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Home My WebLink About20100927.tiff ORIGINAL Master Software License and Support Agreement This Master Software License and Support Agreement ("Agreement") is entered into this day of May , 2010 ("Contract Date"), by and between RouteMatch Software, Inc., (Contractor), and the Board of County Commissioners of Weld County, (Customer) Contractor agrees to Furnish Customer and Customer agrees to accept, in accordance with the terms and conditions of this Agreement, a license to use the software identified below. Introduction. The terms of this contract are specified in the terms of this document and in Exhibits A, B, and C which are an integral part of this Agreement and which are specifically made a part of this contract. Exhibit A sets forth Customer's Request for Bid. Exhibit B sets forth the Contractor's response to Customer's Request for Bid. Exhibit C sets forth Contractor's Scope of Work and Maintenance Agreement, and includes the scope of work and customer support and maintenance terms set by Customer which reflect Customer's obligation to pay Contractor as items are delivered and work is performed. 1. Definitions. 1.1 COMPUTER means a machine or system, which uses logical devices ("central processing units") to process information, such as a multiprocessor computer system or a workstation. 1.2 DESIGNATED COMPUTER(S) means specific Computer(s), including replacements, modifications, upgrades and additions thereto, upon which the application software is compiled or installed and executed. 1.3 SOFTWARE DOCUMENTATION means the standard user documentation published or provided on-line by Contractor, or distributed by Contractor under a third party license, describing the use of the Software, including any tutorial presentation of the capabilities of the Run-Time Versions and may include technical documentation which describes the design of the Software. Software Documentation may be released in an electronic media format. Notwithstanding the foregoing, Software Documentation does not include any 3rd party software documentation. 1.4 PRODUCT UPDATE mearts_at changeor.new release of the Software or Software Documentation designed to correct Software Problem(s). JP ct/5 gas-Jeaiin:rie. I - 5/00/O 2010-0927 1.5 PRODUCT UPGRADE means a change or new release of the Software or Software Documentation designed to enhance the features of the licensed Software version or otherwise improve the functionality of the licensed Software version. 1.6 RUN-TIME VERSION means a program that is used to execute the Software and other utilities that are a part of the Software, but which does not allow a User to change the Software or to create new and different Software features. 1.7 SOFTWARE means all of the computer software program versions listed in Exhibit B, and are considered a part of the Contractor's "deliverables" and shall include all updates, enhancements, modifications, or upgrades provided under the terms of this Agreement or a related support agreement. Notwithstanding the foregoing, Software does not include any third party software, unless set forth on Exhibit B. 1.8 SOFTWARE PROBLEM(S) means defective Software distribution media and/or a failure of the Software to function substantially in accordance with the Software Documentation. 1.9 SOURCE CODE means a compilable copy of the Software which allows the Software installer to compile the Software into a Run-Time Version using the appropriate Development System; some portions of the Source Code may already be compiled by Contractor and provided in an executable, Run-Time or object code version. 1.10 USER means the unique combination of one log-in on one software display device. (Does not apply if a license is required for each CPU) 1.11 PUBLIC ACCESS MODULE means a unique subset of Software provided for the purpose of providing third parties read-only access to Customer data. 1.12 EXECUTION DATE means the date, after installation of the Software, upon which Customer(in writing), accepts the Software. 1.13 MATERIAL BREACH means the failure to achieve a milestone as set forth in Exhibit C. 1.14 SEVERE SYSTEM MALFUNCTION means the failure of the Software to perform as represented by Contractor in Exhibit B. 1.15 ACCEPTANCE means Customer's willing receipt of the products, services and Software offered by Contractor, and Customer's agreement to pay for said products, services and Software. Customer shall always evidence Acceptance by a written statement, and not by payment alone. In the event there is payment and Customer fails to provide a written Acceptance statement or provide notice as to why Acceptance is not given, the Parties agree that Acceptance will be implied. LICENSES 2.1 Grant of License. Contractor grants to Customer the non-exclusive and non- transferable right to have the Users execute the Software on the Designated Computers, and to use the associated Software Documentation only for Customer's internal business purposes and only with Customer's data, subject to the terms and conditions of this Agreement and in consideration of payment of the agreed upon license fees. 2.2 Rights of Customer. Customer may access the Software lawfully licensed to Customer on any configuration of computers or display devices connected to the Designated Computer(s). Customer may transfer the Software to any electronic storage device connected to the Designated Computer(s), provided Customer keeps the original solely for backup or archival purposes. The parties agree that Customer may maintain a separate database that resides on a separate server for the purpose of testing Software Updates and Upgrades in a separate environment from its main database, which is used for Customer's daily operations and critical functions. Customer has the right to approve all personnel supplied by Contractor to perform services rendered under this Agreement. 2.3 Acceptance of Software. For each Software product licensed under this Agreement, Customer shall have a thirty(30) day "Acceptance Period"beginning on the GO LIVE Date. During the Acceptance Period, Customer may cancel the license by giving written notice to Contractor and returning the Software in accordance with Section 4.2. If Customer elects to accept the license, the license will be accepted by Customer at the end of the Acceptance Period, upon Customer's execution of a written Acceptance. Should Customer elect to cancel this Agreement under the terms of this Section 2.3, Customer shall pay Contractor for all Implementation services provided through the date of cancellation. The Project Plan, which is attached hereto and made a part hereof as Exhibit C, sets forth all such steps, milestones and payment obligations. 2.4 Backup Copy. Customer may make one backup copy of the Software and of any portions thereof, as well as any portions thereof which are modified or merged with other programs in accordance with this Agreement. Any backup copy shall also be subject to the terms and conditions of this Agreement. Customer agrees to maintain an accurate record of the location of the backup copy at all times. Customer utilizes BackupExec to preserve many of its records and will utilize that system monthly to create a backup tape which is stored offsite. Contractor acknowledges this procedure and agrees that this monthly backup of records created by the RouteMatch TS software does not and will not constitute a violation of this Agreement. 3. PROPRIETARY RIGHTS AND CONFIDENTIALITY 3.1 Ownership. As set forth more fully in Exhibit C, all title and rights of ownership in the Software and Software Documentation remain with Contractor and/or its suppliers and are protected by copyright, patent, and/or trade secret laws. Customer agrees to take all reasonable steps to protect Contractor's and its suppliers' proprietary rights in the Software and Software Documentation including, but not limited to, the proper display of copyright, trademark, trade secret, and other proprietary notices on any copies of the Software. Customer must reproduce and include any copyright, trade secret, trademark, or proprietary data notices, and other legends and logos on the backup copy. Customer agrees to assist Contractor in the defense of Contractor's and its suppliers' ownership of the Software and Software Documentation against all claims, liens and legal processes of creditors of Customer, and further agrees, to the extent it is able in the normal course of business, to keep the Software and Software Documentation free and clear of all such claims, liens, and processes 3.2 Confidentiality. As Customer is a public entity, Contractor is aware that this Agreement and all of its terms and conditions constitute a public record and that Customer must disclose this Agreement and its terms and conditions to members of the public who wish to see it only to the extent required by Colorado laws. In addition, Customer may disclose the Software to consultants and other third parties retained to work with the Software. Customer agrees that in the event Customer receives a request to disclose this Agreement or any of its terms to a third-party, it will give Contractor notice of such request. 4. TERM AND TERMINATION 4.1 Term. The license granted under this Agreement shall commence upon the Customer's Acceptance of the Software and the services under this Agreement shall continue for a period of one year unless Customer does not renew in accordance with the provisions of this Agreement. Both of the parties to this Agreement understand and agree that the laws of the State of Colorado prohibit Customer from entering into Agreements which bind Customer for periods longer than one year. Customer shall provide Contractor written notice at least thirty(30) days prior to the end of the Initial Term and any Renewal Term that it will not renew the Agreement. 4.2 Termination. Customer may terminate this Agreement for any reason by notifying Contractor in writing of its intention to terminate. If Customer terminates this Agreement as a result of Contractor's failure to attain a milestone as set forth in Exhibit B within sixty(60) days after notice from Customer that Contractor has failed to meet the milestone as anticipated, Customer shall be relieved from all further obligations under this Agreement, other than to pay all then due and outstanding amounts. Contractor may terminate this Agreement if Customer fails to pay any license fees owing and which are more than thirty(30) days past due. Contractor may also terminate the Agreement if Customer breaches any agreement or obligation in this Agreement and fails to remedy such breach or demonstrate a good faith effort to remedy such breach within thirty(30) days after receiving written notice of such material breach from Contractor. HOWEVER, as Contractor has no rights in Customer's continued subscription to Contractor's services under the Support, Update and Upgrade provisions as set out in Section 9.3 and Exhibit C of this Agreement, future action by Customer to refuse to accept such services shall not give rise to any right of Contractor under this Agreement, other than payment for all License Fees, Implementation and Customer Support services performed by Contractor then due and owing. Upon termination, both parties shall be relieved from any further obligations to one another under this Agreement, other than to pay all then due and outstanding amounts. 5. LIMITED WARRANTY. 5.1 Limited Warranty. Contractor warrants for a period of one (1) year after the installation of the Software to Customer, the latest unmodified version of the Software released by Contractor shall substantially perform in accordance with the Software Documentation. A copy of Contractor's proposal, and of Customer's Requirements is attached hereto and made a part hereof as Exhibits A and B respectively, and represent both Customer's and Contractor's expectations with regard to the operation of the Software. 5.2 Remedies. Contractor's entire liability and Customer's exclusive remedy shall be for Contractor, at Customer's option, to either: (a) replace any defective media which prevents the Software from satisfying the limited warranty described above provided such defective media is returned to Contractor; or (b) attempt to correct any errors which Customer finds in the Software during this warranty period and which prevent the Software from substantially performing as described in the Software Documentation. Any replacement Software will be warranted for the remainder of the original warranty period or for thirty(30) days, whichever is longer. 5.3 Right to License. Contractor warrants that it is the owner of the Software and/or has the right to license Software to Customer. 5.4 Limitations of Warranty. The above warranty is null and void if failure of the Software has resulted from accident, abuse, or misapplication; including unanticipated alteration or modification of the Software BY Customer. The above warranty applies only to Software Problems, which are apparent in the unmodified, standard Software, which is not merged with other software. Contractor shall not be required to correct errors during the above described warranty period attributable to: equipment malfunction; products other than the Software; use of the Software in conflict with or contravention of the Software Documentation or the terms of this Agreement; or accident, neglect, misuse, or abuse of the Software. 6. INDEMNIFICATION 6.1 Contractor's Indemnification. Contractor shall indemnify, defend and hold harmless Customer against any action to the extent such action is based on a claim that Customer's use of the Software or Software Documentation or any part thereof, under this Agreement, infringes a valid, enforceable United States patent or copyright, or misappropriated a trade secret, and Contractor shall pay all damages and costs, (including reasonable attorneys' fees), awarded or agreed to in a settlement by Contractor in respect of such action; provided that Contractor is given notice of such claim within thirty(30) calendar days of the dated Customer knows of such a claim. Contractor shall control the defense in any such action and, at its discretion, may enter into a stipulation of discontinuance and settlement thereof. Customer shall cooperate with Contractor in any such defense and shall make available to Contractor all those persons, documents and things required by Contractor in the defense of any such action. Reasonable out-of-pocket expenses incurred by Customer will be reimbursed by Contractor. Customer, may, at its expense, assist in such defense. 6.2 Remedies. If, in an action described in Section 6.1 above, the Software is held to constitute an infringement or misappropriation, or the use, demonstration, distribution, marketing, or sublicensing thereof is enjoined or restricted, Contractor shall, at its option, either procure for Customer the right to continue using the Software, or modify the Software to permit Customer to exercise its rights hereunder, or if the foregoing options are not available, terminate the Agreement and promptly refund to Customer all license fees paid by Customer to Contractor for the infringing Software amortized over a five (5) year period from the date of initial delivery, (i.e., a refund pro-rated on a monthly bases over a sixty(60) month term). 6.3 Limitations of Indemnification. The foregoing indemnity shall not apply in respect of any infringement misappropriation if such infringement or misappropriation resulted from Customer's or any of its Users' use of the Software: (a) in an operating environment other than that described in the Software Documentation or under this Agreement; (b) in conjunction with an enhancement not created or owned by Contractor; or(c) in conjunction with other software not created or owned by Contractor. The foregoing states the entire obligation of Contractor with respect to the infringement of patents and copyrights, and misappropriation of trade secrets. 7. Customer Support. In consideration of the payment of the fees and reimbursement of expenses as set forth herein, during the Initial Term, RouteMatch will provide technical support as follows: (a) Phone Support. RouteMatch will provide technical support by phone twenty-four (24) hours a day, seven days a week. Customer Support Personnel will be available for live consultation from 8:00 AM— 5:00 PM(Pacific Time) and will return all calls within two (2) hours. After hours and emergency support will be available via a pager by which, upon licensee leaving a message on the RouteMatch Support Voice Mail, a customer support technician will contact the customer within two (2) hours. Upon the initiation of a support event, email alert notifications will be sent to licensee containing a unique tracking identification number. (b) Updates. RouteMatch will provide all Updates (as defined in Exhibit "A") to Licensee without charge. These updates and patches will be provided on CD or other acceptable electronic means. (c) Upgrades. RouteMatch will provide all Upgrades (as defined in Exhibit "A") to Licensee without charge. These upgrades will be provided on CD or other acceptable electronic means. (d) Customer Support Website. RouteMatch will provide Licensee access through a unique, secure password to the Customer Support Website ("CSW"). The CSW will be maintained for customers only and contain information regarding the Software, Services, and other helpful information. The CSW will also provide access to the most up to date documentation, new case submittal forms, and available releases. Customers submitting cases or requests through the CSW will receive confirmation of receipt within one business hour of submittal. (e) User Groups. Licensee will be permitted to participate in regional user groups for Licensee's region, if available, free of charge. (0 On-Line Training Sessions. Up to three (3) of Licensee's authorized users will be allowed to participate in two (2) web-based, on-line training sessions each year. Upon Licensee's request RouteMatch will schedule a training session on the subject matter requested by Licensee at an agreed upon date and time. (g) Scheduled Web Training Classes. Each year, RouteMatch will provide up to three (3) of Licensee's authorized users access to five (5) of RouteMatch's regularly schedule Web-Training classes free of charge. RouteMatch will routinely publish a schedule of available training classes and subjects on the CSW. Additional access can be purchased at the then applicable rate for Premium Support customers. (h) Annual User Conference. RouteMatch will hold an Annual Users Conference one time each year. Up to three (3) of Licensee's authorized users are eligible to attend the annual RouteMatch User Conference free of charge. All expenses and costs included those associated with travel, lodging, and meals are not included. Any additional authorized users shall be eligible to attend at the rates set forth in Exhibit B-3. Year 1 Premium Customer Support Fees: $6,000 7.1 Remote Access. Customer is required to establish a direct computer-to- computer remote access link with Contractor before Support is provided to Customer. Customer must assure that Contractor has access to Customer's Designated Computer(s) via the remote access link. The link must meet Contractor's current specifications for connection to its customer support network. Contractor will provide the System Administrator with a telephone number to Contractor's Support Center, a log-in to the Support Center's system, and instructions on how to establish the link. Contractor will ensure that the Support Center's system will accommodate a link with Customer's system(s). Customer will bear all costs associated with establishing and maintaining the link from Customer's site to Contractor's customer service network. Customer reserves the right to control which product is used to establish and maintain the link from Customer's site to Contractor's site. 7.2 Required Development Environment. To assist in the resolution of Software Problem(s), Customer is required to maintain the versions then-currently supported by Contractor, or versions compatible with the versions then-currently supported by Contractor, of RouteMatch TS. Customer shall also maintain a tape drive on its development systems. The requirements of this subsection are subject to reasonable change. 7.3 Support Fees for Annual Maintenance. Customer agrees to pay the current annual Support Fees as detailed in Exhibit C. Annual fees are subject to the following imitations: (a) the first year's annual fee cannot exceed fifteen percent (15%) of the purchase price of the Agreement; (b) after the first year, RouteMatch may increase customer support fees up to an amount equal to the most recent Producer Price Index for data management and storage, information transformation and other services, and in no event shall the increase exceed five(5) % for any support service. 7.4 RouteMatch Support Specialist and System Administrator. Customer shall designate both a System Administrator and a RouteMatch Specialist who shall act as the primary contact between Customer and Contractor. 7.5 Customer's Responsibilities. Customer agrees to assist and cooperate with Contractor as reasonably required by Contractor, in the resolution of Software Problems. Such assistance will facilitate quicker and more effective problem resolution by Contractor, and may include: 7.5.1 Consultation with the System Administrator and RouteMatch Software Support Specialist. 7.5.2 Providing documentation of the Software Problem(s), test data, and copies of the programs being used when the Software Problem(s) become apparent. 7.6 Support Services. The Support Services generally include resolution of Software Problem(s), support via electronic mail, ("E-mail"), and telephone, upgrades and updates of the Software. Updates to existing procedures in the Software as required by legislative action, described in Appendix B, are also included in the Support Services. Installation, training, and modification of the Software are services not included as support services, and must be contracted separately. 7.7 Email and Telephone Support. Contractor will provide assistance in identifying, confirming and providing a"workaround" for suspected Software Problem(s) in the standard, unmodified code of the Software. Contractor may require documentation of the Software Problem, test data, and copies of programs being used before confirming and resolving Software Problem(s). E-mail can and should be used to communicate support requests. 7.8 Direct User Contact.Contractor Personnel may use the remote access link to access Customer's Computer to better analyze suspected Software Problem(s) and produce a solution or"workaround" to Software Problem(s). Contractor personnel may also directly communicate with Customer regarding the suspected Software Problem(s) using any form of telecommunications. 7.9 Site Visits. In the event that: (a) data is corrupted, returned results are incorrect, or there is a severe feature malfunction without a"workaround"; (b) the Software Problem seriously disrupts Customer's primary business operations; and (c) Customer and Contractor have made every reasonable attempt to correct the Software Problem, then Contractor agrees to use it best reasonable efforts to resolve the Software Problem, first remotely through the remote access connection or otherwise provided Customer has provided Contractor adequate remote access to Customer's system, and then on-site, if necessary to resolve the Software Problem(s) at Contractor's option. 7.10 Support Hours. Contractor support services, which include direct telephone services, will be available to Customer as set forth in Exhibit C, Scope of Work Section 4a. 7.11 Product Updates and Upgrades. Upon payment of Customer's annual Support Fee (detailed in Exhibit C Scope of Work Section Ia, which is attached hereto and made a part hereof), Contractor agrees to provide Customer with the Product Updates and Product Upgrades for licensed Software Produced by Contractor. 7.12 Language. Telephone and E-mail support will be provided in English, unless otherwise agreed upon in writing by both parties. 7.13 Training. As set forth in Exhibit C Scope of Work Sections 3 and 4, training will be provided by Contractor following final Acceptance by Customer. Training services are included in the price paid by Customer under this Agreement. 8. GENERAL 8.1 Waiver, Amendment or Modification. Any waiver, amendment, or modification of any of the provisions of this Agreement or of any right, power or remedy hereunder shall not be effective unless made in writing and signed by the parties. No failure or delay by either party in exercising any right, power or remedy with respect to any of its rights hereunder shall operate as a waiver thereof in the future. 8.2 Governing Law. This Agreement shall be governed by the laws of the State of Colorado, and shall inure to the benefit of Contractor, its successors, administrators, heirs, and assigns. The United Nations Convention on the International Sale of Goods shall not apply to this Agreement. 8.3 Choice of Forum. The parties agree that Weld County, Colorado shall be the proper forum for any action, including mediation and arbitration brought under this Agreement. 8.4 Attorney Fees. In the event an action, including arbitration is brought to enforce any provision of this Agreement, each party shall pay its own legal costs, including attorney fees, in addition to any other amounts recovered. 8.5 Limitation on Actions. No actions, regardless of form, arising from the transactions under this Agreement, may be brought by an aggrieved party hereto more than two (2) years after the facts creating the cause of action are known to said party. 8.6 Severability. If any term, provision, or part of this Agreement is to any extent held invalid, void, or unenforceable by a court of competent jurisdiction, the remainder of the Agreement shall not be impaired or affected thereby, and each remaining term, provision, or part shall remain in full force and effect. 8.7 Survival. The terms, conditions and warranties contained in this Agreement that by their sense and context are intended to survive the termination of this Agreement, shall so survive. 8.8 Notice. All notices or other communications made by one party to the other concerning the terms and conditions of this contract shall be in writing and deemed delivered under the following circumstances: (a) personal service by a reputable courier service requiring signature for receipt; or (b) five(5) days following delivery to the United States Postal Service, postage prepaid addressed to a party at the address set forth in this contract; or (c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment is required by the sending party; or (d) transmission via facsimile, at the number set forth below, where a receipt or acknowledgment is required by the sending party. Either party may change its notice address(es) by written notice to the other. If to Contractor: with a copy to: RouteMatch Software, Inc. Barclay T. Macon, Jr. 1180 West Peachtree Street Freisem, Macon, Swann & Malone Suite 1130 2905 Piedmont Road Atlanta, Georgia 30309: Atlanta, Georgia 30305 Attn: Tim Quinn, Executive Vice-President E-mail: tim.quinn@routematch.com Facsimile: If to Customer: Weld County Board of County Commissioners Attn: Clerk to the Board 915 Tenth Street Greeley, Colorado 80631 Tel: 970-356-4000 With a Copy to: Anita Scrams Executive Account Manager of ACS, a Xerox Company 1401 North 17th Avenue Greeley, Colorado 80631 Tel: 970-304-6570 8.9 Force Majeure. Neither party shall be in default nor liable for any failure in performance or loss or damage under this Agreement due to any unforeseeable event which is beyond its control and makes it impossible or illegal for such party to perform its obligations hereunder. 8.10 Taxes. Customer, as a governmental entity, is exempt from sales, use and other taxes or similar governmental charges or duties which might be incurred in connection with the exercise of the license(s) and rights granted herein to Customer, and therefore shall not be responsible for the payment of any taxes. Contractor shall be responsible for the payment of any sales, use or other taxes incurred when it purchase products, materials or services in the fulfillment of its obligations under this contract. Contractor is also responsible for the payment of all taxes or charges based on the income of the Contractor. 8.11 Acknowledgment. Customer and Contractor acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibits A, B, and C, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. 8.12 Governmental Immunity. No term or condition of this contract shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. 8.13 No Third Party Beneficiary Enforcement. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. 8.14 Fund Availability. Financial obligations of the (Board of County Commissioners of Weld County) payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. By execution of this Agreement, County does not warrant that funds will be available to fund this Agreement beyond the current fiscal year. 8.15 Employee Financial Interest/Conflict of Interest. C.R.S. §§24-18-201 et seq. and §24-50-507. The signatories to this Agreement aver that to their knowledge, no employee of Customer has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement. Contractor has no interest and shall not acquire any interest direct or indirect, which would in any manner or degree with the performance of Contractor's services and Contractor shall not employ any person having such known interests. During the term of this Agreement, Contractor shall not engage in any in any business or personal activities or practices or maintain any relationships which actually conflict with or in any way appear to conflict with the full performance of its obligations under this Agreement. Failure by Contractor to ensure compliance with this provision may result, in Weld County's sole discretion, in immediate termination of this Agreement. 8.16 Priority of Interpretation: The provisions of this Agreement shall govern the relationship between Customer and Contractor. Should conflict in any provisions of this Agreement and any exhibits thereto be identified, the priority of interpretation of the Agreement shall be as follows: 1.. The terms and provisions of this Agreement; and 2. Exhibit A; 3. Exhibit B; 4. Exhibit C. 8.17 Assignment: This Agreement may not be assigned, transferred, conveyed, sublet, or disposed of without the previous written consent of Customer. In the event that there is a material change of control of the Contractor(including the sale by contractor of the majority of its assets, acquisition of Contractor by a third party, divesture of Contractor by a parent or sister company, or insolvency), within twelve months of the execution of this Agreement, Customer reserves the right to revoke this Agreement, and Contractor agrees to refund all monies paid, Additionally this Agreement may not be assigned by licensee without the prior written consent of RouteMatch. Except as noted above, this Agreement shall be binding upon and shall inure to the benefit of and be enforceable by the Parties and their respective successors and permitted assigns. IN WITNESS WHEREOF, the parties have duly executed this Agreement as of the date first stated above. RouteMatch Software, Inc. Z �� '') 2,2, .1Qio BYC(I cot n, D I Vec -n- c( Gam.hroC( ````ttttt iiiii BOARD OF COUNTY J , 11•4 M COMMISSIONERS i G ^ OF WELD COUNTY, As h K;inD u - f • %� ? - STATE OF COLORADO CuMMis5i 41A fvpirts : 0; 31/i2 S 3 e��Lie : Q. 067.•13 o C3 4'‘ 1 ; Doi\ a ad ache 'r MAY 0 3 2010 At test!: `` to the oar �� { 020i9 109A d9 IN 1\ puty C1 fo the Board • j\ k Request for Proposal // 01■1 WineComprehensive Transportation System COLORADO Weld County Transportation Program Weld County, Colorado • y ask I. Purpose The Weld County Transportation Program is soliciting proposals for a Comprehensive Transportation System. The Weld County Transportation Program asks for responses to this request no later than January 18, 2010. II. Background Weld County is the third largest county in Colorado,covering an area of over 4000 square miles. It is bordered on the north by Wyoming and Nebraska, and on the south by the Denver metropolitan area. The Weld County Transportation Program currently has fourteen buses, and may expand that number.The Weld County Transportation Program has limited resources to provide services to the elderly, the disabled,to low income persons,and to the general public. Some of the services that the Program provides are transportation to health care facilities,Weld County Social Services, shopping and recreation. Medical appointments have priority. Requests are made twenty four to forty eight hours in advance of the appointment. Trips outside the Weld area are possible with some coordination. The General public will be provided transportation when time and resources are available. The Weld County Transportation Program drivers follow a schedule and a carefully optimized route. Ill. Scope of Services The products and services will primarily consist of providing and installing a Comprehensive Transportation System.The system must meet the requirements as outlined in this Request for Proposal. The Weld County Transportation Program has an electronic Transportation System currently and would like to import that legacy data into their new system.qi ;r gae % try ' . .=s .. Comprehensive Transportation System Page 1 of 5 EXk 1 b 1 F A to Akoci-cr c-Lpfsi- (AA,'r 1 ( __ LcC91W 19-e1nrce4N ,i�.