MET Transit recently advertised a Request for Proposals (RFP) to provide MET with a new Demand Response Scheduling and Dispatching System. This RFP was initiated to replace the existing Dispatching System.  The vendor for the existing system has not been responsive to software issues that subsequently do not allow the dispatching system to function correctly.  Additionally, the annual maintenance fee was just over $42,000 and for that price, staff felt the maintenance service should have been at a gold standard.  MET Transit seeks to improve the efficiency and effectiveness of its demand response transportation services by the acquisition and implementation of a centralized web-based scheduling and dispatching software solution, including support for fifteen vehicles. This software system will enhance MET Transit's capabilities to manage customer files, generate schedules, and assist or eliminate the reliance on manual schedule production. This system will reduce manual duplication of data, increase accuracy of statistical reporting, enhance customer billing, and provide MET management with higher levels of oversight in the operations area.

The RFP was advertised in the Yellowstone County News on January 31, February 7, and February 14, 2020, and notices were posted on the City's Website, MET Transit's Webpage, and MET Transit's Facebook page.  Six proposals were received on February 21, 2020.

A RFP Selection Committee evaluated and ranked the proposals based on each firm's ability to meet the specifications and parameters identified in the RFP. The Committee voted unanimously to select Ecolane as the vendor to provide the system.

The RFP process outlined by the Federal Transit Administration (FTA) was utilized for the selection process.
 

City Council may:

• Approve the Selection Committee's recommendation to accept the proposal from Ecolane; or
• Disapprove the Selection Committee's recommendation to accept the proposal from Ecolane and advise staff on how to proceed.

The proposed cost of the Dispatching Software System is $99,762.05 for the first year and $6,499.20 for years two through five, totaling $125,758.85 for the five-year period.  Alternatively, just five years of the existing maintenance agreement could cost the MET $210,000, resulting in an approximate savings of $84,241.  Funds for this project are available in MET Transit's budget.

Staff recommends that the City Council accept the proposal from Ecolane for MET Transit's Dispatching Software and authorize the Mayor to execute the agreement with Ecolane.