Travaux publics et Services gouvernementaux Canada. Title - Sujet FLEET MANAGEMENT SUPPORT SRVCS. Solicitation No. - N de l'invitation E60HP-11FMSS

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1 Public Works and Government Services Canada RETURN BIDS TO: RETOURNER LES SOUMISSIONS À: Bid Receiving - PWGSC / Réception des soumissions - TPSGC 11 Laurier St. / 11, rue Laurier Place du Portage, Phase III Core 0A1 / Noyau 0A1 Gatineau, Québec K1A 0S5 Bid Fax: (819) Revision to a Request for a Standing Offer Révision à une demande d'offre à commandes National Master Standing Offer (NMSO) Offre à commandes principale et nationale (OCPN) The referenced document is hereby revised; unless otherwise indicated, all other terms and conditions of the Offer remain the same. Ce document est par la présente révisé; sauf indication contraire, les modalités de l'offre demeurent les mêmes. Comments - Commentaires Travaux publics et Services gouvernementaux Canada 1 1 Title - Sujet FLEET MANAGEMENT SUPPORT SRVCS Solicitation No. - N de l'invitation Date /B Client Reference No. - N de référence du client Amendment No. - N modif. 003 File No. - N de dossier CCC No./N CCC - FMS No./N VME hp913. GETS Reference No. - N de référence de SEAG PW-$$HP Date of Original Request for Standing Offer Date de la demande de l'offre à commandes originale Solicitation Closes - L'invitation prend fin Time Zone Fuseau horaire at - à 02:00 PM Eastern Standard on - le Time EST Address Enquiries to: - Adresser toutes questions à: Buyer Id - Id de l'acheteur Seguin, Jean-Luc R. hp913 Telephone No. - N de téléphone FAX No. - N de FAX (819) ( ) (819) Delivery Required - Livraison exigée Destination - of Goods, Services, and Construction: Destination - des biens, services et construction: Vendor/Firm Name and Address Raison sociale et adresse du fournisseur/de l'entrepreneur Security - Sécurité This revision does not change the security requirements of the Offer. Cette révision ne change pas les besoins en matière de sécurité de la présente offre. Instructions: See Herein Instructions: Voir aux présentes Issuing Office - Bureau de distribution Vehicles & Industrial Products Division 11 Laurier St./11, rue Laurier 7A2, Place du Portage, Phase III Gatineau, Québec K1A 0S5 Acknowledgement copy required Accusé de réception requis Signature Yes - Oui The Offeror hereby acknowledges this revision to its Offer. Le proposant constate, par la présente, cette révision à son offre. Date No - Non Name and title of person authorized to sign on behalf of offeror. (type or print) Nom et titre de la personne autorisée à signer au nom du proposant. (taper ou écrire en caractères d'imprimerie) For the Minister - Pour le Ministre Canada Page 1 of - de 7

2 /B 003 hp913 hp913 This solicitation amendment is raised for the following: 1. To answer bidder enquiries; Question #4: It is stated under section 1.2 Financial Evaluation that fuel discounts are to be deducted from the total pricing. Is it PWGSC's expectation that discounts are to be firm for the life of the contract? (5+2 years) Fuel suppliers retain the right to revise discounts upon 30 days notice. It is not our expectation that discounts be firm for the life of the Standing Offer. Offerors are to indicate current discounts negotiated with suppliers. Answer #4: It is not expected that discounts be firm through the life of the Standing Offer. The Offeror must indicate current discounts that have been negotiated with the supplier at time of Bid closing which would apply to a subsequent Standing Offer. These discounts will then be deducted to calculate aggregate price. Aggregate price will be used in the Basis of Selection as outlined in the RFSO. If requested by Canada, the Offeror will need to substantiate fuel supplier discounts at time of bid with a letter from each fuel supplier indicated in Annex B. Question #5: 4.3- Not all fuel and maintenance suppliers provide purchasing restrictions via product code. When this is the case, will the successful Offeror be permitted to remove the supplier from the network until such a time as they meet the minimum requirements? If not, what is PWGSC proposing? Answer #5: Yes, in order to comply, the successful Offeror will be permitted to remove the supplier form the network until such time as they meet this minimum requirement. Question #6: Higher Fleet Card Limit (page 10 of 53): Please describe for what services and in which locales the government expects the $150,000 transaction limit cards will be used. Is this card to be used for fuel and maintenance only, or it should be opened for all type of purchases? Because of international purchase capabilities, for security reasons, the liability will require a different protocol on all high limit fleet cards. Security protocols necessitate the establishment of a daily limit (dollars and/or number of transactions). Is this acceptable to PWGSC? Page 2 of - de 7

