Artificial Intelligence Routing System (AIRS)
| Bidders ID: | NBD13624446926794240 |
|---|---|
| Due Date: | Jun 5, 2026 |
| Posted Date: | Apr 21, 2026 |
| Level of Government: | State & Local |
| State: | Virginia |
| Agency: | James City County |
| Category: |
|
| Solicitation Number: | 20260941 |
| Source: | Members Only |
| Bid Number: |
20260941
|
| Bid Title: |
Artificial Intelligence Routing System (AIRS)
|
| Category: | Request for Information |
| Status: | Open |
|
Attachment Preview
JAMES CITY COUNTY, VIRGINIA
REQUEST FOR INFORMATION 20260941
James City County Purchasing Office
101-F Mounts Bay Road, Ste. 300
Williamsburg, VA 23185
Phone: (757) 253-6735
Fax: (757) 253-6619
Email: Chris.Roh@jamescitycountyva.gov
http://va-jamescitycounty.civicplus.com/467/Bids-Requests-For-
Proposals
Title:
Artificial Intelligence Routing System (AIRS)
Issue Date:
April 21, 2026
Due Date:
June 05, 2026 – 2:00 PM Eastern Standard Time
Submit:
Responses shall be emailed to: Chris.roh@jamescitycountyva.gov
Inquiries:
Questions relating to this RFI shall be addressed to Christopher Roh, via email:
Chris.roh@jamescitycountyva.gov by no later than 12:00 p.m. on May 20,
2026. Responses to questions will be posted via an addendum to this RFI on the
County website at http://va-jamescitycounty.civicplus.com/467/Bids-Requests-For-
Proposals
This public body does not discriminate against faith-based organizations.
PROPRIETARY INFORMATION
YES ( ) NO ( )
Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection
and exclusion form the Virginia Freedom of Information Act (2.2 et seq.) is set forth below.
(Additional sheet may be added if necessary.)
_______________________________________________________________________
_______________________________________________________________________
Firm Name:__________________________________________________________________
State Corporation Commission No.#: ________________________________________________
Address:_____________________________________________________________________
City/State/Zip:_________________________________________________________________
Telephone:___________________________________FAX:____________________________
Email:_____________________________________________________________________
Print Name:___________________________________Title:____________________________
Signature_____________________________________Date____________________________
Williamsburg James City County Schools
RFI 20260941 Artificial Intelligence Routing System (AIRS)
I.
PURPOSE
Williamsburg-James City County Public Schools (WJCC) is seeking information on AI-driven
efficiency solutions capable of analyzing current student transportation operations and delivering
data-driven recommendations to improve operational performance, reduce costs, and enhance
service reliability.
The proposed solution must complement and integrate with the Division’s existing routing and
transportation management system. WJCC is not seeking to replace its current routing platform,
AVL system, fleet maintenance system, or parent communication tools.
The primary objectives of this initiative include:
A. Reducing inefficiencies related to fleet utilization, mileage, and labor
B. Improving multi-tier routing and asset utilization
C. Evaluating bell time configurations and alternative service models
D. Supporting executive-level decision-making through clear, transparent, and
explainable analytics
II.
BACKGROUND
Williamsburg-James City County Public Schools (WJCC) is a public school division serving the
City of Williamsburg and James City County, Virginia. The Division operates within a 141-
square-mile area and serves an estimated population of 73,767 residents. Current student
enrollment is approximately 11,600 across three high schools (grades 9–12), four middle schools
(grades 6–8), and nine elementary schools (grades K–5), in addition to an Operations Center and
School Board Office.
The WJCC Transportation Department employs more than 175 staff and maintains a fleet of 257
vehicles, including 160 school buses. Daily operations require approximately 100 buses and 4
support vehicles to serve Division programs and select regional routes. Transportation services
support all division schools, as well as specialized programs including a GED program and a
Learning Lab, with additional routes extending to neighboring jurisdictions such as Hampton,
Newport News, and York County.
On a typical day, the department completes over 593 bus routes, in addition to field trips and
activities associated with the Virginia High School League. After-school programs are supported
at all schools, with transportation provided for most participants. In total, daily operations exceed
12,000 miles of service.
WJCC is exploring the implementation of an Artificial Intelligence Routing System (AIRS) to
enhance existing transportation operations. The Division is seeking a solution that complements
its current routing platform by introducing advanced analytics, optimization capabilities, and
scenario-based planning tools.
