RFP/Bid Formulation

Utilizing Method Engineering, Operation Resource methodology, and Best Practices experience, VMC has developed an expertise in preparing RFP/Bid specifications that are designed to maximize the customer (municipality or school system) to manage its transporters (vendors) in an accountable method. By utilizing its academic and 50+ years of experience in conducting efficiency studies in the public sector across approximately 500 entities, VMC has converted and utilized this methodology for constructing these specifications. To some degree, the specification is a condensed Policy and Procedure Manual.

Computerized bus routes are used as a foundation for the RFP bid specifications and managing transportation by providing clear targets for cost containment. Furthermore, VMC’s experience with children with special needs transportation, over a twenty year period, and for 19 New York State counties, provides an appropriate quality of service and compliance level for the RFP/Bid Specification and Bus Routes.

Cost Control

Upon awarding of vendor contract and/or prior to the time passengers have to be transported (e.g. school startup, annual contracts, etc.), vehicle routes are computer generated. VMC has either routed the uses or trained the customer’s staff to route vehicles/buses for more than 200 school districts and 19 counties.

In addition, in that VMC has expertise in Organizational Communications, and Labor Relations/Negotiations, it has utilized this experience with more than 125 school/systems and municipalities to resolve in a fair manner any differences between the vendors prepared practices, the practices of the school or county, and routes generated by VMC.

Cost Accounting

The goal is to ensure the vendor invoices are within the target budget (i.e. routes) and that the processing of the vendors invoices is timely. Payment to the vendors is an important motivator to achieve continuity of good service. Therefore VMC has automated the invoicing process so that the vendors’ invoices are available for the vendors review and approval shortly after the month of service ends.

Furthermore, the computer process generate the necessary data/reports for the reimbursement process.

Call Center and Safety

Call Center (Point of Contact):

VMC’s “Solution Center” (previously designated as a Call Center) is staffed with the goal of solving the intricate challenges that occur for children with special needs transportation. In fact, VMC’s standards had to be derived for the pre-school handicapped children. Most of these children cannot adequately communicate or explain to their parents or guardian the problems that may have occurred while being transported.

Further, VMC’s computerized communications log keeps all concerned parties informed of the event, history, and outcome.

Safety

Inspection of vehicles and drivers is performed by VMC in the field. Vehicle driver compliance is observed, recorded, and resolved with the vendors. Regular random inspections or periodic audits can be selected as a service by the customer.