Transportation Telematics Service and Hardware

Location:	North Carolina
Posted:	Nov 20, 2025
Due:	Dec 18, 2025
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services V - Transportation, Travel and Relocation Services
Solicitation No:	163-163-11202025KS
Publication URL:	To access bid details, please log in.

Solicitation Number:	163-163-11202025KS
Project Title:	Transportation Telematics Service and Hardware
Description:	The primary goal is to identify, procure, and deploy a robust, end-to-end School Bus Telematics Solution to modernize student transportation. This system must integrate real-time GPS tracking hardware, driver and fleet management technology (including tablets and an administrative reporting platform), and a secure Parent Communication Application capable of displaying real-time vehicle location information. The successful implementation of this comprehensive system is critical to significantly enhancing student safety, optimizing operational efficiency across the fleet, and ensuring full compliance with all federal, state, and local regulatory requirements.
Opening Date:	12/18/2025 2:00 PM
Posted Date:	11/21/2025
Status:	Open
Department:	CHARLOTTE/MECKLENBURG SCHOOLS


Solicitation Number * 163-163-11202025KS	Department CHARLOTTE/MECKLENBURG SCHOOLS	Status Reason Open
Opening Date 2025-12-18T14:00:00.0000000	Posted Date * 2025-11-20T22:00:03.0000000Z	Commodity Code Location and navigation systems and components
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Korie Sietmann
Description The primary goal is to identify, procure, and deploy a robust, end-to-end School Bus Telematics Solution to modernize student transportation. This system must integrate real-time GPS tracking hardware, driver and fleet management technology (including tablets and an administrative reporting platform), and a secure Parent Communication Application capable of displaying real-time vehicle location information. The successful implementation of this comprehensive system is critical to significantly enhancing student safety, optimizing operational efficiency across the fleet, and ensuring full compliance with all federal, state, and local regulatory requirements.

Attachments RFP 163-11202025KS Transportation.pdf (1003.69 KB)

Attachment Preview

THE CHARLOTTE-MECKLENBURG BOARD OF EDUCATION

Request for Proposal #: 163-11202025KS

Transportation Telematics Service and Hardware

Date Issued: November 20, 2025

Proposal Opening Date: December 18, 2025

At 02:00 PM ET

Direct all inquiries concerning this RFP to:

Korie Sietmann

Senior Purchasing Agent

Email: korie.sietmann@cms.k12.nc.us

Ver. 11/2023

The Charlotte-Mecklenburg BOE

INVITATION FOR BIDS NO. 163-11202025KS

Proposals will be publicly opened:

December 18, 2025 @ 2:00 pm EST

4421 Stuart Andrew Blvd.

Charlotte NC 28217

Refer ALL Inquiries to: Korie Sietmann

Office: 980-343-0663

Commodity: Transportation Telematics Service and Hardware

Contract Type: Agency Specific Term Contract

Using Agency Name: Charlotte-Mecklenburg Board of Education

(abbreviated as CMBOE or CMBE)

E-Mail: korie.sietmann@cms.k12.nc.us

Website: www.cms.k12.nc.us

NOTICE TO BIDDERS

ONLY Electronic responses will be accepted for this solicitation. You must register to submit a bid. Register as soon as possible! It may

take 3 to 5 days for your account to become active. NO MAILED, COURIERED, FAXED, OR EMAIL SUBMISSIONS WILL BE ACCEPTED. Bids

are subject to rejection unless submitted on this form. Failure to submit a bid in strict accordance with these instructions shall constitute

sufficient cause to reject a Vendor’s bid(s). Federal Uniform Guidance: “Contracts funded with federal grant or loan funds must be

procured in a manner that conforms with all applicable Federal laws, policies, and standards, including those under the Uniform Guidance

(2 C.F.R. Part 200). Including the prohibitions outlined in (2 C.F.R. 200.216).” Additional information can be found at:

https://www.cmsk12.org/Page/8947

EXECUTION

In compliance with this Invitation for Bids (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to

furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that this proposal is

submitted competitively and without collusion (G.S. 143-54), none of its officers, directors, or owners of an unincorporated business entity

has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of

1934 (G.S. 143-59.2), and it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this proposal, the undersigned

certifies to the best of Vendor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for

debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or CMS department or agency.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and THE CHARLOTTE

MECKLENBURG BOARD OF EDUCATION GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from

the ATTACHMENTS page within this document.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals

cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS:

P.O. BOX:

ZIP:

CITY & CMS & ZIP:

TELEPHONE NUMBER:

TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by

mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency

issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written

agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall

apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

Ver: 11/2023

(Authorized Representative of CHARLOTTE MECKLENBURG BOARD OF EDUCATION)

Proposal Number:

1.0 INTRODUCTION AND OBJECTIVES

Vendor: ____________________________________

The primary goal is to identify, procure, and deploy a robust, end-to-end School Bus Telematics Solution to modernize student

transportation. This system must integrate real-time GPS tracking hardware, driver and fleet management technology (including tablets

and an administrative reporting platform), and a secure Parent Communication Application capable of displaying real-time vehicle location

information.