(d C&ti 12-1 CA^CL T c IV. Project Description The Comprehensive Transportation System must be able to store information about clients, drivers, and buses. It must assign these objects to routes(or assist an operator to assign them to routes)in an efficient manner. Information regarding route optimization must be available in the system. It must produce driver manifests,driver directions, and must have a billing component or module. The Weld County Transportation Program needs a fully integrated system that requires minimal manual input, expedites processes, is user friendly, easy to configure, and provides exceptional reporting in multiple formats. This application must provide energy conservation, be cost effective, be designed to greatly improve operational performance, and must support multiple users. The scheduling/dispatch component of the system should be licensed for five users. The Weld County Transportation Program is interested in obtaining information regarding the tracking of buses while on routes. Weld is also interested in obtaining information about updating trip information (back to the main database)without manual data entry.Weld is aware that there are many options available to meet these goals that range widely in price and complexity.Weld asks that respondents submit proposals that list a solution that meets the Requirements as outlined in the Request for Proposal, and that they also submit additional pricing for adding a solution for these two functions. V. Requirements A. General • Route Optimization o Should calculate based on an algorithm or formula o Should incorporate information such as road closures, speed limits,topography • Energy Conservation o System must provide some type of energy savings. The identified savings should be provided with submittals • GIS o Should have some mapping capability o Should show routes as a layer on Weld County maps • Driver Manifest o Manifest should be available electronically and as paper • Driver directions o Directions should be available electronically and as paper • Billing o Must automate grant billing, such as Medicaid billing • Database o Must be capable of storing client demographic information required for grants o Should store legacy data Comprehensive Transportation System Page 2 of 5 • The funding for this project is the American Recovery and Reinvestment Act(ARRA)grant o Any installations using laborers and mechanics must comply with Davis-Bacon Act to include prevailing wage and certified payrolls as required by the Department of Labor. o Products must comply with Buy American requirements B. ,Reporting Deleted:¶ • Must have the ability to create reports for grants • Should create historical and trending reports • Must have the ability to create ad-hoc reports • Must provide cancellation/no show reports • Must provide detailed invoices VI. Description of Weld County Computing Environment Affiliated Computer Services(ACS)is contracted by Weld County to support and deliver information technology for the county. ACS supports a large network of desktops and servers which run a variety of applications supporting the business needs for Weld County.ACS will partner with the Weld County Transportation Program to complete this project. The desktops are configured with Microsoft XP OS and Microsoft Office products. Most applications in the environment are client-server or web-based architectures. Database products currently supported are Oracle 10G (minimum)and Microsoft SQL 2005. Many servers are virtualized using VMWare 3.0 for Windows 2003. VII. Cost Estimates and Project Schedule The submitted proposal must outline the following project costs and information: A. System • Software purchase and licensing costs • Number of Licenses included as part of application • Third party software to install and run application • Annual software maintenance costs and support services provided • Detailed hardware and recommended configuration(s) needed to run application with sizing assumptions and parameters • Future functional enhancements and any plans to use new computing architectures • Comprehensive Transportation System Page 3 of 5 • Customization cost and estimate of hours needed to incorporate our needs(per RFP)into your application B. System Consulting Services • Standard installation and training services provided at no additional charge with the system • Hourly fee rates for data conversion,technical consulting, training services, and number of total hours to be provided to training • Anticipated work tasks and with an estimated range of hours and "reasonable"timeframe and other associated costs to provide services • Describe assumptions regarding supporting tasks and services that need to be performed by ACS and Weld County Transportation Program personnel C. Estimated Project Schedule Please submit an estimated project schedule. VIII. Submittal Requirements-Instructions to Vendors o Qualified vendors interested in performing the work described in this request for proposals should submit the following information to the County. • Qualified vendors will submit a description of what energy conservation may be realized by the proposed solution such as: o What percentage of energy will be saved by fuel cost o What savings are involved in route optimization o What percentage of emissions will be reduced o Reduction in maintenance cost • Qualifications of your firm and staff proposed to perform the work on this project • A list of similar clients and installations completed in the last five years • References from at least three other clients, with similar requirements,that have been completed within the past five years and that have involved the staff proposed to work on this project. As part of the reference check process,the County may choose to visit one or more of the listed clients and/or request a demonstration of the system • Consultants'willingness to enter into the Weld County Standard Contract Agreement included as part of the RFP • Submit a total of five(5)copies of your proposal Comprehensive Transportation System Page 4 of 5 Selected vendors will be asked to complete the security questionnaire included as Appendix A. Proposals must be received no later than 5 PM(MST),January 18, 2010 to: USPS: ACS/Weld County Information Services Dept Attn: Jeannine Allen PO BOX 758 Greeley, CO 80632 Ground only: ACS/Weld County Information Services Dept Attn: Jeannine Allen 1401 N. 17th Avenue Greeley, CO 80631 Questions should be directed to: Jeannine Allen Weld County Information Services 970-304-6570, ext. 2548 Fax 970-304-6572 jalleneco.weld.co.us VIV.Selection Criteria and Method A selection committee comprised of Weld County Transportation Personnel and ACS representatives will review the proposals. X. Terms and Conditions The payment for services, as described under the Scope of Services, shall be based upon hourly rates as outlined in the submitted cost schedule estimate. The submitted cost estimate shall establish a "not to exceed"amount for the contract. Any changes in scope of the original contract will be treated as a negotiated change order to the contract. Comprehensive Transportation System Page 5 of 5 rinir As It • PROPOSAL RESPONSE TO Weld County Transportation Program — Request for Proposal — Comprehensive Transportation System SUBMITTED BY RouteMatch Software Atlantic Center Plaza 1180 West Peachtree Street, Suite 1130 Atlanta, Georgia 30309 (404) 876-5160 www.routematch.com SUBMITTED ON January 18, 2010 ♦� k � h ta rt t ` ` * RouteMatch {` Softwarze- b �+ .� � . .7'- '1‘11)1 `�,��ca ��I� � ja4aataL •• -:.;!i1I W „ e +4 . Route _ ©Copyright 2006 RouteMatch Software,Inc. All Rights Reserved RouteMatch Software and related technologies are designed, developed, and marketed by RouteMatch Software, Inc. ©Copyright 2000 RouteMatch Software, Inc. All rights reserved. No part of this publication is to be transmitted, transcribed, stored in a retrieval system or translated into another language in any form by any means without the written permission of RouteMatch Software, Inc. Confidentiality Notice The information contained in this proposal is intended only for evaluation by Weld County Transportation Program, or its agents for the purpose of consideration of a contract with RouteMatch Software, Inc. for software and services as described in the Request for Proposal - Comprehensive Transportation System. RouteMatch Software considers all information contained herewith to represent trade secrets and confidential business information. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, or by any information or retrieval system, except as expressly related to the evaluation process performed by Weld County Transportation System and permitted in writing by RouteMatch Software. All requests should be sent to Attention: Contracts Manager, RouteMatch Software, Inc., 1180 West Peachtree Street, Suite 1130, Atlanta, GA 30309. "• Route Match TABLE OF CONTENTS 1_0 EXECUTIVE SUMMARY 6 1.1 INTRODUCTION 6 1.2 PROJECT UNDERSTANDING 6 1.3 PROPOSED SOLUTION OVERVIEW 7 1.3.1 DEMAND RESPONSE/PARATRANSIT SOFTWARE 7 1.3.2 OPTIONAL-MOBILE DATA COMPUTERS/AUTOMATIC VEHICLE LOCATION 8 1.4 IMPLEMENTATION SUMMARY 9 1.5 VALUE PROPOSITION 10 2_0 COMPANY OVERVIEW 12 2.1 CORPORATE PROFILE 12 2.1.1 ROUTEMATCH MANAGEMENT AND CORPORATE STRUCTURE 13 3.0 QUALIFICATIONS 16 3.1 QUALIFICATIONS 16 3.2 REFERENCES 16 3.2.1 SPECIAL TRANSIT-BOULDER,CO 16 3.2.2 CITY OF GREELEY-GREELEY,CO 16 3.2.3 CITY OF SANTA FE,NEW MEXICO-SANTA FE,NM 17 3.2.4 THE CHICKASAW NATION-ADA,OK 17 3.2.5 BILLINGS METRO TRANSIT-BILLINGS,MT 17 3.2.6 SWEETWATER COUNTY TRANSIT AUTHORITY(STAR) 18 3.3 CLIENT LIST 18 4.0 SCOPE OF WORK 19 4.1 GENERAL REQUIREMENTS 19 4.2 KEY PERSONNEL 19 4.3 SUBCONTRACTORS(OPTIONAL) 21 4.3.1 MENTOR ENGINEERING(OPTIONAL) 21 4.4 PROJECT MANAGEMENT 22 4.5 IMPLEMENTATION APPROACH 24 4.5.1 PLANNING 24 4.5.2 ANALYSIS 24 4.5.3 CONSTRUCTION 24 4.5.4 IMPLEMENTATION 25 4.5.5 SUPPORT 25 Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 3 of 70 • RouteMatch Sottu in, 4.5.6 IMPLEMENTATION DEPLOYMENT PLAN 25 4.6 QUALITY ASSURANCE APPROACH 29 4.6.1 DATA CONVERSION FROM LEGACY SYSTEM 30 4.6.2 REPORT ANALYSIS 30 4.7 TRAINING TIMELINE AND PLAN 31 4.7.1 ROUTEMATCH TRAINING 31 4.7.1.1 Goals 31 4.7.1.2 Training Timeline and Plan 31 4.7.1.3 Operations Assessment 32 4.7.1.4 Level1 Training 32 4.7.1.5 Level 2 Training 32 4.7.1.6 Go-live Training 32 4.7.1.7 Post Implementation Follow up 33 4.7.2 WIRELESS(AVL/MDC)TRAINING(OPTIONAL) 33 4.7.2.1 Driver Training—The Mobile Device(Optional) 33 4.7.2.2 System Maintenance Training(Optional) 33 4.8 DOCUMENTATION 34 4.9 CONTINUING SUPPORT AND MAINTENANCE PROGRAM 35 4.9.1 PROPOSED PREMIUM SUPPORT AND MAINTENANCE PROGRAM 35 4.9.2 ROUTEMATCH CUSTOMER CARE PROGRAM 36 4.9.3 TECHNICAL SUPPORT&MAINTENANCE DIVISION 36 4.9.3.1 Technical Support Procedures 36 4.9.4 CUSTOMER ASSISTANCE/EDUCATION DIVISION 37 SO PROPOSED SOLUTION 38 5.1 PROPOSED SOLUTION 38 5.1.1 ROUTEMATCH TS FM SOFTWARE 39 5.1.2 ROUTEMATCH AVL/MDC MODULE(OPTIONAL) 40 5.1.3 MENTOR ENGINEERING-RANGER MOBILE DATA COMPUTER(OPTIONAL) 40 6.0 REQUIREMENTS 42 6.1 ROUTEMATCH TSTM PRODUCT DETAIL 42 6.1.1 ROUTE OPTIMIZATION 43 6.1.2 ENERGY CONSERVATION 44 6.1.3 GIS 45 6.1.4 DRIVER MANIFEST 46 6.1.5 DRIVER DIRECTIONS 48 6.1.6 BILLING 49 6.1.7 DATABASE 50 6.1.7.1 Customer Management Module 51 6.1.7.2 Vehicle Management Module 51 Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 4 of 70 RouteMatch 6.1.7.3 Driver Management Module 51 6.1.8 AMERICAN RECOVERY AND REINVESTMENT ACT(ARRA) 51 6.1.9 REPORTING 51 7A) DETAILED HARDWARE AND CONFIGURATION REQUIREMENTS 53 7.1 ROUTEMATCH SOFTWARE SYSTEM REQUIREMENTS 53 7.1.1 WORKSTATIONS 53 7.1.2 NETWORK CONFIGURATION 54 7.1.3 SERVER 54 8.0 COST ESTIMATES AND PROJECT SCHEDULE 56 8.1 SYSTEM 56 8.1.1 INTRODUCTION 56 8.1.2 SCOPE OF SERVICES 56 8.1.3 ROUTEMATCH SOFTWARE CORE PRODUCTS 56 8.1.4 ROUTEMATCH SOFTWARE EXTENSIBLE MODULES(OPTIONAL) 57 8.1.5 ROUTEMATCH SOFTWARE THIRD PARTY SOFTWARE 57 8.1.6 THIRD PARTY HARDWARE(OPTIONAL) 58 8.1.7 DETAILED COST PROPOSAL-ROUTEMATCH TSTM 58 8.1.8 DETAILED COST PROPOSAL-AVL/MDC(OPTIONAL) 60 8.1.9 NOTES AND ASSUMPTIONS 60 8.2 SYSTEM CONSULTING SERVICES 61 8.2.1 STANDARD SCHEDULE OF CHARGES 62 8.3 ESTIMATED PROJECT SCHEDULE 63 9.0 ATTACHMENT 1: PROJECT TEAM RESUMES 64 10.0 ATTACHMENT 2: DETAILED PRODUCT INFORMATION 65 11.0 ATTACHMENT 3: SAMPLE PROJECT PLANS 66 12.0 ATTACHMENT 4: SAMPLE SOFTWARE LICENSE AND SERVICES AGREEMENT 67 13.0 ATTACHMENT 5: CLIENT LIST 68 14.0 ATTACHMENT 6: CASE STUDIES 69 15.0 ATTACHMENT 7: APPENDIX A 70 Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 5 of 70 Route Match • 1.0 EXECUTIVE SUMMARY 1.1 INTRODUCTION On behalf of RouteMatch Software, including its staff and management team, we are pleased to present a proposal in response to the Weld County Transportation Program's Request for Proposal — Comprehensive Transportation System. We have carefully studied and analyzed the requirements of the RFP and are very confident that our products, services, people, reputation, and experience-especially in the state of Colorado-meet and exceed, not simply the requirements of this RFP, but also the desires expressed by the Weld County Transportation Program through our previous interactions and questions. Our proposed solution provides a scalable enterprise system that handles both demand response and fixed-deviated scheduling, that can be tightly integrated with an optional mobile data computer / automatic vehicle location solution. We sincerely appreciate the opportunity to compete for this project and look forward to the opportunity to meet and discuss our proposal with the Selection Committee. 1.2 PROJECT UNDERSTANDING The Weld County Transportation Program is soliciting proposal for a fully integrated Comprehensive Transportation System that requires minimal manual input, expedites processes, is user friendly, easy to configure, and provides exceptional reporting in multiple formats. The application must provide energy conservation, be cost effective, be designed to greatly improve operational performance, and must support multiple (five) users. The system is expected to manage information about clients, drivers, and buses as well as assign the vehicles to routes (or assist an operator to assign them to routes) in an efficient manner. Information regarding route optimization must also be available in the system. Currently, the Program has and electronic transportation system and would like to import that legacy data into their new system. The system must produce driver manifests, driver directions, and also have a billing component or module. The Weld County Transportation program is also interested in obtaining information regarding the tracking of buses while on routes and information about updating trip information (back to the database) without manual data entry. The Weld County Transportation Program currently operates fourteen buses, and may expand that number, to provide services to the elderly, the disabled, to low income persons, and to the general public. Some of the services that the Program provides are transportation to health care facilities, Medicaid, Weld County Social Services, Non-Emergency Medical Transportation, Home and Community Based Services, Senior Nutrition, shopping and recreation. Medical appointments have priority. Requests are made twenty four to forty eight hours in advance of the appointment. Trips outside the Weld area are possible with some coordination. The general public will be provided transportation when time and resources are available. The Weld County Transportation Program drivers follow a schedule and a carefully optimized route. Through a close understanding of The Weld County Transportation Program's service and this RFP, RouteMatch fully understands the requirements and in the following sections describes its solution to meet and/or exceed those requirements. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 6 of 70 RouteMatch 1.3 PROPOSED SOLUTION OVERVIEW Upon completely reviewing the RFP and examining closely the goals of The Weld County Transportation Program expressed therein, RouteMatch has proposed a comprehensive ITS solution comprised of the "Best of Breed" technologies across the transit industry. Specifically, RouteMatch will manage the deployment of the ITS technologies and provide a scalable solution that will provide flexibility to expand and add additional ITS technologies as the system and/or needs change over time. Note: The Demand Response/ Paratransit Software — RouteMatch TSTM is a required component to meet the scope of The Weld County Transportation Program's RFP. For informational purposes, as required by the RFP, the products and modules that would fulfill the need to track buses while on routes and the ability to update trip information without manual entry have been designated throughout the proposal as (Optional) components. Our proposed solution is further described below. 1.3.1 Demand Response/Paratransit Software RouteMatch proposes its flagship package, RouteMatch TSTM. RouteMatch TSTm incorporates advanced logistics algorithms and Geographic Information Systems (GIS) to accomplish fully automated, computer-assisted, and manual routing and scheduling for the paratransit and demand response transportation industry. With integrated data management, scheduling, routing, dispatching, billing, reporting, and database maintenance functionality, RouteMatch TSTM enhances customer service while providing greater efficiency and reduced operating costs. Should the Weld County Transportation Program have ambitions to expand its technology infrastructure in years to come, RouteMatch TSTM also poses the innate ability to integrate with various ITS technologies, such as Automated Vehicle Location /Mobile Data Communications (AVL/MDC), Interactive Voice Response, and coordination. RouteMatch is proposing to assist The Weld County Transportation Program in the management of the route deviations within RouteMatch TSTM. The Weld County Transportation Program will have the ability to set up the fixed routes within the demand response application. As deviations occur the users would create the deviating trip and insert into to the fixed schedule. If using the optional Mobile Data Computer, fixed routes would display on the MDC units similar to demand response trips and subsequently the deviating trip would display on the MDC unit alerting the driver of a deviation. For this project, we understand that the users need access to a system that requires minimal manual input, expedites processes, is user friendly, easy to configure and provides exceptional reporting in multiple formats. Fortunately, RouteMatch TS has been built on the idea that sophisticated software need not be complex and difficult to use. As a result, RouteMatch TSTM is powerful, yet very intuitive and flexible to the end user. We only use standard Software Development practices, namely, an open, non-proprietary database using Microsoft SQL Server, object-oriented programming languages, scalable architectures, ESRI Geographic Information Systems (GIS) components, Crystal Reports, and Citrix distributed computing components. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 7 of 70 is,i.. : RouteMatch sr,rtn',n'e- (��,(p,{';�y�,{�yy�aa vv�{�}�sy .,1j• '-�pQ.y�n Mw-.fy.,,, ;-a'•-'ht'i,,.,•' k'� .x'!Y.Yt. il .f,,,..„,, }400"al},,,,,IJlTrtit•M1i,'-jii?F-,. ,`l"nIr/1�Le!J 3�.I��nIVI�� .a..... . ' } .. .. -. . ,.��{I�'�'��: �' .:. File yip, Help l - February 12, 2008 w ' @ : Unsdedied Trips I ® 1*'d ce,4 a i_ ,'i a dlRaf!e➢ ! 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GT FEN*r i - ' to 09:00 AM:Gaines,Geneva-1462 Montreal R ' , '7----: A j ; .I _ :...l°MOO AM:GaAs,Cheryl•1830 Piedngnt Rd!: : : , €; to 09:W AM:Havens,Bobby-2100E Exchiese i -.- " tP 09:00 AM:Pduut,Christian-1830 Piedrnc t F • �� }; ' SP 09:00 AM:Rood,Say'77 C*5t NE,Detro NUJ REDFOR + - t{ 7. ::; : i , .V 09:00 AM:Taly,Herman-1830 P,edmoot Rd - -—;- ..- AP ' 1 to 09:00 AM:Whaese,Julia-15 PneMxst Dr,T 4 1'; ~ i IF 09:30 AM:Crowder,Alex-2551 Roswell Rd 1 i . _..jP 10:W AM:Dyer,Andy 5-110 Pavilion Pkwy, �.l�.. • r' n,, !I _ . to 10:00 AM:Wheeler,Darryl 0.1310 Iron Gat GARDEN -D ` OR ''SenAe!`' I t,11:W AM:Blanton,Michael•5891 New Pearl ' jP 11:00 AM:Bowman,Katie 3323 Chestnut Di a,, at1 - IM'.ST£R 12 ' to 11:00 AM:Butts,Kathleen-5825 Glerridoe I ,ME I/1 DA mow= t„11:00 AM:RLfF'n,ban-1830 Piedmont Rd I\ ALL&N I P 11:30 AM:Noires,Fletcher-119 Stonewall; Q� • ! to 01:00 PM:&owne,Ae6ey-1349 West Peat m f BC`1 Qlrtg to D1:W PM:Gaines,Geneva-455 win way,l ut ., TAYLO f '. %OI 00 PM:Roberts,Brand-2100 Pleasant 14 ,,,. ` F L_.. 7ipcountifor1J12/2C0a Schediect. Is-Urachecad 73 '.. :. .:: ::'l ]?nrr s iOit i RnuteMntch TS GUI 1.3.2 Optional -Mobile Data Computers/Automatic Vehicle Location As requested, RouteMatch has provided information on our fully integrated Mentor Ranger AVL/MDC Solution should The Weld County Transportation Program decide to implement this technology: The Ranger is fully rugged, touch screen; Windows CE based Mobile Data Computer, creating an ergonomic, safe and friendly driving environment.The RangerTM increases the amount and accuracy of data being tracked, and eliminates the need for manual manipulation of performance data. With this solution, by integrating Global Positioning Systems (GPS) equipment in your vehicles, Automatic vehicle locations allow dispatchers to easily view the location of each vehicle in real-time. The AVL Component integrates actual vehicle location information from the GPS / AVL units and displays the information within the dispatch software. Users can view planned routes versus actual Proprietary/Confidential Weld County Transportation Program Technical Proposal Page,5'01.70 • a Route Match routes, vehicle speed, vehicle direction, and current location of the vehicle. This easily allows your dispatchers to know exactly where the vehicles are and where they should be when compared to the RouteMatch schedule. Tools for estimated time of arrival (ETA) can also be used to determine late trips and poor performance. Mobile Data Computers provide the foundation for real-time, on-board trip and vehicle data collection. Drivers can download driver manifests to a mobile data computer and collect all required data for each passenger in real-time, including odometer readings, pickup and drop off times, no show, late cancellations, fare information, and other related trip data. This solution provides the foundation for a paperless transportation organization and gives your dispatch center real time data for improved decision making and on-the-fly schedule modifications. Dispatchers and drivers can also easily communicate free-form and pre-canned messages to and from the vehicles and the dispatch center. This dramatically reduces voice radio traffic and dispatch chaos. This solution will also support in-vehicle mapping and navigation with voice annunciated turn by turn driving directions. Power Key .a.R Function Ke s ,,; * ille ' 0 • ti. °sr Fl Function Key toggles between Day&Night modes 1.4 IMPLEMENTATION SUMMARY The implementation of the RouteMatch solution will be a phased approach. RouteMatch will serve as the prime contractor. Wayne Stevens, Vice President of Professional Services, will serve as the Principal in Charge and report directly to The Weld County Transportation Program's project manager and executives. Don Robinett, manager of regional implementations, will serve as the system project manager. Wayne and Don will have a team of trainers, consultants, and systems integration experts at their disposal to ensure we meet the timeframes, budgets, and client expectations of this project. RouteMatch proposes to implement the solution via our "best practice" implementation methodology, comprised of the following: • Plan • Analyze • Construct Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 9 of 70 $'elip, • RotateMatch Sof hewn.' • Deploy • Support. Each activity above provides a framework of tasks and deliverables that are clearly outlined and identified in the detailed project and training plans. These deliverables and tasks include system planning and project management, system installation and configuration, data conversion, administration and staff training, system documentation, and quality assurance and system acceptance testing. RouteMatch is also offering our Premium Support and Maintenance package, which includes 24 hours per day / seven days per week access to our customer support systems, major and minor upgrades to all products and modules, free Web-based training classes, and access to our customer support Web site for documentation downloads, training programs, training registration, and online help and chat rooms. 1.5 VALUE PROPOSITION RouteMatch has proposed an industry-leading, best practice solution that incorporates a scalable and configurable, enterprise-level solution that will exceed the requirements of this project. With our unique focus on this particular challenge and problem set, RouteMatch has developed very specific technologies that address the needs outlined in the RFP. In order to provide value, RouteMatch's software must save our customers money and raise their productivity. By improving reservation processes and accessibility, The Weld County Transportation Program should achieve dramatic improvements in customer service and, hopefully, reduce access confusion and potential complaints. By implementing automated scheduling and route optimization, provider routes and group assignments should provide operation efficiencies, mileage reduction, and passenger per service hour efficiency increases. By improving route productivity and reducing vehicle hours and miles, the return on investment should be substantial and pay for itself within the first 12 to 18 months of full deployment. Overall, RouteMatch will provide a solution to The Weld County Transportation Program that enhances its ability to accomplish its goals and objectives. With the integration of technical expertise and customer support, RouteMatch will assist The Weld County Transportation Program with: • Increased efficiencies with reduced operating costs. • Increased accuracy of data management. • Reduced administrative time and effort associated with day to day activities. • Improved routes and schedules. • Automated reporting and billing. • Optimized business processes. RouteMatch's experience in the industry—as well as direct experience in Colorado—provides The Weld County Transportation Program with a proven solution. Further, RouteMatch understands no two clients are a like and having flexibility like being able to accommodate the fixed/deviated tracking and passenger reporting makes RouteMatch a superior vendor. RouteMatch continues to grow and build partnerships with industry leaders such as The Weld County Transportation Program. These relationships drive our product development. Operational challenges are identified and we attempt to Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 10 of 70 RouteMatch Sofnr. z' solve these challenges through new products, enhancements, upgrades and advanced integration; thereby, creating a win-win relationship with the client and vendor. RouteMatch is proud and pleased to deliver this proposal to The Weld County Transportation Program Evaluation Team. Again, on behalf of the entire RouteMatch family, we thank you for your time and consideration of our proposal. We look forward to meeting with the team and clarifying any issues or concerns that you may have. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 11 of 70 w Route Match sort.- 2.0 COMPANY OVERVIEW 2.1 CORPORATE PROFILE RouteMatch Software, Inc. is a privately-held transportation and logistics software engineering firm headquartered in Atlanta, Georgia, with satellite offices in Colorado, Kansas, Iowa, North Carolina, Tennessee, South Carolina, Washington, and Massachusetts. RouteMatch was founded in 1999 with a primary focus on providing advanced transportation management solutions to the private and public sectors. The RouteMatch family is comprised of over seventy five software engineers, transportation consultants, and customer service staff. With over 270 clients in over 45 states, RouteMatch is a proven software and systems integrator with expertise specifically related to this project. RouteMatch is 100% committed to the paratransit and Transit ITS industries, and has leveraged its industry knowledge and talented personnel, as well as corporate business relationships, to ensure it will provide state-of-the-art technologies and continue to grow with our customers and the industry. Dedicated to the success of its clients, RouteMatch Software is guided by a vision of building state-of- the-art technology while providing unparalleled professional services, customer support, and maintenance. Substantial research and resources have been committed to the development of RouteMatch products, modules, and related technologies RouteMatch provides a complete set of products and modules for the transportation industry that address the issues of data management and integration automated routing, scheduling, dispatch, GIS-based route and schedule optimization, automatic vehicle location and mobile data communication (AVL/MDC) integration, billing, and various types of local/state/federal reporting. These applications are complemented with a suite of professional services to ensure The Weld County Transportation Program can truly maximize its investment. RouteMatch Software's vision is to reduce the Total Cost of Ownership (TCO) of software solutions used in the transportation sector, while dramatically increasing the benefits of automation and cost savings. The quality of our products is a direct result of the quality of our employees. We hire only the most talented candidates who share our corporate values: integrity, character, and enthusiasm for the products and services we develop and deploy. These values serve as the foundation for our relationships with customers, partners, and each other. At RouteMatch, three guiding principles drive the design, development and implementation of our products. • The quality of our products is a direct result of the integrity of our employees. We hire only the most talented candidates who share our corporate values: Integrity, Character and Enthusiasm for the products and services we develop and deploy. These values serve as the foundation for our relationships with customers, partners and employees. • We conduct business as a partnership, working in tandem with our customers to provide the best solutions possible. Helping customers achieve their goals is the key to RouteMatch Software's current success and future. We must listen to what they tell us, respond rapidly by delivering new and innovative solutions and build relationships based on trust, respect and mutual understanding. We always back our products with the best service and support in the industry. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 12 of 70 RouteMatch Sothewry' • Improving the quality of life in our communities and enhancing mobility options for all citizens is what motivates us. We feel very strongly that our products and services provide social and economic benefits. Our vision is to help improve transportation services for the disabled, elderly and the transportation disadvantaged. Our goals at RouteMatch are simple: Provide only the highest quality solutions to our customers. Corporate headquarters in Atlanta, GA will provide senior management, product development, project management, factory testing, implementation services, and technical support. RouteMatch Software, Inc. 1180 West Peachtree, Suite 1130 Atlanta, GA 30309 Main Line: (404) 876-5160 Customer Support: (866) 653-3629 Email: support@routematch.com Web: www.routematch.com Fax: (404) 898- 1145 The main point of contact for this procurement is listed below: Patrick Cheek, Sr. Sales Consultant 1180 West Peachtree, Suite 1130 Atlanta, GA 30309 Office: (404) 253-7845 Cell: (404) 593-9298 Fax: (404) 898- 1145 Email: patrick.cheek@routematch.com 2.1.1 RouteMatch Management and Corporate Structure The RouteMatch management team is made up of a powerful combination of talent and experience. The principals of the firm can be contacted at RouteMatch corporate headquarters, 1180 W. Peachtree Street, Suite 1130, Atlanta, GA 30309. They include: • Bahman Irvani, Chairman and CEO (404.872.4100) Mr. Irvani attended Bryanston School in Dorset, England. He entered the University of Cambridge and in 1971, was awarded an M.A. degree in Economics, and subsequently joined the accounting firm of Coopers & Lybrand in London. He is a Fellow of the Institute of Chartered Accountants in England and Wales. Mr. Irvani is an entrepreneur and is active in supporting a number of technology companies, including RouteMatch Software, through his Atlanta-based technology investment company, Granite Holdings. • Tim Quinn, Co-Founder and Executive Vice President(404.253.7846) Mr. Quinn co-founded RouteMatch Software and serves as an Executive Vice President, focusing primarily on business development, marketing, product management, and direction. Mr. Quinn is Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 13 of 70 11 RouteMatch 0 experienced in both private industry and various government agencies at the state and local levels solving complex transportation planning, logistics, and systems integration problems. Prior to RouteMatch, Mr. Quinn served as the Director of Transportation Software at GeoFields, Inc., where he specialized in developing transportation software applications for both the public and private industries. Mr. Quinn holds a B.S. degree from the University of Georgia and a M.S. from the Georgia Institute of Technology where he focused on transportation systems and planning. • David White, Executive Vice President, Engineering (404.253.7841) Mr. White sets the technical direction at RouteMatch. With his extensive experience in full lifecycle software development, he drives our development team to produce nothing less than the best software possible, ducking the latest "industry fashion trends" in favor of solutions that stand the test of time. Well-known for his no-nonsense management style, Mr. White continues to shape RouteMatch's technological landscape. Mr. White comes to RouteMatch from Clean White Software, Inc., his successful Atlanta-based consultancy, dedicated to providing client companies with rock-solid software design and architectural oversight. Prior to that, he was co-founder of Softblox Inc., a "high- end software boutique" specializing in systems management software and off-the-shelf Windows- internals trickery. Mr. White holds a B.S. in Mathematics and Computer Science from the State University of New York at Binghamton. • Joe Hewes, Vice President, Operations & Customer Support(404.253.7853) Mr. Hewes focuses on government affairs, strategic partnerships, contracting, and customer support program. Prior to RouteMatch, he served as Director of Sales for Trailworks.com, an Internet mapping, travel, and gear resource focused on the adventure travel industry. At Trailworks, Mr. Hewes developed a team of sales associates and created a network of over 150 strategic partners in the adventure travel industry. Mr. Hewes holds a B.A. degree from the University of Georgia and a J.D. from the University of Missouri. Prior to joining Trailworks, Mr. Hewes spent four years in private practice with the Atlanta firm, Smith, Howard and Ajax. As a lawyer, he focused on commercial litigation. • Wade Thornton, Vice President of Implementation (404.253.7829) Mr. Thornton oversees and leads the professional services departments at RouteMatch Software. He brings a wealth of knowledge and understanding to this engagement. RouteMatch is managed according to the following structure: Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 14 of 70 tl Cl 1 c IA Q u C m - i II 1 : tc z , te o o c zL � z cs 3 C y C C C 4 Route Match ......................... 3.0 QUALIFICATIONS 3.1 QUALIFICATIONS RouteMatch products and services are currently installed in over 270 transportation organizations in 45 states in the U.S. Founded in 1999, RouteMatch is the fastest growing transit technology provider, signing up an average of 26 customers per year. RouteMatch attributes this rapid success to the quality of our technology, and dedication and focus of our people. Since the beginning, RouteMatch has focused on the paratransit scheduling/routing and management system solution. All product development and enhancements have been a result of customer requests to build additional technology. As a result, RouteMatch quickly provided an interface to multiple industry leading mobile data computer manufacturers. Today, with close to 50 installations, the RouteMatch/Mentor mobile data computer solution is the most ubiquitous solution for the paratransit industry in North America. In addition, as RouteMatch and our customers work together, our solution is continually improving. We are constantly offering new features and entirely new products that enhance the usability and value to transportation operations around the country. We have no plans to stop our innovation and continue to believe that this will lead to continued and accelerated growth. We hope that The Weld County Transportation Program will be a part of the RouteMatch family. 3.2 REFERENCES 3.2.1 Special Transit—Boulder, CO Contact: Rich Burns, Director of Operations 4880 Pearl St., Boulder, CO 80301 Phone: (303) 447-2848 Email: rich@specialtransit.org Description: In 2006, Special Transit implemented RouteMatch TS to manage all of their demand response services. Special Transit operates 41 vehicles and performs over 350 trips per day consisting of ADA, JARC, Medicaid, and general public. RouteMatch TS performs all data management, eligibility management, trip taking, scheduling and reporting. 3.2.2 City of Greeley— Greeley, CO Contact: Mr. Brad Patterson, Director 1200 A Street, Greeley, CO 80631 Phone: (970) 350-9751 Email: brad.patterson@greeleygov.com Description: Greeley — Evans Transit (GET) uses RouteMatch TS in a client/server deployment to operate a fleet of 12 vehicles and perform and perform approximately 130 demand response trips per day. RouteMatch TS is used for comprehensive data management, trip taking, scheduling, and reporting. They are looking to add mobile data computers to their paratransit fleet and also implement a . . Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 16 of 70 Route Match .Software- our fixed route CAD/AVL technology with fully integrated dynamic message signs to their fixed route operation over the next year. 3.2.3 City of Santa Fe, New Mexico—Santa Fe, NM Contact: Annette Granillo, Operations Manager P.O. Box 909, Santa Fe, NM 87505 Phone: (505) 955-2002 Email: angranillo@ci.santa-fe.nm.us Description: The City of Santa Fe operates a fixed route and paratransit system consisting of a total of 41 vehicles. RouteMatch deployed RouteMatch TSTM and the RouteMatch Fixed Route Display Module to assist in data management, reporting, and eligibility determination. In addition, RouteMatch has integrated the Mentor Ranger Mobile Data Computer and Automated Vehicle Location (AVL), into the project so that Santa Fe tracks and communicates wirelessly and in real time. 3.2.4 The Chickasaw Nation— Ada, OK Contact: Angie Gilliam, Operations Executive Assistant P.O. Box 1548, Ada, OK 74820 Phone: (580)436-2603 x62310 Email: angie.gilliam@chickasaw.net Description: The Chickasaw Nation operates a demand response transit service across a multi county area of Central and Southern Oklahoma. They operate over 25 vehicles and schedule and dispatch their drivers from multiple locations throughout their service area using approximately 3 schedulers and dispatchers. Before RouteMatch, The Chickasaw Nation operated completely manually, tracking client data in spreadsheets, compiling monthly, quarterly, and annual reports by hand, and manually scheduling all 75 trips per day. After implementing RouteMatch technology, they have achieved significant administrative and scheduling efficiencies that have provided an 85% increase in trips per day (now at 120 trips per day), with the same annual budget. This increase in ridership is fully attributed to the implementation of RouteMatch Software. 3.2.5 Billings Metro Transit—Billings, MT Contact: Ms. Kathy Ban, Director 1705 Monad Road, Billings, MT 59101 Phone: (406) 657-3030 Email: barrk@ci.billings.mt.us Description: Billings Metro went live on RouteMatch TS on December 22, 2005. This was a smooth conversion from Mobility Master. Billings averages 250 to 300 rides on a typical day. Approximately half of these rides are subscription rides, meaning the same rides occur at the same time each day. RouteMatch TS is installed on 7 workstations and schedules for 15 vehicles in one county. Mentor's Automated Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 17 of 70 RouteMatch softu a>>r- Vehicle Locators were integrated with the RouteMatch TS system to provide real- time tracking of their vehicles. 3.2.6 Sweetwater County Transit Authority (STAR) Contact: Ms. Judy Owens, Transportation Director 1471 Dewar, Suite 123, Rock Springs, WY 82901 Phone: (307) 382-7827 Email: starbus@fascination.com Description: Client/Server-based deployment utilizing RouteMatch TSTM for computer- automated scheduling of 300 trips per day on 15 vehicles utilizing 5 user workstations. Software is used in conjunction with Mentor Ranger Mobile Data Computers for an integrated turn-key solution. RouteMatch successfully converted STAR from Rides Unlimited to RouteMatch TS. 3.3 CLIENT LIST Please see Attachment 5 — Client List for a list of RouteMatch Clients with similar installations to The Weld County Transportation Program completed in the last five years. This list is confidential to RouteMatch Software and is intended for evaluation by The Weld County Transportation Program only. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 18 of 70 'RouteMatch sum,are 4.0 SCOPE OF WORK 4.1 GENERAL REQUIREMENTS RouteMatch fully understands the scope and requirements of this project and will apply both the proper level of project management and technical resources to the implementation to ensure a successful deployment. RouteMatch will provide an implementation plan that meets and exceeds all of the general requirements outlined in the RFP including: • System engineering and design • All application software required to implement the functional capabilities of the system. • Initialize the system database with all digital maps, The Weld County Transportation Program client data, regional bus schedules and stop locations, landmark locations, and fleet information. • Integration of all hardware, software, and firmware into an operational reservation/scheduling system. • Testing of all functional capabilities of the system • Packing, shipment, insurance, and delivery of all components to The Weld County Transportation Program • Field-testing of the scheduling system after installation • All needed engineering and technical support until Final Acceptance • Complete documentation for all Proposer provided training and software • Configuration management of all software and documentation • Training of The Weld County Transportation Program personnel • Project management and control, including periodic progress meetings with, and reporting to, The Weld County Transportation Program staff • Maintenance. The following sections describe our approach and plans for this implementation. 4.2 KEY PERSONNEL RouteMatch will serve as the prime contractor, act as the single point of contact for the life cycle of the project, and oversee all staff and sub-contractors. RouteMatch has assembled leading technology providers, extremely qualified implementation team, and an industry best practice project management and deployment methodology. RouteMatch has nearly 75 transit professionals in software development, implementation, business development and administration. Specifically for this project, RouteMatch has assembled an implementation and support team of qualified professionals capable of delivering our products and technologies effectively and efficiently. The team represents transit professionals, technology experts, and client relationship managers to successfully complete the project. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 19 of 70 0 23/4 RouteMatch sofhrnre- • Wade Thornton, Principal in Charge, Vice President of Professional Services—Atlanta, GA Mr. Thornton oversees and leads the professional services departments at RouteMatch Software. He brings a wealth of knowledge and understanding to this engagement. • Don Robinett,—Implementation Manager- West, Denver, CO Don Robinett has over 4000 hours of project management experience managing enterprise-wide software deployments. His roles include training, general troubleshooting, system analysis, and project management. Mr. Robinett has implemented and supported a number of RouteMatch implementations in traditional paratransit to large brokerage operations. He draws on his technical experience to design and implement data conversion scripts, as well as aid report development. Moreover, Mr. Robinett draws on his years of experience as an Industrial Engineer designing and implementing global supply chain solutions. He has several years of experience working as a Project Engineer analyzing work and information flow to provide recommendations to improve operational efficiency and cost reduction. Mr. Robinett also performs ROI and project cost justifications. He holds a B.S. in Industrial Engineering from Texas Tech University with a concentration in Operations Research, Human Factors, and Systems. • Dale Kartushyn—Director of Wireless Services,Atlanta, GA As director of wireless services within RouteMatch Software, Dale Kartushyn brings more than 12 years of hands-on experience in the wireless industry. Prior to joining RouteMatch in 2005, Dale worked at Mentor Engineering, one of RouteMatch's primary wireless partners, implementing dozens of wireless projects for Mentor Engineering, managing Mentor's implementation group for several years, and developing a sales support engineer position within the company. Since moving to RouteMatch in 2005, Dale has been directly responsible for implementing over 15 wireless projects, and is responsible for overseeing all wireless implementation activity. Dale is also responsible for applying his unique industry experience to advancing RouteMatch's wireless products, working closely with product management and development in defining and implementing feature functionality. • Bobby Weaver, Customer Support Manager—Customer Support, Atlanta, GA Mr. Weaver has implemented and supported dozens of new clients over his eight-year tenure with RouteMatch Software. He brings a wealth of knowledge and experience with our software products to each new implementation. His role includes supervision of five technical support engineers, planning, preparing and delivering new software release for a broad client base, and assisting account and project managers with implementation challenges. • Patrick Cheek,Senior Sales Consultant, West Central Region ,Atlanta, GA Mr. Cheek has served RouteMatch in various sales, marketing, and account management positions since 2006. Since 2008, he has served as a sales consultant. Mr. Cheek is currently the West Central regional sales consultant, responsible for managing sales of all RouteMatch products and managing all RouteMatch client accounts in a four-state region. As an account manager, Mr. Cheek serves as the point of contact and communication between the client and the RouteMatch technology team. He is active in several state and national transportation associations. Mr. Cheek attended the University of Georgia where he graduated with a degree in Business Administration. fi Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 20 of 70 Route Match Sofa,-one" Please see Attachment 1 for project team resumes. 4.3 SUBCONTRACTORS (OPTIONAL) Should The Weld County Transportation Program wish to implement Automated Vehicle Location / Mobile Data Computer's (AVL/MDC) as a part of this project, RouteMatch would manage a team of subcontractors. RouteMatch has chosen to include information on Mentor Engineering as the Mobile Data Computer hardware and services provider. This team of solution providers represents the very best in the paratransit industry. RouteMatch has highlighted each partner below to include company history, solutions overview, proposed staffing, and references. Subcontractor resumes are available upon request. RouteMatch certifies that all subcontractors will provide proof of insurance upon its selection as vendor. Additionally, no subcontractor has a prior or ongoing engagement that constitutes a conflict of interest. 4.3.1 Mentor Engineering (Optional) In 1988, Gord Howell, Wolfgang Stichling, and Steve Hickle founded Calgary-based Mentor Engineering. At that time wireless technology was not part of the public conscious, but Mentor helped to pioneer the way. Responsive to the technology needs of its customers, Mentor grew from a company of three engineers working out of Gord's basement to one that over 125 employees call home. The Mentor environment promotes innovation in all departments. The founders continue to lead the company today, and you can find Gord, Wolf, and Steve working in cubicles alongside their employees. Mentor Engineering, Inc. is a developer, manufacturer, and systems integrator of mobile computing and Automatic Vehicle Location (AVL) systems. We provide wireless solutions for numerous fleet-based industries, including public transit(fixed route and demand response), emergency response, taxi, towing, waste management, and more. Products include mobile computers, software, middleware, and wireless modems, which facilitate reliable, real-time communication between fleet drivers and dispatch, and accurate report generation. Mentor has 19 years of experience and success in the often-volatile wireless market; Mentor has delivered outstanding value to our clients by providing unsurpassed product quality, durability, and flexibility. Mentor has worked on similar projects as a prime contractor / system integrator, a major subcontractor, and as an OEM hardware provider. While we have provided systems for fleets ranging from eight vehicles to over 4400 vehicles, several of our clients are similar in size to that of The Weld County Transportation Program. Our corporate headquarters are located at 10, 2175 - 29th Street NE, Calgary, Alberta, Canada, T1Y 7H8 with a satellite office for our European operations in Aberdeen, Scotland. All sales, marketing, administrative, hardware manufacturing, testing, repair facilities and service functions are coordinated from and are located in Calgary. Mentor has worked hard over the years to align itself with industry leading business partners. This project represents a perfect example of how these key relationships can play a critical role and have a direct impact on the success of this project. We've worked exceptionally hard to ensure that we maintain preferred MDT/AVL partner status with RouteMatch. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 21 of 70 RouteMatch Mentor began discussions with RouteMatch in 2002 and since then has undertaken significant research and development to introduce RouteMatch's preferred MDT/AVL integration solution to existing customers. In that short time period as a team we have rolled out over 50 projects and have recently been awarded and are currently working on several more projects together that will utilize equipment and architecture similar to that discussed in this proposal. 4.4 PROJECT MANAGEMENT RouteMatch will provide project management services for the tasks outlined in this document. The RouteMatch Project Manager will have explicit responsibility for the administration and technical direction of RouteMatch and any subcontractors. The RouteMatch Project Manager is responsible for the following duties, which will be carried out in liaison with The Weld County Transportation Program's Project Manager: • Establish procedures for the management and administration of the project prior to the start of the project and in conjunction with The Weld County Transportation Program's Project Manager. • Recommend to The Weld County Transportation Program the number of resources they should provide for the duration of the project. • Establish communication procedures to ensure that all team members are kept fully aware of the project. • Provide a single point of contact at RouteMatch. • Conduct bi-weekly conference calls with The Weld County Transportation Program's Project Manager to review implementation progress and discuss the Action Items List (AIL). • Discuss this document with The Weld County Transportation Program's Project Manager and review the responsibilities of all parties. • Discuss the Change Control Procedure with The Weld County Transportation Program's Project Manager. • Provide orientation for new project team members. • Coordinate RouteMatch resources. • Schedule training visits for the RouteMatch Implementation Consultant and Training Specialists. • Develop project work plans. • Maintain work plan. • Track and report project progress against established project work plans and schedules. • Review planned time versus actual time for the RouteMatch resources report. • Provide a summary monthly report to The Weld County Transportation Program's Project Manager describing activity for the month based on trainer reports, planned activities for the coming month, and concerns that need attention. The written status report will include: o Activities performed during the reporting period. o Activities planned for the next reporting period. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 22 of 70 'iii° RouteMatch o Project change control summary. o Problems, concerns, and recommendations. • Maintain Action Items List(AIL). • Administer the Change Control Procedure. • Conduct periodic on-site visits. • All participating agencies will appoint a full-time Project Manager to work with the RouteMatch Project Manager. The Weld County Transportation Program's Project Manager will be obligated to respond to, and take action on, the RouteMatch Project Manager's reports. The Weld County Transportation Program's Project Manager will also be responsible for participating in the Change Control Procedure process as needed. Participating agencies will establish a project team composed of the internal Project Manager and personnel from each functional area of the implementation. The responsibilities listed in this section will require that The Weld County Transportation Program Project Manager have the authority to act on behalf of the agency with respect to all aspects of this project. The Weld County Transportation Program Project Manager is responsible for the following duties, which will be carried out in liaison with the RouteMatch Project Manager: • Serve as the interface and single point of contact between RouteMatch and the agency's personnel. • Co-facilitate all status meetings. • Manage all project team activities, including monitoring and tracking project tasks and deliverables. • Obtain and provide information data, decisions, and approvals to RouteMatch within five working days of RouteMatch's request, unless the agency and RouteMatch agree to an extended response time and where the approval of a governing body is not required. • Resolve deviations from project plans, which may be caused by any factors within The Weld County Transportation Program's control. • Coordinate resources from The Weld County Transportation Program and schedule internal resources for training and client provided deliverables. • Disseminate project training schedules. • Conduct bi-weekly meetings or conference calls with RouteMatch's Project Manager and The Weld County Transportation Program's project team to review implementation progress. • Track and monitor The Weld County Transportation Program's resource and time budgets. • Review and discuss written periodic status reports and Action Items Lists (AIL) prepared by the RouteMatch Project Manager and present them to The Weld County Transportation Program's management at periodic executive meetings and take action as needed. The Weld County Transportation Program will appoint a full-time Project Manager to work with the RouteMatch Project Manager. It will be the responsibility of The Weld County Transportation Program Project Manager to respond to, and take action on, the RouteMatch Project Manager's reports. The Weld County Transportation Program Project Manager will also be responsible for participating in the Change Control Procedure process as needed. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 23 470 RouteMatch Sottoanr 4.5 IMPLEMENTATION APPROACH In order to deliver effective solutions, RouteMatch Software follows a proven, logical implementation methodology. Following this process serves to ensure that the business and operational requirements of each client are clearly identified and met in the most effective, cost-efficient way. RouteMatch professionals adapt the methodology to the specific scope of each engagement. This enables our staff to tailor the stages and focus energy, time, and expertise where they are most needed. Each stage contains milestones, enabling us to segment the overall project into a set of smaller projects and deliverables customized to meet the client's goals. RouteMatch's delivery approach is a five-staged implementation process based on individual needs and specific client requirements. This approach allows RouteMatch to gain a full understanding of our customer's business and then configure RouteMatch to ensure that we are supporting your business in the best manner possible. The first three stages (Planning, Analysis, and Construction) concentrate on RouteMatch understanding and documenting the customer's operations, services, billing and reporting requirements, business processes, potential impacts to those business processes, factory testing, and preparation for training and go-live. The remaining two stages (Implementation and Support) concentrate on training users properly, taking the agency live on RouteMatch, continued refinement of the software settings and configuration, acceptance testing, and finally providing a high level of customer support after go-live. 4.5.1 Planning In the Planning stage, RouteMatch and the customer explore and assess the current status of a customer's environment, such as the day-to-day operations, process flows and functions, and user roles of the various stakeholders within the transportation provider's organization. Additional requirements outside of the general scope of the application software are thus discovered ahead of time, helping to avoid the traditional shortcomings of information technology development and implementation. Critical success factors and milestones are identified and included in the overall project plan from the beginning, ensuring proper management of the implementation project and client expectations. Documenting the needs and requirements provides the "blueprint" for an effective and successful deployment of the RouteMatch solution. 4.5.2 Analysis The RouteMatch "Analysis" process, or Requirements Definition, is derived from the operational review and documents functional, as well as business process requirements of the transportation provider. Specific implementation needs, such as individual training requirements and workflow processes are addressed, as well as specific functional requirements, such as custom functionality or custom reports. The impact of these documented requirements and definitions can be easily assessed, and project resources and timelines adjusted as necessary. 4.5.3 Construction The RouteMatch "Construction" process is the actual process of utilizing the requirements definition and configuring the software to match these requirements. During this phase, all data interchange utilities, custom reports, and testing plans will be developed to ensure a smooth transition into the implementation phase. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 24 of 70 - - RouteMatch Softtraw- 4.5.4 Implementation The RouteMatch "Implementation" process is the actual process of implementing the RouteMatch application at the client's site. This process is comprised of several tasks, including software installation, application training, fine-tuning of the software's settings, and go-live support. During the critical migration phase from the client's existing scheduling system to the RouteMatch application, Implementation Consultants will be available to support and guide the client through the entire range of processes and tasks needed for successful switch-over. Most importantly, an Implementation Consultant will be onsite during the operational and billing "go-live" stage to assist the client with process flow and operational modifications, as needed. 4.5.5 Support Following the successful deployment and go-live of RouteMatch at the customer's site, the customer is transitioned to the RouteMatch customer support team. Our experienced professionals are dedicated to providing our customers with the highest level of customer support possible. The RouteMatch implementation consultant will officially transition the customer to our customer support team by explaining in detail the methods of contact, information that may need to be provided to customer support, and what you can expect from our customer support team. A key benefit of this approach is that it gets us much closer to our "no surprises" objective. Given that the project is carefully planned and is broken down into multiple milestones and deliverables, it becomes much easier to know what "on track" means, and to see whether the project indeed is on track as it proceeds. 4.5.6 Implementation Deployment Plan The following deployment plan describes the RM TS plan. Unless otherwise noted the tasks below will be required for TS. Project Phase " Description 1-Planning During the Planning project phase, the RouteMatch Software, Inc. The Account Manager Regional Sales Director (RSD) and the Professional Week 1 - 2 Services group perform a formal transition from Sales to Service. This transition is to understand your operation and manage your expectations for software and services. Activity: • Formal transition meeting between RSD, Professional Services, customer key project personnel • Project timeline/framework review • Project software expectations review Expectations: • Weld County Transportation Program to review Operations Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 25 of 70 RouteMatch Assessment Document prior to operations assessment site visit Deliverables: • Project Kick-Off meeting and documentation Weld County Transportation Program Personnel Commitment estimates: • Project Manager—8 hours • Subject Matter Experts—2 hours 2-Analysis During the Analysis project phase, the RouteMatch Implementation Consultant observes The Weld County Transportation Program's current Week 2- 4 business processes, establishes project dates and framework, and establishes end-user training dates. Activity: • On site Operations Assessment • Project timeline/framework formalized • Review Training requirements • Review Reporting requirements • Project deliverables review • Review network infrastructure Expectations: • Weld County Transportation Program to coordinate review of operations and provide access to necessary personnel • Weld County Transportation Program to prepare samples of current reporting to communicate reporting needs • Weld County Transportation Program to review software requirements needs and communicate expectations • Weld County Transportation Program to have operational all required computer hardware Deliverables: • Publish Operations Assessment and Data Configuration document • Publish Project timeline document • Publish Training Plan • Document reporting requirements Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 26 of 70 Route Match .Septa nr. Weld County Transportation Program Personnel Commitment estimates: • Project Manager—20 hours • Subject Matter Experts— 8 hours 3-Construction During the Construction phase, the RouteMatch Implementation Consultant and development staff prepare The Weld County Transportation Program's Week 4—8 RouteMatch Software package. This phase includes Quality Assurance activities. Activity: • Create MS SQL Server database • Create GIS shape files • Perform data conversion • Create reporting • Create software build • QA software Expectations: • Software functionality to adhere to RFP requirements matrix where no exceptions were taken by RouteMatch and where exceptions are agreed upon by The Weld County Transportation Program • Weld County Transportation Program to provide access to data for data conversion or export data into specific RouteMatch data template format Deliverables: • Custom reporting • RouteMatch product suite • Customer data imported to RouteMatch data structure Weld County Transportation Program Personnel Commitment estimates: • Project Manager— 8 hours • Subject Matter Experts—8 hours 4-Implementation During the Implementation project phase, the RouteMatch Software, Inc. software is installed, Level 1 training concepts are trained, Level 2 training Week 8 - 12 concepts are trained, User Acceptance Testing occurs, and the conclusion of this project results in "Go Live" with RouteMatch Software, Inc. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 27 of 70 4 RouteMatch Sott, .or' Activity: • Review and finalize Training plan • Install hardware • Install RouteMatch software • Conduct training according to plan Expectations: • Weld County Transportation Program to assist in coordinating training and provide access to necessary personnel • Weld County Transportation Program to provide infrastructure upon which to install software Deliverables: • RouteMatch software installed • RouteMatch software documentation Weld County Transportation Program Personnel Commitment estimates: • Project Manager—60 hours • Staff members for training— 16 hours per week of training 5-Support During the Support phase, The Weld County Transportation Program is transitioned from the Implementation team to the Support team within the Week 13 Professional Services department and supported on a daily basis by the RouteMatch Software, Inc. support team. Activity: • Formally accept software • Establish fast internet connection for remote access • Review support procedures • Review issues tracking Expectations: • Weld County Transportation Program to provide no more than two personnel to provide formal liaison duties between their operations and RouteMatch Software Customer support team • Weld County Transportation Program to learn and adhere to support j Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 28 of 70 Route Match process • Weld County Transportation Program to provide fast and secure remote access to operations site servers and client desktops Deliverables: • Access to RouteMatch Software Customer Support website 4.6 QUALITY ASSURANCE APPROACH RouteMatch Software incorporates industry-standard software development and testing routines within its product development cycle, and integrates this process within our deployment methodologies. In addition to the standard testing process built into our product development lifecycle, we have included several check-points throughout the implementation process to ensure that the software is fully tested, is configured correctly, and that all parties are properly trained. • System Acceptance Test Plan: RouteMatch works with the customer to create a system acceptance plan that is unique to your installation. The system acceptance plan is a combination of general testing of software functionality and client-specific business and operational requirements. Each requirement will be listed individually in the test plan. For documentation purposes, the purpose of the test, the steps to conduct the test, the results of the test, and any corrective action needed will be noted within the test plan. Once this plan has been completed and agreed upon by all parties, The Weld County Transportation Program is free to conduct unstructured testing prior to the commencement of the factory test. • Factory Test: The Factory Test is a full system test conducted after the software configuration and data conversion is completed to ensure that the system is set up correctly and producing predictable, accurate outcomes based on the unique requirements of each customer. This test will require one week of dedicated time to ensure all requirements are fully tested. If any tests should be found to be unsatisfactory, a case number will be assigned to the issue and it will be tracked through the Action Item process. The Weld County Transportation Program personnel are requested to be involved during the development of the testing plan as well as the actual testing to ensure all scenarios have been thoroughly addressed. • System Acceptance Testing: Conducted after training and prior to go-live, the system acceptance testing is a two-week period that demonstrates to the customer all requirements have been met and all variances discovered during factory testing have been addressed. • System Sign-off: Based on the system acceptance plan, the system sign-off document is a checklist that the customer fills out to ensure that all proposed deliverables have been completed, all training is completed, and the system is functioning as designed. Further, as the prime contractor, RouteMatch is responsible for the quality of our subcontractors' products and services. The RouteMatch project management approach, our corporate relationship with each subcontracted vendor, along with testing procedures of each subcontracting firm, will ensure success. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 29 of 70 2 rep ";RouteMatch cottlanc- 4.6.1Data Conversion from Legacy System RouteMatch Software has developed specific technologies to facilitate the communication and data exchange between two systems. This solution allows for electronic, seamless integration between the City's legacy system and the new RouteMatch system. The RouteMatch Data Interchange Utility is a java-based application that relies on XML specification files to map legacy databases into RouteMatch. This allows RouteMatch to import data from virtually any data source, including other ODBC databases as well as .txt, .cxv, .xls, etc. files. iArinp-- r- " 4fs 11w errs tblSavi Date tblTrips.TrpDate Bt ohm Tap NumberP Dset mel tblTrps.User1 first RoviNNaar a tbnrps.User2 tblCustomer.ik9Nane Lot Name P clap Address Com n Narre . tblCigdonaalasiNanae gdarp Addre�l tbWddres3.CorrxnonNarre P clue Address City �iblTeip.PUTime Pickup Address Zip tb4lddress.Addesst dre tblAddress.Ctb/ Pkcun Address Slat P ckt]Ti tbWddress.Zip Crop otAdrtes&Common Name •ttbiAddress.CrrranauJarre Drop Off Atheisttb dMoae.Addroaei. ►.tbt4tldres>:.City GroDtOpp TT zip iblAddret7p Drop OTT ZIP tbA&lresa.State Crop Off Sta-e tiffFIDD0nm. Drop at Time tbinlps.AdendartCairt AteridaM$ tblestoner.0 er1 A3c P.tblentoner.Telephmet Customer Phone pp,tbRdps.User3 Anat Pam tbfrilps.User+ Miles �tblriips.User5 LTrecitons • Ibrl'dps.Curiaeeds Data Conversion RouteMatch Software, Inc. will obtain data import information from The Weld County Transportation Program to import into RouteMatch Software, Inc. Data will be mapped from the source data over to the RouteMatch Software, Inc. database. Two options exist: 1. The City will load their current information into a Microsoft EXCEL or ACCESS spreadsheet template provided by RouteMatch Software, Inc. 2. RouteMatch Implementation Consultant performs data mapping exercise using RouteMatch data import XML utility. As soon as RouteMatch Software, Inc. receives the import data from The Weld County Transportation Program, RouteMatch Software, Inc. will import that data into the RouteMatch Software, Inc. database prior to Level 1 training efforts. 4.6.2 Report Analysis In order to understand The Weld County Transportation Program's current operating reports, RouteMatch performs a preliminary report gap analysis in order to assess which RouteMatch reporting Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 30 of 70 ' RouteMatch offering is accurate for your agency's reporting needs. By examining the physical, hardcopy reports, RouteMatch consultants can preview your agency's current operating reports and forecast which reporting option within RouteMatch TSTM is an appropriate fit for your report. 4.7 TRAINING TIMELINE AND PLAN RouteMatch has provided a narrative description of our Training and Documentation Plan. The timeline for implementation of this Training Plan can be found as Attachment 3 — Sample Project Plans. The first Sample Project Plan includes a timeline for implementing software only. The second Sample Project Plan includes a timeline for implementing software and the optional wireless AVIJMDC technologies. 4.7.1 RouteMatch Training The training program is organized into various levels including system basics, advanced user, and management training. The RouteMatch application is Windows-based, thus the training program is based on the assumption that trainees have a basic skill level of Microsoft Windows, including standard keyboard and mouse skills, such left-click/right-click mouse functionality, use of the Start Menu, and launching applications from Programs. 4.7.1.1 Goals The goal of the training program is to train end users and management in the use of the features and functionality of the RouteMatch application. Basic functions such as entering customer, driver, vehicle, and funding source data are taught, as well as more intricate features such as geocoding, entering trip requests, dispatching, scheduling, trip optimization, trip data verification, and generating reports. This will give each user the knowledge and skill set to smoothly operate and have a thorough understanding of the proposed system. 