RFP also addresses district and vendor responsibil-


ities regarding financial matters, bonding and insurance. The process includes what kind of insurance the compa- ny needs to have to be qualified to send its proposal. When a video camera is not working properly, BusPa-


trol is tasked with sending a maintenance team to check on its status and make repairs. Hafezizadeh serves as project manager. A district police chief serves as a direct contact for violations, hearings or legal issues. In its contract, BusPatrol indicated what it will take


care of in the case of a collision, such as if a camera is hit and damaged. “They replace it,” Hefezizadeh said. “The equipment


belongs to them.” As part of a continuation plan, he meets with BusPa-


trol bi-weekly to review previous months’ reports and discuss topics such as providing more community edu- cational opportunities.


Ohio Pilot Programs Target Improved Reliability, Efficiency As student transportation professionals across the


country grapple a host of challenges, two pilot programs in Ohio seek insights into how to improve access, reli- ability and cost-effectiveness in pupil transportation.


www.stnonline.com 27


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