7 Pages December 10, 2013

Transcription

1 !" #!$%& '%!()* *$%+%$,-$'./++01%/2 34,-$'./++01%/&!5657! 7 Pages December 10, 2013 TO: PROSPECTIVE PROPOSERS RE: RFP NO. 274 FLEET MANAGEMENT SOLUTIONS ADDENDUM 1 CITY RESPONSE TO REQUESTS FOR INFORMATION The contents of this addendum alter and amend the original RFP requirements and take precedence over the related items therein. This addendum forms a part of the contract documents. Proposers must acknowledge receipt of all addenda when submitting their proposals. Failure to acknowledge receipt may render your Proposal non-responsive and ineligible for award. Vendors are responsible for ensuring that they receive all addenda. All addenda will be posted on the City website ( and the Empire State Purchasing Group System ( THE RFP DUE DATE IS EXTENDED TO TUESDAY, DECEMBER 17, 2013 AT 2 PM RFP ADDENDUM #1 ACKNOWLEDGEMENT Proposer: Address: Representative: Title: Signature: Date: Telephone: Fax:

2 1. Page 19 & 26, Section (2) Vehicle Tracking Solution (AVL) & Component 2, Paragraph 4 The RFP references having two AVL units, one for active online real time mode and one for passive offline mode, however, in the pricing tables the only reference for quantities is for 150 units. Of these 150 units, how many vehicles will be active GPS and how many passive GPS? Answer: All 150 units should be passive GPS. 2. Page 19 & 23, Section (3) Vehicle Maintenance Record System (Fleet Management) & General Notes, Paragraph 2 & g Assuming data transfer is through one of the following standards: SQL queries, XML exports, or CSV exports, what data elements are to be provided for Uni-Select? For the City s Oracle EBS system v. 12? Answer: The City envisions a direct data link between the Proposed Fleet Management System and Uni-Select. That data link will be live and 2 way and will account for all activity between the two systems. At a minimum, it expects that the Fleet System will be capable of containing all Uni-Select part numbers in the proposed Fleet System and be capable of generating parts request work orders for the Uni-Select system using those Uni-Select part numbers. In this scenario, there must be accommodation in the proposed Fleet system for a lack of fulfillment (from Uni-Select) if a part is not available. In other words, all activity must be tracked. The City will also require that the vendor s standard reports include summary reports that count the number of parts ordered and received and discrepancy reports that account for the differences. These reports should include parts detail if desired by the City. 3. Page 26 & 27, Section Component 3 & Vehicle Maintenance Record System We assume for pricing Component 3, the City would like a total all-in price, but on page 27 the breakdown of Module should add up to this total lump sum, thus allowing the City to possibly deduct individual Modules. Is this correct? Answer: Yes. 4. Page 22, Section K) Added Items, Paragraph 12 There is reference for handheld scanners and the ability to scan vehicle/equipment into fleet system. Will you need us to provide barcode scanners? If so, how many? Are there additional hardware requirements (i.e. printers)? If so, how many? Answer: Barcode scanners are not needed at this time. 5. Page 27, Section ADD/DEDUCT UNIT BREAKDOWN, Paragraph 4 Cellular carrier monthly charge/unit references pricing to be in seconds samples, current cellular carrier units are provided in data usage (kilobytes/megabytes), would the City accept a pricing sample in data usage per month? Answer: The City will not accept a pricing sample based on data usage per month. 6. Will prevailing wages apply? Answer: The installation of the system replacing the current Gasboy system may be subject to prevailing wage requirements. If any portion of this work involves the employment of laborers, workmen, or mechanics under Article 8 of the New York State Labor Law, the Contractor and its Subcontractors (if any) must pay these employees at least the Prevailing Wage rate and supplements, and these employees may not work more than the number of hours and days as set forth by the New York State Department of Labor (NYSDOL) per the Labor Law.

