Transportation Dispatch Software

STATE OF NORTH CAROLINA
University of North Carolina at Charlotte
Request for Proposals # 66-26087TS
Transportation Dispatch Software
Date of Issue: Friday, June 26, 2026
Proposal Due Date: Tuesday, July 28, 2026
At 2:00 PM ET
Direct all inquiries concerning this RFP to:
Trever Swint
Assistant Director of Purchasing
Email: wswint@charlotte.edu

STATE OF NORTH CAROLINA
University of North Carolina at Charlotte
Request for Proposals #
66-26087TS
______________________________________________________
For internal State agency processing, including tabulation of proposals, provide your company's eVP (Electronic
Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public.
This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made
available for public inspection.
This page shall be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered
vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor
Portal). If you do not have a vendor number, register at https://evp.nc.gov/SignIn?returnUrl=%2F
Electronic responses ONLY will be accepted for this solicitation.

STATE OF NORTH CAROLINA
University of North Carolina at Charlotte
Refer ALL Inquiries regarding this RFP to: Request for Proposal # 66-26087TS
Trever Swint
wswint@charlotte.edu Proposals will be received until: Tuesday, July 28, 2026 at 2:00 PM ET
EXECUTION
In compliance with this Request for Proposals (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 State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this
RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with
more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair
employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any
Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public
contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this
response to the RFP, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware that any
such gift has been offered, accepted, or promised by any employees of your organization.
By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA 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 and will NOT be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX:
CITY, STATE & ZIP: TELEPHONE NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
NAME OF PERSON SIGNING ON BEHALF OF VENDOR: TITLE:
VENDOR'S AUTHORIZED SIGNATURE: DATE: EMAIL:

Proposal Number: 66-26087TS Vendor: __________________________________________
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 __________, 2026, as indicated
on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of UNC Charlotte)
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Proposal Number: 66-26087TS Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND .............................................................................................. 5
1.1 CONTRACT TERM ......................................................................................................................... 5
2.0 GENERAL INFORMATION ........................................................................................................ 5
2.1 REQUEST FOR PROPOSAL DOCUMENT .............................................................................. 5
2.2 E-PROCUREMENT ................................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 5
2.4 RFP SCHEDULE ....................................................................................................................... 6
2.5 PRE-PROPOSAL MEETING ..................................................................................................... 6
2.6 PROPOSAL QUESTIONS......................................................................................................... 7
2.7 PROPOSAL SUBMITTAL ......................................................................................................... 7
2.8 PROPOSAL CONTENTS .......................................................................................................... 8
2.9 ALTERNATE PROPOSALS...................................................................................................... 9
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .................................................................. 9
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 9
3.1 METHOD OF AWARD............................................................................................................... 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ........ 9
3.3 PROPOSAL EVALUATION PROCESS .................................................................................. 10
3.4 EVALUATION CRITERIA ........................................................................................................ 10
3.5 PERFORMANCE OUTSIDE THE UNITED STATES .............................................................. 12
3.6 INTERPRETATION OF TERMS AND PHRASES ................................................................... 12
4.0 REQUIREMENTS ..................................................................................................................... 12
4.1 FINANCIAL PROPOSAL ........................................................................................................ 13
4.2 FINANCIAL STABILITY .......................................................................................................... 13
4.3 HUB PARTICIPATION ............................................................................................................ 14
4.4 VENDOR BACKGROUND AND EXPERIENCE ..................................................................... 14
4.5 REFERENCES ........................................................................................................................ 14
4.6 BACKGROUND CHECKS ...................................................................................................... 14
4.7 PERSONNEL .......................................................................................................................... 15
4.8 VENDOR'S REPRESENTATIONS .......................................................................................... 15
4.9 AGENCY INSURANCE REQUIREMENTS ............................................................................. 15
4.10 SUBCONTRACTORS ............................................................................................................. 15
4.11 SECRETARY OF STATE REGISTRATION ............................................................................ 16
5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................................... 16
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Proposal Number: 66-26087TS Vendor: __________________________________________
5.1 GENERAL ............................................................................................................................... 16
5.2 SPECIFICATIONS ................................................................................................................... 17
5.3 TASKS/DELIVERABLES ........................................................................................................ 17
5.4 PROJECT ORGANIZATION ................................................................................................... 18
5.5 TECHNICAL APPROACH ....................................................................................................... 18
