City of Long Beach. Request For Information Number FS For. Fleet Fuel Management System Integrated Hardware/Software Solution

Transcription

1 City of Long Beach Request For Information Number FS For Fleet Fuel Management System Integrated Hardware/Software Solution Release Date: 04/24/2015 Due Date: 05/08/2015 City Contact: Sokunthea Kol Buyer See Section 4 for submittal instructions. Company Name Contact Person Address City State Zip Telephone ( ) Fax ( ) Federal Tax ID No. I have read, understand, and agree to all terms and conditions herein. Date Signed Print Name & Title Rev RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 1 of 11

2 TABLE OF CONTENTS 1. OVERVIEW OF PROJECT ACRONYMS/DEFINITIONS SCOPE OF PROJECT SUBMITTAL INSTRUCTIONS AWARD OF CONTRACT APPENDIX A CITY OF LONG BEACH FLEET PROFILE RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 2 of 11

3 1. OVERVIEW OF PROJECT The City of Long Beach (City), Department of Financial Management (Department), Fleet Services Bureau is requesting information (RFI) from firms with expertise in fuel management software and associated products. The City is currently performing an assessment to identify its Fleet Fuel Management System software and hardware needs to control, measure, and account for fuel dispensed to City vehicles and equipment. The Fuel Management System will also provide ancillary data on vehicle operation and condition. This information will assist us with the subsequent preparation for a request for proposals (RFP) for a new Fleet Fuel Management System. In an attempt to identify all possible products available on the market and gain information on these products, we are issuing this Request For Information (RFI). The procurement is currently planned for later in CURRENT OPERATIONS The City s Fleet Services Bureau provides vehicle and equipment acquisitions, preventive maintenance, unscheduled repair, and fueling services to City departments so they can have safe, reliable, cost effective equipment and vehicles to accomplish their operational goals and purpose. The City s full-service fleet is comprised of light, medium, heavy duty, off-road and miscellaneous vehicles and equipment, approximately 1656 in total. The fleet uses the Assetworks M4 Fleet Management Information System to track vehicle maintenance and fleet information and is upgrading to M5, which is scheduled to be completed in July, The City uses EJ Ward 3.0 Fuel Management System to manage fuel operations at 9 of its 18 City fuel sites around the City and is seeking a state-of-the-art fuel management system that incorporates strict controls, accurate accounting and billing functionality, seamless interface with M5, and a full suite of passive telematics to assist in management of the fleet. 2. ACRONYMS/DEFINITIONS For purposes of this RFI, the following acronyms/definitions will be used: AST City Department / Bureau FMIS LNG May Above-Ground Storage Tank The City of Long Beach and any department or agency identified herein. City of Long Beach, Financial Management Department, Fleet Services Bureau. Fleet Management Information System Liquefied Natural Gas Indicates something that is not mandatory but permissible. RFI Request for Information. RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 3 of 11

4 RFP Shall / Must Should Proposer UST Request for Proposal. Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive. Indicates something that is recommended but not mandatory. If the Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information. Organization/individual submitting a response to this RFI. Underground Storage Tank 3. SCOPE OF PROJECT To assist City staff to better understand the state of the fleet fuel management system software/hardware marketplace and develop preliminary plans for implementation and operating costs, we have provided a narrative style overview of our current operations to enable vendors to have a solid understanding of our current operations. In this manner, we hope it will enable all vendors to have a better understanding of what solution(s) they can provide. We are interested in obtaining data from vendors who develop Fleet Fuel Management System solutions for large public sector vehicle fleets so we will be able to develop a comprehensive understanding of our available options prior to creating a meaningful RFP and a cost effective strategy to meet our goals and objectives. After responses have been received, the City will begin the review process and may request a product demonstration at no cost to the City. The City requires an integrated software and hardware system that provides the following minimum capabilities: 1. Paperless capture/visibility of fueling transactions in real-time. 2. Track transactions by vehicle and user. 3. Integrate with City s tank level monitoring/inventory and alarm system (Veeder Root) 4. Provide multiple options to initiate transactions and capture data such as manual keypad entry, magnetic cards, fobs, or activators/fobs installed on the vehicle. 5. Interface with and download fuel transactions to Asset Works Fleet Focus M5 FMIS software. 6. Capture additional data from the vehicle/equipment s onboard computer system (and relay to the FMIS), to include, at minimum: a) Odometer & hour meter b) PTO hours RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 4 of 11