3 /B 003 hp913 hp913 Answer #6: This card will be used for fuel and maintenance as well as services associated with aircrafts (landing fees, hangar fees, take-off fees, or any other fees associated with servicing an aircraft landing and taking off at an airport). Cards are expected to have worldwide capabilities for operational requirements. This card should be an open to all vendors for clients with remote area refueling requirement (helicopter or land vehicles) where refueling station may be under a non fuel vendor code or small airport name. Daily limits are acceptable but must work within the maximum transaction limits stated herein. Question #7: 4.7 As the successful Offeror will assume complete liability, can the Federal Government provide the total fraudulent charge amounts for the past three years? Answer #7: Fraudulent charge amounts over the last three years would have been related to the incumbent's fleet card technology and overall VGS supplier infrastructure. There have been many changes in fleet card technology in the past years (positive vs. negative files, swipe and PIN, etc). Offering this past data would not paint an accurate picture of the future. We would also expect that all fleet card companies would have risk models in place to anticipate and/or prevent fraudulent charges on their cards. Question #8: 4.8 The successful Offeror will be required at its own cost to send all new and replacement cards via courier or register mail with signature. Can PWGSC confirm the number of locations/ areas and number of cards this applies to annually? Answer #8: As stated in Annex A - Paragraph 1 - Background, there are approximately 40,000 fleet cards in circulation distributed over approximately 65 departments/agencies. All departments and agencies are spread all over the country. We anticipate 3,500-4,000 new card requests annually based on new vehicle purchases. This does not include new cards as a result of cancellation or card renewals. Question #9: 5.9 VGS Suppliers Lists (page 16 of 53): Providing discounts on a website is an issue for the majority of vendors. Should a vendor refuse to disclose its rebate structure via a website, will Page 3 of - de 7

4 /B 003 hp913 hp913 the successful Offeror be permitted in removing the supplier from the network until such a time as they meet the minimum requirements? If not, what is PWGSC proposing? Answer #9: What Canada is asking is that at a minimum, rebate structures be available to Government of Canada employees via a secure site where Canada has to log into, hence not available to the general public. Question #10: 5.10 Discounts and Rebates (page 17 of 53): "All at-pump rebates must be credited directly on the fuel card slip" Please clarify this clause. Is PWGSC requesting that the discount amount appear on the fuel receipt provided to the driver? All fuel suppliers are unable to print the receipt indicating the discount, since this is applied after the fact. If so, will the successful Offeror be permitted in removing the supplier from the network until such a time as they meet the minimum requirements? If not, what is PWGSC proposing? Answer #10: Where "at-pump" rebates are available and where the fuel supplier is capable, they should be credited directly on the fleet card slip. Any fuel discounts applied after the fact are not considered an "at-pump" rebate. Whenever possible all discounts must be applied directly to the current transaction and noted on the fuel card slip. Question #11: 6.1 Online Operations (page 19 of 53): For fraud control purposes, we do not give clients the capability to modify the financial limits on fleet cards on the fleet management system. We can however change limits as requested by departments. Please confirm if this practice is acceptable to PWGSC? Answer #11: This practice is acceptable. We will remove the requirement to modify financial limit on issued fleet cards through the fleet management information system. Page 4 of - de 7