4.7.1.2 Training Timeline and Plan RouteMatch has proposed that each "level of training" (described in more detail below) be a combination of classroom style training and one-on-one instruction. Each classroom style training session will be divided into shifts to allow normal operations to continue throughout the day. There will be two (2) shifts per day with the same topics covered in the morning and afternoon shift. Although this is the recommended and anticipated training approach, RouteMatch is flexible as to the type of training and is willing to alter our approach if it better suits The Weld County Transportation Program's operation and staff work schedules. In the past, RouteMatch has performed after-hours training, weekend training, exclusively "one-on-one" training, and web-based training. All training will be done after the "data conversion" task. This approach allows the end users to train using their data (i.e. addresses, customers, trips) and makes comprehension much more successful. In addition, al training will be supported by a thorough suite of RouteMatch documentation that includes Admin Guides, Training Guides, Training Exercise Workbooks, and Quick Reference Training Guides. All users will receive hard copies of the supporting training documentation and additional copies can be Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 31 of 70 RouteMatch at twal accessed and printed through the RouteMatch Customer Support Website. Additional information about RouteMatch documentation can be found below. At the end of each training phase, The Weld County Transportation Program's project manager will be asked to review and sign-off on a document that details the various topics that were covered during the training program. In addition, each individual training attendee will be asked to fill out a training evaluation form in order to provide feedback and comments that may help to improve the existing training offering. 4.7.1.3 Operations Assessment The RouteMatch Implementation Consultant and Project Manager will conduct the RouteMatch Operations Assessment on site at The Weld County Transportation Program's offices. The purpose of this initial visit is to gather operational data through interviews, observation, and report format data collection. Experiencing The Weld County Transportation Program's system, culture and operations first hand allow RouteMatch to configure the software in a way that will maximize usability and the results from the RouteMatch system. All personnel should be made generally available for this visit; however, The Weld County Transportation Program's project manager will be primarily responsible for providing information to the RouteMatch consultant. After the Operations Assessment, the "Data Conversion" task will be completed before training begins. 4.7.1.4 Level 1 Training After RouteMatch has been on site, gathered essential data, and has installed and configured the software in the training environment, he will return to The Weld County Transportation Program's offices for Level 1 training. As stated above, all training sessions will be performed according to section 4.7.1.2 above. Level 1 Training is designed to provide a foundation for understanding the concepts of RouteMatch TS. The session focuses on "RouteMatch Settings," "Addresses," "Vehicles," "Drivers," "Funding Sources," "Services," "Customers," and"Trips." RouteMatch will perform Level 1 training in 3 person days — 1 implementation consultant will be onsite for 3 days. 4.7.1.5 Level 2 Training Level 2 training builds upon concepts learned in during the previous session. More advanced topics in the application are covered, providing comprehensive training on "Scheduling," "Dispatching," "Verification," and "Reporting." RouteMatch will perform Level 2 training in 3 person days — 1 implementation consultant will be onsite for 3 days. 4.7.1.6 Go-live Training The go-live training stage is meant to provide two things: refresher training and go-live support. RouteMatch will review topics covered in the previous sessions based upon feedback from users in Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 32 of 70 )RouteMatch sotordrr preparation for system cutover and go-live. The Weld County Transportation Program staff should feel confident knowing that their RouteMatch expert is providing on site support for any training related questions or troubleshooting activities. RouteMatch will perform "Go Live" training in 3 person days — 1 implementation consultant will be onsite for 3 days. 4.7.1.7 Post Implementation Follow up As a follow up to go-live, RouteMatch has also proposed a post implementation training visit. Through experience we have learned that many users learn best by experience. Although the training program is comprehensive, many questions arise through the use of the application after "Go-Live". Based on this, RouteMatch will provide a follow up training class that will be customized to reinforce important concepts and interact with users based upon their real life experience with the software. RouteMatch will perform "Post Implementation" training in 2 person days — 1 implementation consultant will be onsite for 2 days. 4.7.2 Wireless (AVL/MDC) Training (Optional) As the single point of contact, RouteMatch will provide all training relating to the Ranger MDC wireless devices. hi addition to dispatch training which was already covered it the sections above, RouteMatch will provide training to drivers on the operation of the Ranger MDC's as well as training to the System Administrator on the Maintenance related items. 4.7.2.1 Driver Training—The Mobile Device (Optional) During the pilot, your RouteMatch implementation consultant will be on site and will work hands-on with your drivers in learning the in-vehicle mobile application. Drivers are taught how to use the RouteMatch / Mentor Mobility application on the device in-depth and are able to immediately transfer that working knowledge to the vehicle. A typical training group consists of six to ten drivers and will consist of a combination of classroom style training and one-on-one training. The session will utilize the spare units that RouteMatch has proposed, as well as, the Ranger Training Kit, which we have also proposed. RouteMatch strongly recommends that representatives from the operational management team attend the initial driver training session so they can get a better understanding of how the system works and respond to driver feedback as the system goes live. 4.7.2.2 System Maintenance Training(Optional) ***Note: RouteMatch Software, Inc. does not perform maintenance on your system servers and therefore does not offer server maintenance training. However, if this is required for your project, a Mentor subcontractor will provide these services for you. During the Pilot, your RouteMatch implementation consultant will be on site will work with the designated Weld County Transportation Program system administrator on the maintenance, troubleshooting, and performance monitoring of the wireless communication system and in-vehicle Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 33 of 70 RouteMatch Sojtu nnr mobile computers. Particular focus is placed on Mentor's XGate middleware, which facilitates the connection between your host software, mobile computers, and the wireless network. The training will cover a variety of diagnostic and maintenance tools for system troubleshooting, including XMobile Manager (XMM), which allows remote access to the mobile computers. Session attendees are also instructed on various methods of reporting advanced problems to the RouteMatch support group. 4.8 DOCUMENTATION RouteMatch Software has developed comprehensive documentation relative to our solutions and to the processes and methodologies employed in fully implementing them. RouteMatch will provide comprehensive training documentation as part of this implementation. The training documentation will be used to support the training sessions performed by RouteMatch staff, and should also be used as a reference guide after implementation. All users will receive one (1) printed copy of the following documentation: • RouteMatch—Level 1 Training Guide • RouteMatch—Level 1 Training Exercises • RouteMatch—Level 1 Training Answer Key • RouteMatch—Quick Reference Guides: o Dispatching o Customers o Trips o Verification • RouteMatch Supplemental Training Guides (Available As Needed). The Weld County Transportation Program System Administrator will receive one (1) printed copy of the following documentation: • RouteMatch Administrator's Guide • RouteMatch AVL/MDC Administrator's Guide (Optional) • Ranger "Quick Guide" (Optional) • RangerBBX's hardware maintenance guide (Optional) • Mobility Application Note(Optional) • XMobile Manager Application Note (Optional) • Cabling and Mounting Descriptions. (Optional) Please refer to the table below for a detailed description of each document that will be provided to The Weld County Transportation Program prior to the implementation and training process. Document Description This document outlines the work to be performed and how the work Statement of Work is to be performed by the Professional Services staff. Operations Survey/Assessment This process and document serves the purpose of recording specific operational practices of the customer to ensure the solution is Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 34 of 70 RouteMatch, s,�lt«.,r configured to provide optimal results. This document presents the major tasks of the project and the Project Plan timeline in which they are to be performed. This document presents all of the topics to be covered during training, Training Plan the resources who should attend the training, and the timeframe in which the training will occur. This document presents the material necessary to set up and System Administration Guide administer RouteMatch software. This document presents the software features and how to use the User Guide features in an indexed guide. This document is provided to all trainees and includes examples and Training Manual hands-on exercises to be used during the training process. All of the documentation above can be found on the RouteMatch Customer Only website for download. 4.9 CONTINUING SUPPORT AND MAINTENANCE PROGRAM Following the successful deployment and go-live of the project, the customer is transitioned to the customer support team. Our experienced professionals are dedicated to providing our customers with the highest level of customer support possible. The RouteMatch implementation consultant will officially transition the customer to our customer support team by explaining in detail the methods of contact, information that may need to be provided to customer support, and what you can expect from our customer support team. In an integrated, multi-technology project, accessible support becomes a very important factor to the project's overall success. The goal is to eliminate barriers to communication and issue resolution. We do that through a simplified, single point of contact approach. RouteMatch Software is consistently striving to improve its software and product offerings to better meet the needs of its customer base. RouteMatch partners with its customers to better understand the constantly changing landscape of the transportation industry, and to build and enhance its core products. RouteMatch has designed our customer support procedures to ease the communication of issues or feedback to our staff. Our clients can use multiple methods to contact RouteMatch Support staff to obtain system wide support and assistance, submit a product, issue, or bug, and to request workflow or product feature enhancements. 4.9.1 Proposed Premium Support and Maintenance Program For The Weld County Transportation Program, RouteMatch is proposing our Premium support and maintenance package. In addition to troubleshooting technical support issues system-wide, RouteMatch Premium support also includes feature requests, system enhancements, and documentation updates. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 35 of 70 Route Match This package also provides all major and minor upgrades to all software products; thereby, eliminating the risk of future upgrade fees. Should The Weld County Transportation Program decide to upgrade, it will be placed on a schedule and contacted by RouteMatch's technical support team to walk through the upgrade process. Over the last two years RouteMatch has had four minor releases and two major releases. Our users on this program are always using the latest and greatest technologies from RouteMatch and our ITS product offerings. An annual support and maintenance contract is required. 4.9.2 RouteMatch Customer Care Program Our experienced professionals are dedicated to providing our customers with the highest level of customer support possible. Following the successful deployment and go-live of the project, The Weld County Transportation Program will be transitioned to the RouteMatch Customer Care (RMCC) program. The RouteMatch Customer Care program consists of a Technical Support and Maintenance division and a Customer Education division. 4.9.3 Technical Support & Maintenance Division The Technical Support and Maintenance division of RMCC is responsible for handling all technical support inquiries and needs, providing licensing passwords and access codes, and delivering maintenance updates and upgrades, as well as custom reports, "hot fixes," db scripts, and any other items that require access to customer servers and networks. There are many methods to access our customer Technical Support and Maintenance division: • Speak to a live, knowledgeable Customer Support Representative by calling toll-free(866) 653-3629 on weekdays, between 7:00 AM and 7:00 PM EST. • Fax (404) 898-1145. • For after hours or emergency support, simply leave a message in our toll-free technical support voicemail and a technical support representative will be paged and will contact you within two hours. • Email to support@routematch.com. • Use our secure online Customer Support request form on the RouteMatch Customer Care Web site http://rmsupport.routematch.com/Login.aspx. RouteMatch will provide The Weld County Transportation Program access to the Customer Care Web site through a unique, secure username and password. 4.9.3.1 Technical Support Procedures Regardless of the method you choose to access our Technical Support team, your issue is handled through the following procedures: • It is assigned a unique identification number that you can use to track the resolution of the issue. • An email acknowledging our receipt of the issue is returned to you within four business hours. • A Customer Support team member will be assigned primary ownership. • Based on the severity of the issue, a resolution plan will be developed defining the action plan and anticipated timeframe for delivering a fix. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 36 of 70 Route Match Sotto ea,r- • Emergency issues or issues that are having an impact on how you manage your business are escalated immediately and treated as a top priority. • For subcontractor defects that RouteMatch ITS Support personnel can not solve immediately, RouteMatch will facilitate issue resolution through our corporate operating agreements and pre- designed corporate support programs. If you have encountered a product defect, before contacting Technical Support, you should prepare in advance the following information to facilitate the quickest possible resolution: • The product and version number. • The Windows operating system version (refer to Control Panel/System). • The exact workflow you used to generate an error. • The exact wording of any error messages you see. • How you tried to solve the problem. 4.9.4 Customer Assistance/Education Division The Customer Education division of RMCC is designed to facilitate on-going training opportunities, customer networking, and customer education. A major objective is to inform customers of the latest RouteMatch developments and offerings through newsletters, technology update alerts, online training sessions, user group meetings, and the Annual RouteMatch User Conference. • User Group Meetings. The Weld County Transportation Program will be permitted to participate in online and onsite regional user group meetings for its region, free of charge. User group meetings allow RouteMatch users located in a particular state or region of the U.S. "meet" online with RouteMatch staff to discuss pertinent software issues related to their agencies. RouteMatch users are also able to interact and network. • Customized Online Training Sessions. Up to five (5) of The Weld County Transportation Program's authorized users will be allowed to participate in two Weld County Transportation Program - defined online training sessions each year. Upon request, RouteMatch will schedule a training session on the subject matter requested at an agreed upon date and time. • Scheduled Online Training Sessions. RouteMatch will allow The Weld County Transportation Program's authorized users to attend complimentary regularly scheduled online training sessions. These are attended by all RouteMatch customers and are not agency-specific. RouteMatch publishes a schedule of available online training classes and subjects on its Customer Care Web site. • Annual User Conference. RouteMatch will hold a User Conference each year. The Weld County Transportation Program's authorized users are eligible to attend the conference; up to two free of charge. All expenses and costs associated with travel, lodging, and meals are not included. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 37 of 70 RouteMatch Sottrrarr' 5.0 PROPOSED SOLUTION 5.1 PROPOSED SOLUTION RouteMatch has roposed our flagship product, RouteMatch TS1M as the foundation for the ITS system. RouteMatch TST offers comprehensive data management and reporting capabilities as well as manual, semi-automated, and fully automated scheduling and dispatching functions. RouteMatch TSTM is a proven industry leading product for paratransit and demand response management solutions. RouteMatch TSTM comes fully integrated with the best commercially available maps available to the transportation and navigation markets. All scheduling functions are based on GIS (mapping) technology, as well as factors that are customizable by the Weld County Transportation Program. RouteMatch's ability to create scheduling technology based on science, but also model the art of delivering paratransit service separates us from our competitors. For this reason, RouteMatch TSTM produces the most accurate travel times and provides the most flexible scheduling options available to the paratransit market. In addition, RouteMatch has provided an option for the RouteMatch AVL / MDC Module that would complete a full integration to the Mentor Engineering Ranger Mobile Data Computer. The RouteMatch / Mentor partnership and integration represents the most widely deployed paratransit mobile data computer system in North America today. Our years of experience have contributed to the integrated product's rich features. The end result is a wireless data communication system that will provide a completely paperless operation to the Weld County Transportation Program and allow for automated dispatching functions and completely automated data collection for each trip. The Ranger MDC proposed by RouteMatch comes loaded with options that are differentiators in the market such as: the industry leading and jointly developed RouteMatch / Mentor Mobility Application, turn by turn voice annunciated navigation capabilities, as well as XMobile Manager (XMM) which provides for "over the air programming", drastically reducing the cost to maintain the MDC's. The following products and modules are required components needed to meet and exceed the scope of this project: • RouteMatch's Flagship Product— RouteMatch TSTM For informational purposes, as required by the RFP, the following products and modules are optional components that would fulfill the need to track buses while on routes and the ability to update trip information without manual entry: • RouteMatch's AVL/MDC Module (Optional) • Mentor Engineering's Ranger Mobile Data Computer(Optional) The entire solution provided in this proposal is implemented in turnkey fashion by RouteMatch Software and is backed 100% by RouteMatch's Atlanta, GA based Customer Support department. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 38 of 70 RouteMatch .Sottzc anr 5.1.1 RouteMatch TS'm Software Optimize Your Paratransit Operations RouteMatch TS is an Advanced Transportation Management System (ATMS) that fully automates the customer, vehicle, trip request, scheduling, routing, dispatch management, billing and reporting requirements for public and private paratransit and demand responsive transportation management. RouteMatch TS incorporates advanced logistics algorithms and combines these with the worlds leading Geographic Information Systems (GIS) technology and Microsoft database management software. Through utilization of the RouteMatch Scheduling Engine (RSE), organizations can achieve results of 10% to 20% increase in schedule and route efficiency. Key Features Major Benefits: • Data management tools for • Streamline Data Management, Analysis, and streamlining day to day tasks Reporting. including customer eligibility, vehicle information, and driver • Fully Automated Scheduling and Routing for schedules and assignments. Optimized Routes and Schedules • Fully automated, Computer- • Enterprise Software Platform for Paratransit Assisted, and Manual scheduling Operations and Automation and routing for increased assaimassmtiau efficiencies, increased customer i41 4 T,f , 3 t 1 t tot 1 service, and decreased operating ,motl. „ sky �ma ''- costs. Computer Aided Dispatching (CAD) 4 • State and Federal Standard "'" Reports plus a suite of standard l3 q reports with Ad Hoc Report mi; 1 Generator nItHhwiNig- • Easily integrates to other advanced ITS technologies including MDC/AVL, IVR, Web Access, and fixed route systems. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 39 of 70 RouteMatch sott,..;,t•- 5.1.2RouteMatch AVL /MDC Module (Optional) Automated Vehicle Location (AVL)and Mobile Data Computers (MDCs) RouteMatch Software is changing the way transit operators are doing business. Mobile Data Computers (MDCs) allow drivers to have accurate, up-to-date information in their vehicles, resulting in increased safety and security. Through Automated Vehicle Location (AVL), an automated tracking system made possible by Global Positioning Systems (GPS), dispatchers can easily and dynamically view and locate drivers and collect trip and route data in real-time. This information provides the ability to locate and track vehicles, perform optimal dispatching, and maximize routing and scheduling efficiency. Key benefits &features include: 3,M 3 1 ■ Improve service and increase on off ao-a ,= ,w percentages. �� m a u • Reduce costs out in the field and in the p® m office. O® 'j ; . • Increase safety and security through Os Asa &al `, d°, emergency messaging and GPS reporting dm components. Os ma L � z Os #5-t Get up-to-date information to ensure Os a a" accurate and efficient schedules. Os tS fi ac, p® h At A4p lodtw • Improve operating efficiency by 0I _ t.k,TI2.AVLIIap Display (° • reducing vehicle layover and non- 1 VdreleLatiooltar revenue deadhead miles. Os u u - 1wily ust Os 45 a�fl„ tiit S,Vehicle AVL Stabs God t; ibn't l'crr xJ Use l ;aw sJt, rQ..' .... .,`4` 5.1.3Mentor Engineering-Ranger Mobile Data Computer (Optional) Automated Vehicle Locators and Mobile Data Computers provide the foundation for real-time tracking and on-board trip and vehicle data collection. Drivers can download driver manifests to a mobile data computer and collect all required data for each passenger in real-time, including odometer readings, pickup and drop off times, no-shows, late cancellations, fare information, and other related trip data. This solution provides the foundation for a paperless transportation organization and gives your dispatch center real time data for improved decision making and on-the-fly schedule modifications. Dispatchers and drivers can also easily communicate free-form and pre-canned messages to and from the vehicles and the dispatch center. This dramatically reduces voice radio traffic and dispatch chaos. As an option, RouteMatch is proposing to integrate the RouteMatch TSTM application with the Mentor RangerTM mobile data computer. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 40 of 70 RouteMatch Sottira,e- GI PS Receiver 3 Track Map Stnpe Reader Wireless WildOWSCE data modem Woreless voice/cell phone Telemetry inputs FLASH hard drive This Windows CE based device is a fully functional touch screen mobile computer specifically designed for the rugged, demanding transit environment. The jointly developed software application that resides on this device is intuitive and models the workflow for demand response drivers. For this project, RouteMatch has included several standard and optional components including: • Wireless Cellular Data Modem • All mounting and cabling equipment • All antenna equipment • Ranger Programming Kit • Ranger Training Kit • RouteMatch/ Mentor jointly developed Mobility Application • Automatic odometer monitoring/collection • Turn by turn, voice annunciated driver directions • XMobile Manager (XMM) — provides remote access to each Ranger device for software updates and troubleshooting • Mentor's industry leading XGate middleware software. RouteMatch and Mentor share a strong partnership having deployed over 50 similar solutions to the transportation industry. Based on our experience, RouteMatch has designed this mobile data computing solution to meet the business needs of the Weld County Transportation Program. We are excited to work with your organization. RouteMatch will serve as the prime contractor, act as the single point of contact for the life cycle of the project, and oversee all staff and sub-contractors. RouteMatch has assembled leading technology providers, extremely qualified implementation team, and an industry best practice project management and deployment methodology. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 41 of 70 RouteMatch So�nnrrz•' 6.0 REQUIREMENTS 6.1 ROUTEMATCtt TS i m PRODUCT I)ETAII. RouteMatch Software has acquired a thorough understanding of the requirements of the request for proposal for a comprehensive transportation system, and has assembled the personnel and tools necessary to provide a comprehensive solution to the customer. RouteMatch TSTM is comprised of multiple software modules for the management of a paratransit system lifecycle. This lifecycle consists of registering and certifying a new customer, managing your drivers and vehicle information, managing reservations and standing orders, creating schedules and routes, dispatching routes and vehicles, verifying trip data, and billing and reporting on this system. Based on the needs and requirements of The Weld County Transportation Program, we have further described our capabilities in the sections below. to RONeMmch 75 4.0.7 lattnin) cite- ri fie Via Hep won Crows Lroe gnaesg r _ _ KO tee' 1'1 ; awekr.. att 0 YerMcnm Lutt9Stl+IX3 b swum 41 Ritmo seeMe Larxtryro Be PMUae5erve __. _.. 711/2003 338fM Proprietary,/Confidential Weld County Transportation Program Technical Proposal Page 42 of 70 W . RouteMatch Sotn,ar- 6.1.1Route Optimization RouteMatch TSTM was developed specifically to schedule and route demand response and subscription trips, and this remains the core purpose of the system. The proposed RouteMatch solution will allow The Weld County Transportation Program to easily and efficiently schedule these trips. Their users can create existing routes or"runs" through our "Route Management" module. Many systems force users to accept routes that are computer-generated; but these may not always be acceptable. Using RouteMatch technology, users can create routes in a manual, computer-assisted, or fully-automated mode, also described as: • Manual Schedule-Now: Manual scheduling and schedule editing. • Show Recommendations/Schedule-Now: RouteMatch computer-assisted scheduling and optimized trip-insertion recommendations. • Optimize Later: Automated "batch" scheduling and"what if" planning. Schedules are created through the combination of these three modes, which optimally model existing business processes by providing tools that assist and automate the processes where necessary. Human judgment and interaction is leveraged to create a schedule that is not merely efficient, but cognizant. The scheduling features and functionality of RouteMatch Software provide a multitude of methods to create, edit, and manage the demand-response schedules and routes of each vehicle. RouteMatch Software incorporates a schedule and route optimization engine, RouteMatch Scheduling Engine'M (RSE), to automatically generate the most efficient, realistic schedules and routes. This allows our users to enhance their internal routing and scheduling processes. The scheduling and routing technology is built using RSE on advanced technologies to automate, assist, and optimize The Weld County Transportation Program's trip request business processes to produce unparalleled results. RSE is a GIS-based scheduling and routing algorithm that provides the most accurate, efficient solution for computer-automated scheduling, routing, and optimization. RSE was developed internally by RouteMatch and is thereby owned and continually refined as our customers and technology experts see fit. This is in direct contrast to many competitors who have no control over the most crucial aspect of their software system. All RouteMatch products integrate GIS technology for address geocoding, route display and analysis, route optimization, vehicle tracking, estimated time of arrival, and schedule automation. RouteMatch extracts the most value from GIS data by using The Weld County Transportation Program's real street network. Unlike the traditional "triangulation" method, which plots two points on a map and draws a straight line between them with a "fudge factor" to calculate travel times, RouteMatch's advanced scheduling and routing algorithm uses The Weld County Transportation Program's real-world street conditions (i.e. speed limits, congestion, one way streets, etc.) to calculate very accurate, efficient schedules and routes using Geographic Information System (GIS) street data. All of The Weld County Transportation Program's road conditions will impact the driving time considered by RSE: one-way streets, "no turning" lanes, road construction, interchanges and ramps, surface streets versus interstates, and topography, such as mountains and rivers. The results are manifests that are efficient, yet still drivable. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 43 of 70 ,RouteMatch Sofia»e- 13.H Vicf;413 2:1'4)4 m cc-_, •is0e.pm4.1 90410p4 4S'iW% tns s,t. 4'le a 1Dai an,. 41.33 r32 4 0 19v1 W+Kv n.Mf[e ♦i 4") '3 •Qc..z2y hAAm:m[a u.3 - Dauro..lx 10 A'MI 3APm1 '139:M:zrs 0,32232o 412 lnW0:1/N- 1 , j . • )01'➢:3A zrs nisloon 130n s 231 Av aJ MFe ♦, Lj.R f a conic*oar .... ).041 Lt)NS w-ll+9M'SPoeMn,e51.itl •)Ik.A4M(Vl2.5)iyyrw,A.w-SIfI Aakhtb Ploy Wl, is ♦a 1 �IIUu011�pIYlllltFifl.: IM: 4: 1 � � Awl r!wbdrAJlWdd rA.wM NSTA tire MMamenses Mav>r.r.wrnlla.fio •.1C3 29PMlm+.am,nstopher-..g .Ewa 9 4 & S 4 '75,3 A ]tl.' JA.ta o 1 t..LL 1PM,!JN. im,0.4gav11('o!im..a..9.. tF55 1.31{3 u.mr.a3 vw Lt4 rN lae � r Mat i wets you. v'en ",M .. w!x a I.r u 4 1.% s.Si r3 :p r'24 5 Li Sts 143• - [ 94t I.a,'l9ln .t , -21 C)a 5 r". 4835 ,,4 b f v ]3P 1.'P 9331 13' 4 IS 6 r 'MC* r `/f}y... v II l•)L 1331 i 55 'J r3 lla 1'_. �= rt:Y "II 1 oa 135 4",T_ ]� vi- ]:l klt 1' L k} 6 { .!..594Z y IT': )2 -_L Ua k ;{ IM .45Y N`35 v31 m l 1IE 5.42IS 0.14 v li4 1382 %20" to%3 3 `• -{. Jtgeydll ina6404A4M1,41.0 - YtL+ TMsMd4 t.&'P'.ROSIKP!{WF.iYb 6.1.2Energy Conservation RouteMatch Software provides automated route and schedule optimization tools that significantly improve vehicle operating efficiencies and utilizations. By improving vehicle utilization and creating more efficient routes, our systems have been proven to reduce fuel consumption by 5% to 20%. By integrating other technologies such as mobile data and GPS solutions, further gains in energy conservation and vehicle operation efficiencies can be achieved. These integrated technologies provide real-time information and decisions to both the dispatcher and driver to assist in reducing vehicle miles traveled and improving customer service. Also, please refer to Attachment 6 — Case Studies for documentation providing additional statistics regarding the wide array of benefits our clients are now experiencing since implementing our paratransit / demand response technologies. Throughout all of these documents, you will notice extreme gains in efficiencies and energy conservation, dramatic cost savings, and powerful returns on investment. • What percentage of energy will be saved by fuel cost—RouteMatch has historically proven that fuel savings can be achieved in the range of 5% to 15% based on operating conditions and technology utilization. • What savings are involved in route optimization— Route and schedule optimization will group and coordinate trip requests much more effectively; thereby, improving vehicle passenger per hour statistics. By increasing your passengers per hour, systems can provide service delivery with less peak vehicles. This reduces both the amount of miles a vehicle drives on a daily basis as well as Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 44 of 70 1 'Route Match Soft raJr- decreases operating costs associated with driver payroll. Systems can expand the amount of service they provide while maintaining current fuel and operating budgets. • What percentage of emissions will be reduced - Emissions will be reduced in a linear fashion similar to fuel savings. This can be estimated at 5% to 15% based on operating conditions and technology utilization. • Reduction in maintenance cost—Maintenance costs can also be reduced by 5% to 10%. 6.1.3 GIS In order to support our core product more effectively, as well as to ensure the proper data fields and network model, RouteMatch incorporates a commercially available, off-the-shelf data product as our base map and foundation for schedule and route optimization. This data set is developed and maintained by TeleAtlas, Inc., referred to as RouteMatch GIS Data, and is the only commercially available GIS data set optimized for scheduling and routing. RouteMatch Software is an established ESRI Business Partner and integrates ESRI's GIS mapping technologies into our products. RouteMatch is proposing to utilize this base map data for the project and will provide the appropriate geographies for The Weld County Transportation Program's service area. Due to the spatial nature of transportation problems (Where is my customer, vehicle, route or destination?), RouteMatch incorporates our own advanced mapping technology into all of our products. By integrating GIS into our components, RouteMatch can: • Locate customer addresses through a process of address geocoding. • Calculate travel times based on real-world constraints that take into account street speed limits, travel weights, one-way streets, elevations, address ranges, and turn-restrictions. • Assign customers to the most efficient vehicle based on customer requirements (i.e. wheelchair), vehicle requirements (i.e. lift equipped), customer and vehicle location, and appointment times of customers. • Build and manage trips, groups, runs, routes, and schedules very accurately and efficiently for reduced operating costs, increased customer service, and easier day-to-day management of scheduling, routing, and dispatching. • Integrate fixed route information with demand response transportation. • Provide analytical tools for transit and route planning as well as other GIS based applications non- related to transportation. • Display vehicle's schedule routes as a layer on the GIS map RouteMatch Software seamlessly integrates GIS into all of its major components: • Customer Management—Geocode customers • Driver Management— Geocode drivers • Vehicle Management— Geocode out-stationed vehicles • Trip Reservations—Geocode origin and destinations to calculate trip distance and assist users in schedule assignment. View pick-up and drop-off locations and any near-by fixed-routes that have been integrated Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 45 of 70 i RouteMatch • Schedule Optimization—GIS-based scheduling using GIS to calculate pickups, drop-offs, time window estimations, and schedule impacts based on congestion, speed limits, turn restrictions, one way streets • Route Optimization—GIS-based route development for mapping, driving directions, and efficient route building • Dispatching—GIS and mapping tools that locate where drivers should be and where customers are located spatially for better decision making. „Ig ;, n .sw= h FI lone 8 .oI �Ll "9"✓" l �1�^ I Y' 4 39 4' n{ S i r �. p 1 t . E �. iiiieebLl,. 