5 c) Driver behavior (braking, acceleration, etc.) d) Diagnostic Trouble Codes (TDC) e) Idle time 7. Relay above data wirelessly when the vehicle is within range of a system antenna/reader, whether fuel is dispensed or not. Data should not be relayed via a cell network. 8. Provide fuel inventory, fuel control terminal, and vehicle ID information management in one application. 9. Provide multiple web-based reporting capabilities such as online queries, Crystal reports, dashboards, etc. Please refer to Appendix A for information related to the City of Long Beach including key metrics related to the City s Fleet Fuel Management System. A vendor s response to the RFI, neither enhances nor detracts from the vendor s likelihood of a future contract with the City of Long Beach as a result of the future Fleet Fuel Management System RFP. The RFI is intended to allow the City to better understand the software/hardware marketplace and the review of information submitted will be utilized strictly for the purpose of information gathering. Please respond to the following questions: Question 1: Is your organization the software developer and in the business of developing Fleet Fuel Management Software for large public/governmental fleet organizations (vehicles and equipment), rather than an integrator/value added reseller of another company s software? Yes No Question 2: Does your company have a software integrator / value added reseller program for technology firms who are in the business of installing and implementing Financial Management and Human Resources software to public sector organizations (education and government)? Yes No RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 5 of 11

6 Question 3: How many large fleet organizations (public/governmental with more than 1,000 vehicles) are currently using your application? Less than More than 15 Question 4: How many large fleet organizations (public/governmental) are currently using your application that have ten or more fueling stations? Less than More than 15 Question 5: The City is interested in obtaining additional information related to the potential one time and ongoing costs for an on-premise installation and implementation of a new Fleet Fuel Management System, software and hardware. Please understand that sharing an estimate with the City would not be treated as a commitment to the project or an official quote of fees, nor would it influence the selection in a future RFP. Based on your experience with other public fleet entities of similar size/complexity to the City of Long Beach, please provide your estimates (ranges acceptable) in a format similar to the table below: Cost Categories Estimated Total Cost Software License Fees $ Fuel Site Hardware and Labor $ Vehicle Hardware and Installation Cost $ Interface to Asset Works M5 $ Data Conversion from EJ Ward System $ Professional Services $ Other Costs $ System Maintenance & Support Estimated Total Cost Year 1 $ Year 2 $ Year 3 $ Year 4 $ Year 5 $ RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 6 of 11

7 Question 6: Please specify the following about your system s equipment: a) What equipment would be installed on existing fuel dispensers? b) What equipment would be installed on City vehicles and equipment? c) How do the fuel site controllers communicate with the vehicles? d) What is the average time for an experienced installer to install the necessary equipment on a City vehicle? e) What reports are available? f) Is the system web-based? Question 7: The City intends for the vendor to install the software (on City server), assist with configuration of the required hardware and provide project management. The City is also interested in obtaining additional information related to the potential internal effort and resource commitment that would be required for the successful implementation of a new Fleet Fuel Management System. Please understand that sharing an estimate with the City would not be treated as a commitment, nor would it influence the selection in a future RFP. Based on your experience with other fleets of similar size/complexity to the City of Long Beach, please provide your estimates (ranges acceptable) in a format similar to the table below: Project Resources and Duration City Resources Required (hours) Estimated Project Duration (weeks) Estimated Total Question 8: Please identify the name of your company and key contact information of the individuals from your organization for this RFI. Company Name: Key Contact Name (primary): Key Contact Title/Role (primary): Key Contact Phone (primary): Key Contact (primary): Key Contact Name (secondary): Key Contact Tile/Role (secondary): Key Contact Phone (secondary): Key Contact (secondary): Vendor Response RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 7 of 11

8 Question 9: Please provide at least 4 but no more than 8 references of public sector clients currently using your system. Add extra pages as needed. Company/Client #1: Company/Client #2: Company/Client #3: Company/Client #4: Company/Client #5: Company/Client #6: Company/Client #7: Company/Client #8: Vendor Response RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 8 of 11