5 /B 003 hp913 hp913 Question #12: Is it possible to elaborate in more detail as to the protocols and remedies for accounts receivable? What action can be taken by the successful Offeror for invoices that are not paid in the 30 / 60 / 90 and + days payment terms? Answer #12: 2010C General Conditions - Services (Medium Complexity), subsections 12 and 13 cover Canada's obligations regarding Payment and Overdue accounts. Question #13: Is it possible to provide the average accounts receivables 30 / 60 / 90 and + days of the Government of Canada for the last 3 years? Answer #13: Due to the quantity of Departments and multitude of scenarios involving payables, such as improper invoicing and errors in invoicing, it is not possible to provide this data in a realistic amount of time and with the desired level of accuracy. Canada has established terms for accounts payables outlined in 2010C General conditions - Services (Medium Complexity), subsections 12 and 13. Question #14: If there is a dispute on a charge, is there a mediation authority that will get involved? What is the supplier's recourse? Answer #14: There is no formal mediation authority for charge disputes. 2010C General Conditions - Services (Medium Complexity), subsection 12 covers the process for disputed charges. However, Canada will provide an Alternate Dispute Resolution clause in the RFSO herein to ensure proper resolution of payables. 2. To make the following changes to the solicitation; At Part 4 - Evaluation Procedures and Basis of Selection, Paragraph 1.2.1; Delete: For the purpose of evaluating the fuel discounts, the fuel cost will be estimated at $1.25 per litre. All discounts must be expressed in percentage or on the basis of cent(s) per litre per fuel vendor. The evaluation will be based on volume of litres Page 5 of - de 7

6 /B 003 hp913 hp913 of fuel (per year) per Fuel Vendor, apportioned amongst the fuel vendors listed in the table entitled 'Fuel Vendor Discounts' in Part 1 of Annex B. Insert: For the purpose of evaluating the fuel discounts listed in Part 1 of Annex B, the fuel cost will be calculated at $1.25 per litre. The evaluation will be based on volume of litres of fuel (per year) per Fuel Vendor, apportioned amongst the Fuel Vendors listed in the table entitled 'Fuel Vendor Discounts' in Part 1 of Annex B. All discounts must be expressed in percentage or on the basis of cent(s) per litre per Fuel Vendor. Discounts must be based on current discounts that have been negotiated between the Fuel Vendor and the Offeror at time of Bid Closing which would apply to a subsequent Standing Offer. If requested by Canada, the Offeror must substantiate Fuel Vendor discounts provided in Part 1 of Annex B at time of bid with a letter from each fuel vendor indicated in Annex B. At Part 7 - Standing Offer - Standing Offer and Resulting Clauses, section B - Resulting Contract Clauses, Paragraph 4. Payment; Insert: 4.2 Alternate Dispute Resolution If a dispute arises out of, or in connection with the payment term of this contract only, the parties must attempt to resolve the dispute through negotiation at the Contracting Authority or Standing Offer Authority level. If negotiation fail at this level the negotiation must be elevated to the Direction level or Equivalent, prior to commencing legal proceedings. All information exchanged during the negotiation or any subsequent dispute resolution process will be regarded as "without prejudice" communications for the purpose of settlement negotiations and must be treated as confidential by the parties and their representatives, unless otherwise required by law. However, evidence that is independently admissible or discoverable will not be rendered inadmissible or non-discoverable by virtue of its use during the negotiation. At Annex A - Statement of Work, Paragraph 4.6.3; Delete: This fleet card must not have any daily transaction limits Insert: Any daily transaction limits must work within the maximum transaction limits stated herein for higher fleet card limit and greater per transaction capability. At Annex A - Statement of Work, Paragraph 6.1.6; Delete: d) Modify financial limit on issued fleet cards; Page 6 of - de 7

7 /B 003 hp913 hp913 ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED Page 7 of - de 7