RFP #27-4-ITS TRANSPORTATION SOFTWARE SOLUTION FOR DSS RE-BID

Cumberland County, North Carolina ("the County") is seeking proposals from qualified vendors to supply a cloud-based Software-as-a-Service (SaaS) Transportation System to support the Department of Social Services (DSS) Transportation division. The purpose of this project is to replace the in-house DSS Information Systems – Sailboat with a modern, efficient, and secure platform that better supports the agency’s mission to provide reliable transportation services to eligible Medicaid customers.

Cumberland County Department of Social Services (DSS) Transportation division currently has nineteen (19) employees, which includes three (3) Supervisors, two (2) Processing Assistants, and fourteen (14) Transportation Drivers. In 2024, the division provided 62,725 medical trips. In 2025, the division provided 63,840 medical trips. The division has currently seventeen (17) vehicles that are used for providing transportation for medical appointments.

The proposed system must enhance operational efficiency, improve coordination of transportation services, ensure compliance with state and federal regulations, provide a user-friendly interface for staff, transportation providers, and clients, and provide an Application Programming Interface (API). It should streamline trip scheduling, dispatching, and state/federal billing processes, offer robust reporting and data analytics capabilities, and integrate seamlessly with existing DSS and State systems to support accurate, timely, and transparent service delivery.

Tasks

The task list below includes the desired implementation scope:

1. System configuration and customization to support the DSS Transportation process.
2. User roles and permissions setup.
3. Security setup.
4. Interface development to include those that are listed within the requested functional requirements Excel spreadsheet.
5. Application training for County Staff.
6. System Admin training for County Innovation and Technology Services (ITS) key staff.
7. Vendor configuration review sessions.
8. Templates, forms, checklists, and workflow creation and validation sessions.
9. Data dictionaries.
10. Entity Relationship Diagrams (ERDs).
11. User Acceptance Testing (UAT).
12. Support reporting requirements.
13. Provide a test and production environment.
14. Provide an Application Programming Interfaces (APIs) reference, if available.

Submission

Submit one (1) signed, original executed proposal response and one (1) electronic copy on a flash drive. Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. All proposals shall be physically delivered to the office address on or before **2:00 PM EST, Monday, November 23, 2026**, regardless of the method of delivery.

Evaluation

All qualified proposals will be evaluated and award made based on considering the following criteria to result in an award most advantageous to the County:

• Response to Functional Requirements 25 points
• Customization and Feature Options 15 points
• Technical Approach 10 points
• Relevant Qualifications and Experience 10 points
• Cost Proposal 15 points
• On-Site/Virtual Demonstrations 25 points

RFP will be awarded based on best overall value method of award.

Contract term

The Contract shall have an initial term of one (1) year, beginning on the date of contract award (the "Effective Date"). [...] the COUNTY shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two additional one-year terms.