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Contract Award for Paratransit Software Services
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DESCRIPTION: Authorization to procure Spare Labs via Carahsoft Technology Corporation for ADA Paratransit software services. |
AGENDA NO: Click or tap here to enter text. |
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ACTION REQUEST: ☒ Approval ☐ Review Comment ☐ Information Only ☐ Other |
RECOMMENDATION:
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Authorize the Chief Executive Officer to award contract to Carahsoft Technology Corporation for the purchase of Spare Labs Software-As-A-Service (SaaS) for a three-year contract with the option for two additional years. The total agreement amount is not to exceed $1,326,128.90.
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ISSUE/BACKGROUND:
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ADA Paratransit (Demand Response) service delivery is comprised of several major components that are currently being supported by a mix of manual and outdated software solutions, as summarized in the table below.
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Component |
Solution |
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1. Eligibility determination / client account management |
Manual + Trapeze software |
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2. Reservations |
Manual (separate from #3) |
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3. Routing / scheduling |
Trapeze software |
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4. Manifest / operations |
Paper; Clever CAD for real-time vehicle location |
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5. Reporting |
Limited Trapeze; manual supplements |
As indicated above, the primary current software, Trapeze, has a very specialized trip routing and scheduling component that is not integrated with reservations. The result is a lot of back-and-forth with clients as reservationists work to book rides with the separate scheduling team. Changes to schedules can be very difficult to accommodate as are last-minute or same-day booking requests. This is further challenged by sending operators into the service with a daily paper manifest of pick-up and drop-off locations. Monitoring and communications with operators and their real-time location is conducted by a separate, unintegrated system via the Clever CAD. Finally, analysis of performance for improvement and reporting is very limited.
The end result is persistent, systemic challenges that have hindered operational efficiency and customer satisfaction.
RTA seeks to upgrade to a modern, cloud-based Demand Response Transit Software (DRTS) Solution which provides a single, integrated software to support all five (5) components listed above. This includes dynamically optimized routing and scheduling so customers and operators always have the most efficient route. Trips can be booked by reservationists to ensure accurate and reliable pick-up and drop-off times. These modern routing systems also allow for more same day bookings and eventually to introduce “microtransit” services - an on-demand service for any customer regardless of status. Riders can now also track their vehicle arrival real-time, similar to ridesharing apps. All monitoring, performance analysis and reporting is fully integrated. Additionally, these systems include all customer account management including eligibility management, reminders and notification preferences, such as call or text message.
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DISCUSSION:
Staff conducted significant research during 2025 on best practices and case studies with other agencies who have recently completed similar paratransit technology modernization initiatives and found Spare Labs to be an industry leading solution with excellent reviews by other transit agencies. Upon reviewing Spare Lab’s cloud-based DRTS solution across cost, implementation, ease of use, support, and agency alignment, Spare emerged as the strongest overall fit for NORTA’s current operational needs, capacity, and implementation timeline.
Spare Labs product meets all of RTA’s requirements for integrated eligibility management, reservation, scheduling and dispatching functions for ADA paratransit and an option for the capability to expand to non-ADA “microtransit” (general public on-demand point-to-hub) services. The Spare Labs software powers every stage from trip booking and scheduling through to dispatching, monitoring, and reporting. With the addition of the Spare application, riders would benefit from real-time vehicle tracking, mobile and web booking, appointment-based scheduling, and self-serve account tools, while staff and contractors use modern tools for oversight, exception handling, and service optimization.
RTA staff recommends Spare Labs for the DRTS upgrade and the most appropriate fit for RTA’s operational realities and organizational culture.
Spare Labs is a partner vendor under the cooperative purchase program under Carahsoft Technoogy Corporation. The procurement is through Louisiana State Contract 4400010663 with Carahsoft Technology Corporation for Cloud Solutions in accordance with NASPO ValuePoint Cooperative Purchasing Program Cloud Solutions 2016-2026 Contracts administered by the State of Utah, Master Agreement No. AR2472. Costs are billed annually over five (5) years as follows:
2026-2027 $282,818.74 (Implementation + year 1 subscription)
2027-2028 $260,827.54 (year 2 subscription)
2028-2029 $260,827.54 (year 3 subscription)
$804,473.82
2029-2030 $260,827.54 (year 4 subscription)
2030-2031 $260,827.54 (year 5 subscription)
Total: $1,326,128.90
A separate, companion procurement will be forthcoming in early 2026 to replace all tablets in all paratransit vehicles to ensure compatibility and reliability for use with the Spare Labs Driver App for operator interface.
The contract will be managed by the Information Technology department for primary use by the Operations’ Paratransit Department and Paratransit Scheduling.
FINANCIAL IMPACT:
The funding is currently available through a combination of Grant funds and operating budget. Year one (1) will be funded by 80:20 split between Grant LA2024-009 and account code 01-0000-00-1402-000-00-00000-00000-00000. The remaining funding is available through the operating budget, account code 01-2900-02-7140-021-05-00-00000-00000 over three (3) years with optional additional two (2) years for a total cost not-to-exceed $1,326,128.90.
NEXT STEPS:
With Board approval, staff will assign a purchase order and complete the agreement.
ATTACHMENTS:
1. Resolution
2. Carahsoft - Spare Labs - 11.13.2025 - Quote 61172749
3. Procurement Routing Form
4. Spare - RTA - DRTS - Implementation & References 10.23.25
5. Carahsoft Technology State of La Contract
6. 1494535216_Cloud Solutions-Carasoft-LA-2016-2026-Executed PA-Amend-1
Prepared By: Doris O’Sullivan
Title: Sr. Project Manager of Information Technology
Reviewed By: Dwight Norton
Title: Chief Planning & Capital Projects Officer
Reviewed By: Gizelle Johnson-Banks
Title: Chief Financial Officer
1/6/2025
Lona Hankins Date
Chief Executive Officer