The desired solution and vendor support model should include:
A. Provision of responsive, high-quality customer service, available both in-person and
remotely
B. Assignment of a dedicated customer support representative, with an identified
alternate, to support the WJCC Transportation Department
C. Delivery of an Artificial Intelligence Routing System (AIRS) that integrates with and
enhances the Division’s existing Transfinder platform, including AI-driven route
optimization, bell time analysis, scenario modeling, and multi-tier resource planning,
along with ongoing support services
Williamsburg James City County Schools
RFI 20260941 Artificial Intelligence Routing System (AIRS)
D. Provision of additional capabilities and services, including, but not limited to, those
outlined in the attached Excel document
III. RESPONSES
Interested parties are invited to respond to this RFI by submitting a response to the County.
Responses should include ideas, information and recommendations that could result in a
clarification of the requirements, cost-saving opportunities, and the identification of problem
areas with this initiative.
Respondents are requested to provide a concise and focused response to this RFI. Responses
should include:
A. A brief company profile.
B. The name of a key contact person, including telephone number and email
address.
C. A brief description of the firm’s interest and experience
D. A list of current K–12 school district clients utilizing the proposed AI routing
solution, including district name, approximate student enrollment, and duration of
engagement. Include a minimum of three (3) references from districts of
comparable size to WJCC that are willing to be contacted
E. A description of prior integrations with third-party routing platforms, including
documentation of API frameworks and/or data exchange methodologies. Please
provide references
F. Documentation of measurable outcomes achieved for K–12 clients, such as
reductions in routes, cost savings, improvements in ride times, and increased
vehicle utilization resulting from implementation of the proposed solution
G. A description of current system components and planned future enhancements
H. Identification of potential risks or challenges associated with implementation,
along with proposed mitigation strategies
I. A description of the technology environment required to support the solution (e.g.,
hardware, devices, system architecture, and supported platforms such as web-based
or mobile applications)
J. Timeframe to install and implement software.
K. Other information specific to the nature of this RFI and deemed important by the
vendor.
L. Best estimate price range to provide software and services.
Vendors should also include a comprehensive description of the proposed solution, addressing the
following:
A. Research and evidence demonstrating experience with similar technologies and K–12
clients
B. Tiered levels of customer and technical support
C. System capacity to support both yellow bus and non-bus (white fleet) operations
D. Available resources and support services
E. Integration approach and requirements
F. Implementation and system setup process
G. Data management practices, including year-over-year data handling
H. Reporting capabilities and analytics features
I. Professional development and training (initial and ongoing)
J. Software update and upgrade processes, including frequency
K. Roles and responsibilities of the Division in system maintenance and upgrades
L. Ongoing technical support services
Williamsburg James City County Schools
RFI 20260941 Artificial Intelligence Routing System (AIRS)
In the event that sufficient information is received, Williamsburg James City County Schools
may, but is not required to, issue a competitive solicitation. This RFI is not a competitive
solicitation, and no contract award shall result. This RFI will not be used to evaluate, rank, or
select vendors, nor will it be used to pre-qualify or screen vendors for a subsequent competitive
solicitation process, if any. If a subsequent competitive solicitation is issued, the County is under
no obligation to advise any firm responding to this RFI. Vendors are advised to monitor the
County’s website (www.jamescitycountyva.gov) for any such opportunities, which will be open
to all vendors regardless of whether or not a response to this RFI has been submitted.
The County will not pay for the preparation of any information submitted or for use of that
information. The County reserves the right to utilize any information submitted in its best interest
without any obligation, liability, or consideration on the part of the County.
Ownership of all data, materials and documentation originated and prepared for the County
pursuant to this RFI shall belong exclusively to the County and be subject to public inspection in
accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary
information submitted by a firm shall not be publicly disclosed under the Virginia Freedom of
Information Act; however, the firm shall invoke the protection of this section prior to or upon
submission of the data or other materials and must identify the data or other materials to be
protected and state the reasons why protection is necessary. Disposition of the proprietary
materials after the RFIs are reviewed should be stated by the firm. Firms should indicate on the
Cover Sheet the portions of their response that are proprietary and return the signed Cover Sheet
with their submission. Please list the page number(s) and reason(s).
Williamsburg James City County Schools
RFI 20260941 Artificial Intelligence Routing System (AIRS)
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