Orange County Public Schools Field Trip Management System RFP1606139 - 2016
Orange County School DistrictSchool · Orlando, FL- Due
- Sep 22, 2016
- Deadline passed
- Posted
- Aug 11, 2016
- Contract term
- 3 years
- Primary contact
- Jessica Graham
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THE 30-SECOND BRIEF
Orange County Public Schools (OCPS) is seeking a qualified contractor to provide a comprehensive, web-based field trip management system. The required solution must integrate with SAP (financial system of record), KRONOS (timekeeping), and Trapeze Map.net (routing software) to automate extra-curricular trip processing from request to billing. Key functional requirements include driver assignment based on seniority and work schedules, automated email workflows for approvals, route creation using industry-standard maps (Google/Mapquest), and robust reporting for driver declines and no-shows. The contract term is for an initial 3-year period with two 1-year renewal options. Proposals are due by September 22, 2016, at 2:00 PM EST, with a pre-submittal conference scheduled for August 26, 2016. Evaluation criteria include qualifications, technical requirements, features, training, and MWBE/LDB/VBE participation goals (12%/10%/3% respectively).
Software implementation, User training, Software License, Maintenance and support
Qualifications and Experience, General System and Infrastructure Requirements, Features and Functions, Training and Implementation, Service and Support, Project Management, MWBE/LDB/VBE, Price Proposal
SUMMARY
Orange County Public Schools (OCPS) is seeking a qualified contractor to provide a comprehensive, web-based field trip management system.
The required solution must integrate with SAP (financial system of record), KRONOS (timekeeping), and Trapeze Map.net (routing software) to automate extra-curricular trip processing from request to billing. Key functional requirements include driver assignment based on seniority and work schedules, automated email workflows for approvals, route creation using industry-standard maps (Google/Mapquest), and robust reporting for driver declines and no-shows. The contract term is for an initial 3-year period with two 1-year renewal options. Proposals are due by September 22, 2016, at 2:00 PM EST, with a pre-submittal conference scheduled for August 26, 2016. Evaluation criteria include qualifications, technical requirements, features, training, and MWBE/LDB/VBE participation goals (12%/10%/3% respectively).
EVALUATION CRITERIA
8- Qualifications and Experience
- General System and Infrastructure Requirements
- Features and Functions
- Training and Implementation
- Service and Support
- Project Management
- MWBE/LDB/VBE
- Price Proposal
REQUIRED DELIVERABLES
4- Software implementation
- User training
- Software License
- Maintenance and support
REQUIRED ATTACHMENTS
11- Proposal Acknowledgement Form
- Acknowledgement of Business Type
- Respondent’s Statement of Qualification
- Statement of Affirmation and Intent
- Insurance Capacity Verification
- Certification Regarding Debarment
- Drug-Free Work Place Certification Form
- Respondent’s Experience and Reference Form
- MWBE/LDB/VBE Participation
- Proposal Price Sheet
- Non-Disclosure Agreement
- Submit to
- 445 West Amelia Street, Orlando, FL 32801
- Scope location
- Orlando, FL
- Reported agency
- Orange County Public Schools
Questions about this RFP
How do I respond to this RFP from Orange County School District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 22, 2016. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: 445 West Amelia Street, Orlando, FL 32801. For questions, contact Jessica Graham.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Orange County School District in FL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Jessica Graham. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Software implementation, User training, Software License, Maintenance and support. Proposals should clearly address how each deliverable will be met.
Can I search RFPs like this in ChatGPT or Claude?
Yes. Civic IQ has an MCP server that connects ChatGPT, Claude and other AI assistants to live Civic IQ data: open RFPs, pre-RFP signals from public meetings, awarded contracts and agency decision-makers across 100,000+ US public agencies. Add https://beta.mcp.civiciq.com/mcp as a connector (in ChatGPT under Settings > Apps & Connectors, in Claude under Settings > Connectors) and sign in with a free Civic IQ account at civiciq.com/mcp.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Qualifications and Experience, General System and Infrastructure Requirements, Features and Functions, Training and Implementation, Service and Support, Project Management, MWBE/LDB/VBE, Price Proposa..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Orange County School District?
All active and historical solicitations from Orange County School District are tracked and searchable. As a school agency, Orange County School District regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Proposal Acknowledgement Form, Acknowledgement of Business Type, Respondent’s Statement of Qualification, Statement of Affirmation and Intent, Insurance Capacity Verification, Certification Regarding. Review the full document from Orange County School District for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Orlando, FL. Review the full solicitation for detailed scope requirements.