5.6 FUNCTIONAL APPROACH .................................................................................................... 19
6.0 CONTRACT ADMINISTRATION .............................................................................................. 20
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE .......................................................... 20
6.2 INVOICES ................................................................................................................................ 20
6.3 POST AWARD PROJECT REVIEW MEETINGS ................................................................... 20
6.4 CONTINUOUS IMPROVEMENT ................................................................................................... 21
6.5 PERIODIC STATUS REPORTS.................................................................................................... 21
6.6 ACCEPTANCE OF WORK ........................................................................................................... 21
6.7 TRANSITION ASSISTANCE ........................................................................................................ 21
6.8 DISPUTE RESOLUTION .............................................................................................................. 21
6.9 CONTRACT CHANGES ............................................................................................................. 22
7.0 ATTACHMENTS ....................................................................................................................... 23
ATTACHMENT A: FINANCIAL PROPOSAL ....................................................................................... 23
ATTACHMENT B: INSTRUCTIONS TO VENDORS............................................................................ 23
ATTACHMENT C: NORTH CAROLINA DEPARTMENT OF INFORMATION TECHNOLOGY TERMS
AND CONDITIONS FOR SAAS AND/OR VENDOR HOSTED SOLUTION ............................ 23
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 23
ATTACHMENT E: CUSTOMER REFERENCE FORM ........................................................................ 24
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ............................................ 24
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .................................................... 24
ATTACHMENT H: CHARTERED TRANSPORTATION DISPATCH SOFTWARE -
REQUIREMENTS/VENDOR ASSESSMENT ........................................................................... 24
ATTACHMENT I: UNC CHARLOTTE PROSPECTIVE VENDOR TECHNICAL QUESTIONNAIRE .. 24
ATTACHMENT J: UNC CHARLOTTE DATA PROTECTION AGREEMENT ..................................... 24
ATTACHMENT C: Department of Information Technology Terms and Conditions for Saas AND/OR
vendor hosted solutions ........................................................................................................ 25
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Proposal Number: 66-26087TS Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The University of North Carolina at Charlotte was established in 1965 by the North Carolina General Assembly which
transformed Charlotte College, with beginnings in 1946, into a campus of The University of North Carolina. It is
organized into the following eight colleges: College of Arts & Architecture; College of Science; College of Humanities
& Earth and Social Science; College of Business; College of Education; College of Engineering; College of Health and
Human Services; and the College of Computing and Informatics. It offers a broad array of degree programs at the
undergraduate, graduate, and doctoral levels and also in graduate certificate programs.
Enrollment is approximately 32,000 with 19 percent of the students pursuing graduate degrees. The University is
expected to experience continued growth in the foreseeable future.
The intent of this solicitation is to seek proposals for a chartered transportation dispatch software solution that will
assist the Transportation team with group travel arrangements that are requested by campus departments and
sanctioned student organizations. The objective is to procure and deploy a comprehensive platform to manage fleet
operations, charter reservations, scheduling, billing and reporting over a defined contract period. The University's
Transportation Department will use the system to provide custom charter transportation services to university
affiliates across the region.
1.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the
"Effective Date").
At the end of the Contract's initial term, the State shall have the option, in its sole discretion, to renew the Contract on
the same terms and conditions for up to five (5) additional one-year terms. The State will give the Vendor written
notice of its intent to exercise each option before the end of the Contract's then-current term. In addition to any
optional renewal terms, and with the Vendor's concurrence, the State reserves the right to extend the Contract after
the last active term.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award,
which are incorporated herein by reference.
2.2 E-PROCUREMENT
ATTENTION: NC E-Procurement does NOT apply to this solicitation and the paragraph entitled ELECTRONIC
PROCUREMENT of the North Carolina General Terms and Conditions does NOT apply.
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and
Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with
all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda
and other changes that may be issued in connection with this RFP.
If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in
accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will
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Proposal Number: 66-26087TS Vendor: __________________________________________
be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum.
The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that
have been addressed during the question-and-answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to
evaluate or consider any additional or modified terms and conditions submitted with Vendor's proposal or otherwise.
This applies to any language appearing in or attached to the document as part of the Vendor's proposal that purports
to vary any terms and conditions or Vendors' instructions herein or to render the proposal non-binding or subject to
further negotiation. Vendor's proposal shall constitute a firm offer that shall be held open for the period required
herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this
RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon
through negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt
to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.
2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State Friday, June 26, 2026
Hold Pre-Proposal Meeting State Friday, July 10, 2026 at 1:00 PM ET
Submit Written Questions Vendor Monday, July 13, 2026 by 12:00 PM ET
Provide Response to Questions State Thursday, July 16, 2026
Submit Proposals Vendor Tuesday, July 28, 2026 by 2:00 PM ET
Contract Award State TBD
2.5 PRE-PROPOSAL MEETING
Mandatory Pre-Proposal Meeting
Date: Friday, July 10, 2026
Time: 1:00 PM - 2:00 PM Eastern Time
Location: Virtual
Virtual Link: https://charlotte-edu.zoom.us/j/98973047303
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-proposal site visit.
