Project Information

Bid Title

Artificial Intelligence Routing System (AIRS)

Issuing Agency

James City County

Location

Virginia

Published Date

Apr 21, 2026

Closing Date

Jun 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

20260941

Original Source

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Bid Documents

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Project Description

Bid Number:	20260941
Bid Title:	Artificial Intelligence Routing System (AIRS)
Category:	Request for Information
Status:	Open

Description: 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. Publication Date/Time: 4/21/2026 3:20 PM Closing Date/Time: 6/5/2026 2:00 PM Related Documents: RFI 20260941 Artifical Intelligence Routing System (AIRS) (PDF)

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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)

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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