REQUEST FOR PROPOSALS

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1 REQUEST FOR PROPOSALS LENOIR CITY UTILITIES BOARD 200 Depot Street Lenoir City, TN GPS FLEET TRACKING/AVL SYSTEM

2 Table of Contents INTRODUCTION / OVERVIEW... 3 PURPOSE/OBJECTIVE... 3 BACKGROUND... 3 INQUIRES... 3 METHOD OF SOURCE SELECTION... 4 MANDATORY ON-SITE INSPECTION OF EXISTING SYSTEM... 4 BIDDER REQUIREMENTS/QUALIFICATIONS... 4 SCOPE OF WORK... 5 SYSTEM REQUIREMENTS... 5 SOFTWARE... 6 VEHICLE GPS RECEIVER/DATA TRANSMITTER RANTY URPOSE/OBJECTIVE... 6 TECHNICAL REQUIREMENTS... 7 WARRANTY... 7 INSURANCE... 7 COLLUSION... 8 MEASURE AND PAYMENT... 8 RIGHT TO REJECT OR CANCEL... 8 INCORPORATION INTO CONTRACT... 8 LINCENSES, PERMITS AND FEES... 8 INDEMNIFICATION... 8 OBLIGATION TO PURCHASE... 9 DELIVERY OF PROPOSAL

3 REQUEST FOR PROPSALS Name: GPS Fleet Tracking/AVL System Introduction/ Overview Purpose/Objective The Lenoir City Utilities Board (LCUB) is soliciting sealed bids from qualified companies to establish a contract for vehicle and equipment fleet tracking system and/or Automatic Vehicle Location services. The agreement shall be for the supply of Global Positioning System (GPS) hardware components for LCUB s fleet of vehicles and equipment and the provision of webbased (browser based) user friendly software. The GPS system proposed shall offer a tracking system complete with the necessary reporting required to track and manage LCUB s fleet to achieve a return on investment (ROI) and significantly improve driver efficiency. If awarded, the contract will commence immediately after the contract is signed and filed by the Lenoir City utilities Board. An award, if made, will be made to the best and responsible company whose proposal is most advantageous to the Lenoir City Utilities Board, taking into consideration all factors set forth in this RFP. The Lenoir City Utilities Board reserves the right to use at its discretion other factors or criteria in the evaluation or selection of the proposals received. Background The Lenoir City Utilities Board maintains a wide range of fleet vehicles and equipment which helps provide services in the gas, water and electrical industry. This fleet includes bucket trucks, line trucks, backhoes, trenchers, SUVs and service trucks. Knowing the location of this equipment is one of the keys to providing high quality services. At present, vehicle location is determined by prior knowledge of the intended destination and by radio communication with drivers and dispatch. With the advent of GPS technology LCUB desires to utilize a more dynamic location system that would incorporate real-time tracking of all vehicles. This would serve as the basis for better management of LCUB s field operations as well as providing highly useful dynamic information of vehicles throughout the service areas. Additionally, LCUB is constructing a new GIS mapping and maintenance system. LCUB will soon utilize ESRI s ArcGIS software as a foundation and inventory of LCUB s infrastructure. Upon completion of this project, LCUB intends to the use the AVL system to provide higher quality, safer and more efficient services to all LCUB customers. Inquiries Direct all questions related to this RFP to Mitch Ledbetter, and submit such questions in writing. Include the RFP name, page number(s), and paragraph name/number(s) in question. Send general questions by to Mitch Ledbetter. The deadline for receipt of questions is 5:00 p.m. local time, April 26, The address for Mitch Ledbetter is For technical questions concerning vehicles, please contact Bo Hughes at (865) or by at 3