3 i ii S is.' i 141, • t� it 1 siiiissr6iai.-.'jig i � ,✓•--�4 � I * .-� � 'Yp ��. �� { :iisiliiiiaA , a5 I "4, ,t: � e +4'?q { • :yq • o4.r a I g,,r "Pk./ h )I �C. • ' 'k k�4a k {f t 4 qa -- k E ?• ) I '� 11 A • E 21I ly . M1 ' tt ..�.I.ip y t _ lee ' i k t . +r�. Vii:W" In :.. � till f�: S, 1 ,. 0 , rs — . ij — I' •k @ nTrth &0€4 i x. '.. • 6 ' h :�a Mvw.u I n • .....e.! f d[� Y:Mi2, k Ney,:'q`an4s wets i• ' 4 ' ' ;'1-ii IA'9 ADAT iaAU It' “."-°: pp { fl luro 4041 ,5' A. I 6.1.4Driver Manifest As a standard report, RouteMatch can provide a paper copy of driver manifests in multiple formats directly out of the RouteMatch TS application. Drivers can download driver manifests to a mobile data computer and collect all required data for each passenger in real-time, including odometer readings, pickup and drop off times, no-shows, late cancellations, fare information, and other related trip data. This solution provides the foundation for a paperless transportation organization and gives your dispatch center real time data for improved decision making and on-the-fly schedule modifications. Examples of both can be found below. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 46 of 70 - r- 'RouteMatch .So tT<r'a v • -Qf.FNe\roe! ,..,...,. , _ . ........ nW{ --. ti�.� rr 'AL* 1 Status Trips ,lire ( History ' Mail Map $':3 5. V-11"y rlv" Wh- rC4 _ VIEW 1, D 10:35 130 12th Avenue Wheelc... E P 10:50 10923 Hampton Street Walker ARRIVE I D 11:20 2364 Hoover Blvd Walker P 01:45 Calgary Zoo (East En.,. Walker r `' D 02:00 Peter Lougheed Hosp... Walker °' E' P 02:25 3242 Erin Woods Dr ... Wheelc... i .; D 02:55 4093 - 85 Street NE Wheels... ' P 03:20 123 Sunnydale Cresc... Wheels... PICK D 03:50 2300 Block Eau Clair... Wheelc... .. DROP P 04:10 Unit 67 Bethany Care... None 1: � g D 04.45 6583 Bridgland Drive... None a ns•nn RS44 ?R Alton[[c1 CWRI Nnr Driver Manifest Provide A Ride Vehicle:PASS-042 Rimc Unassigned[7:00 am•6:45 pm] Driver Name: Far:07/01/2002 Ru Start First Pickup Last Cromff Run End Breakl Start Br aid Ed Break2 Start Br edk2Erd lime - Odometer l Customer Name Pickup Time Druii)9 Time Validation 1 ricmatlon Trip ID Request Time Pickup Miklos Drapoi Adbess Pickup Oregon" Pickup Oregon" Time Tens Odometer Odometer Giage P,KNt 7.00 am L I Pro,de A Ade 4299 Garwood Ueselard,011 44129 Refenes.Pauhka 9:00 am 9:45 am IIII r' lkrwrslN Husped CeyseeNatisl❑ No Show❑ 17753 R45 am DO 11225 Mt O+vlook Dove MOO Euclid twenue Cestirrer per*0.O1 Ciesel end,O1 44104 Cleie a d,OH 44106 Aeandarts:0 Guests:0 Mobley Antuliory 5erdse NoedDOrN Funding 5aaco:4 Welch,Katma 10:45 an 10:46 an Urnmety Hesistal Cancellation❑ no Sheer El 10:45 am PU 11100 Euclid Awn. 3300 East l lath St Cuslwree Pre Wm Cbseland,OH 44106 [lowland,OH 44120 AOerdantn 0 Guests:1 Mobley Amtelatary 5enlce Needle Fuming 5maro:4 Comments:NO INFANT CA030AT Cw Seat Cann I Chewy,Mark* 11:00 an 11:01 am [ I I University Hospital Rarbow Bob:.And Qri Cancellation No Show 17464 11:00 an PU C 2074 At.n tsn Rd. 1112e Me.Carmel Rand ❑ ❑ Customer Pay$0.00 arelard.OH 44106 Cleveland,OH 44104 AtendetP 0 Guests:2 malty,Ambul dryy Service Need. Rodin Scarce!4 ewira.rch See se n Pep i'le suede,lPl/000≥ 1243nailraf: .,.r•.• m aalur.nn.a-.r..s..... -z a...r:. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 47 of 70 `'14T RouteMatch. 6.1.5 Driver Directions As a standard report, RouteMatch can provide a paper copy of turn by turn driving directions directly out of the RouteMatch TS application. The Mentor Ranger device comes fully equipped with turn by turn voice annunciated navigation capabilities. Ranger offers complete onboard navigation tools and supports the latest mapping software. When a map is loaded onto its full-color screen, Ranger can prompt drivers based on GPS coordinates. Its integrated speakers increase the safety factor because optional voice prompts allow drivers to keep their eyes on the road. Alternately, external speakers may be used for noisy vehicle environments. Examples of both can be found below. • nor$VEMATtH VO2R0Ocktv19:COUPE a El m71,!!, ,,,,_,,,.� 4 i Rf s#t vv�+ .:aafa i s an{v 8 D ; G' vt3� >f>fy, v .. h q •iax ® im Nl�}� "4 v f) - v,v vvil'�,v,, CI�( ° vv lilt 'yii l fi .7;'v �, e1�B i v s (ipI t t t mi pmhf.° (° ... H* !WADE G^'®alt -T v. ?Sn'Y.ba .iYC' Fltlli 1j S � i .... Y t ll ; ti trpX Ea�!t HHHI P ig (fit l N f}: ° i 11 lweu. �� Y4.*Ltal (ttiv nv 8a �N. 4, .. r ii 1 bi, fv. i q • s( .'•yi t 13lf • ft •, t A TPotl �� .. i t rI& i1IF §Ar i kiritit;a, Vpalli,Dit i07.36 I .,-,i4fit lel elt Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 48 of 70 RouteMatch Softwans Driving Directions Provide A Ride (o,v&,2a a.a-.100 on 7/33/3302 9t09, Mileage nylrt onto ELP ON 0.57 Cute e ddrt onm V5 HWY 422 1.08 Nn let onto BRMOWNv 17 0 70 p qv onto], COntriLe e.0,0 min RAMP Contnue tr,lt1 onto t,® 10 60 Contnue mat.onto 1271 2 06 Conte.gy min RAMP o ap strait.onto O7/LEAF volt,onm 0AV LEAF 25 Non nanemm 4EMNJo91 11.35 Turn�onl�m00112T Ve 0.33 Torn at Ottt omSON 0 12 Tun w901 32 leer onto RAMP 1 00 ConanLe ,onminl le seaFYt1 onto I a® 29 64 Conn right mmtrt I Alll th RAMP Nn left onto]NAMED STREET z 01 Ccnt N500 onto SPAR', Turn lem art,5181E H1W 10 0.90 Turn (2/lEP0 32 left nrn MOU Turn 17 ngtrtot VSHwv20 Turn left nrtn SCHWARR Nmn9M1tmt,COWI,HW,11B 0.01 Turn left orlo COUNTY HWY 118 0.00 6.1.6 Billing RouteMatch TS is fully equipped with the industry's leading billing management system. The RouteMatch Billing Engine is fully integrated into the RouteMatch TS product and allows our consultants and customers to model easy to very complex billing rules for an unlimited number of funding agencies and also streamlines grant billing by fully automating that process. Each funding source defined in the RouteMatch application can have multiple "billing rules," rules that define the contract rates for transportation. These billing rules may be different based on the requirements of the funding source (i.e. Medicaid Wheelchairs = $14 per trip, Medicaid Ambulatory = $10 per trip). Each customer for each trip has a billing target that will pay for the transportation (i.e. Farebox, Medicaid, etc.) RouteMatch has a significant amount of experience in modeling and calculating the industry's most difficult billing requirements. In addition, we can provide tools to automate the submission of invoices or claims (i.e. Medicaid) electronically to ease administrative burdens and costs and expedite payment to our customers. • Supports simple and very complex billing and • Serves as foundation for fully allocated cost cost allocation rules models and allocations. Organizations can accurately determine real costs for • Automatically assigns proper billing rule to each transportation services trip based on the properties of the trip • Incorporate standard detailed and summary Graphical user interface to manage and • design new billing rules and billing models invoices • Streamline your month end billing process • Automates the time consuming reconciliation to minutes per month process • Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 49 of 70 H HRouteMatch y.- Cottle 4,- 6.1.7 Database RouteMatch Software is designed to make data management simple. Important information about The Weld County Transportation Program's customers, vehicles, and drivers and a host of other data will be stored in a powerful database management system that protects the integrity of that data. The data is validated at entry, and the software makes entry simple by providing powerful search, auto-fill, and menu tools such as drop down lists. When changes are needed, such as a change in address, the user can go in to one screen and update the address information; that information is updated at all levels and locations in the system. The ability to make "global" changes saves time and increases the accuracy of the overall system. In order to effectively manage information, the system must be easy to use. Gaining input from a team of experienced software developers and transportation specialists, RouteMatch chose an interface that is extremely windows based and icon driven. The intuitive nature of the RouteMatch Graphical User Interface (GUI) allows for quick, easy data management by the end user. Easy data management protects the integrity of the data being captured by reducing data entry error, as well as, eases the burden of additional training for new users of the system. This very open, non-proprietary database allows our customers to maintain current and historical data related to their individual operation. In addition to storing client demographic information, RouteMatch TS manages all of the following information: • Address Management • Mobility Requirements • Load and Unload Times • Special Needs/Assistance Needs • Guest/Attendant Requirements • Common Trips and Addresses • Funding and Program Eligibility • ADA Certification • Customer Suspensions • Medical and Disability • General Physical Vehicle Information • Vehicle Operation and Cost Information • Vehicle Capacity • Vehicle Availability • MDC/AVL Assignment • Garage Pullout and Pull-In Locations • Vehicle Properties • General Driver Information • Driver's License Information • Driver Hire Date/Termination Date • Driver Capabilities Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 50 of 70 - " RouteMatch Sot/vale- ▪ Driver Training Information • Drug and Alcohol Requirements • Driver Scheduling • Trip Information • Trip Type • Trip History • Audit Log for all Data Modifications • Custom Fields Defined by the User 6.1.7.1 Customer Management Module Easily manage all of your customers' transportation, demographic, eligibility, ADA, and related information in this module. Easily search and find all customers to access data quickly. Easily access this data via our standard and ad hoc reporting tools to build enterprise customer reporting tools. User defined custom field forms allow organization to customize data management needs unique to your needs. 6.1.7.2 Vehicle Management Module RouteMatch Software incorporates a Vehicle Management component to manage each vehicle fleet or pool. The RouteMatch Vehicle Management component manages general vehicle information, as well as more advanced information necessary to perform automated scheduling and routing functions such as capacity, flip seat configuration, availability, and first in last out (FILO) requirements. 6.1.7.3 Driver Management Module RouteMatch provides users with the ability to manage drivers' schedules and availability within the "Driver Management" module. This module manages relevant information associated with each driver, including general driver information, work schedule, emergency contact, license information, and other relevant data. RouteMatch also provides the ability to add additional driver information using our "Custom Field" capabilities. In this way, The Weld County Transportation Program may capture variable information specific to its objectives, such as testing data, certifications, or training needs. 6.1.8 American Recovery and Reinvestment Act (ARRA) • All RouteMatch Software installations comply with the Davis-Bacon Act • All RouteMatch Software products comply with the Buy American requirements 6.1.9 Reporting The Reporting Module provides data analysis and reporting tools to the organization. The software incorporates many standard reports including cancellation / no show reports, driver manifests, detailed invoices, etc. and a robust, powerful ad hoc report generator that allows users to build their own reports on the fly. RouteMatch uses the industry standard "Crystal Reports Designer" as its report engine. Users can simply select the type of report, the information they would like to see, and how it should be filtered, sorted, and titled. The report can then be saved as a public or private report for future use. This Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 51 of 70 RouteMatch SC ttit an feature allows users to build an unlimited number of reports with no assistance or additional fees to RouteMatch. Users can export our standard reports, modify them, and re-import them as a customized report. RouteMatch also offers the user the capability of importing and exporting reports to multiple formats including Excel, DBF, Text, and Access. . RouteMatch has attached a sampling of our standard reports as Attachment 2 —Detailed Product Information. • Over thirty standard reports focused on daily • Sample reports include: operations, productivity, manifests, billing and • Multiple Driver Manifests invoicing, and strategic service analysis. • Operating Statistics • Import and export all standard reports • Productivity Statistics for Routes, Runs, • Export report data to Excel, Access, or any other Vehicles, and Services ODBC-compliant system • On Time Performance • Report development services provided to customize existing reports and to provide very • Detailed Invoice Reports specific state and federal reporting requirements • Cancellations and No Show Reports • Serves as Enterprise Data Warehouse and Reporting System Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 52 of 70 RouteMatch Sotheunr 7.0 DETAILED HARDWARE AND CONFIGURATION REQUIREMENTS For the required proposed solution, RouteMatch has proposed the recommended system requirements for all workstations, servers, networks, and database software below. It is our understanding The Weld County Transportation Program or Affiliated Computer Services (ACS) is responsible for purchasing any hardware needed to meet the required specifications. Also, per the RFP RouteMatch is assuming the following information regarding the Weld County computing environment: Affiliated Computer Services (ACS) is contracted by Weld County to support and deliver information technology for the county. ACS supports a large network of desktops and servers which run a variety of applications supporting the business needs for Weld County. ACS will partner with the Weld County Transportation Program to complete this project. The desktops are configured with Microsoft XP OS and Microsoft Office products. Most applications in the environment are client-server or web-based architectures. Database products currently supported are Oracle 10G (minimum) and Microsoft SQL 2005. Many servers are virtualized using VMWare 3.0 for Windows 2003. RouteMatch Software requires a server class computer running Microsoft Windows Server 2003 and SQL Server 2005. This computer does not need to be dedicated to RouteMatch Software, but for maximum performance RouteMatch recommends dedicating as much memory as possible to SQL Server. For mapping purposes, the RouteMatch client must have access to Shapefiles. The Shapefiles can be stored on each workstation or on a network share. The RouteMatch Client requires Windows XP Professional and should be run on workstations with at least 2GB of memory and a video card with at least 32mb of memory. RouteMatch recommends either Intel Pentium 4 or Dual Core, or AMD XP or 64 processors. There is substantial traffic between the client and the SQL Server machine. The network connecting those devices should be on a 100/1000mb switch. RouteMatch recommends/encourages clients to employ some type of regularly scheduled backup to removable media. The RouteMatch database(s) are relatively small (usually not exceeding 10gb) and can be backed up using Microsoft SQL Server built-in management tools or a third party backup software, such as ArcServe or BackupExec. Please see the following recommended system specifications below. 7.1 ROUTEMATCH SOFTWARE SYSTEM REQUIREMENTS 7.1.1 Workstations • Operating System: Windows XP Professional, Service Pack 3 • Processor: Intel or AMD 2.8GHz or higher • Memory: Minimum 2.0GB — note for agencies performing more than approximately 800 trips/day, dispatch workstations will be better outfitted with 4 GB of RAM due to the larger amount of memory required to manage an entire days worth of trip data in one data set. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 53 of 70 Route Match • Hard Drive(s): 80GB SATA -7200rpm (or larger) • Video Card: any industry standard capable of 16bit color at 1024x768 resolution • Network Card: 100/1000 Mb/sec. • Industry standard monitor— minimum resolution required is 1024x768, monitor size should be large enough to ensure that users are comfortable with text size at minimum resolution. • UPS Battery Backup/Surge Protection is highly recommended. Notes: • The RouteMatch client application is a 32 bit application and is only tested and supported on 32 bit operating systems. • At this time, RouteMatch software has not been tested for compatibility with Microsoft Vista or Windows 7 and operation on Vista is not supported under our support and maintenance agreements. • Systems used to display the RouteMatch client application, either locally or remotely via RDP/Citrix, must be capable of rendering a minimum 16 bit color display. 7.1.2 Network Configuration • 100/1000 MB Network using switches (no hubs) • TCP/IP Protocol (no NetBEUI, IPX, or AppleTalk) 7.1.3 Server Common Items—all server installations require the following: • Operating System: Windows 2003 Server(Sufficient CAL for all users) —64 bit version. • Microsoft SQL Server 2005 or 2008 Standard (Sufficient CAL for all users) —64 bit version. • Network Card: 100/1000 MB (x2 recommended for redundancy) • No other software running on the server besides RouteMatch required items (no anti-virus, other non- essential background applications or non—RouteMatch db's). Recommended System(up to 80 Vehicles) • Processor Type: lx 2.5 GHz or greater 64 bit quad core processor • Memory: 12 GB • Hard Drive(s) — (6) 73GB 15K RPM SCSI The following items are highly recommended for all configurations • A 5th volume for db backup storage—need not be directly attached • Redundant Power Supplies • UPS Battery Backup/Surge Protection • 3 year, 24x7x365 support and maintenance Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 54 of 70 Route Match soft', e' Notes: ▪ Virtual servers such as VMware are not supported. • The above specifications are minimum requirements for RouteMatch software to run. The specifications are based on RouteMatch testing. The network needs to be configured properly by a network technician to ensure reasonable responsiveness before RouteMatch conducts the software installation at your site. If you require assistance with Network Services, please contact RouteMatch at 1-888-840-8791, or send an email to sales@routematch.com. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 55 of 70 ' K RouteMatch Sort,e-.»oo_ 8.0 COST ESTIMATES AND PROJECT SCHEDULE 8.1 SYSTEM 8.1.1 Introduction RouteMatch is pleased to provide the following cost proposal for a turn-key transportation management system including all requested components and related implementation, training and support services. RouteMatch has carefully reviewed the requirements of your project and is very confident our solutions combined with our excellent project team will provide your organization and extremely valuable solution and assist in leveraging technology to automate your operations. In addition, RouteMatch has provided our hardware specification requirements as Section 7 in our technical proposal. Please refer to Section 7 for a list of recommended requirements based on our proposed solution. We look forward to delivering our products and services which will ensure a successful deployment and provide a value-added solution for the scheduling, routing, and management operations of The Weld County Transportation Program. 8.1.2 Scope of Services The scope of services for this engagement consists of the following components 1. RouteMatch Software Product and Module Licenses. 2. Implementation, training, project management, and support services to install, configure, and train your organization on utilizing the RouteMatch System 3. Mentor Engineering Hardware (Optional) 4. Wireless Implementation Services (Optional) 5. Ongoing customer support and technology maintenance to ensure a successful utilization of your RouteMatch system and to leverage RouteMatch's investment in new product features and functionality. These components are further itemized below. 8.1.3 RouteMatch Software Core Products RouteMatch TSTM Software RouteMatch TSTM is our flagship solution which incorporates advanced logistics algorithms and geographic information systems to accomplish fully automated scheduling, computer assisted scheduling, and manual routing and scheduling for the paratransit and demand response industry. With integrated data management, scheduling, routing, dispatching, billing, reporting, and database maintenance functionality, RouteMatch Software enhances customer service while providing greater efficiency and reduced operating costs. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 56 of 70 t, • RouteMatch software- 8.1.4 RouteMatch Software Extensible Modules (Optional) • RouteMatch Automated Vehicle Location (AVL) Module (Optional) By integrating Global Positioning Systems (GPS) equipment in your vehicles, the RouteMatch AVL Module allows dispatchers to easily view the location of each vehicle in real-time. The AVL Module integrates actual vehicle location information from the GPS / AVL units and displays the information within the RouteMatch AVL Display Mapping system. Users can view planned routes versus actual routes, vehicle speed, vehicle direction, and current location of the vehicle. This easily allows your dispatchers to know exactly where the vehicles are and where they should be as compared to the RouteMatch Schedule. Tools for estimated time of arrival (ETA) can also be used to determine late trips and poor performance. This module requires the integration of a third-party AVL equipment provider. • RouteMatch Mobile Data Communication (MDC) Module (Optional) Mobile Data Communications and in-vehicle computers provides the foundation for real-time, on- board trip and vehicle data collection. Drivers can download driver manifests to a mobile data computer and collect all required data for each passenger in real-time including odometer readings, pickup and drop off times, no show, late cancellations, fare information, and other related trip data. This solution provides the foundation for a paperless transportation organization and gives your dispatch center real time data for improved decision making and on-the-fly schedule modifications. Dispatchers and drivers and also easily communicate free-form and pre-canned messages to and from the vehicle and the dispatch center. This dramatically reduces voice radio traffic and dispatch chaos. Based on the third-party mobile data computer vendor, this solution can support in-vehicle mapping and navigation with voice annunciated turn by turn driving directions. This module requires the integration of a third-party mobile data computer vendor. 8.1.5RouteMatch Software Third party Software • Microsoft SQL Server Relational Database Management System RouteMatch utilizes Microsoft SQL Server as its backend database management system to provide a high transaction, mission critical, and scalable data management solution. System is designed for multiple user access and can maintain and manage millions of records and transactions. • TeleAtlas Transportation GIS Map Data RouteMatch incorporates the TeleAtlas Transportation GIS dataset into its core products for address geocoding, mapping, path finding, network optimization, and vehicle tracking. This base map serves as the foundation for many of the functions in your RouteMatch system. The transportation dataset provides us with key attributes such as one-way streets, turn restrictions, speed limits, and travel times to accurately plan routes and schedules. The data is available by county and is available on a nationwide basis. Optional map updates is also available as part of your RouteMatch support and maintenance agreements. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 57 of 70 RouteMatch 8.1.6Third party Hardware (Optional) • Mentor Rangers This Windows CE based device is a fully functional touch screen, meaning the use of a stylus is completely optional. The driver simply uses a finger to select the options available on the Ranger. For this project, RouteMatch is recommending— and has included—the heater option to assist in cold- weather start-ups. The Mentor Ranger is capable of supporting a wide variety of tasks at your command. By pressing the Function Keys on the Ranger unit and the Function Buttons on the Ranger screen, you are able to work through your trip manifest, interact with dispatch, and effectively service your customers. Power Key .—, l Function Ke s <` 7t i " a , t' lif ) 40 :=1::;t1 y 1 F1 Function Key toggles between Day& Night modes RouteMatch Software, Inc. has offered to present this cost proposal based on the following scenario. Weld County Transportation Program has requested a cost proposal for a RouteMatch TSTM implementation via client/server architecture, and licensing. In addition Weld County Transportation Program has requested an integration of RouteMatch TSTM with Mentor Engineering Ranger Mobile Data Computers for an AVL and MDC solution. 8.1.7Detailed Cost Proposal — RouteMatch TS'' For this scenario, RouteMatch assumes the following relevant information. • RouteMatch TS • Five (5) users • Fourteen (14) vehicles • TeleAtlas GIS data one(I) County • Required Implementation and Training Services (please refer to Section 4 for additional information on our Implementation and Training Services) Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 58 of 70 RouteMatch Sorhea • Premium Annual Customer Support and Software Maintenance (please refer to Section 4.9 for additional information on our Customer Support and Software Maintenance program) RouteMatch Software TSTM -- Base License Fees RouteMatch Software TSTM --Base License Fees $29,000 Sub-Total $29,000 RouteMatch Software Implementation Services Project Management $5,016 Operations Assessment(up to 1 person day, 1 person trip) $880 Software Configuration (up to 2 person days) $1,760 Data Conversion (up to 2 person days) $1,760 Level 1 -Basic Training(up to 3 person days, 1 person trip) $2,640 Level 2-Advanced Training(up to 3 person days, 1 person trip) $2,640 Level 3 -Reports Training and Go Live(up to 3 person days, 1 person trip) $2,640 Post-Implementation Assessment/Training (up to 2 person days, 1 person trip); $1,760 typically 2-4 months after Go Live Software and Training Documentation for 5 Users $495 Travel Estimate $5,160 Sub-Total $24,751 Required Third-Party Software TeleAtlas GIS Data for 1 County $630 Microsoft SQL Server Licenses for 5 Users $2,204 Sub-Total $2,834 TOTAL $56,585 Annual Maintenance and Support 90 Days Premium(24x7) Customer Support and Maintenance. Included On-going Premium Annual (24x7) Maintenance and Technical Support $6,000 or On-going Standard Annual (24x7) Maintenance and Technical Support $4,500 TeleAtlas GIS Annual Updates (Optional) $597 Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 59 of 70 Route Match Smmuran.. 8.1.8 Detailed Cost Proposal—AVL/MDC (Optional) For this scenario, RouteMatch assumes the following relevant information. ▪ Fleet of fourteen (14) vehicles • 14 installed units • 1 spare unit • Required Implementation and Training Services (please refer to Section 4 for additional information on our Implementation and Training Services) • Annual Customer Support and Software Maintenance (please refer to Section 4.9 for additional information on our Customer Support and Software Maintenance program) RouteMatch Software Wireless Solution RouteMatch AVL/MDC Module $18,000 Sub-Total $18,000 RouteMatch Software Professional Services Wireless Configuration/Training $26,400 In-Vehicle Installation $7,890 Travel Estimate $5,110 Sub-Total $39,400 Mentor Engineering Hardware Ranger Mobile Data Computer(15 Units) $42,000 Shipping $600 Sub-Total $42,600 TOTAL $100,000 Annual Maintenance and Support 90 Days Premium(24x7) Customer Support and Maintenance. Included On-going Premium Annual(24x7)Maintenance and Technical Support $4,000 or On-going Standard Annual (24x7)Maintenance and Technical Support $2,500 8.1.9 Notes and Assumptions Licensee shall pay for software licenses, hardware, and professional services as they are delivered. Licensee shall also reimburse RouteMatch for all reasonable expenses associated with the delivery of these items as they are incurred. Travel expenses are estimated above. Actual expenses will be billed separately and as incurred. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 60 of 70 RouteNta uh ._., Sot RouteMatch has included one (1) spare Mentor Ranger unit to The Weld County Transportation Program in the quote above. The Mentor Ranger line item above includes the following components: I. Rangers MDC's 2. Ranger mounting brackets 3. Cabling 4. Odometer monitoring 5. BBX (GPS, Public Data Network Modem— 1xRTT) 6. Dual Mode Antenna 7. Mentor/RouteMatch Mobility Application 8. Navigation Software 9. XGate License(per vehicle) 10. XMobile Manager (XMM) License 11. Ranger Programming Kit 12. Ranger Training Kit RouteMatch has included fees for the installation of 14 Ranger units. If Weld County Transportation Program has staff capable of installing the units, RouteMatch would be happy to remove the installation line item from the quote. Mentor Ranger devices will communicate over a 1 xRTT network. All ongoing communication costs are the responsibility of The Weld County Transportation Program. RouteMatch Software is consistently striving to improve its software and product offerings to better meet the needs of its customer base. RouteMatch partners with its customers to better understand the constantly changing landscape of the transportation industry, and to build and enhance its core products. The proposed premium support and maintenance package provides all major and minor upgrades to all software products; thereby, eliminating the risk of future upgrade fees. Over the last two years RouteMatch has had four minor releases and two major releases. Our users on this program are always using the latest and greatest technologies from RouteMatch and our ITS product offerings. An annual support and maintenance contract is required. There is no additional customization costs needed to incorporate The Weld County Transportation Program's needs (per RFP) into the RouteMatch application. 8.2 SYSTEM CONSULTING SERVICES Please refer to Section 4 - Scope of Work for additional information on all standard installation and training services provided at no addition charge with the system. Please refer to Section 4.5.6 — Implementation Deployment Plan and Attachment 3 — Sample Project Plans for additional information on anticipated work tasks with an estimated range of hours and "reasonable" timeframe and other associated costs to provide services. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 61 of 70 RouteMatch SoJnr,az.- Section 4.5.6 — Implementation Development Plan and Attachment 3 — Sample Project Plan also describe supporting tasks and services to be performed by ACS and Weld County Transportation Program personnel. 8.2.1 Standard Schedule of Charges For additional professional services that fall outside of the original scope of work and/or contract, hourly charges for RouteMatch employees shall be billed in accordance with RouteMatch Software, Inc.'s Schedule of Charges in effect at the time services are provided. All expenses for travel, sustenance, and materials related to additional services shall be reimbursed by the client as incurred. These expenses will be billed separately. Current standard hourly rates are as follows: Additional Authorized/named users [TS] $ 3,750 Additional Vehicles [TS]$750, [AVL/MDC} $1,500 Principal-in-Charge $ 150.00 per hour Senior Consultant—Professional Services $ 110.00 per hour Network Administrator — Professional $ 110.00 per hour Services Consultant—Professional Services $110.00 per hour Transportation Analyst $100.00 per hour Additional Training up to 3 persons $ 1,000 per day Additional persons over 3 $200 per day Additional Consulting Time and Materials at RouteMatch's then current rates for such services. Additional Data Conversion Fees: $110 per hour Additional Reports Time and Materials at RouteMatch's then current rates for such services. Technical Support by Telephone $195 per These rates apply to users not incident/call under contract to receive Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 62 of 70 r r RouteMatch ON-Line Training Classes $200 per user customer support services. per class Web Training Participation $100 per user per session General Participation $600 per Attendee 8.3 ESTIMATED PROJECT SCHEDULE Please see Attachment 3 —Sample Project Plans. 1.,. . .. � ��. _ -A:, �.....� . �. I :.. 4&Y Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 63 of 70 RouteMatch 9.0 ATTACHMENT 1: PROJECT TEAM RESUMES Please see the attached resumes. J:\Accounts\ Colorado\Prospects\4 zigt J:\Accounts\ Colorado\Prospects\V J:\Accounts\ Colorado\Prospects\4 aeie.u-a�w.,•'.�NW+awtiw-,hR'a'�wYc+�1�F�-a. Yi 'ru.•..�na_.M.e!wC�. .eavaxv�W�Rgi�11IIRNh' ••' �^u-rr..eYlsiw:::a�wwu�t4::u,�m:.......J»t.+aw,e..+n+w\W.ate. _%"W A. Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 64 of 70 RouteMatch Sot bra 10.0 ATTACHMENT 2: DETAILED PRODUCT INFORMATION Please see the following attachments. ]:Accounts\ Colorado\Prospects\Y I:Accounts\ Colorado\Prospects\V Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 65 of 70 RouteMatch Sot tie llPO- 11.0 ATTACHMENT 3: SAMPLE PROJECT PLANS Please see the following attachments. wit 3:\Accounts\ Colorado\Prospects\Y int JMccounts\ Colorado\Prospects\Y Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 66 of 70 RouteMatch Sot!ware' 12.0 ATTACHMENT 4: SAMPLE SOFTWARE LICENSE AND SERVICES AGREEMENT RouteMatch Software is willing to enter into the Weld County Standard Contract Agreement should we be the selected vendor. RouteMatch licenses its software and supplies its services pursuant to the specific terms and conditions set forth in the attached Software License and Services Agreement. RouteMatch will negotiate in good faith to the extent these terms conflict with those set forth in the RFP and excepts to the extent that the RFP is intended to supply all of the contract terms and conditions for the licenses and services to be supplied under this agreement. Please see the following attachments. 3:\Accounts\ Colorado\Prospects\V 3:\Accounts\ Colorado\Prospects\V J:\Accounts\ Colorado\Prospects\V a Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 67 of 70 RouteMatch ioltuwi 13.0 ATTACHMENT 5: CLIENT LIST Please see the following attachment. 3:Wccounts\ Colorado\Prospects\V Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 68 of 70 RouteMatch Sottrratz°' 14.0 ATTACHMENT 6: CASE STUDIES Please see the following attachments. J:\Accounts\ Colorado\Prospects\V 'w. J:\Accounts\ Colorado\Prospects\d J:\Accounts\ Colorado\ �Prospects\ rzt J:\Accounts\ Colorado\\Prrospects\‘d J:\Accounts\ Colorado\Prospects\V Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 69 of 70 RouteMatch Softie,: 15.0 ATTACHMENT 7: APPENDIX A Please see the following attachment. L'1 ]:\Accounts\ Colorado\Prospects\ Proprietary/Confidential Weld County Transportation Program Technical Proposal Page 70 of 70 ORIGINAL Scope of Work and License and Maintenance Agreement Between RouteMatch Software, Inc. and Board of County Commissioners of Weld County, Colorado Attachment C to Master Software License and Support Agreement between RouteMatch, Inc. and Board of County Commissioners of Weld County THIS SCOPE OF WORK AND LICENSE AND MAINTENACE AGREEMENT is hereby incorporated into the MASTER SOFTWARE LICENSE AND SUPPORT AGREEMENT (the "Agreement"), by and between ROUTEMATCH SOFTWARE, INC., a Georgia corporation ("RouteMatch") and BOARD OF COUNTY COMMISSIONERS OF WELD COUNTY, COLORADO ("Licensee"), a Colorado governmental entity (hereinafter each may be referred to as a "Party"or collectively as the"Parties"). 