The successful implementation of this comprehensive system is critical to significantly enhancing student safety, optimizing

operational efficiency across the fleet, and ensuring full compliance with all federal, CMS, and local regulatory requirements.

The intent of this solicitation is to award this contract to a single overall bidder on all items. The right is reserved, however, to make

awards based on individual items or groups of items, if such shall be considered by The Charlotte-Mecklenburg Board of Education to be

most advantageous or to constitute its best interest. Bidders should show unit prices but are requested also to offer a lump sum price. The

right is reserved by The Charlotte Mecklenburg Board of Education to reject any or all quotes/bids.

Key Objectives:

• Real-time Visibility: Establish and maintain accurate, real-time GPS location tracking for all designated fleet vehicles, ensuring

continuous data availability for operational oversight and incident response.

• Driver Safety, Behavior, & Performance: Monitor and report driver behavior metrics, including but not limited to harsh braking,

rapid acceleration, speeding, and unauthorized route deviations, with the intent to promote safe driving practices and reduce

liability exposure. Also includes monitoring of the CMS Transportation Non-Exempt Employee Absenteeism Program point

assessment and scale.

• Operational Efficiency: Enhance fleet performance by improving on-time arrival rates, optimizing route adherence, and reducing

vehicle downtime through proactive diagnostics and maintenance.

• Communication: Facilitate secure, timely, and bidirectional communication between drivers, dispatch personnel, and

administrative staff through integrated messaging platforms and mobile applications, including real-time updates to parents and

guardians.

• Student Safety: Strengthen student safety protocols by enabling visibility into vehicle location, driver conduct, and trip completion

status, while ensuring compliance with all applicable federal, state, and local transportation safety regulations.

Ver: 11/2023

Proposal Number:

1.1 SCOPE OF WORK

Vendor: ____________________________________

This Scope of Work (“SOW”) outlines the responsibilities and deliverables required of the selected Provider (“Contractor”) for the

provision, installation, and ongoing support of a comprehensive

telematics solution for the Charlotte-Mecklenburg Board of Education (“CMBE”) Transportation Department fleet.

1. Hardware Provision

A. GPS Tracking Devices: The Contractor shall furnish 1,400 and install GPS tracking devices on designated fleet vehicles. Each

device shall:

1. Provide real-time location tracking and reporting

2. Integrate directly with vehicle engine diagnostics systems (CAN bus/OBD-II/J1939).

3. Include an internal backup battery to ensure continued tracking in the event of power loss.

4. Be accompanied by all necessary wiring and installation components compatible with the fleet’s vehicle makes and

models.

5. Receive all firmware and programming updates to the hardware required based on any issues found in the field

6. Be supported by remote GPS hardware troubleshooting, with response times not to exceed 24 hours

7. Services to include a Return Merchandise Authorization (RMA) process for hardware repair or replacement with return

shipping paid by CMBE

B. Driver Tablet Hardware: The Contractor shall provide and install 1,350 ruggedized tablets with the following specifications:

1. High-resolution display, readable in direct sunlight.

2. Dedicated in vehicle charging dock and mounting solution

3. Secure operating system (Android or iOS) suitable for application delivery.

4. Mobile Device Management (MDM) software pre-installed.

5. Audible navigation features appropriate for school bus operations.

6. All necessary wiring and mounting hardware included.

2. Connectivity Services

A. GPS Cellular Connectivity: The Contractor shall provide pooled, data-only cellular service sufficient to support optimal GPS

performance across the entire fleet and district.

B. Tablet Cellular Connectivity: The Contractor shall provide Nationwide cellular connectivity (4G/LTE, 5G).

C. Mobile Device Management (MDM): The Contractor shall implement and maintain MDM software on all tablets, enabling

remote updates, device resets, and monitoring capabilities.

Ver: 11/2023

Proposal Number:

3. Software Solutions

Vendor: ____________________________________

A. Tablet Software: The Contractor shall provide and maintain tablet-based software applications that include:

1. Turn-by-turn navigation.

2. Pre-trip and post-trip inspection forms.

3. Messaging capabilities for office-to-driver communications.

B. Fleet Management Platform: The Contractor shall provide a secure, cloud-hosted software platform with the following

capabilities:

1. 24/7/365 access with guaranteed uptime.

2. Real-time GPS tracking and historical route playback.

3. Driver behavior analytics (e.g., harsh braking, speeding).

4. Geofencing and alert configuration.

5. Fleet maintenance and diagnostics via vehicle data integration.

6. Role-based access control and secure user authentication.

7. Data redundancy and secure hosting infrastructure.

8. API/Web Service access for future integrations.

9. Routine over-the-air (OTA) software updates, patches, and hotfixes.

10. Map licenses with quarterly updates.

11. Comparative analysis tools for routing integration, including:

i. Planned vs. Actual route reporting.

ii. Student lookup functionality.

iii. Bus-to-route matching.

iv. On-time arrival metrics for CMBE reporting.

v. Ability to import Employee Demographics for reporting

12. Time Capture and Attendance module to include Point tracking with support for employee demographic import and

CSV data export.

Ver: 11/2023

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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