4 Do not mail your questions with the RFP name on the envelope to the Lenoir City Utilities Board, the buyer may identify such envelope as a sealed proposal and may not open it until after the official RFP due date. Method of Source Selection The Lenoir City Utilities Board will use the Competitive Sealed Proposals Method as source selection for this procurement. The Lenoir City Utilities Board, as it deems necessary, may conduct discussions with individual contractors for information, lack of knowledge, fact-finding or for clarification to assure understanding of, and responsiveness to solicitation requirements. Bidder Requirements/Qualifications In order for a contractor to be considered by the Lenoir City Utilities Board, minimum qualification criteria must be met. For the purposes of this RFP, the successful candidate must: Have a minimum of three (3) years experience in the design and installation of GPS devices and fleet vehicle tracking systems. LCUB reserves the right to reject any bid where available evidence or other information does not satisfy LCUB that the bidder is qualified to carry out properly the terms and conditions of this RFP. Provide a list of three references for work of similar size and scope within the last three years. Please list: Company name, address, type of system installed and a contact name and with each reference provided. The Lenoir City Utilities Board will consider work on utilities or municipalities to be a strong reference for this project. Provide a brief description of the company. This should include the length of time the company has been in business, company size, and resumes of key personnel assigned to provide services under this RFP. Also, include information on all 3 rd party alliance or sub-contractors involved in this RFP. Provide in-depth training to LCUB garage personnel on the installation, removal and relocation of vehicle GPS mounted devices. Provide in depth training of administrators, end users and IT personnel on product software, hardware, updates, enhancements and any reoccurring maintenance needed for the system. Training shall include instruction in programming, maintaining, repairing accessing and extracting data form all phases of the system hardware and software. Provide twenty-four (24) hour, seven days a week product, system and service support during the term of this agreement. Specify number of maintenance personnel assigned and/or available to respond to repairs/replacements within twenty-four (24) hours after receipt of call by LCUB. Provide separate costs to purchase the system or lease the system. The two costs should list pricing on a per unit lease basis and/or out-right purchase with on-going monthly software support. Also, list any exceptions in warranties and/or service agreements to the system if contractor trained LCUB personnel installs, removes or relocates the vehicle GPS units. LCUB intends to establish a three-year agreement for the most cost effective option based on proposals submitted. List separately any and all annual product software or hardware support fees and any activation or de-activation fees. 4

5 Scope of Work The selected contractor will provide for, purchase or lease by LCUB, all needed parts, labor, materials, software and hardware as necessary to equip approximately seventy-five (75) LCUB vehicles with a complete and functional fleet tracking system per conditions of this RFP which are an integral part of the bidding process. The system must be operational and functional in order to satisfy the requirements of this RFP and LCUB. Work to be completed by the contractor shall consist of or include: 1. The complete system installation of all necessary components of the new fleet tracking system with the necessary reporting to track and manage LCUB s fleet. This includes all hardware, software, GPS units, devices and any and all electrical work, connections, wiring harness and mounting hardware necessary. 2. Provide training for AVL administrators, operators, IT and service personnel, including training documents. Training should also involve LCUB s garage personnel in the installation and removal of vehicle GPS units and any applicable sensors. The proposal shall include detailed information describing the manufacturer and model of all equipment to be provided. 3. All work shall be of professional quality and must meet or exceed all federal, state and local codes. All work must be satisfactory to LCUB and/or its assignees or designees. 4. Provide twenty-four (24) hour, seven days a week product, system and service support during the term of this agreement and have the availability to respond for repairs/replacements within twenty-four (24) hours after receipt of call by LCUB. 5. List any exceptions to the requirements of this RFP and reason for exception. If no exceptions are made, the contractor shall be held accountable for the entire contents of this RFP; and failure to do so will be reason for dismissal or termination of the agreement. System Requirements The system requirements of the AVL/Tracking System are major components and an integral part of this RFP. System requirements include software functionality (tracking, reporting and minimum software functions), Vehicle GPS units, and hardware and operating requirements. The GPS system proposed shall offer a tracking system complete with the necessary reporting required to track and manage LCUB s fleet to achieve a return on investment (ROI) and significantly improve driver efficiency. The proposed system must also have the following capabilities: 1. Provide for real time, current vehicle location to be displayed via a web-based (browser based) application. Reporting intervals shall be no greater than two (2) minutes. 2. Provide WEB based software acceptable 24/7 from any computer with internet access for tracking, reporting and viewing fleet status. 3. Support Google based Maps (Street, Satellite, Hybrid and Street, Google Earth 3D), Bing and other readily available maps for real time and historical location reporting and overlays. 5