1. Agreement to Purchase. The parties agree to the following rights and responsibilities: (a) Purchase of License and Professional Services. During the Term (as defined below) of the Agreement, Licensee agrees to purchase from RouteMatch, and RouteMatch agrees to provide to Licensee, under the terms of the Agreement, a License to Use the Software as set forth in Section 2 below and the Professional Services set forth in Section 3 below; at the following prices, fees and expenses: License to Use RouteMatch TSTM: $29,000 RouteMatch Documentation: $ 495 Professional Services: $19,096 One(1)Year Premium Support: $ 6,000 Third-Party Software TeleAtlas GIS data for 6 Counties: $ 840 Total: $55,431 (b) Term. The obligations of the Parties under and pursuant to this Agreement shall become effective as of the Effective Date and shall remain in effect as follows: (1) License to Use Software: Perpetual. (2) Professional Services: From the Effective Date until System Acceptance. (3) Customer Support: For a period of one (1) year after the "Go Live Date" (the "Initial Term"), provided that the Parties' obligations under Section 4 shall be automatically extended for additional twelve (12) month periods (each a "Renewal Term") unless either Party provides the other Party with at least sixty (60) days written notice of(1) non-renewal or(2) a request to change the level of Customer Support prior to the end of the Initial Term or any Renewal Term, as applicable. Should Licensee provide such timely, written notice that it requests a change in the level of Customer Support, the annual fees for Standard Customer Support are set forth in Exhibit B-3, and any revision, amendment or modification to Customer Support level and fees shall be in writing, signed and agreed to by the Parties. For the purposes of the Agreement, "Go Live Date" shall mean that point in time at which Licensee uses the Software in its daily operations and "System Acceptance" shall be deemed to occur at that point in time at which the Software substantially conforms in all material respects to the specifications set forth in Exhibit B-1 of this Agreement. The Initial Term together with any Renewal Term shall be the "Term" of this Agreement; provided and so long as Licensee is not in breach of or default under this Agreement or this Agreement has not been terminated pursuant to Exhibit A, and subject to RouteMatch's right to increase its fees or rates as provided herein. Page 2 of 7 Initials: RM Licensee Confidential—Do Not Disclose 2. License to Use Software. (b) Documentation. RouteMatch will provide to Licensee the following user documentation relating to the Software (the "Documentation"), and a license to use the Documentation: four(4) hard copies of the Users Manual will be provided to Licensee upon installation of the Software, and one(1) digital copy of the Users Manual will be provided to Licensee in Adobe Acrobat PDF format after installation of the Software (c) Scope. Licensee agrees that it may allow up to four (4) of its designated employees ("named users") access to the Software and may manage up to twenty-one (21) vehicles in the Software, fourteen of which are owned by Licensee and seven of which are not owned by Licensee but by volunteers . 3. Professional Services. In consideration for Licensee's payment of the fees and reimbursement of expenses as set forth in Section 5 below or as otherwise agreed in writing signed by the Parties, RouteMatch shall provide the following"Professional Services"to Licensee: (a) Project Management. RouteMatch will provide project management services and will create a GIS base map for Licensee's use in Weld, Larimer, Boulder, Denver,Jefferson and Adams Counties, Licensee's six (6) county service area to be used for customer location, destination location, vehicle scheduling and routing. (b) Operations Assessment. RouteMatch will provide one (1) day pre-install operations assessment in which RouteMatch reviews Licensee's operations and makes recommendations regarding changes in business processes to assist in the integration of the Software and recommendations in Software configurations and settings to be implemented during the Professional Services set forth herein. (c) Data Conversion. Up to two (2) days. RouteMatch will convert Licensee's business data (customers, addresses, vehicles, drivers, funding sources, and billing rules) into the Software database for use in operating the Software. (d) Installation and Configuration. Up to two (2) days. RouteMatch will install and configure the Software at Licensee's business location in a computer network that meets the minimum facilities and computer requirements described in Exhibit B. attached hereto. (e) Training. As described more specifically below, RouteMatch will provide up to eleven (11) days of training services for four (4) of Licensee's representatives, to be conducted by one (1) representative of RouteMatch at Licensee's location of installation, as follows: (1) Level I. RouteMatch will provide up to three (3) days initial system administration and user/data entry training, which will occur in connection with, and at the time of the installation of,the Software. (2) Level II. RouteMatch will provide up to three (3) days of software user and report training, which training will cover such matters as operational and reporting functionality and refining parameters and operational work rules. Page 3 of 7 Initials: RM Licensee Confidential—Do Not Disclose (3) Level III. RouteMatch will provide up to three(3)days"Go Live" Support consisting of support in real-time, live operations, in order to verify the accuracy of the client and trip data. (f) Post Implementation Support. RouteMatch will provide up to two (2) days of follow up analysis and training based upon a review of Licensee's use of the software in real operations, to be scheduled two(2)to four(4) months after"Go Live". The parties agree that a more detailed schedule with all training dates and times will be finalized during the kick-off meeting and set forth in the Project Plan, prepared and delivered to Licensee by RouteMatch within 30 days of kick-off meeting. 4. Customer Support Services. In consideration of the payment of the fees and reimbursement of expenses as set forth herein, during the Initial Term, RouteMatch will provide technical support as follows: (a) Phone Support. RouteMatch will provide technical support by phone twenty-four(24)hours a day, seven days a week. Customer Support Personnel will be available for live consultation from 8:00 AM - 5:00 PM(Pacific Time) and will return all calls within two (2) hours. After hours and emergency support will be available via a pager by which, upon licensee leaving a message on the RouteMatch Support Voice Mail, a customer support technician will contact the customer within two (2) hours. Upon the initiation of a support event, email alert notifications will be sent to licensee containing a unique tracking identification number. (b) Updates. RouteMatch will provide all Updates (as defined in Exhibit "A") to Licensee without charge. These updates and patches will be provided on CD or other acceptable electronic means. (c) Upgrades. RouteMatch will provide all Upgrades (as defined in Exhibit "A") to Licensee without charge. These upgrades will be provided on CD or other acceptable electronic means. (d) Customer Support Website. RouteMatch will provide Licensee access through a unique, secure password to the Customer Support Website ("CSW"). The CSW will be maintained for customers only and contain information regarding the Software, Services, and other helpful information. The CSW will also provide access to the most up to date documentation, new case submittal forms, and available releases. Customers submitting cases or requests through the CSW will receive confirmation of receipt within one business hour of submittal. (e) User Groups. Licensee will be permitted to participate in regional user groups for Licensee's region, if available, free of charge. (f) On-Line Training Sessions. Up to three (3) of Licensee's authorized users will be allowed to participate in two (2) web-based, on-line training sessions each year. Upon Licensee's request RouteMatch will schedule a training session on the subject matter requested by Licensee at an agreed upon date and time. (g) Scheduled Web Training Classes. Each year, RouteMatch will provide up to three (3) of Licensee's authorized users access to five (5) of RouteMatch's regularly schedule Web-Training classes free of charge. RouteMatch will routinely publish a schedule of available training classes and subjects on the CSW. Additional access can be purchased at the then applicable rate for Premium Support customers. Page 4 of 7 Initials: RM Licensee Confidential—Do Not Disclose (h) Annual User Conference. RouteMatch will hold an Annual Users Conference one time each year. Up to three (3)of Licensee's authorized users are eligible to attend the annual RouteMatch User Conference free of charge. All expenses and costs included those associated with travel, lodging, and meals are not included. Any additional authorized users shall be eligible to attend at the rates set forth in Exhibit B-3. Year 1 Premium Customer Support Fees: $6,000 Subject to the limitations set forth in paragraph 7.3 of the Agreement, RouteMatch may increase Customer Support fees up to a maximum 5% in each term after the Initial Term. 5. Payment. (a) License and Service Fees. Licensee shall pay for all Software and Professional Services as those items are delivered. To the extent RouteMatch delivers a portion of the Professional Services, Licensee shall pay fees for such services on a daily prorated basis. (b) Customer Support. For its prepayment of Customer Support fees, Licensee shall be given unlimited Customer Support for the first one (I)year after system "Go Live Date." Licensee shall pay fees for all subsequent years of Annual Customer Support upon the anniversary of"Go Live". (c) Expenses. Licensee shall reimburse RouteMatch for all reasonable travel expenses as they are incurred. Expenses for food and lodging will be paid only for lodging and meals utilized and consumed in Weld County, Colorado. 6. Additional Services. Provided and so long as Licensee is not in breach of or default under this Agreement, Licensee may purchase and acquire from RouteMatch additional or elective services at those prices and terms set forth in Exhibit B — 3, attached hereto; provided that any such purchase shall be evidenced by an Addendum to this Agreement executed by authorized representatives of both Parties and setting forth the additional or elective services to be purchased by Licensee and provided by RouteMatch, as well as the prices for such services if other than as provided below. All such additional or elective services shall be provided on an hourly or daily rate basis as set forth below unless the Parties have executed a Statement of Work setting forth the services, deliverables, schedules, specifications, acceptance criteria and price (a "Statement of Work"). Any Statement of Work shall be an Addendum to this Agreement and incorporate the terms and conditions of this Agreement. 7. Licensee's Obligations. Licensee shall provide the following labor support to RouteMatch: (a) General. Licensee shall name a point of contact representative (the "Point of Contact") responsible for all communications between RouteMatch and Licensee throughout the installation, training, and technical support process. The Point of Contact will be responsible for scheduling all appointments; delivering and receiving all correspondence related to installation, training and technical support; and, arranging communications and support from RouteMatch representatives, as requested. (b) Project Plan. Licensee acknowledges that time is critical in the performance of the implementation Project Plan. Licensee further acknowledges and agrees that any delay in the Page 5 of 7 Initials: RM Licensee Confidential- Do Not Disclose implementation due to the acts or omissions of Licensee, its employees, subcontractors, agents and/or client(s) (persons other than RouteMatch representative), shall not constitute a delay in RouteMatch's performance and shall not delay or prevent payment of any amount that would have been due to be paid to RouteMatch under the contract. (c) Installation. Licensee agrees that an MSP-certified IT, manager-level representative, capable of providing RouteMatch administrative access to all computers, workstations and servers, will be available to assist RouteMatch during the installation period. Licensee further agrees to provide RouteMatch with one (1) hour of down time per work station to be equipped with the Software, in which RouteMatch has complete, uninterrupted access to said work station. (d) Training. Licensee agrees to make all of its personnel that are considered by Licensee to be "trainees"on the use of the Software or who are to receive training as part of the Professional Services available for the agreed upon number of uninterrupted, dedicated eight (8) hour training days as set forth in the Project Plan. (e) Technical Support. During the Term of this Agreement, Licensee agrees to follow and comply with the RouteMatch Customer Support Program provided or communicated to Licensee, direct all technical support questions and communications through the Point of Contact, or through such other person as Licensee may designate after Go Live Date, and provide the necessary and qualified personnel, as requested by RouteMatch,to assist in completing the technical solution. 8. Miscellaneous. (a) Notices. All notices, requests, demands and other communications required or permitted hereunder shall be in writing and, if mailed by prepaid first class mail or certified mail, return receipt requested, shall be deemed to have been received on the earlier of the date shown on the receipt or three (3) business days after the postmarked date thereof and, if sent by facsimile, shall be followed forthwith by first class mail and shall be deemed to have been received on the next business day following dispatch and acknowledgment of receipt by the recipient's facsimile machine. In addition, notices hereunder may be delivered by hand, in which event the notice shall be deemed effective when delivered, or by overnight courier, in which event the notice shall be deemed to have been received on the next business day following delivery to such courier. All notices and other communications under this Agreement shall be given to the Parties hereto at the following addresses with adequate postage thereon, if applicable, and as follows unless and until notice of another or different address shall be given as provided herein: (1) If to RouteMatch: with a copy to: RouteMatch Software, Inc. Barclay T. Macon, Jr. Suite 1130 Freisem, Macon, Swann & Malone, LLP 1 180 West Peachtree Street 2905 Piedmont Road Atlanta,Georgia 30309 Atlanta,Georgia 30305 (2) If to Licensee: Board of County Commissioners of Weld County, Colorado Clerk to the Board P.O. Box 758 Greeley, Colorado 80632 Page 6 of 7 Initials: RM Licensee Confidential—Do Not Disclose With a Copy to: Anita Scrams Executive Account Manager of ACS, a Xerox Company 1401 North 17th Avenue Greeley, Colorado 80631 Tel: 970-304-6570 Page 7 of 7 Initials: RM Licensee Confidential—Do Not Disclose ORIGINAL EXHIBIT C-1 TO SCOPE OF WORK AND LICENSE AND MAINTENANCE AGREEMENT BETWEEN ROUTEMATCH SOFTWARE, INC. AND BOARD OF COUNTY COMMISSIONERS OF WELD COUNTY, COLORADO The Software and Documentation are licensed to Licensee and the Services are provided to Licensee under the additional Terms and Conditions set forth in this Exhibit C, the terms of which are incorporated into and made a part of the Agreement. 1. THE SOFTWARE IS COPYRIGHTED AND LICENSED (NOT SOLD). ROUTEMATCH DOES NOT SELL OR TRANSFER TITLE TO, OR ANY OWNERSHIP INTEREST IN, THE SOFTWARE OR DOCUMENTATION TO LICENSEE. LICENSEES LICENSE OF THE SOFTWARE WILL NOT COMMENCE UNTIL LICENSEE HAS EXECUTED THIS AGREEMENT AND AN AUTHORIZED REPRESENTATIVE OF ROUTEMATCH HAS RECEIVED, APPROVED AND EXECUTED A COPY OF IT AS EXECUTED BY LICENSEE. 2. Updates and Upgrades (a) For purposes of this Agreement, the term"Updates" refers to fixes and minor changes to the Software, which are indicated by internal, incremental numeric changes smaller than"1" unit (i.e. release 1.1 to 1.2). If and so long as Licensee has paid in full an annual technical support fee for the then current Support Term of this Agreement, and Licensee is not otherwise in breach of or default under the terms of this Agreement, RouteMatch shall, at no additional charge or fee to Licensee, provide Licensee with all Updates issued and disseminated by RouteMatch. (b) For purposes of this Agreement, the term "Upgrades" means and refers to major changes or to a new release of the Software, including without limitation any new major release of the Software. Upgrades to the Software are normally indicated by incremental numeric changes as "1" whole units (i.e. release 1.0 to 2.0). If and so long as Licensee has paid in full an annual technical support fee for the then current Support Term of this Agreement, and Licensee is not otherwise in breach of or default under the terms of this Agreement, RouteMatch shall, at no additional charge or fee to Licensee, provide Licensee with all Upgrades issued and disseminated by RouteMatch. 3. Scope of License Rights; Restrictions. (a) The license granted to Licensee under this Agreement entitles Licensee to use, and Licensee agrees to use, the Software and Documentation solely as set forth in this Section 3(a) (i) through 3 (a)(iv): (i) Store, install and access the Software, in machine readable form, through an internal network using those computers and software specified in Exhibit C-2, or access the Software via the Internet on one server only, but in either case only for use by that number of users specified in this Agreement and only for the purpose of serving the internal needs of the business of Licensee; (ii) In support of Licensee's authorized use of the Software, store the Software's machine- readable instructions or data in, transmit it through, and display it on machines associated Exhibit"C-1" Initials: Licensee Page 1 of 6 CONFIDENTIAL—DO NOT DISCLOSE with the computer(s) specified in the Agreement; (iii) make one copy of the Software in machine-readable, object code form, for nonproductive backup purposes only, provided that RouteMatch's proprietary legend is included; and, (iv) use the Documentation solely to assist Licensee in its authorized use of the Software. (b) The license granted to Licensee under this Agreement does not grant to Licensee the right to, and Licensee acknowledges and agrees that it does not have the right to and that it will not: (i) copy (except as expressly permitted in Section 3(a)(iii) above), change, disassemble, decompile, reverse engineer, sublicense, assign, timeshare, sell, give away, loan, rent, lease, transfer (electronically or otherwise), display, disclose, or provide any third party with access to or use of, the Software; directly or indirectly create or attempt to create software that emulates the Software; prepare derivative works of the Software: or separate the components of the Software; (ii) copy or provide any third party with access to or use of any of the Documentation without the prior written consent of RouteMatch; (iii) transfer any of Licensee's rights or obligations under this Agreement without the express, advance, written consent of an officer of RouteMatch, and then only if: (i) Licensee keeps no copies of the Software or Documentation; (ii) Licensee transfers Licensee's entire rights and obligations under this Agreement in or to the Software and Documentation; and, (iii) the transferee agrees in writing to the terms and conditions of this Agreement, after which time Licensee will no longer have the right to use the Software. Any attempted transfer or assignment of any of Licensee's rights or obligations under this Agreement shall be null and void unless it is in full compliance with this Section 3(b)(iii); (iv) remove any proprietary or copyright legend from any material contained in or on the Software or the Documentation; (v) publish or disclose to any third party any reports or the results of any benchmark tests run on the Software or its components; or, (vi) use any trademarks or service marks of RouteMatch. 4. Limited Warranty and Limitation of Warranties. (a) Subject to the conditions and limitations set forth herein, RouteMatch warrants for a period of one (1) year immediately following the installation of the Software (the "Warranty Period") that the Software will substantially conform in all material respects to the specifications set forth in the Agreement (including Exhibits A, and B and C) which is attached hereto and incorporated herein, for the version or release level of the Software as set forth in Section C-2 of the Agreement, or if no such version or release level is specified therein, then on the most recent version or release level of the Software that has been issued and is being licensed by RouteMatch as of the Effective Date. Subject to the provisions and limitations set forth herein, RouteMatch will correct any such nonconforming Software if Licensee has notified RouteMatch of such nonconformity in writing within the Warranty Period. RouteMatch shall not be obligated to correct, cure or otherwise remedy any such nonconformity in the Software if Licensee has not reported to RouteMatch the existence and nature of such nonconformity Exhibit"C-1" Initials:RMS Licensee_ Page 2 of 6 CONFIDENTIAL—DO NOT DISCLOSE within the Warranty Period, and such nonconformity cannot be verified. (b) The limited warranty set forth in Section 4(a) above does not apply to any Software that has been repaired or modified by persons other than RouteMatch or its authorized agents, or that has been installed by Licensee or any of its independent contractors other than RouteMatch. The foregoing warranty is conditioned upon the proper use of the Software in accordance with the terms and conditions of this Agreement and with RouteMatch's User Manual and any other written instructions provided by RouteMatch to Licensee, and in an operating environment in compliance with the specifications and requirements as set forth in this Agreement. Except as set forth in Exhibit C, RouteMatch makes no warranty that the Software will meet Licensee's requirements or operate in combinations with other software or hardware selected by Licensee, that the operation of the Software will be uninterrupted or error free, or that all Software defects will be corrected. (c) As Licensee's exclusive remedy for any material nonconformity in the Software for which RouteMatch is responsible as provided in this Section 4 and for which RouteMatch is notified in writing within the Warranty Period as set forth above, RouteMatch shall attempt through reasonable effort to correct or cure any such reproducible, material nonconformity by issuing a software patch, a work-around or bypass. In the event that RouteMatch does not correct or cure any such nonconformity after it has made a reasonable effort to do so, or if RouteMatch determines that it is not economically feasible or reasonable to make such correction, Licensee's exclusive remedy shall be (i) a reduction in the license fee paid by Licensee for the nonconforming Software in an amount mutually agreed upon in writing signed by the Parties; or (ii) if no such amount is agreed to in writing signed by the Parties within thirty (30) days after RouteMatch has notified Licensee in writing that RouteMatch has not corrected or cured a material nonconformity after having made a reasonable effort to do so, then Licensee shall have ten (10) business days from the end of the such thirty (30) day period within which to elect, and to notify RouteMatch in writing of its election, to either promptly return all copies of the Software and Documentation and obtain a refund of the license fee(s) paid for such nonconformity, or accept the Software with such nonconformity and with no reduction in the License Fee(s). Licensee's failure to timely make such an election shall be deemed to be an election of the latter option. (d) EXCEPT AS PROVIDED IN SECTION 4(a) THROUGH (c) OF THIS EXHIBIT A, THE SOFTWARE IS LICENSED ON AN "AS IS" BASIS, AND ROUTEMATCH DISCLAIMS ANY AND ALL PROMISES, REPRESENTATIONS AND WARRANTIES WITH RESPECT TO THE SOFTWARE AND DOCUMENTATION, INCLUDING ITS CONDITION, ITS CONFORMITY TO ANY REPRESENTATION OR DESCRIPTION, THE EXISTENCE OF ANY LATENT OR PATENT DEFECTS, ANY NEGLIGENCE, AND ITS MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE OR USE. FOR GREATER CERTAINTY, ROUTEMATCH MAKES NO WARRANTY THAT THE SOFTWARE WILL OPERATE WITH ALL APPLICATIONS, UTILITIES OR OTHER MEMORY RESIDENT PROGRAMS. (e) RouteMatch shall not be responsible for any obsolescence of the Software for any reason. Furthermore, RouteMatch assumes no responsibility for the use of superseded, outdated or uncorrected versions of the Software. Exhibit"C-1" Initials:RM Licensee Page 3 of 6 CONFIDENTIAL—DO NOT DISCLOSE 5. Proprietary Protection and Restrictions. (a) Licensee acknowledges and agrees that the Software and Documentation is the sole property of RouteMatch and contains copyrighted, confidential and trade secret information, and that as between RouteMatch and Licensee, RouteMatch shall have the sole and exclusive ownership of all right, title and interest in and to the Software and Documentation, (including ownership of all trade secrets, confidential information and copyrights pertaining thereto), subject only to the rights and privileges expressly granted to Licensee herein by RouteMatch. Licensee must and will keep the Software and Documentation free and clear of all claims, liens and encumbrances of any nature whatsoever. Licensee will keep the Software and Documentation in confidence, and will take all reasonable measures necessary to protect and maintain the confidential and proprietary character of the Software and Documentation. (b) Licensee hereby authorizes RouteMatch to enter premises in order to inspect the Software in any reasonable manner during regular business hours to verify Licensee's compliance with the terms of this Agreement. Licensee will cooperate fully with RouteMatch and promptly provide RouteMatch and its agents with full access to its facilities, and will engage in no acts or omissions to hinder or delay RouteMatch's access to Licensee's premises and computers or the inspection thereof. © Licensee acknowledges that, in the event of Licensee's breach of any of the provisions of this Agreement, RouteMatch may not have an adequate remedy in money or damages. RouteMatch shall therefore be entitled to seek an injunction against such breach from any court of competent jurisdiction. Should RouteMatch seek injunctive relief, such action shall not limit its right to seek further legal remedies. Pursuant to the terms of the Master Software License and Support Agreement, Contractor's rights are limited by the provisions of the Colorado Governmental Immunity Act §§24- 10-101 et seq., as applicable now or hereafter amended. (d) If a third party claims that the Software or Documentation infringes any patent, copyright, trade secret, or any similar intellectual property right, RouteMatch will defend Licensee against such claim at RouteMatch's expense and will pay all damages that a court finally awards, provided that Licensee promptly notifies RouteMatch in writing of the claim, cooperates fully with RouteMatch in the defense of any such claims, and allows RouteMatch to control the defense thereof and/or any related settlement negotiations. If such a claim is made or appears possible, RouteMatch will, at it option and expense, either: (i) procure for Licensee the right to continue using the Software and/or Documentation; (ii) replace or modify the Software or Documentation so that it becomes non-infringing; or, (iii) if it is not possible or in RouteMatch's sole discretion is not economically feasible for RouteMatch to so procure such right or so replace or modify the Software, require the return of the Software and upon such return repay to Licensee the unused portion of the applicable license fee amortized over a five (5) year period from the Effective Date and any annual technical support fees paid by Licensee for the remainder of the then current Term for such technical support services. However, RouteMatch shall have no obligation for any claim based on Licensee's modification of the Software or Documentation or its combination, operation or use with any product, data or apparatus not specified or provided by RouteMatch. THIS PARAGRAPH STATES ROUTEMATCH'S ENTIRE OBLIGATION TO LICENSEE WITH RESPECT TO ANY CLAIM OF INFRINGEMENT. 6. Fees and Reimbursement of Expenses. Licensee shall pay to RouteMatc those fees and Exhibit"C-1" Initials: Licensee Page 4 of 6 CONFIDENTIAL—DO NOT DISCLOSE reimburse RouteMatch for those expenses as and when set forth in the Agreement. hi the event that there is no due date set forth in the Agreement, all invoices will be due and owing within twenty (20) days of the date of the invoice. In the event that Licensee fails to pay any amounts owed to RouteMatch hereunder on or before the due date therefore, all unpaid amounts will accrue interest at the rate of 1.5% per month thereafter until paid, and Licensee shall reimburse RouteMatch for all costs and reasonable attorneys fees incurred by RouteMatch by reason thereof. (a) Licensee is exempt from the obligation to pay taxes and agrees to provide RouteMatch with evidence of such tax exempt status as reasonably required by RouteMatch within twenty (20) days of a request to produce such evidence. 7. Termination. (a) Notwithstanding any provision of this Agreement to the contrary, either Party may terminate this Agreement, and all licenses granted to Licensee under this Agreement, upon written notice to the other Party (the "Breaching Party") in the event of a breach of any of the terms or conditions of this Agreement by such Breaching Party that is not cured by such Breaching Party as follows: (i) within ten (10) days after its receipt of written notice of any breach with respect to the payment or nonpayment of any fees or other monies that are due and owing under and pursuant to this Agreement, provided however, that a Breaching Party shall only have the right to cure any such monetary breach once within any twelve (12) month period; or (ii) within thirty (30) days after any breach of any term or condition of this Agreement other than the payment or nonpayment of monies owed. (b) Upon the termination of this Agreement for any reason, Licensee shall promptly pay to RouteMatch all then due and outstanding amounts owed by Licensee to RouteMatch under this Agreement, and all rights granted to Licensee will terminate and revert to RouteMatch. Promptly upon termination of this Agreement, for any reason or upon discontinuance or abandonment of Licensee's possession or use of the Software, Licensee shall return or destroy, as requested by RouteMatch, all copies of the Software and all Documentation in the possession, custody or control of Licensee and all other materials pertaining to the Software (including all copies thereof). Licensee agrees to and shall certify to RouteMatch in writing and under oath Licensee's compliance with all of the terms and conditions of this Section 7(ii)promptly upon RouteMatch's request for the same. 8. Limitation of Liability. (a) EXCEPT FOR ANY LIABILITY ARISING UNDER SECTION 5(d) ABOVE, THE CUMULATIVE LIABILITY OF ROUTEMATCH TO LICENSEE FOR ALL CLAIMS RELATING TO THE SOFTWARE AND THIS AGREEMENT, INCLUDING ANY CAUSE OF ACTION SOUNDING IN CONTRACT, TORT OR STRICT LIABILITY, SHALL NOT EXCEED THE TOTAL AMOUNT OF ALL LICENSE FEES PAID TO ROUTEMATCH HEREUNDER. THIS LIMITATION OF LIABILITY IS INTENDED TO APPLY WITHOUT REGARD TO WHETHER OTHER PROVISIONS OF THIS AGREEMENT HAVE BEEN BREACHED OR HAVE PROVEN INEFFECTIVE. ROUTEMATCH SHALL HAVE NO LIABILITY FOR LOSS OF DATA OR DOCUMENTATION, IT BEING UNDERSTOOD THAT LICENSEE IS RESPONSIBLE FOR REASONABLE BACKUP PRECAUTIONS. (b) IN NO EVENT SHALL ROUTEMATCH BE LIABLE FOR ANY LOSS OFPROFITS; Exhibit"C-1" Initials:RM"f},�� Licensee Page 5 of 6 CONFIDENTIAL—DO NOT DISCLOSE ANY INCIDENTAL, SPECIAL, EXEMPLARY OR CONSEQUENTIAL DAMAGES; OR ANY CLAIMS OR DEMANDS BROUGHT AGAINST LICENSEE, EVEN IF ROUTEMATCH HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH CLAIMS OR DEMANDS. THIS LIMITATION UPON DAMAGES AND CLAIMS IS INTENDED TO APPLY WITHOUT REGARD TO WHETHER OTHER PROVISIONS OF THIS AGREEMENT HAVE BEEN BREACHED OR HAVE PROVEN INEFFECTIVE. 9. Export and Government Use Restrictions. Licensee agrees that it will not export or re-export the Software, any part thereof, (the foregoing are referred to as the"Restricted Components"), to any country, person or entity subject to United States export restrictions. Furthermore, Licensee agrees to comply with all of the export and re-export restrictions and regulations imposed by the governments of the United States and/or any country to which the Software is shipped. Use, duplication or disclosure by the government is subject to restrictions as set forth in DFARS 252.227-7013 or the Commercial Computer Software - Restricted Rights at 48 CFR 52.227-19. The terms of this Section shall survive the termination or expiration of this Agreement. 10. Incorporation of Other Software. The Software may incorporate material or components which are owned by third parties and which are used by agreement between RouteMatch and such third parties. Licensee acknowledges and agrees that any third party owner of such materials or components is a direct and intended third party beneficiary of this Agreement who may enforce this Agreement directly against Licensee. 