3 A NYSDOL Prevailing Wage Rate Case Number has been assigned to this project. The PRC case number is # To access the prevailing wage rate schedule for this project, enter the PRC number at the following New York State Dept. of Labor webpage: Complete NYSDOL requirements can be viewed at Upon issuance of the Notice of Acceptance/Contract Award, the Purchasing Department will notify the NYSDOL with the following information: Contractor name, address, and federal employer identification number; Contract amount; Approximate start and completion dates Certified payrolls must be submitted with all payment requests. NYSDOL Requirements for OSHA 10 Compliance If any of the work under the resultant contract is subject to Article 8 of the NYS Labor Law and cost $250,000 or more, the Contractor must certify that every worker employed for this work has completed an OSHA 10 safety training course prior to performing any work on the project. Valid proof of completion of the OSHA 10 training course includes copies of bona fide course completion card and training roster, attendance record, or other documentation from the certified trainer. Simply attesting that all employees have completed the course is not sufficient proof of completion. In addition, All Plumbing or Electrical Contractors engaged on this project must be licensed by the Trades Licensing Division of the Office of the Westchester County Clerk ; Fax ; CC- Licensing@WestchesterGov.com. The Westchester County Master Plumbing and Electrician licensing database can be viewed at: ame,licensenum&sort_stage=e&temp_stage=b. 7. The City has included the following language in the RFP: The City has the right to have the contractor re-configure up to 20% of the proposed system after deployment in order to meet specific system s functionality. Is it acceptable for vendors to itemize this cost as a contingency in the proposal to give the City the option to not incur fees associated with this work? Answer: Yes. 8. Can you expand on the requirements for 36 month warranty? Does this apply to hardware only? If you intend for this to be applicable to Software, do you intend this to be in lieu of Software Maintenance Fees? Answer: The warranty is inclusive of Software and Hardware Maintenance Fees for a period of 36 months. 9. Will the City consider a hold back on milestone based fees in place of a performance bond? If a performance bond will be required, can you establish the amount now so that vendors can determine the cost? Answer: In place of Performance and Payment Bonds, the City will require an irrevocable standby Letter of Credit in an amount equal to 100% of the total project cost. As progress/milestone payments are made, the Letter of Credit may be reduced to 100% of the remaining contract balance. In addition, the City will retain 10% of each milestone payment. Retainage will be released twelve-months after substantial completion of all work. All requests for payment shall be submitted on American Institute of Architects (AIA) Document G , Application and Certificate for Payment, and G , Continuation Sheet.

4 10. Could you explain the requirements around Motor Pool? Are all 25 Motor Pool vehicles at a single location? Is the City interested in automating dispatch and return with an automated KeyBox solution? Answer: No, the City is not interested in automating dispatch. 11. Can you explain the requirements for Mitchell On Demand in more detail? Does the City expect this to be integrated with the proposed software? Does the City currently license this software? Answer: It is not necessary to integrate Mitchell On Demand with the fleet management system. 12. With regard to Automotive Scanner Features, can you explain this in more detail? Answer: Automotive Scanner Features are not required at this time. 13. With regard to Latest updated MFG on price list - is this requesting an update to the Manufacturer? Answer: This update will be accomplished through the integration of the new Fleet Management System. 14. Can you explain in more detail what information needs to be communicated to Uni-Select? Are we required to send a list of parts for each work order electronically to Uni-Select? Answer: Please see Answer # How many historical work orders are in the Old Road software? Does Old Road use a coding structure that will be continued in the new system? Answer: Work orders in the range of 150,000 to 200,000 are in the Old Road software. The City wants data migration from the Old Road software to the new system. The coding structure of the Old Road software does not have to be continued in the new system. 16. Page 22, Section 3, Vehicle Maintenance record System (Fleet Management), Item K, Added Items, number 5 10 Day Report. Question: Please elaborate and give an example of this process. What numbers are being transferred and from where? Answer: We want to ensure that a report is created per location that measures usage at any given moment, as per local, State and Federal requirements. 17. Page 21, Section 3, Vehicle Maintenance record System (Fleet Management), Item K, Added Items, number 7 Calibration of Veeder-Root. Question: Should this requirement be part of the Fuel Management System requirements? Answer: Yes, calibration of Veeder-Root should be considered as part of the Fuel Management System. 18. Cover Page, Proposal Due: Friday, December 13, Questions - Request an extension of the deadline line to Friday December 20 th. Answer: The proposal deadline has been moved to Tuesday, December 17, 2013 at 2:00 p.m. EST. 19. Page 22, Section (3) Vehicle Maintenance Record System (Fleet Management), Item K) Added Items, Table. #1 Mitchell On Demand 1 Vehicle to fleet average (gas maintenance, cost) Questions- Please give an example of what your expectations are for this requirement. #3 Automotive Scanner Features Scanners to be used to diagnose vehicle problems and codes transfer to work orders Question - Please give an example of how you expect the scanners to relate to the Vehicle Maintenance Record System. Answer: See Answers #11 and #12.