6 4. Ability to spatially integrate with ESRI s ArcGIS software and LCUB s GIS mapping system. 5. Ability to generate printable basic or customized reports and the ability to export reports to Window based applications (Excel, Word, etc.) or standard comma delimited (.csv) format. Reports available shall include, but not be limited to: Activity Report, Speed Report, Idle Time Report, Stop Report, Speed Violation Report, Mileage Report, etc. 6. Ability to store and view data for historical tracking for a minimum of eighteen (18) months. Software The system shall provide a web-based (browser based) Dashboard utility that reports and maps the entire vehicle fleet, groups or individual vehicle information with regard to location, speed, distance, mileage by geo-fence or geo-fences or as any area confined by LCUB s system boundary. The system shall also have the capacity to store the data for later viewing and reporting. Included below are a minimum of software requirements: 1. Capability to track multiple vehicles 2. Capability to track current location and status of vehicle 3. Capability to add additional vehicles 4. Capability to set-up geo-fencing 5. Capability to add or remove landmarks 6. Capability to map multiple vehicles 7. Capability to track vehicles 24 hours, seven days a week 8. Capability to track speed and number of starts and stops 9. Capability to color code, group or change vehicle symbols 10. Capability to send , text or cell phone alerts for preset condition(s) 11. Capability to group vehicles by department 12. Capability for administrative, viewing and end user privileges/features 13. Capability to store and view historical data for a minimum of eighteen (18) months 14. Ability to interface with sensors (PTO, bucket, boom, etc.) and vehicle engine computers through a data bus capability receiver. 15. Ability for historical auto-play features with active bread crumb displays 16. Customized access for multiple users Vehicle GPS Receiver/Data Transmitter The vehicle GPS units shall be sized to enable easy installation in automobiles, pickup trucks, and heavy duty equipment, such as bucket and line trucks. The units shall be concealed and have the capability of operating without an external antenna. The units shall be connected and operate by the vehicle s 12-volt dc electrical system. The units must also: 1. Be equipped with a battery back-up allowing the transmitter to store locations without the vehicle s system voltage. 2. Store vehicle position/coordinates for 10 hours in the event of lost coverage. 3. Report if ignition is on/off. 4. Include all wiring, adapters, connectors and wiring diagrams as needed. 5. Include all mounting hardware complete with brackets and instructions. 6

7 Technical Requirements The system must support the following standards identified below: 1. Microsoft SQL Server 2008 R2 or later. 2. Microsoft.NET Framework. 3. ESRI Integration (ArcSDE, ArcGIS, ArcGIS Server). 4. Browser-based, (Server based) user interface for reporting, tracking and viewing 5. All activity tracking and spatially enabled shall be transferred real-time to LCUB s Microsoft SQL Server 2008 R2 or later along with quantitative data from future device sensors. 6. All data captured by the system shall have the ability to integrate with other relational databases residing on LCUB s SQL 2008 database servers. 7. Desktop Applications. A browser-based application for internal reporting and analysis using Microsoft SQL Server Analysis Services and/or Microsoft SQL Server Reporting Services rendered within Microsoft Sharepoint Server would be an ideal solution for LCUB. In lieu of aforementioned solution, other reporting solutions can be proposed and will be considered (e.g, Crystal Reports). Warranty All warranties for products specified in this document shall start on the date the system is accepted by LCUB. The contractor shall warranty the system and all associated hardware, software, units, parts and labor for twelve (12) months from the accepted date. Insurance Prior to commencing work on the Contract, the Contractor shall furnish LCUB a certificate of insurance. The Contractor shall furnish and maintain during the project such public liability and property damage insurance as shall protect Contractor and any subcontractors performing work covered by the Contract from claims for damages by Workers Compensation Statute, and from claims for property damages or personal injury which may arise from operations under this Contract, whether such operations are by Contractor or by a subcontractor or anyone directly or indirectly employed by either of them and the amounts of insurance shall be as follows: A. Workers Compensation $500, B. Comprehensive Public: a. Liability Personal Injury - $2,000, b. Property Damage - $2,000, C. Comprehensive Automobile: a. Liability Personal Injury - $1,000, b. Property Damage - $1,000, All insurance policies (or riders) required by this RFP and subsequent Contract shall be (i) taken out by Contractor and maintained with responsible insurance companies organized under the laws of one of the states of the United States and qualified to do business in the State of 7

