NEW Transit Contract Settlement & Invoice Governance Platform _ V 1.0 Request for Information

REQUEST FOR INFORMATION
FOR
TRANSIT CONTRACT SETTLEMENT &
INVOICE GOVERNANCE PLATFORM _ V 1.0
Project Number: 26P255
Issue Date: September 16,2026
Responses Due: October 16, 2026
Metropolitan Council
390 N Robert St
St Paul, MN 55101
robert.carey@metc.state.mn.us
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Request for Information (RFI): Transit Contract
Settlement & Invoice Governance Platform _ V 1.0
* Issuing Agency: Metropolitan Council - Metropolitan Transportation Services (MTS)
* Purpose: Market information for a unified, mode-aware transit settlement platform
* Response Limit: 8 pages (single PDF; bookmarked)
* Submission: Provide one electronic PDF and editable DOCX
1. Background & Objectives
* Met Council operates multiple transit programs across demand-response and fixed-route.
Operational systems include Trapeze PASS (Metro Mobility/Metro Move/Transit Link), Spare
Labs (Metro Micro), and TransitMaster (fixed route). Procurement/contracts are managed in
Hexagon/WAM; payments in PeopleSoft.
* The current fixed route invoicing application (developed using Oracle APEX) is unsupported,
and manual processes exist for Metro Micro and Metro Vanpool, increasing operational and
compliance risk.
* Objective: Identify a vendor product with capabilities to deliver a unified settlement engine
that calculates payable amounts from operational data under contract rules, with temporal
governance, audit-ready invoice snapshots, and ERP export controls.
* Temporal governance = The controlled management of data that changes over time-
such as routes, contract rates, service schedules, and adjustment rules-using effective
dates, version history, and controls that prevent conflicting or overlapping records. This
allows the system to determine which information was valid for a particular invoice
period.
* Audit ready invoice snapshots = Permanent, reproducible records of each finalized
invoice that preserve the source data, rates, formulas, adjustments, approvals, and
export details used to calculate it. The snapshot does not change when routes, rates, or
other information is updated later, allowing an auditor to reconstruct and verify the
invoice.
* ERP export controls = System validations and approval controls that determine when
invoice data may be sent to the enterprise resource planning system. These controls
ensure that only approved and locked invoices are exported, required data is complete
and consistent, duplicate or conflicting exports are prevented, and an audit trail of the
exported information is retained.
* See full requirements list in Appendix A
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2. Scope of Information Requested
Overall
a. System Integration: Describe the platform's capabilities for integrating with
authoritative operational data from Trapeze PASS, Spare, and TransitMaster, as well as
contract and vehicle data from Hexagon/WAM. The platform should support live
interfaces, such as application programming interfaces (APIs), to retrieve and aggregate
the data required for settlement calculations. The platform may retain data necessary to
support calculations, processing, auditability, and historical records but should not
unnecessarily replicate detailed source-system data.
b. Settlement Processing: What are the application's abilities to perform settlement
calculations for fixed-route and demand-response transportation services. This includes
calculating billable hours, applying contract rate options, processing event-related
adjustments, and supporting fuel adjustments for multiple fuel types. Detailed
functional requirements are provided in Appendix A.
c. Temporal Governance: How does the platform manage information that changes over
time, including routes, contract rates, service schedules, and adjustment rules. The
platform should support effective dating, version history, prevention of conflicting or
overlapping records, and immutable invoice snapshots so the information used for a
particular invoice period can be identified, preserved, and audited.
d. Workflow and Approval Governance: Describe the platform's configurable workflow
capabilities for routing settlements and invoices through review, correction, approval,
locking, and release for payment. The platform should support configurable approval
stages, role-based assignments and security, notifications, comments and supporting
documentation, exception or dispute handling, and a complete audit log showing
workflow actions, status changes, responsible users, and timestamps.