11. No Third Party Rights. Except as otherwise expressly provided herein, the representations, warranties, covenants and agreements contained in this Agreement are for the sole benefit of the Parties and their respective successors and permitted assigns, and they shall not be construed as conferring any rights on any other persons. Exhibit"C-1" Initials:RM icensee_ Page 6 of 6 CONFIDENTIAL—DO NOT DISCLOSE ORIGINAL EXHIBIT C-2 To Scope of Work and License and Maintenance Agreement Between RouteMatch Software, Inc.and Board of County Commissioners of Weld County,Colorado RouteMatch TSTM Product Description The following is a description of the all features and functionalities included in your RouteMatch TSTM license and deliverable under the Agreement: Customers — The RouteMatch TSTM Customers function allows authorized users to view, add, edit, delete, and search (by last name, full name, customer id, social security number or phone number) for customer data. User permissions described in Settings below control the ability to edit existing customers and/or add new ones. Each customer record consists of the following required information: first/last name, address, associated service, and Mobility Type. Each customer record may also include the following optional information: mailing address, primary phone and extension; secondary phone and extension; social security number; internal ID; birthday; indication of whether elderly; language; email address; comments; load and unload times; indication of whether attendant is required for trips and their mobility type; and indication of whether customer is currently active. Each customer record has a viewable audit log that displays the date, time and logged in user who performed all edits, insertions and deletions associated with the customer record. Each customer record may contain up to 10 user defined custom fields. Authorized users are also allowed to view a list of all customers; refresh the Customers function display in case of modifications; view requested, scheduled, and verified trip information by date, along with the ability to search for customer names and navigate directly to the highlighted trip in the RouteMatch TSTM Scheduling function; and print detailed customer information, including last modified date; print date; customer's name, address, phone, email address, social security, Internal ID, birthday, language, race, mobility, attendant required, and currently active(yes/no); and comments Authorized users are also allowed to manage additional customer information as follows: • Billing Information - the RouteMatch TSTM Customer Billing Information function allows authorized users to view, add, edit, or delete data for one or more funding source. The following data elements are required: funding source name and expiration date; Trip Accounting Type, including indications for flat fee or per vehicle mile charge, with amounts for individual, shared revenue or shared service; indication of per vehicle hour charge, with amounts for individual, shared revenue or shared service. Each Customer Billing Information record may also include the following optional information: agency requirements or comments; number of trips allowed per day, month, week, or year; trip purpose; and indication of whether the customer will pay. One funding source may be designated as the default for new trip records. • Eligibility - the RouteMatch TSTM Eligibility function allows authorized users to view, add, edit, or delete data for one or more eligibility Programs. The Customer's ID and name are displayed for each eligibility record. The following data elements may also be specified: program ID; Program Name; indication of whether the eligibility status is permanent; application/Certification information, including Verification Sent Date; Renewal Date; Certification Date; Certification Expiration Date; Application Received Date; Verification Received Date; Registration Date, Certification Rejection Date; User definable Eligibility Type (e.g. Full, Conditional, Temporary), Eligibility Conditions and comments. For Conditional eligibility a setting is provided to require Exhibit C-2: Product Description Page 1. of 24 an authorized supervisory override be entered to allow booking a trip for a customer whose eligibility is conditional. All trips booked with a funding source specified as conditionally eligible must have one of the assigned conditions selected before saving the trip. • Emergency Contact - the RouteMatch TSTM Emergency Contact function allows authorized users to view, add, edit, or delete information about one or more emergency contacts for a customer. The following data elements are required for each Emergency Contact record: first/last name; relationship; and telephone number and extension. Comments may also be included with each record. • Customer Service Needs - the RouteMatch TSTM Customer service Needs function allows authorized users to view, add, edit, or delete information about one or more service needs for a customer. The Customer's ID and name are displayed for each Customer service record. The following data elements are required: service need; and indication of whether service is permanent. Comments may also be included with each record. • Customer Medical - the RouteMatch TSTM Customer Medical function allows authorized users to view, add, edit, or delete information about one or more medical needs for a customer. The Customer's ID and name are displayed for each Customer Medical record. The Medical Type is required. Doctor's first/last name and phone number, and comments may also be included with each record. • Customer Disability - the RouteMatch TSTM Customer Disability function allows authorized users to view, add, edit, or delete information about one or more service needs for a customer. The Customer's ID and name are displayed for each Customer Disability record. The following data elements are required: Disability Type; and indication of whether the disability is permanent. Comments may also be included with each record. • Travel Restrictions — the RouteMatch TSTM Travel Restrictions function allows entry of free form notes that are displayed in pop-up dialog each time a new trip is booked for the specified customer. Optionally the travel restriction pop-up dialog can be set to require an authorized supervisory override to allow the trip to be booked (override permissions are configured in Settings described below). • Favorite Addresses/Trips — the RouteMatch TSTM Favorite Addresses and Favorite Trips functions allow the pre-assignment of up to 9 categorized addresses and up to nine categorized pre-defined trips (selected from the customer's trip history). These favorite addresses and trips are available in the trips function to expedite trip booking and via the optional Interactive Voice Response(IVR) system. • Suspensions—The RouteMatch TSTM Suspensions Function allows authorized users the ability to create, edit and delete suspensions of customers' ability to book trips under selected or all services. Entry of a suspension deletes all previously scheduled trips (both standing orders and demand response) during the suspension period. Each suspension must have a selected suspension reason (suspension reasons are user configurable in settings), a suspension start and end date and selected service (or all services). Optionally each suspension may also have a grace period and additional remarks. • Certification (optional license)—The RouteMatch TSTM Certification module allows authorized users to maintain a record of eligibility certification events which include: Certification Exhibit C-2: Product Description Page 2 of 24 Requested Date, Application Mailed Date, Application Received Date, Assessment Date, Appeal Received Date, Appeal Hearing Date, Approval Date, Renewal Date, Renewal Reminder Sent Date, Expiration Date, Letter Code, Eligibility Code, ID Card Printed (Yes/No), Alternate Letter Format, Certification Status (e.g. Pending, Certified, Disapproved, etc.) and Appeal Decision information. Additionally, authorized users can record the answers to a series of user defined certification questions. Authorized users can add, edit and delete notes associated with each customer's certification process. Notes are tagged with date and user created and date and user last modified. Vehicles — The RouteMatch TSTM Vehicles function allows authorized users to view, add, edit, delete, and search for vehicle data. Each vehicle record consists of the following required information: internal Vehicle ID; vehicle type; associated service; and total capacity. Each vehicle record may also include the following optional information: VIN number; License Plate/State; vehicle ID, including make, model, color, and year; cost tracking information, including Operator cost/mile and Pullout cost; the seating class (as described in Settings below, e.g. various combinations of wheelchair and ambulatory capacities as allowed by fixed and flip seats); designation of whether or not vehicle shall adhere to First In Last Out (FILO) wheelchair loading; indication of vehicle capabilities (as described in Settings below, e.g. whether there are low floors, car seats, etc.); indication of whether the vehicle is available, including the date and time; and values for Default Garage Stops, including garage pull-out time, garage pull-out time, pull-out address,and pull-in address. Authorized users are also allowed to view a list of all vehicles; refresh the Vehicles function display in case of modifications; copy data from an existing vehicle to facilitate adding a new vehicle; and print detailed vehicle data, including Internal ID, service name, vehicle's description, type, and VIN; set seating class; set capabilities; set FILO wheelchair loading; set vehicle availability on or off, and automatically unscheduled all trips, breaks, and runs if necessary; pullout cost; available time; pullout address; and return address. When optionally connected to a licensed mobile data system allows assignment of Mobile Data Computers (MDC) installed in the specified vehicle. Drivers—The RouteMatch TSTM Drivers function allows authorized users to view, add, edit, delete, and search for driver data. Each driver record is required to include the first/last name and address. Each driver record may also include the following optional information: phone number and extension; social security number; internal ID; License number; state; hire date; termination date; comments; information about the weekly schedule, including availability by day of week, start time, end time, and comments; and emergency contact information, including first/last name, phone number and extension, relationship, and comments, driver characteristics and vehicle preference to be used in driver to vehicle scheduling functions. Optionally display and maintain data in up to 10 user definable custom fields. When optionally connected to a licensed mobile data system allows designation of drivers' login names and passwords to be used with Mobile Data Computers(MDC). Authorized users are also allowed to view a list of all drivers; refresh the Drivers function display in case of modifications; and print detailed driver data, including the Last Modified date; print date; driver information including name, phone number, internal ID, License number; state; hire date; termination date; comments; information about the weekly schedule, including availability by day of week, start time, end time, and comments; and emergency contact information, including phone number, relationship, and comments. Trips-The RouteMatch TSTM Trips function allows authorized users to view, add, edit, delete, and search for customer trip request data by date and: customer last name, customer full name, trip confirmation number, social security number and customer ID. Each trip request record consists of the following required information: assigned service, pickup location; drop-off location; funding source; selected Exhibit C-2: Product Description Page 3 of 24 conditions (if specified in customer record); timing preference (pickup or drop-off); requested time(s); estimated load/unload times; mobility type; number of attendants and attendant mobility type, number of guests and guest mobility type and car seats. Each trip request record may also include the following optional information: trip type, trip purpose, billing category, comments; trip denial status; vehicle affinity(if defined); and indication of whether the trip recurs on other weekdays (a"standing order"), and it's effective and until dates. The following trip information is displayed based on addresses selected for pick-up and/or drop-off: pick-up address comments, drop-off address comments, all fixed route bus routes within % miles of the specified address (if optional fixed route display module is licensed). Expected customer pay amounts based on user specified rules are displayed for each trip record after saving. Authorized users are also allowed to view a list of all customers and their trip requests by date; refresh the Trips function display in case of modifications; copy data from an existing trip record to facilitate adding of a new trip request; specify a new trip request as the return trip of an existing trip request record; cancel a trip request for current day only; delete trip request for current day only; delete trip request record for all applicable days of a standing order; and view requested, scheduled, and verified trip information by date, along with the ability to search for customer names and navigate directly to the highlighted trip in the RouteMatch TSTM Scheduling function. Authorized users may navigate directly to the associated customer record. Trip addresses may be specified by one of the following methods: search by street address, common name, city, state or zip, county; or direct selection from favorite addresses. When address searches result in no matches authorized users may ender new addresses and geo-code them. Complete trips (or only pick-up and drop-off addresses) may be selected from lists of favorite trips or the customer's most recent trips (from their trip history). Each trip record has a viewable audit log that displays the date, time and logged in user who performed all edits, insertions and deletions associated with the trip record. Each trip record may contain up to 10 user defined custom fields. Users are able to view the trip's pick-up and drop-off location on the map. For systems with an optionally licensed RouteMatch TSTM Fixed Route Display module: any trip specified as requiring proximity to a fixed route as defined in the assigned service requires that 2 conditions be met: (1) that both the pick-up and drop-off address lie within a user definable corridor (typically % miles) around a fixed route, and (2) that the requested pick-up time (and drop off time if specified) be within the time frame of at least one of the fixed routes which the trip lies within on selected day of the trip. If these conditions are not met, a dialog box is displayed informing the user of the un-met requirement(s) and preventing saving of the trip unless an authorized user enters the proper credentials to override the requirement. Users are able to schedule selected trips from the scheduling function using either show recommendations or optionally negotiate trip time. Negotiation features are optionally configured under services and maintain a separate copy of initial requested trip times and their final negotiated times. Scheduling - The RouteMatch TSTM Scheduling function allows authorized users to manage vehicles' schedules. Functionality is centered around five main sub-functions: • Manage Scheduled Trips—authorized users are allowed to manually schedule a run to a vehicle for a given date, for the current day only or for the current weekday forward; search for a scheduled trip by last name, customer ID, trip confirmation number or address; search for run or vehicle by name; un-schedule a run from a vehicle for the current day only, or for the current weekday forward; modify run properties, including the service, name, start time, or end time; manually schedule one or more trips to a vehicle for the current day only, the current weekday forward, or for all applicable days (for standing orders); freeze one or more trips for the current day only, the current weekday forward, or for all applicable days (for standing orders); un- schedule one or more trips to a vehicle for the current day only, the current weekday forward, or Exhibit C-2: Product Description Page 4 of 24 for all applicable days (for standing orders); move one or more trips to a different vehicle; commit the schedule for one or more vehicles for this weekday forward or for all applicable days; cancel a trip for the current day only; delete a trip for the current day only or for all applicable days forward (for standing orders); search for all trips by specified denial status and optionally change all such trips' denial status; navigate directly to the RouteMatch TSTM Trips management function; or display customer and trip details including name, telephone, funding source, mobility type, service, pickup and drop-off addresses, requested time, early time, late time, attendants, guests, and load and unload times. • Manage Unscheduled Runs - authorized users are allowed to add a new run to a service; search for a trip by last name, customer ID, trip confirmation number or address; search for run by name; manually schedule one or more unscheduled trips to a run for the current day only or for this weekday forward; un-schedule one or more scheduled trips from a run for the current day only or for this weekday forward; display all trips scheduled to a run; shift run and all trip times backward or forward a specified number of minutes; delete a run for the current day only or for this weekday forward; display run properties; or display unscheduled customer and trip details including name, telephone, funding source, mobility type, service, pickup and drop-off addresses, requested time, early time, late time, attendants, guests, and load and unload times. • Manage Unscheduled Trips — authorized users are allowed to group unscheduled trips by: billing category, drop-off address type, drop-off city, drop-off common name, drop-off zip code, drop-off zone, funding source, mobility type,pick-up address type, pick-up city, pick-up common name, pick-up zip code, pick-up zone, requested hour, service, timing preference, trip denial status, trip purpose, trip recurrence, trip type; manually schedule one or more trips to a run; manually schedule one or more trips to a vehicle; search for a trip by last name, customer ID, trip confirmation number or address; cancel a trip for the current day only; delete a trip for the current day only; delete a trip for all applicable days (of a standing order); display trip request and customer including name, telephone, funding source, mobility type, service, pickup and drop-off addresses, requested time, early time, late time, attendants, guests, and load and unload times.; or navigate directly to the Trips management function. • Manage Geographic Data — authorized users are allowed to view a graphical map of the provider's service region; zoom in on specific areas for greater resolution of map details; zoom out of specific areas; manually move the map image in any direction as desired; view detailed properties of any image element of the map; request that the map be displayed in "full extents" default mode; • Optimize Schedules—RouteMatch TSTM provides authorized users with the following functions related to automatically optimizing vehicle's schedules for a given day: o Run RouteMatch Scheduling Engine'M — authorized users are allowed to automatically generate schedules for one or all of the selected grouping listed in "Manage Unscheduled Trips" above, one or more vehicles, and/or one or more runs. Options available for optimization include the ability to optimize currently scheduled trip times; remove current schedule and re-optimize; insert unscheduled trips where possible. Advanced user options include the ability to request any combination of the following: keep scheduled trips on same vehicles; keep scheduled trips at same time; attempt to insert unscheduled trips; allow trips on any service; only schedule trips on runs; and schedule trips around runs. o Show Recommendations — authorized users are allowed, for a selected unscheduled or scheduled trip or trips, to request a list of available vehicles for that trip, sorted by impact; Exhibit C-2: Product Description Page 5 of 24 search the resulting list for a vehicle by name; display trip scheduling properties, including customer name, trip type, pickup address, drop-off address, requested time, load/unload times, mobility type, attendants, service, and funding source; and schedule the trip onto a recommended vehicle for the current day only, for the current weekday only, or for all applicable days (for a standing order) o Show Vehicle Capacity - authorized users are allowed, for a selected vehicle, to request whether sufficient capacity exists for trips scheduled to it o View Summary Statistics—authorized users are allowed to view and print statistics from all schedule optimizations for the selected date performed on the current workstation, including available vehicles, used vehicles, available trips, scheduled trips, unscheduled trips, service hours, total hours, service miles, total miles, batch efficiency, warnings, errors, and batch run time in seconds. Also, statistics for each vehicle include the run ID, service description, vehicle ID, first pickup time, last drop-off time, break minutes, vehicle service hours, vehicle total hours, vehicle service miles, vehicle total miles, vehicle trips, and vehicle efficiency. o View Unscheduled Trip Statistics - authorized users are allowed to view and print, from all schedule optimizations for the selected date performed on the current workstation or Show Recommendations request, descriptive explanations of any trips that could not be scheduled, and descriptive explanations of any errors or warning messages. In addition to these sub-functions, the RouteMatch TSTM Scheduling function allows authorized users to refresh the display in case of data modifications; create a new run; create a new Break on a vehicle; post selected unscheduled trips or vehicles to dispatching and lock (if manual posting configured); if connected to an optionally licensed and installed IVR system, post trips for IVR call-out; connected to an optionally licensed and installed IVR system, print a report of all IVR call-outs and their status; view requested, scheduled, and verified trip information by date, along with the ability to search for customer names and navigate directly to the highlighted trip in the RouteMatch TSTM Scheduling function; request that the geographic map be displayed along with the scheduled trips, unscheduled trips, and unscheduled runs data; request to show or hide scheduled trips; request to show or hide unscheduled trips; request to showed unscheduled runs; request to display Route lines for vehicles or runs on the geographic map; request to refresh the scheduled route based on modifications; request to auto-zoom the geographic map display; print the contents of the geographic map displayed; for a specified vehicle, print unscheduled trip data sorted by stop time, including the date, vehicle ID, and agency name in the header, and for each trip, the stop time, customer name, address, telephone, and mobility type; for a specified service, print all unscheduled trips sorted by stop time, including the date, service, and agency name, and for each unscheduled trip, include the stop type, stop time, customer name, address, telephone, and mobility type; and print all Will Call trips sorted by stop time, including the date and agency name, and for each Will Call trip, include the stop time, customer name, address, telephone, and mobility type; display or hide a legend of all scheduling function icons. Dispatching — RouteMatch TSTM Dispatching function allows authorized users to track all information regarding trips performed by date and vehicle or run. Authorized users may search for trip-stops by: last name, full name, trip confirmation #, social security number, phone number, customer ID and address. Additionally users may search for runs or vehicles by name. For each trip-stop users are able to: enter current system time; enter actual performed time; enter odometer; record # of attendants/guests and their mobility time, change address; enter fare collected, enter additional charge; check completed; set indications for cancel, late, no show, verbal abuse, physical abuse, service refusal, and service animal; and enter/set values for any trip user defined custom fields. Users are able to create, select and delete customized dispatch data-views. For each data view authorized users may: Exhibit C-2: Product Description Page 6 of 24 • Display, set display order, indicate whether visible, and/or indicate whether editable,the values in the Dispatch Fields list, including: Confirmation#; Customer Name; Completed; Stop Time; Stop Odometer; Stop Address; Attendants; Guests; Customer Payment; Additional Charge; Total Trip Cost; No Show; Cancellation; Verbal Abuse; Physical Abuse; Service Refusal; Lateness; Trip Purpose; Fare Type; Customer Comments; Driver Comments; Service; Trip Type; Mobility Type; Billing Category; Est Trip Distance; Request Time; Stop County; WillCall; Trip Isolation; Trip Comments; Trip Distance; Stop Arrive Time; Customer Phone; Stop Address Type; Stop Common Name; Stop City; Stop Zip; Stop Zone; Stop State; Noshow Reason; Fundingsource; Override; How Cost Computed; Expected CustomerPay; CustomerPay Calculating Method; CustomerPay Billingrule Name; Service Animal; Cost RBE rule Name; Actual Expected CustomerPay; How Actual Expected CustomerPay Computed; Actual Customerpay RBE rule Name; Customer SSN ; Customer Internal ID ; Denial Status; Attendant Mobility; Guest Mobility and any trip custom fields. • Set data view filters to display trips based on criteria relating to the values in the Dispatch Fields list including: Confirmation#; Customer Name; Completed; Stop Time; Stop Odometer; Stop Address; Attendants; Guests; Customer Payment; Additional Charge; Total Trip Cost; No Show; Cancellation; Verbal Abuse; Physical Abuse; Service Refusal; Lateness; Trip Purpose; Fare Type; Customer Comments; Driver Comments; Service; Trip Type; Mobility Type; Billing Category; Est Trip Distance; Request Time; Stop County; WillCall; Trip Isolation; Trip Comments; Trip Distance; Stop Arrive Time; Customer Phone; Stop Address Type; Stop Common Name; Stop City; Stop Zip; Stop Zone; Stop State; Noshow Reason; Fundingsource; Override; How Cost Computed; Expected CustomerPay; CustomerPay Calculating Method; CustomerPay Billingrule Name; Service Animal; Cost RBE rule Name; Actual Expected CustomerPay; How Actual Expected CustomerPay Computed; Actual Customerpay RBE rule Name; Customer SSN ; Customer Internal ID ; Denial Status; Attendant Mobility; Guest Mobility and any trip custom fields. • Chang formatting of certain trip-stops including background color, bolding, italicizing and flashing the data view tab based on criteria relating to the values in the Dispatch Fields list including: Confirmation#; Customer Name; Completed; Stop Time; Stop Odometer; Stop Address; Attendants; Guests; Customer Payment; Additional Charge; Total Trip Cost; No Show; Cancellation; Verbal Abuse; Physical Abuse; Service Refusal; Lateness; Trip Purpose; Fare Type; Customer Comments; Driver Comments; Service; Trip Type; Mobility Type; Billing Category; Est Trip Distance; Request Time; Stop County; WillCall; Trip Isolation; Trip Comments; Trip Distance; Stop Arrive Time; Customer Phone; Stop Address Type; Stop Common Name; Stop City; Stop Zip; Stop Zone; Stop State; Noshow Reason; Fundingsource; Override; How Cost Computed; Expected CustomerPay; CustomerPay Calculating Method; CustomerPay Billingrule Name; Service Animal; Cost RBE rule Name; Actual Expected CustomerPay; How Actual Expected CustomerPay Computed; Actual Customerpay RBE rule Name; Customer SSN ; Customer Internal ID ; Denial Status; Attendant Mobility; Guest Mobility and any trip custom fields. Functionality in the dispatch module allows users to: save modified values; refresh data in the view for all day, 2, 4, 6 or 8 hours; delete a trip; create a new trip; manage runs including: create a new run, change run to vehicle assignment, modify run time and modify vehicle pull-in/pull-out time; view trips by trip or stop; turn auto-refresh on or off; reset the auto-refresh timer; display an ETA legend; show date along with stop times (for trips spanning midnight); re-calculate expected customer pay amounts. For each data view functionality is provided to: re-assign trips to different runs and/or vehicles; re-assign runs to different vehicles; show recommendations (scheduling function); view customer's trip history; show Exhibit C-2: Product Description Page 7 of 24 selected trip in trips; create a new break; move an existing break to a different vehicle; save data view grid layout; modify data view properties; show/hide column group-by box; expand or collapse all groupings; manage ETA display including: turn ETA on/off, show ETA status column, accept all ETA changes, accept only your ETA changes, reject all ETA changes; set the grid's layout save settings to: always maintain, maintain only when view is visible, and never maintain; and print the displayed data view grid. When connected to an optionally installed and licensed mobile data system additional functionality is provided to: send free-form text messages to one or multiple vehicles; view all messages received from vehicles and the mobile data server; resend, synchronize, or initialize MDC trips; find closest vehicle to a selected stop, additionally stop times, odometer readings and stop status are updated in real time via the mobile data system. The dispatch map display shows on the GIS map the location of selected stops, scheduled routes of selected vehicles and if connected to an optionally installed and licensed mobile data system allows: selection of vehicles to be displayed on map; displays current vehicle location; actual vehicle route; current speed and direction of selected vehicles; and status of each vehicle stop. Verification - RouteMatch TSTM Trip verification function allows authorized users to enter (or if optionally connected to a licensed mobile data system, verify) all information to validate trips made by customers by date and vehicle or run. For each vehicle/run specified, authorized users are allowed to enter run start time and odometer, first pickup and odometer, last drop-off and odometer, run end time, driver, and run charge amount. Additional functions are available, including display all trips for the selected date; display trips matching conditions in a user definable filter; request to display trip information in stop time or pickup time order; search for trips by customer name; change column order of trip verification fields; save run data with or without validation; calculate trip costs by run or by date range; reassign one or more trips from one vehicle to another; reassign run from one vehicle to another; set funding source and/or billing override for the run; specify additional charges for the run; create a new trip to be added to the run/vehicle; view, add, modify, or delete breaks on the vehicle, specifying the start time, end time, start odometer and end odometer; add all necessary data for a new trip, including the following required information: customer name, pickup and drop-off addresses, funding source, attendants, guests, and mobility type, and the following optional information: trip purpose, trip type, billing category, fare type, customer comments, driver comments, pickup and drop-off time, start and end odometer, Farebox collected, additional charge, and indications for late, no show, verbal abuse, physical abuse, service refusal, and service animal; view requested, scheduled, and verified trip information by date, along with the ability to search for trips by last name, full name, trip confirmation number, social security number, customer phone number, customer ID, or address and navigate directly to the highlighted trip in the RouteMatch TSTM Trip function; print all runs by date, including the vehicle's name, run name(s), start date and time, end date and time, and whether the run has been verified; toggle the stop date on and off(for trips spanning midnight). Funding Sources -The RouteMatch TST"Funding Source function allows authorized users to view, add, modify, and delete funding sources. Each funding source record consists of the following data elements: name; internal agency ID; indications for billing no-shows, attendants, and/or guests; designation of customer's associated eligibility ID as optional, required or disallowed; primary contact information, consisting of first / last name, phone number and extension, and fax number; and funding source address. Authorized users are also allowed to specify the date of the funding source insertion, deletion or modification; view all funding sources in a common list; display specified funding source properties; merge all trips from one funding source to another; refresh the funding source function display in case of modifications to data; and search for a funding source by name. Exhibit C-2: Product Description Page 8 of 24 Billing — The RouteMatch TSTM Billing function allows authorized users to manage billing rules used throughout the system to: calculate expected customer pay amounts, calculate trip costs and calculate run- level charges including the ability to generate new billing rules for trips or runs; save modifications to existing billing rules; delete selected billing rules; refresh the billing function list of billing rules in case of modifications and manage global billing rule values. Each billing rule consists of the following elements: name; description; group; applicability (trips or runs); computation; start date; expected customer pay amount; how expected customer pay amount is computed; cost computation method; cost computation parameters and values; billing rule criteria and values and selected billing rates. Addresses - The RouteMatch TSTM Addresses function allows authorized users to manage the addresses used throughout the system, including the ability to search for addresses by common name; address type, address 1 field, address 2 field, city, state, zip; and/or geocode status clear any existing search criteria; view a list of all addresses matching the search criteria; add a new address; geocode (assign x/y coordinates) an existing address by locating it by some combination of type, common name, address 1 field, address 2 field, city, state, and/or zip; geocode an existing address by specifying the intersection of two streets; delete an address; and geocode an existing address by pinpointing its location on a geographic map; assign all geocoded addresses to user defined geo-graphic zones. If the optional RouteMatch TSTM Fixed Route Display module is licensed and installed then the ability for authorized users to assign all geo-coded addresses to fixed routes within a user defined corridor of entered fixed routes is also provided. Services — The RouteMatch TSTM Services function allows authorized users to view, add, modify, or delete services. Each service consists of the following data elements: name; trip length restriction type (specified time or adjusted travel time); maximum trip length in minutes; trip length factor; allow scheduling to runs using optimizer; maintain initial and negotiated times separate (yes/no); default early and late pick-up and drop-off windows for initial request and negotiated times; trip booking horizon limit (days); exceeding trip booking horizon limit requires supervisory override (yes/no); ADA fixed route corridor check required (yes/no); trips outside of ADA fixed route corridor require supervisory override (yes/no). Authorized users are also allowed to view a list of all services; display all scheduling activity for a specified service and date; merge all vehicle and trip data from one service to another; refresh the services function display in case of modifications to data; and search for a service by name. Accidents—The optionally licensed RouteMatch TSTM Accidents module allows authorized users create, manage, delete and search (notes, description, trip confirmation number, location, driver, vehicle or customer) reports of accidents. Each accident report consists of the following elements: date of accident; time of accident; driver; location; date reported; time reported; user entered by; police report number; requires attention (yes/no); trip confirmation number; vehicle; driver injured (yes/no); accident details (free form text); customers involved: injured (yes/no), customer name, customer phone number, customer comments; notes: note date,note time, user noted entered by, and note text. Authorized users are also allowed to view a list of all accident reports by date range grouped by vehicle pools and drivers; refresh the Accidents module display in case of modifications; show driver, customer and vehicle details for those specified in each accident report; print selected accident details, list of accidents by vehicle or list of accidents by driver; and show or hide accident reports requiring attention. Complaints — The optionally licensed RouteMatch TSTM Complaints module allows authorized users create, manage, delete and search (notes, description, trip confirmation number, location, driver, vehicle or customer) complaints. Each complaint report consists of the following elements: date of complaint; time of complaint; customer making complaint; complaint category; driver; date reported; time reported; user entered by; requires attention (yes/no); trip confirmation number; vehicle; driver; brief description Exhibit C-2: Product Description Page 9 of 24 (free form text); medium complaint received via; complaint details (free-form text); notes: note date, note time, user noted entered by, and note text. Authorized users are also allowed to view a list of all complaints by date range; refresh the Complaints module display in case of modifications; show driver, customer and vehicle details for those specified in each accident report; print selected complaint details, list of complaints by customer; and show or hide complaints requiring attention. Self Service Management Console (Web) — The optionally licensed RouteMatch TSTM Self Service Management Console (Web) allows authorized users to approve, modify, cancel and delete trips booked by customers registered through the optional, separately licensed RouteMatch Web Portal. Users may also: refresh the list of registered web users in case of changes; search for users; display/hide only items requiring approval; view and/or modify the following attributes for each web user: user ID (view only), password, last active date(view only), user type(view only), e-mail address, created by user(view only), created by date (view only), password recovery phrase, password recovery answer; view and/or assign customer(s) to be associated with the web user including the customer's address, phone number, birth date and social security number; search for similar customer; search for similar addresses; select facility; select customer and edit current customer. Each trip entered by a web user requires approval, the Self Service Management Console (Web) allows authorized users to approve trips entered by web users; display a list of trips for each web user showing date, customer name, trip time, trip date, type, origin/destination,approval status; display similar trips; display similar addresses; and edit selected trips. Self Service Management Console (IVR) — The optionally licensed RouteMatch TSTM Self Service Management Console (IVR) allows authorized users to approve, modify, cancel and delete trips booked by customers via through the optional, separately licensed RouteMatch IVR system. Users may also: refresh the list of registered IVR users in case of changes; search for users; display/hide only items requiring approval; view and/or modify the following attributes for each IVR user: name (view only), the customer's address, phone number, birth date and social security number; search for similar customer; and search for similar addresses. Each trip entered by a IVR user requires approval, the Self Service Management Console (IVR) allows authorized users to approve trips entered by IVR users; display a list of trips for each IVR user showing date, customer name, trip time, trip date, type, origin/destination ,approval status; display similar trips; display similar addresses; and edit selected trips. Reports - RouteMatch TSTM allows authorized users to view, print, export, email as a MS-Word document, or export to any client application the data included in any of RouteMatch TSTM's standard reports: • Driver Directions — user selection criteria include a specified date and one or more vehicles; report header data includes the vehicle ID, date, and agency name; data included in the report detail includes, for each on a route, the stop number, textual driver turning directions, and mileage to the next turn. • Driver Manifest-user selection criteria include a specified date and one or more vehicles and/or one or more runs, whether to include the Requested Time, funding source, and/or Fare Type, and whether to sort by Pickup time or Stop time; report header data includes the vehicle ID, run name, driver, data, and data entry space for run start time and odometer, first pickup time and odometer, and last drop-off time and odometer, run end time and odometer,break I start time and odometer, break I end time and odometer, break 2 start time and odometer, and break 2 end time and odometer; report detail data includes the garage pullout time and address, and for each stop on the run, the customer name, trip ID, request time (if requested), pickup time and address, drop-off time and address, fare types(if requested), attendants, guests, mobility type, service need,funding Exhibit C-2: Product Description Page 10 of 24 source(if requested), and data entry space for pickup time, drop-off time, pickup odometer, drop- off odometer, cancellation, and no show. • Detailed Invoice - user selection criteria include a specified date range, one or more services, optional agency address information including street address, city, state, zip, and comments; report header data includes the date range, service name, address information, and comments (if specified), and summary information for this date range and service, including data entry space for the invoice number, the number of trips, no shows, attendants, guests, total trip cost, run charges, total paid, and total amount due; report detail includes, for each customer, trip-related data including the customer name, trip date, pickup address, drop-off address, the number of no shows, attendants, guests, and customer cost summary information, including the cost, amount paid and balance. • Summary Invoice - user selection criteria include a specified date range, one or more services, optional agency address information including street address, city, state, zip, and comments; report header data includes the date range, service name, agency name, and address information, and comments (if specified); report detail includes summary information for this date range and service, including data entry space for the invoice number, the number of trips, attendants, guests, total trip cost, run charges, total paid, and total amount due. • Operating Statistics - user selection criteria include a specified date range; report header data includes the date range and agency name; report detail data includes statistics for the current month to date and the entire date range specified, including operating days, one way trips, attendants, guests, no shows, total passengers, cancelled trips, new customers, revenue, service hours, revenue hours, non-revenue hours, service miles, revenue miles, non-revenue miles, passengers per service hour, service miles per service hour, and passengers per service mile. • Trips by funding source- user selection criteria include a specified date range, and one or more services; report header data includes the date range and agency name; report detail data includes, for each funding source specified, the funding source name, number of trips, attendants, guests, no shows, cancelled, ambulatory, wheelchair, revenue,percentage of revenue,percentage of trips, as well as totals across all funding sources for all these values. • Vehicle Productivity — user selection criteria include a specified date range, and one or more vehicles; report header data includes the date range and agency name; report detail data includes, for each vehicle specified, statistical information about each date within the date range specified for which trips were verified, including the date,revenue miles, non-revenue miles, service miles, revenue hours, non-revenue hours, service hours, wheelchairs, attendants, guests, no shows, client one-way trips, and total passengers. • Run Productivity— user selection criteria include a specified date range, one or more runs, and whether to include run details; report header data includes the date range and agency name; report detail data includes, for each run specified, statistical information about each date within the date range specified for which trips were verified, including the date, revenue miles, non-revenue miles, service miles, revenue hours, non-revenue hours, service hours, wheelchairs, attendants, guests, no shows, total one-way trips, run charge, revenue, total passengers, sub-totals by date for all values, and if requested, details for each trip for each date specified, including customer name, pickup address, and drop-off address. Exhibit C-2: Product Description Page 11 of 24 • No Shows/Cancellations - user selection criteria include a specified date range, and one or more services; report header data includes the date range and agency name; report detail data includes, for each service specified, the service name, phone number and extension, and information about each customer who has cancelled or no showed on a trip, including the customer name and phone number, date, stop time, whether the trip was pickup or drop-off, pickup address, drop-off address, whether the trip was a cancellation or no show, and total count of cancellations and no shows. • Scheduled Trips Summary—user selection criteria includes a date, one or more vehicles, and/or one or more runs; report detail data includes the run name, vehicle ID, date, and agency name; report detail data is sorted by pickup time and includes information about each trip on that run, including the customer name, pickup time, pickup address, drop-off time, drop-off address, mobility type, customer pay amount and telephone number. Settings - The RouteMatch TSTM Settings function allows you to establish operating parameters for the system. These parameters are categorized as follows: • System—authorized users are allowed to: o Display the Agency Name that appears on reports and all function title bars o Display and set True/False indication of whether to automatically open the last active function on startup o Manage User and Group security settings, including the ability to: • View list of Users and Groups • Display, add, modify, and delete Users and Groups • Set permissions for user group to access specific application functions, including: Add Funding Source From Trips; Address Window Visible; Assign Land Routes; Assign Zone Names; Batch Geo-Code Addresses; Cancel Trip; Commit Schedule; Create Address; Create Customer; Create Standing Order Trips; Customers Window Visible; Delete Break; Delete Data View; Delete Driver; Delete Funding Source; Delete Incident Note Record; Delete Incident Record; Delete Run; Delete Service; Delete Trip; Delete User; Delete User Group; Delete Vehicle; Dispatching Window Visible; Display Billing Icon; Display Coordination Icon; Display Incidents Icon; Display Self Service Icon; Drivers Window Visible; Edit Addresses; Edit Break; Edit Custom Fields; Edit Customer; Edit Garage Stops; Edit Run; Edit Standing Order Trips; Edit Time Windows; Edit User; Edit User Group; FTA Full Access; FTA Read Only Access; FTA Read/Modify/Add Access; Funding Sources Window Visible; Manually Geo-Code Addresses; Merge Funding Source; Merge Service; New Break; New Data View; New Run; New User; New User Group; Open Address Window; Open Billing Window; Open Coordination Window; Open Customers Window; Open Data View; Open Dispatching Window; Open Drivers Window; Open Funding Sources Window; Open Incidents Window; Open Reporting Window; Open Scheduling Window; Open Self Service Window; Open Services Window; Open Settings Window; Open Trips Window; Open Users/Groups Window; Open Vehicles Window; Open Verification Window; Reporting Exhibit C-2: Product Description Page 12 of 24 Window Visible; Save As Data View; Scheduling Window Visible; Services Window Visible; Settings Window Visible; Trip Booking ADA Eligibility Override; Trip Booking Horizon Limit Override; Trip Booking Travel Restriction Override; Trips Window Visible; Vehicles Window Visible; Verification Window Visible; and print all standard and custom reports (individual permission for each). • Assign User to Group(s) • Display, modify, and verify User Password • Specify whether User is currently active o Default Text — authorized users are allowed to display and modify default text for mandatory combo boxes and optional combo boxes. o Enable debug database features. o Determine behavior when performing actions that could discard changes (prompt, save edits or do not save edits). o Set the RouteMatch directory database and server name. o Set times to wait for database connections to start, resume or time-out(seconds). o Use 12 or 24 hour time display. o For 12 hour time Start and End time that determines automatic suffixing of AM/PM. o Default text displayed when multiple elements in a combo box. o Show Date in conjunction with times in dispatch and verification(true/false). o Time zone agency is located in. o Time zone server is located in. • Definitions — authorized users are able to specify whether or not service miles and hours include deadhead and breaks and whether or not revenue miles and hours includes deadhead and breaks (true/false) • Customer Options — authorized users are allowed to display, modify, and search for values in lists that populate other RouteMatch TSTM fields, including: Favorite Address Categories; Favorite Trip Categories; Custom Fields; Eligibility Conditions; Ethnicities; Suspension Reasons; Language Preferences; Medical Problems; Medical Types; Relationships; Mobility Types for Attendants; and Service Needs. Authorized users are able to specify whether or not ADA conditional eligibility requires supervisory override; enable automatic generation of Customer Internal ID including specification of the initial seed value, increment,prefix text, middle text and suffix; default load and unload times; max number of customers to show in combo box; where "customer eligibility" is created when creating a new customer (true/false); the default customer eligibility entry created when a new customer is created; whether or not the following fields are Exhibit C-2: Product Description Page 13 of 24 visible each in new and edit mode (true/false): mobility type, associated service, attendants, birthday, comments, elderly, e-mail, ethnicity, internal id, language, social security, primary phone, secondary phone, load time, unload time, option use default load time, and option use default unload time. Configure mobility types by specifying for each defined mobility type the kind of space occupied by the type (ambulatory, wheelchair, ambulatory requiring lift or no seating required), the load and unload time for each type (in minutes), whether or not FILO scheduling is required for the mobility type and the number of spaces occupied by the type. • Driver Options — authorized users are allowed to display, modify, and search for values in lists that populate other RouteMatch TSTM fields, including: custom fields and driver characteristics. • Vehicle Options—authorized users are allowed to: o Display and modify values for default garage stops, including garage pull-out time, garage pull-out time,pull-out address, and pull-in address o Display, modify, and search for values in lists that populate other RouteMatch TSTM fields, including: custom fields vehicle capabilities and capacities; and vehicle pools. o Configure vehicle seating definitions by defining numerous vehicle seating classes each comprised of one or more seating variants which list the capacities of each type listed in vehicle capacities (e.g. number of ambulatory, wheelchair, car seat and wheelchair ties) available for each variant. • Trip Options—authorized users are allowed to: o Display, modify, and search for values in Billing Category, Trip Purposes, Trip Types and Trip Denial Status Values lists. o Display and modify values for Default Drop-off Time Function (minutes after); Default Drop-off Time Function (minutes before); Default Load Time; Default Pickup Time Function (minutes after); Default Pickup Time Function (minutes before); and Default Unload Time for both initial request and final negotiated times. o Display and modify values for default trip timing preference; display an ADA fixed route corridor requirement warning for new trips (true/false); maintain initial and negotiated times separate(true/false); default mobility type for car seats, guests, and service animals; • Scheduling Options—authorized users are allowed to: o Display and set True/False indications for Automatically Collapse Scheduling Function Items; RSE Will Bypass Constraint Violations; Show Recommendations Will Honor Trip Service; Show Recommendations Will Schedule to Runs; Show Recommendations Will Schedule Around Runs; Show Recommendations Will Shift the Times of Scheduled Trips; Show Recommendations Will Honor FILO by Default; Show Recommendations Will Schedule To Runs If Trip Within Run Time; Update Trip Times If Recommendation Outside Time Window; Schedule Distinct Times for Trips At Same Location; Attempt to Shift Times Forward to Minimize Onboard Time; Schedule Closer to Requested Time; Show Recommendations Limit Enabled by Default; Onboard Factor For Trips Over Time Limit Exhibit C-2: Product Description Page 14 of 24 o Display and modify values for Average Speed; Minimum Travel Time; Passenger FactorNehicle Factor; Pullout Factor; Load Balance Factor; Target Vehicle Trips; Attempting to Schedule Trips to Vehicle with Closest Garage Location; Maximum Onboard Time; Onboard Factor; Minimum time for Onboard Factor; Multiple Passenger Load/Unload Factor; Vehicle Travel Constraints: miles/minutes radius of garage, limit empty vehicle travel to distance; Rush Hour AM Begin; Rush Hour AM End; Rush Hour AM Speed; Rush Hour PM Begin; Rush Hour PM End; Rush Hour PM Speed; Travel Speed Adjustment Factor; Show Recommendation Time Variance Cost for Late Arrivals and Early Departures; Sweep Algorithm Options; Unreachable Street Identification Options; Percent Of Maximum Trip Time Over Which Onboard Factor is Used; Clustering Options; Clustering Window Around Specified Time (minutes); Clustering Window Around Non-Specified Time(minutes); Minimum Trip Group Size Required for Clustering; Cost Calculation Options; Affinity Importance Factor; Affinity Cutoff Percent Small; Affinity Cutoff Percent Medium; Affinity Cutoff Percent Large; Per Mile Cost; Assume Same Address if Within Radius (feet); Number of Minutes Vehicle Can Be Empty and Still Considered Active; Driver Schedule Time Period Display (minutes); Deadhead Time Factor; Number of Days to Keep Optimization Results; Show Recommendations Vehicle Limit—Number of Vehicles in Use; Show Recommendations Vehicle Limit—Number of Empty Vehicles and Default Trip Duration in Minutes. o For systems configured with an optional licensed IVR system display and modify the following values: IVR Callout Criteria Expression; IVR Callout End Time; IVR Callout Start Time; IVR Template Context for Reservation; IVR Template ID for Reservation and Max number of IVR Retries. • GIS Data Set Options and Geocoding — authorized users are allowed to display values for Distance Factor and Edge ID Adjustment. • Dispatching Options—authorized users are allowed to: o Display and set True/False indications for: Allow User to Edit Yesterday's Trips; Confirm Manual Posting to Dispatch; Auto-Refresh After Save; Use Audio Alert for Start of Auto-refresh countdown. o Display and modify values for: Shift Drop-off Time (x) Min. Past Pickup Time When PU Time Edit > DO Time; Auto-refresh Dispatch Time Interval (seconds); Seconds Before Refresh That Auto Refresh Alert Appears and Dispatch Refresh Time Window Start (minutes from current System Time). • Address Options—authorized users are allowed to specify the maximum number of addresses to show in the results grid; specify whether or not to display the Max Address Search Over limit Message(true/false) and display, modify, and search for values in the address types list. • Verification Options—authorized users are allowed to: o Display, modify, and search for values in Fare Types and Break Types and Verification Filters lists; Display and set True/False indications for Run Mode, Sort by Pickup Time and Confirm Unassigned Run Splitting. o Display, set display order, indicate whether visible, and/or indicate whether editable, the values in the Verification Fields list, including: Confirmation#; Customer Name; Exhibit C-2: Product Description Page 15 of 24 Completed; Stop Time; Stop Odometer; Stop Address; Attendants; Guests; Customer Payment; Additional Charge; Total Trip Cost; No Show; Cancellation; Verbal Abuse; Physical Abuse; Service Refusal; Lateness; Trip Purpose; Fare Type; Customer Comments; Driver Comments; Service; Trip Type; Mobility Type; Billing Category; Est Trip Distance; Request Time; Stop County; WillCall; Trip Isolation; Trip Continents; Trip Distance; Stop Arrive Time; Customer Phone; Stop Address Type; Stop Common Name; Stop City; Stop Zip; Stop Zone; Stop State; Noshow Reason; Fundingsource; Override; How Cost Computed; Expected CustomerPay; CustomerPay Calculating Method; CustomerPay Billingrule Name; Service Animal; Cost RBE rule Name; Actual Expected CustomerPay; How Actual Expected CustomerPay Computed; Actual Customerpay RBE rule Name; Customer SSN ; Customer Internal ID ; Denial Status; Attendant Mobility; Guest Mobility and any trip custom fields. • Incident Options — authorized users are allowed to select the default search date range from the following options: past week, past month, past 3 months, past 6 months, past year; display, modify, and search for values in complaint categories and complaint methods lists. • Billing Options — authorized users are allowed to: set Billing Only Use Override Values (true/false); display, modify, and search for values in Calculation Methods and Overrides lists. • Fixed Route Options — authorized users are allowed to: chose stop point and time point icons from a list of 6 and 3 pre-defined icons respectively; set Service Boundary Band Distance from Route Centerline(in miles); set Service Boundary Circle Distance from Stop Point(in miles). • GPS Options — (when connected to an optionally installed and licensed mobile data system) authorized users are allowed to: specify the AVL auto refresh time in minutes; maintain list of onboard devices (create, modify and delete); set RMGate server name or IP address; set RMGate server port; arrival target radius (in yards); Auto timestamp on entry into target radius (true/false); confidence interval (in seconds); disable MDC pick-up arrive button when beyond target radius (true/false); GPS delta distance for Fixed Route Use(in yards); GPS delta distance for Paratransit Use (in yards); GPS delta time for Fixed Route Use (in minutes); GPS delta time for Paratransit Use (in minutes); GPS min time for Fixed Route Use (in minutes); GPS min time for paratransit Use (in minutes); RMLink connection retry period (seconds); RMLink incoming message display (all, none, dispatching); RMLink message interaction (not selected, disable msg response, disable pop-ups only, disable msg response and pop-ups). • Report Options — authorized users are allowed to: choose by vehicles as default for driver manifest (true/false) and set the connection timeout in seconds. • Audit Log Options—authorized users are allowed to: choose background, foreground colors and font size for summary log entries, action audit entries and detail log entries and specify whether or not to include detail data when expanding summary audit log entries (true/false). • Auto Log Off Options — authorized users are allowed to: disable or set auto-logoff inactivity period (in minutes); specify whether or not to auto-save on auto logoff(true/false); specify the 30 second warning sound(.wav file)and specify the logoff warning sound(.wav file). • Self Service Management Console Options—authorized users are allowed to: select the default date range from (selected date only, next week, next month, next 3 months, next 6 months, next Exhibit C-2: Product Description Page 16 of 24 year; specify IVR customer age limit (months); set the large results warning limit; set the from e- mail address and set the trip related e-mail send delay(in minutes). • Certification Options — authorized users are allowed to: Display, modify, and search for values in the following lists: certification status values; assessment groups; certification questions; alternate letter formats and custom certification fields. Online Help—RouteMatch TSTM includes an Online Help system which contains the same content as the User's Guide documentation. The Online Help system describes all major system functionalities; is organized by topic; allows direct navigation to information about related topics; is indexed; and provides the ability to search for topics by keyword. Miscellaneous—RouteMatch TSTM includes other capabilities as follows: • Login - authorized users are allow to login to the application by specifying a user name, password, and agency name; and log out of the agency • Launch customized reports— authorized users are allowed to display, print, email as Microsoft Word00 document, or export to applicable client application, custom reports created by Business Objects' Crystal Reports`"' 11.0 or above. Third party created (not-supported by RouteMatch) custom reports are imported via the reports module and appear in the folder titled "External Imported" • Trip counts — counts of scheduled and unscheduled trips for the current day, or for the day specified in the RouteMatch TSTM Scheduling function, are displayed • Date/Time—the current date and time are displayed Application information—information about the client application is available, including the copyright date, release number,build number, required database version, actual database version,required Geo- manifest version, actual Geo-manifest version licensee name, versions of all registered components, and the physical memory available to windows. Licensing—displays currently licensed modules also enables authorized users to optionally upgrade licensed modules with a proper code and key obtained from RouteMatch Software. Exhibit C-2: Product Description Page 17 of 24 Exhibit C-2(a) To Scope of Work and License and Maintenance Agreement Between RouteMatch Software, Inc. and Board of County Commissioners of Weld County, Colorado System Requirements The Software requires, and Licensee is solely responsible for providing, and will provide, the following minimum components, facilities and computer configuration standards for use with the Software: ROUTEMATCH CLIENT SERVER- RECOMMENDED SYSTEM CONFIGURATION Workstations • Operating System: Windows XP Professional, Service Pack 3 • Processor: Intel or AMD 2.8GHz or higher • Memory: Minimum 2.0GB—note for agencies performing more than approximately 800 trips/day, dispatch workstations will be better outfitted with 4 GB of RAM due to the larger amount of memory required to manage an entire days worth of trip data in one data set. • Hard Drive(s): 80GB SATA- 7200rpm(or larger) • Video Card: any industry standard capable of l6bit color at 1024x768 resolution • Network Card: 100/1000 Mb/sec. • Industry standard monitor—minimum resolution required is I024x768, monitor size should be large enough to ensure that users are comfortable with text size at minimum resolution. • UPS Battery Backup/Surge Protection is highly recommended. Notes: ➢ The RouteMatch client application is a 32 bit application and is only tested and supported on 32 bit operating systems. ➢ At this time,RouteMatch software has not been tested for compatibility with Microsoft Vista or Windows 7 and operation on Vista is not supported under our support and maintenance agreements. ➢ Systems used to display the RouteMatch client application, either locally or remotely via RDP/Citrix,must be capable of rendering a minimum 16 bit color display. Network Configuration ➢ 100/1000 MB Network using switches(no hubs) ➢ TCP/IP Protocol(no NetBEUI,IPX,or AppleTalk) Server Common Items—all server installations require the following: • Operating System: Windows 2003 Server(Sufficient CAL for all users)—64 bit version. • Microsoft SQL Server 2005 or 2008 Standard(Sufficient CAL for all users)—64 bit version. • Network Card: 100/1000 MB(x2 recommended for redundancy) • No other software running on the server besides RouteMatch required items(no anti-virus,other non- essential background applications or non—RouteMatch db's). Recommended System(up to 80 Vehicles) • Processor Type: lx 2.5 GHz or greater 64 bit quad core processor • Memory: 12 GB Exhibit C- 2(a): System Requirements Page 18 of 24 • Hard Drive(s)—RouteMatch will work with Licensee to configure the hard drives during the implementation. o Preferred : (8)73GB 15K RPM SCSI(Note: that for rack-mount configuration this will likely require a 2U size server)—achieves"reasonable"fault tolerance on OS,SQL Data,and Log volumes combined with higher performance on the tempDB volume. o Allowable: If constrained by rack space to a 11.1 size,then(6) 73GB 15K RPM SCSI. Note this will give the same performance as the preferred option above but at the expense of redundancy for the OS and SQL Log volumes. High Performance System(more than 80 Vehicles) • Processor Type: 2x 2.5 GI-1z or greater 64 bit quad core processor • Memory: 16 GB • Hard Drives—RouteMatch will work with Licensee to configure the hard drives during the implementation. o High Availability+ Max Performance: (12)73GB 15K RPM SCSI,with RAID controller capable of RAID 0+1 (RAID Ten)—achieves total 1 drive fault tolerance for each volume combined with higher performance on the tempDB and SQL Data volumes. o Allowable: (8)73GB 15K RPM SCSI—achieves"reasonable"fault tolerance on OS,SQL Data, and Log volumes combined with higher performance on the tempDB volume. The following items are highly recommended for all configurations • A 5th volume for db backup storage—need not be directly attached • Redundant Power Supplies • UPS Battery Backup/Surge Protection • 3 year,24x7x365 support and maintenance Notes: ➢ Virtual servers such as VMware are not supported. ➢ The above specifications are minimum requirements for RouteMatch software to run.The specifications are based on RouteMatch testing. RouteMatch reserves the right to update these specifications from time to time in the normal course of business. Updated specifications are available on the RouteMatch Customer Support Website at https://rmsupport.routematch.com/Documentation/index.asp. Licensee should routinely plan to upgrade software and hardware infrastructure based on commercially reasonable standards,after extended periods of operation and/or as a new release(upgrade)of our software is made available. A new release may require an upgrade prior to being eligible for that release. The network needs to be configured properly by a network technician to ensure reasonable responsiveness before RouteMatch conducts the software installation at your site. If you require assistance with Network Services,please contact RouteMatch at 1-888-840-8791,or send an email to sales(a routematch.com. Exhibit C— 2(a): System Requirements Page 19 of 24 • Exhibit C-2(b) To Scope of Work and License and Maintenance Agreement Between RouteMatch Software, Inc.and Board of County Commissioners of Weld County, Colorado Schedule of Fees for Additional Licenses and Services. In the event that RouteMatch provides additional licenses or services to Licensee at its request, Licensee agrees to pay RouteMatch for those licenses and services at the following rates or prices, subject to RouteMatch's right to increase, as provided below: RouteMatch TSTM Additional Users $ per User 3,750.00 RouteMatch TSTM Additional Vehicles $ per Vehicle 925.00 RouteMatch PMTM Additional Users $ per User 2,340.00 RouteMatch PMTM Additional Vehicles $ per Vehicle 605.00 RouteMatch MCTM Additional Users $ per User 4,500.00 RouteMatch MCTM Additional Vehicles $ per Vehicle 750.00 RouteMatch AVL/MDCTM Module $ per Vehicle 1,500.00 RouteMatch AVL Module $ 850.00 per Vehicle RouteMatch Fixed Route Display Module $ per Route 1,500.00 RouteMatch Certification Module 2,500.00 per User RouteMatch Complaints, Incidents,and Accidents Module 2,500.00 per User Exhibit C-2(b): Schedule of Fees Page 20 of 24 RouteMatch Self Service Customer Web Portal" -Additional Users $ per User 3,750.00 RouteMatch Self Service Customer Web Portal"" -Additional Vehicles $ per Vehicle 500.00 RouteMatch Self Service Provider Web Portal'"-Additional Users $ per User 3,750.00 RouteMatch Self Service Provider Web Portal""-Additional Providers $ per Vehicle 925.00 RouteMatch Data Interchange Utility $ per Site 2,500.00 $ per Site RouteMatch Electronic Medicaid Billing Utility-837/835 12,500.00 $ per Site RouteMatch Billing Engine 5,000.00 $ per User RouteMatch IVR Module 3,500.00 RouteMatch Notification Module(pricing below based on system size) 2 Port System $ Port Size 45,360.00 4 Port System $ Port Size 75,600.00 8 Port System $ Port Size 108,840.00 12 Port System $ Port Size 135,840.00 16 Port System $ Port Size 159,840.00 $ per Site Include SMS, Email,and Fax Notification 15,000.00 3 >a RouteMatch CATTM -Additional Users $ per User 6,500.00 Exhibit C-2(b): Schedule of Fees Page 21 of 24 • RouteMatch CATM-Additional Vehicles $ per Vehicle 2,250.00 RMCA-Next Bus Information $ per Sign 2,500.00 RMCA-MDC Module $ per Vehicle 3,000.00 RMCA-APC Module $ per Vehicle 2,000.00 RMCA-AVA Module $ per Vehicle 2,000.00 TeleAtlas GIS Data $ per County 995.00 Microsoft SQL Server Database Software-Base Price $ per Base License 1,150.50 Microsoft SQL Server Database Software-Additional Client Access Licenses $ per CAL (CAL) 210.60 Mobile Data Computers Due to third party hardware cost fluctuations, please contact your Account Manager for detailed quote Automated Vehicle Location(AVL)Unit Due to third party hardware cost fluctuations, please contact your Account Manager for detailed quote Fixed Route Peripherals(Automated Passenger Counters,Automated Voice Due to third party hardware cost Fluctuations, Announcers, Next Bus Signs, Destination Signs, Passenger Information please contact your Account Manager for detailed Signs,Workstations,Computer Servers, and related information technology quote components • Principal-in-Charge per Hour 200.00 Project Manager $ per Hour 150.00 Senior Implementation Consultant $ per Hour Exhibit C-2(b): Schedule of Fees Page 22 of 24 135.00 Advanced RSETM Scheduling&Routing Consultant $ per Hour 150.00 Implementation Consultant $ per Hour 110.00 Network Administrator/Information Technology Consultant $ per Hour 135.00 Additional Custom Reports Time and Materials(quote required) Technical Support and Software Maintenance Rate Standard Technical Support and Maintenance 20%of Product and/or Module License Fees Premium Technical Support and Maintenance 30%of Product and/or Module License Fees Software Hosting Services $ per User 125.00 Product Documentation-User Guide,Administrator Guide,and Training $ per User Guides 99.00 Annual User Conference and Extended Training Rate RouteMatch UniversityTM-S Day Training Package $2,900 per Attendee(equipment,food, &lodging included) Annul RouteMatch User Conference-General Participation $ per Attendee 600.00 RouteMatch reserves the right to modify each of these rates periodically at its discretion. Exhibit C-2(b): Schedule of Fees Page 23 of 24 Expenses. The Fees, rates and prices set forth in this Section do not include any actual, out of pocket expenses of RouteMatch or its independent contractors or representatives incurred in connection with the performance of the services described above. Licensee shall pay and/or reimburse RouteMatch for all such expenses, in addition to the fees set forth above. Licensee shall pay all fees for additional services and reimburse RouteMatch for all such expenses within ten (10) days from the date of the invoice for such fees and expenses. Unless otherwise provided in an Addendum to this Agreement or a Statement of Work, RouteMatch may invoice Licensee weekly for such services and expenses, and upon completion of reports, as applicable. Estimates. RouteMatch shall provide written estimates to Licensee for additional work, if requested. Exhibit C-2(b): Schedule of Fees Page 24 of 24 Hello