5 20. Page 6, Section A. Scope of Work, Paragraph 4, states, The City has the right to have the contractor re-configure up to 20% of the proposed system after deployment in order to meet specific system s functionality. Question - Please elaborate concerning re-configuring. What is the City s intention? Answer: Often times, after customers begin to use the system and better understand how it functions, customers typically request for the system to be fine-tuned to further meet their needs. This particular requirement ensures that up to 20% of the fine-tuning is at no additional cost to the City. 21. How many of the sites currently have a Veeder-Root TLS 350 to which the proposed fuel management system must interface? Answer: Six locations currently have Veeder-Root TLS-350, and all must interface with the proposed fuel management system. 22. How many of the sites will require a new Veeder-Root TLS 350 system? Answer: None. Please see Answer # How many tanks are at each of the sites (referred to in the question above) where the solicitation requires a new Veeder-Root system. Answer: The RFP does not request a new Veeder-Root system. 24. Does the City have or plan to install a network infrastructure (network drop) for communications with each fuel management and tank monitoring system at each of the sites? Answer: Each fuel management facility is connected to the City network. The RFP requests that the vendor extends the network from the facility to the desired devices, such as fuel kiosks, as needed by the proposed solution. The vendor may use existing conduit infrastructure in place. 25. The solicitation indicates that the city currently uses an HID ISOProx bit, Corporate 1000 proximity device. Does the City intend to continue to use these existing devices for personnel ID/access, or should the proposal include these? Answer: The City intends to use the existing devices for personnel ID access. Fuel kiosks should include an HID Reader that is interfaced to the Fuel Management System such that the employees ID card is to be presented first, then the fuel ID ring to identify the vehicle before the pump is turned on. Both the user and vehicle have to be authenticated before the pump is activated. 26. What is the capital implementation/deployment budget for the fleet management system for this RFP? Answer: The budget is dependent on the selected vendor s proposal. 27. What is the operational on-going support and maintenance budget for the fleet management system for this RFP? Answer: The budget is dependent on the selected vendor s proposal. 28. How many self-service users will use the fleet management system to service the fleet? Answer: Up to 3,000 users are permitted to service the fleet. 29. How many operators will use the fleet management system to manage the fleet? Answer: Up to 14 employees will be managing the fleet management system. Please refer to Paragraph 6(b) on page 25 of the RFP. 30. How operators will administer the fleet management system? Answer: Up to 20 employees will administer the fleet management system. Please refer to Paragraph 6(b) on page 25 of the RFP.

6 31. How many vehicle operators will use the front-end of the fleet management system while in the field? Answer: Please refer to Answers #28, #29, and # What s implementation timeline for this project? When is implementation scheduled to begin and when is implementation expected to be completed? Answer: The implementation timeline is determined between the City and the selected vendor based on the vendor s proposal. 33. Should the system provide multi-language support? Answer: No. 34. Should mobile devices and tablets integrate with fleet management system work with? ios, Android, Windows Mobile, BlackBerry? And what mobile OS versions is compatibility required? Answer: Yes, mobile devices and tablets should be integrated with the fleet management system. At a minimum, Android should be used with the system. 35. Should a mobile app and/or web app front-end or interface be developed to integrate with the back-end fleet management system? Answer: The City does not expect the vendor to develop a mobile app, web app, and/or front-end interface specifically for the City. Rather, the proposed solution should have these features already in place. 36. What county systems should the fleet management system interface with? Answer: It is not anticipated that the City s fleet management system will interface with County systems. 37. Should the back-end fleet management system be a hosted solution? Answer: The City should host the back-end of the fleet management system. 38. Should the fleet management system integrate with existing county/city scanners, barcode printers, and other scanner related hardware etc..? Answer: Yes.

7 39. The following revised Add/Deduct Unit Breakdown Table replaces the original table on page 27 of the RFP. ADD/DEDUCT UNIT BREAKDOWN # Description Qty Each 1 Passive fuel ring $ $ 251 or greater $ 2 Wireless ODBII/CANBUS data $ $ 251 or greater $ 3 Wireless ODBII/CANBUS data + built in GPS $ $ 251 or greater $ 4 Cellular carrier monthly charge/unit 30 seconds sample $ 60 seconds sample $ 90 seconds sample $ 120 seconds sample $ 5 Additional onsite configuration/training including T&E Cost per day $ 6 Software customization/development. Cost is per: Block of 25 hours $ Vehicle Maintenance Record System 7 Vehicle and/or Equipment Management Module $ 8 Parts Inventory Management Module $ 9 Work Order, PM, Repair Management/Tracking Module $ 10 Shop and Technician Management Module $ 11 Tire Management Module $ 12 Fuel Management Module $ 13 Purchase Orders Module $ 14 Motor Pool Management Module $ 15 Accident Tracking Module $ 16 Security/Partition Module $