e. Reporting and Data Accessibility: How does the application use built-in operational and
financial reporting capabilities, including settlement status, contract spending,
settlement details, payment handoffs, reconciliation, export filters, and audit trails. Also
describe how Met Council can securely access and extract its detailed data for
consolidated reporting and analysis using external reporting tools. Identify available
access methods, such as APIs, scheduled data extracts, direct query capabilities, or other
standard integration methods, including any limitations, additional licensing
requirements, or vendor dependencies.
f. Accessibility and User Interface: Explain how the solution provides a user-friendly, web-
based experience across modern browsers and supports current Web Content
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Accessibility Guidelines (WCAG). Include available dashboards, navigation features,
configurable views, and static and interactive outputs
g. Integration and Export Controls: Outline the capabilities for transferring approved and
locked invoices to PeopleSoft Accounts Payable. Include the controls used to validate
referential consistency, detect conflicting or duplicate data, trigger recalculations when
relevant source data changes, and maintain an audit trail of interface and export
activity.
Detailed Functional Capabilities
h. Fixed Route settlement: ingest HASTUS service calendars, planned hours/miles;
compute scheduled vs. billable hours; reconcile events; apply rate options.
i. Demand-response settlement: aggregate delivered revenue hours from PASS/Spare;
apply bonuses/credits per contract.
j. Event & exception entry and governance: editable prior to configured lock; full audit
trail of edits (who/when/what).
k. Supplemental billing & revenue offsets: capture cash fares, refusals, short pay, late trips,
and documentation-driven adjustments.
l. A portal for vendors to interact with Met Council on collection of information, payments
per contract, as well as dispute management utilizing workflow if possible and
necessary.
Detailed Non-Functional Requirements
m. Security: role-based access; data protection; audit trail; SSO preferred.
n. Reliability & performance: monthly processing windows; parity/regression testing
support.
o. Data retention: reproducible invoice snapshots; governed history of
routes/rates/events/workflow.
p. Accessibility & usability: WCAG compliance; intuitive warnings for broad-impact actions;
dashboards for admins.
q. Interoperability: standards-based APIs; message-based integrations where appropriate.
Detailed Integration Landscape & Data Interfaces
r. HASTUS (fixed-route planning): route definitions, schedule versions, service IDs, planned
revenue hours/miles, effective date ranges.
s. Trapeze PASS (demand response): actual delivered trips/hours, service metrics, provider
units, trip-level adjustments.
t. Spare Labs (microtransit): reservations, dispatch, delivered hours; current gap is lack of
automated interface to invoicing.
u. TransitMaster (fixed route ops): actual runs; align with planned schedules for
adjudication.
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v. Hexagon/WAM (procurement/contracts): PO, vendor/master linkage, contract
metadata; settlement platform should not duplicate SoR.
w. PeopleSoft (financial settlement): AP/GL, payment status, encumbrances; export
approved/locked invoices only.
3. Vendor Response Instructions
a. Company overview and relevant transit settlement experience.
b. Solution architecture: components, data model, temporal governance design, audit
model.
c. Data ingestion: interfaces available for PASS, Spare, TransitMaster, HASTUS; approach
for Hexagon/WAM and PeopleSoft.
d. Functional parity: describe calculation engines for fixed route and demand-response;
event handling; multi-fuel adjuster support.
e. Workflow: states, notifications, role-based security; comments/attachments; audit logs.
f. Reporting: examples of operational/financial dashboards and export formats.
g. Accessibility: conformance statement and practices for WCAG/ADA; browser support.
h. Security & compliance: authentication, authorization, data retention, auditability.
i. Implementation approach: migration/parity testing; cutover strategy; training & change
management.
j. Pricing model: licensing, implementation, support/maintenance, integration connectors.
k. References: public sector transit or similar settlements; contact information.