9 Question 10: Please provide brief responses to the following in your submittal: 1. Company profile 2. Proposed solutions, hardware/software 3. Implementation and project management strategies 4. Other relevant information and recommendations 4. SUBMITTAL INSTRUCTIONS 4.1 Submittal Overview The expectation is that responses to this RFI will provide the City with industry insight, experience, and understanding of industry standards about potential features and capabilities available in the market and assist in framing the context of a future RFP. 4.2 RFI Timeline All times are Pacific Time TASK Deadline for submittals DATE/TIME May 8, 2015 by 11:00 AM NOTE: These dates represent a tentative schedule of events. The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors. 4.3 Respondents shall submit one (1) original proposal marked ORIGINAL and one (1) identical copy marked COPY and one (1) digital (searchable PDF) copy (CD, Flashdrive, etc.) as follows: City of Long Beach c/o City Clerk Attn: Sokunthea Kol (Soey) 333 W. Ocean Blvd., Plaza Level RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 9 of 11

10 Submittals shall be clearly labeled in a sealed envelope or box as follows: Request for Information No.: RFI FS Title: Fleet Fuel Management System 4.4 Submittals must be received by 11:00 a.m. local time, March xx, Submissions that do not arrive by the specified date and time WILL NOT BE ACCEPTED. Respondents may make their submittal any time prior to the above stated deadline. The City will not be held responsible for submittal envelopes mishandled as a result of the envelope not being properly prepared. Facsimile or telephone submittals will NOT be considered unless otherwise authorized; however, submittals may be modified by fax or written notice provided such notice is received prior to the opening of the submittals. 4.5 The submittal should be presented in a format that corresponds to and references sections outlined below and should be presented in the same order. Responses to each section and subsection should be labeled so as to indicate which item is being addressed. For ease of evaluation, submittals should be presented in the format described within this RFI. 4.6 Submittals are limited to 25 pages total. 5. AWARD OF CONTRACT 5.1 The City will not award a contract directly from this RFI. The purpose of this RFI is only to obtain information regarding the availability of services and features in an anticipated future RFP for a Fleet Fuel Management System. 5.2 This is a Request for Information only. This RFI is issued solely for information and planning purposes and it does not constitute a Request for Proposal (RFP) or a promise to issue a solicitation in the future. This RFI does not commit the City to any contract whatsoever. The City is not at this time seeking proposals and will not accept unsolicited proposals. 5.3 Respondents are advised that all costs associated with responding to this RFI are solely at their expense. 5.4 There will be no evaluation, ranking or selection of respondents as a result of this RFI. It will not be used to pre-qualify or screen respondents for a subsequent selection process, if any. 5.5 If subsequent selection opportunities are issued, the City is under no obligation to advise any respondent to this RFI, although it is the City s intent to notify all qualified respondents of any such plans via the City s electronic bid notification system. RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 10 of 11

11 Appendix A FLEET FUEL MANAGEMENT SYSTEM INTEGRATED HARDWARE/SOFTWARE SOLUTION CITY OF LONG BEACH FLEET PROFILE It is anticipated that, at a minimum, the implementation would include City vehicles and equipment for all central (City Manager) departments, excluding City vehicles under control of the Port of Long Beach and the Water Department. Fleet specifics: o 1177 light and medium duty vehicles (Class 1 through 6) o 205 heavy duty vehicles(class 7 and 8) o 274 off-road/construction/miscellaneous equipment o 1656 total powered vehicles/equipment o 131 gas cans Fuel site specifics: o 8 sites with 15 USTs o 2 sites with 3 AST s o One LNG site; 32,000 gallon capacity o 13 terminals (pedestals) o 9 sites with dial-up modems (current) o 19 dispensers o Typical dispenser brand: Gasboy o 1,187, gallons throughput of unleaded and diesel annually General Software specifics: o Current FMIS: Asset Works Fleet Focus M4 (will be upgraded to M5 for this implementation) o Current Telematics system: Zonar Electronic Fleet Management System Installed on approximately 600 vehicles and equipment o Current tank monitoring system: Veeder-Root o City server MS Windows Server 2008 Enterprise o Current Database Software: SQL Server 2012 Fuel Software specifics: o Current fuel management software: EJ Ward, version 3.0 o Transaction/billing process: An automatic daily scheduled, fuel transaction interface file transfer from EJ Ward to M-4. M-4 creates billing for customers. RFI No. FS Fleet Fuel Management System Integrated Hardware/Software Solution Page 11 of 11