Attendees must arrive promptly. A campus map is available at https://facilities.charlotte.edu/our-
services/maps/printable-campus-maps and Vendors are strongly encouraged to arrive early because parking on
campus is difficult to obtain. All attendees must sign in upon arrival and clearly indicate each prospective Vendor
represented on the sign in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE SITE
VISIT, NOR SHALL THEIR PROPOSAL BE CONSIDERED. Once the sign-in process is complete, all other persons wishing to
attend may do so to the extent that space and circumstances allow.
FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR'S PROPOSAL BEING DEEMED NON-
RESPONSIVE AND NOT CONSIDERED FOR AWARD.
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Proposal Number: 66-26087TS Vendor: __________________________________________
The purpose of this meeting is for all prospective Vendors to apprise themselves of the conditions and requirements
which will affect the performance of the work called for by this RFP. Vendors must stay for the duration of the site visit.
No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work
called for or implied by this RFP.
Vendors are cautioned that any information released to attendees during the site visit, other than that involving the
physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this
RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP.
2.6 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the
best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by
the "Submit Written Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by
Addendum.
Written questions shall be emailed to wswint@charlotte.edu by the date and time specified above. Vendors should
enter "RFP # 66-26087TS: Questions" as the subject for the email. Question submittals should include a reference to
the applicable RFP section.
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed
necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP),
https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided orally
or informally by any State personnel, whether made in response to a question or otherwise in connection with this
RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and
an addendum to this RFP.
2.7 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended
or unanticipated delay, or technical issue. It is the Vendor's sole responsibility to ensure its proposal has been received
via the eVP as described in this RFP by the specified time and date of opening. The date and time of receipt will be
electronically time stamped by the system when received. Any proposal or portion thereof received or attempted to
be submitted after the proposal submission deadline will be rejected.
All proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information
can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.
Attempts to submit a proposal via mail, courier, facsimile (FAX) machine, telephone or email in response to this RFP
shall NOT be accepted.
This will be a One-Step proposal process:
Vendor's proposal may contain both the Technical and Financial Proposal (ATTACHMENT A) submitted for evaluation
in a single file.
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of
the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information
exempted from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information,
Products, Services or appropriate portions of its response as confidential, consistent with and to the extent permitted
under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that
it has formed a good faith opinion, having received such necessary or proper review by counsel and other
knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet
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Proposal Number: 66-26087TS Vendor: __________________________________________
the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information
be designated as confidential.
If the Vendor does not provide a redacted version of the proposal with its proposal submission, the University may
release an unredacted version if an open records request is received.
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a
Vendor's proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.
Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this
RFP periodically check the State's eVP website for any Addenda that may be issued prior to the bid opening date. All
Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.
2.8 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Failure to provide all required items, or Vendor's submission of incomplete
items, may result in the State rejecting Vendor's proposal, in the State's sole discretion.
Vendor RFP responses shall include the following items and attachments:
a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP
in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the
Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained
herein; (iii) Vendor's agreement to comply with all instructions, terms and conditions, and attachments; and (iv)
contact information for Vendor's representative responsible for this RFP.
b) Completed and signed version of all EXECUTION PAGES, and any pages requiring vendor input.
c) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
d) Vendor's Proposal addressing all requirements of this RFP.
e) Completed version of ATTACHMENT A: FINANCIAL PROPOSAL
f) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
g) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
h) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
j) Completed ATTACHMENT H: CHARTERED TRANSPORTATION DISPATCH SOFTWARE - REQUIREMENTS/VENDOR
ASSESSMENT
k) Organizational Chart: Refer to Section 5.4
l) Completed ATTACHMENT I: UNC CHARLOTTE PROSPECTIVE VENDOR TECHNICAL QUESTIONNAIRE
m) Vendor's Response to the Technical Approach: Refer to Section 5.5
n) Vendor's response to the Functional Approach: Refer to Section 5.6
o) Statement of Understanding to ATTACHMENT J: UNC CHARLOTTE DATA PROTECTION AGREEMENT
p) Submit non-expired (SOC2, SOC3, ISO, etc.) reports
q) Vendor Background & Experience. Refer to Section 4.4. Provide examples of past completed projects and work.
r) Any Vendor required supplementals to the contract including an End-User License Agreement (EULA) an/or a
Software Maintenance and Support Agreement
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