4. Specific Questions to Vendors
a. How does your platform implement effective dating and historical reconstruction for
routes, rates, and events? Provide examples.
b. Describe your approach to multi-fuel adjuster calculations (diesel/gasoline and future
types) and transparency of inputs/results.
c. What integrations do you currently support for PASS, Spare, TransitMaster, HASTUS,
Hexagon/WAM, and PeopleSoft? List native connectors, APIs, and required custom
work.
d. How do you enforce invoice locking and export gating (approved/locked only) to ERP?
e. Provide your audit model for invoice reproducibility (snapshot ledger: inputs, formulas,
approvals, export payload).
f. Show sample admin dashboards for open cycles, failed jobs, overdue approvals,
unresolved validations, configuration issues.
g. Detail accessibility conformance (screen reader, color blind palettes, keyboard
navigation) and provide recent audits.

h. Outline your parity/regression testing methodology to ensure calculation fidelity when
migrating from the current APEX logic.
i. Do you support a portal for vendors to interact with?
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5. Administrative Notes (This is only to be included if procurement agrees
that this is legal and compliant with Met Council standards for
procurement)
a. This RFI is for market research only; no award will be made from this document.
b. Do not include proprietary pricing; high level pricing models are acceptable.
c. Submit (robert.carey@metc.state.mn.us) one bookmarked PDF ( 8 pages) and one

editable DOCX; include contact information for follow up.
d. The Council may issue an RFP subsequently and reserves all rights to adjust scope and

requirements.
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Appendix A: Requirements
MoSCoW
ID # Ranking Requirement Title / Area Business Requirement/ What business wants to accomplish
3 Must Have Billable Hour Calculation Calculate billable hours from scheduled hours, revenue hours, events, exclusions, and contract rules and
terms
4 Must Have Bonus and Credit Calculation Calculate bonuses, credits, penalties, and damages based on contract-defined metrics, thresholds,
supporting data, and approved exception rules.
7 Must Have Contract Management Update incorrect data when requested
20 Must Have Event Processing Events capture relevant information such as route, date, time, cause of event, actual hours and missed
miles, contractual credit, and event description
21 Must Have Event Processing Delete an event prior to invoicing (not acceptable after an invoice has been processed).
27 Must Have Invoice Calculations Calculate invoices from user defined sources such as hours, billable rate, routes, etc. - This is nearly the
same as requirement 3, but is here for real time entry just in case
43 Must Have Service Event and Exception Entry Allow contractors and authorized MTS users to enter events and exceptions that adjust planned service to
actual service for invoice settlement.
45 Must Have Supplemental Billing and Revenue Offsets Capture and validate supplemental expenses, cash fares, refusals, short pay, late trips, revenue source
credits, and other reconciliation items used in settlement.
18 Must Have Email Communication Send automatic email notifications to identified stakeholders throughout the invoicing process
22 Must Have Fuel Usage Reporting by Type Capture and report monthly fuel usage by fuel type: diesel, gasoline
32 Must Have Invoice Processing Calculate revenue hours, revenue miles, billable hours, service rates, fuel - There may be some duplicates
here because we have contract terms as well as direct entry and wanted to make sure we had all bases
covered
34 Must Have Multi-Fuel Adjustment Calculation Calculate fuel adjustments using contract-defined fuel type, MPG, baseline price, current price, revenue
miles, and formula rules without hard-coded gasoline and diesel costs
44 Must Have Service Event and Exception Entry Contractual events related to metrics for driver responsibility, customer rapport and general customer
service.
6 Should Have Contract Lifecycle and Amendment Manage contract lifecycle states such as draft, active, amended, expired, suspended, and closed while
History preserving amendment history.
11 Should Have Data Retention Retain invoices, source data, calculations, documents, approval history, audit logs, and exports
13 Must Have Effective Dating A historical record of every change or modification to an invoice so Program Admin/Managers can review
edits in detail
16 Must Have Email Communication Receive email notifications when invoices have been revised, approved, or rejected
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17 Must Have Email Communication Receive email notifications when invoices are ready to review, and when changes are required
19 Must Have Email Communication Email notifications sent to Program Admin/Managers whenever a contract is deleted, detailing why the
record was removed - delete should not be done. Archive is more the option
24 Could Have HASTUS and Fixed Route Data Import Perform uploads of Fixed Route schedules, service calendars, planned hours, planned miles, routes, and
service IDs from HASTUS. Do we want this or a "live" API?