8 Tennessee, (ii) shall contain a provision that the insurer shall not cancel or revise coverage thereunder without giving written notice to Contractor as an insured party and to LCUB as an additional insured at least thirty (30) days before cancellation or revision becomes effective, (iii) shall name Contractor as an insured party and LCUB as an additional insured; (iv) shall be evidenced by a Certificate of Insurance listing LCUB as an additional insured which shall be filed with LCUB. Collusion The Successful contractor may be required to provide an affidavit that he has not conspired with other potential suppliers in any manner to attempt to control competitive pricing. This paragraph does not however, preclude two or more suppliers of certain parts of the requirements of this RFP from presenting a combined or joint Offer for the purpose of providing a complete Offer. Measure and Payment Depending on the whether LCUB leases or outright purchases the system, payment will naturally vary. LCUB normal period of net thirty (30) days payment after receipt of invoice will be the norm following completion of work and satisfactory inspection and approval by LCUB. Right to Reject or Cancel The Lenoir City Utilities Board reserves the right to reject any and all bids, in whole or in part, and to waive minor irregularities and informalities therein, and further reserves the right to award the contract in the best interest of the utilities. Incorporation into Contract The Lenoir City Utilities Board reserves the right to incorporate this RFP and the bidder s response (or portions of either) into subsequent contract by reference or otherwise. Licenses, Permits and Fees The Contractor is responsible for furnishing all proper licenses, fees, and permits required by law to do business in the City of Lenoir City and State of Tennessee in completion of the requirements stated herein. All work shall be done in accordance with the latest building codes, fire codes, electrical codes and all state and federal laws relative to this project. Indemnification The contractor shall guarantee and certify by submitting a response to this solicitation that if successful, they shall indemnify and defend the City against any and all claims or legal actions arising as a result of their performance of the contract, whether or not such claims relate to damages or alleged damages sustained by physical injury to contractors personnel, 8

9 subcontractors, utility employees or other persons, or against any lawsuits arising from alleged or actual patent infringements, and shall hold LCUB, its various departments, employees, and any and all persons or entities acting on its behalf harmless from the same. Obligation to Purchase The Lenoir City Utilities Board is not obligated to purchase products in the amounts listed. The actual quantities purchased may be greater or less than the data provided. Delivery of Proposal All proposals must be delivered by 3:00 p.m. local time on May 6, 2013: Lenoir City Utilities Board Attn: Mitch Ledbetter 200 Depot Street Lenoir City, TN Lenoir City Utilities Board will not accept any proposals received after 3:00 p.m. local time, May 6, 2013 and shall return such late proposals to the Contractor unopened. Deliver proposal to the address listed above. List the Proposal Name (GPS Fleet Tracking/AVL System) on the outside of the box or envelope and note Request for Proposal Enclosed. Proposals will be opened at a time determined in the best interest of LCUB. Bids will be opened and read out loud in the presence of the required number of employees per LCUB s Purchasing Procedures and in the presence of other interested parties. A list of all bidders and associated costs will be made available upon request. All bids once opened shall be held firm until the award has been made. No bid may be withdrawn for a period of ninety (90) days from the official opening thereof. 9

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