25 Must Have Invoice Processing The invoicing application must provide the ability to edit, view, and update the following: hourly rates,
revenue hours, fares, bonuses and damages.
31 Must Have Invoice Processing Categorization of total expenses. The contracted service providers must document how much was spent on
operations, vehicle maintenance, gallons of fuel, and administration.
40 Must Have Route Maintenance Delete a route when requested
47 Could Have User Assistance Pop-up functionality that prompts Program Admins/Managers to confirm they want to make a change before
saving (i.e, when updating a date, route, or service ID)
1 Could Have Administration Dashboard Provide administrative dashboards for open invoice cycles, pending actions, integration errors, etc(?)
2 Could Have Auditability and Compliance Provide auditable evidence linking contract rules, operational source data, calculations, approvals,
documents, and payment exports for each invoice.
8 Must Have Contract Management Allow administrators to update rate values, and assign different rates based on the service provided (adjust
scheduled hours to billable hours)
12 Should Have Document Attachments Manage supporting documents for invoices, contracts, events, complaints, phone records, fare reports,
bills, communications, and calculation support files.
23 Should Have Funding String and Accounting Capture and validate accounting strings -
Distribution
26 Must Have Integrations Integrations with WAM / PeopleSoft (must have) and HASTUS (nice to have)
29 Must Have Invoice Generation Generate a Fixed Route settlement invoice from contract, route, schedule, event, rate, fuel, bonus, credit,
supplemental, data.
33 Could Have Invoice Review and Approval Workflow Route invoices through configurable review and approval steps before payment processing.
35 Should Have Operational and Financial Reporting Provide reporting for invoice status, contract spend, settlement detail, adjustments, approval, payment
handoff, and reconciliation.
37 Should Have Purchase Order and WAM/Hexagon Link transit contracts and approved settlements to purchase order or contract metadata from WAM,
Interface Hexagon
39 Should Have Role-Based Security Enforce role-based access for external service providers, contractor managers, program administrators,
program managers, system administrators, security administrators, finance/AP users, and auditors.
46 Should Have User and Permission Administration Provide administrative screens to manage users, roles, provider access, route ID reference data, and
security assignments without direct database updates.
5 Could Have Change and Audit History Record material changes to contracts, routes, rates, events, invoices, approvals, and exports.
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9 Must Have Contract Terms Configuration Maintain and apply Fixed Route contract terms needed for settlement, including provider, effective dates,
administrator, payment terms, rate rules, fuel rules, funding
10 Must Have Contractor Profile and Vendor Linkage Maintain contractor/provider profiles and link transit contracts to PeopleSoft vendors
14 Should Have Effective-Dated Rate Setup Allow authorized users to define hourly, fixed, rate-option, mode-specific, and fuel-related rates with
effective dates
15 Should Have Effective-Dated Route Configuration Support creation and maintenance of Fixed Route records by route, service ID, service level, contract
relationship, and effective date range.
30 Could Have Invoice Locking and Month Close Lock approved invoice months and prevent unauthorized edits that could change historical settlement
results.
36 Must Have PeopleSoft Export and Payment Handoff Export or stage approved settlement amounts and required payment references to PeopleSoft for
AP/payment processing. Current integration is through Captiva
38 Could Have Rejection and Resubmission Allow reviewers to reject or return invoices for correction and allow the responsible party to revise and
resubmit the invoice package.
41 Must Have Route Maintenance Create records for routes and events (service provided); Include fields for route number, service id, dates,
vehicle information
42 Must Have Service Calendar and Schedule Maintain service calendars and scheduled service details used to calculate monthly scheduled hours,
Configuration scheduled miles, and billable service for Fixed Route contracts.
28 Must Have Invoice Correction Allow for invoice correction
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