RE: REQUEST FOR PROPOSAL RFP FLEET MANAGEMENT CONSULTING SERVICES

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1 Our File No.: RFP Company name Attn: xxxxxxx address address RE: REQUEST FOR PROPOSAL RFP FLEET MANAGEMENT CONSULTING SERVICES You have been invited to submit a proposal to the District of West Vancouver for the preparation of a review of fleet management and related consulting services as outlined herein. Sealed Proposals (3 copies required) clearly marked RFP 06 18: Fleet Management Consulting services shall be delivered to the office of the Purchasing Manager, at the District of West Vancouver Operations Centre, 3755 Cypress Bowl Road, West Vancouver, BC V7S 3E7. Note: Proponents must sign each page Proponent s initial, complete and return all pages of this Proposal document by the due date stated above, with the understanding that they have read and agreed to the terms and conditions stated. Yours truly, Manager, Purchasing & Risk Management File #249807

2 1.0 INTRODUCTION The District of West Vancouver is seeking the services of a qualified Fleet Management consultant to evaluate and review overall fleet management performance, and practices, including recommendations to ensure generally accepted best practices are implemented within the District. 2.0 BACKGROUND The District of West Vancouver fleet encompasses approximately 200 assets including Tandem dump trucks, Crane Trucks, Pick up Trucks, Loaders, Backhoes, Fire Pumper Trucks, Community Service Buses, Tractors, Mowers, Police Interceptor Cruisers, and passenger vehicles. All licensed vehicles with the exemption of Transit vehicles are to be included in this review. The objective is to compare fleet management processes with best practices and identify main areas of potential improvement opportunities. 3.0 SCOPE OF WORK The Fleet Management Consultant will be expected to determine the most efficient manner in which to provide, manage and operate the District s fleet required to support its major operations. The Consultant shall review and analyze the following areas: Procurement Processes & Policy, including vehicle specifications Replacement Policy review Lifecycle cost analysis Disposal programs for excess or obsolete vehicle. Fleet equipment re-allocation Fleet downtime Maintenance Operations Asset Management National safety code compliance and inspection Fuel Management; including the Petro Vand & Phoenix software Environmental Considerations (including use of alternate fuels and hybrid vehicles) Proponent s initial Page 2

3 Operating costs; including repairs, parts management, warranty programs/claims, accident/damage, and custom equipment accessories. Records and documentation Operator training Maintenance management Preventative maintenance programs & schedules, including the J.D.Edwards system. Operator feedback Performance & process gap analysis Staff and Management effectiveness 4.0 PROJECT SCHEDULE The objective is to complete the review and provide a report by due date?? for presentation to the Director of Finance, Purchasing Manager, Equipment Superintendent and Director of Engineering & Transportation. 5.0 DELIVERABLES Project deliverables will include: 3 bound copies, 1 unbound copy and digital files of all reports The report should be supplemented with visual digital phtos, trend analysis etc. 6.0 SUBMISSION REQUIREMENTS Proponents shall provide the following information as part of their proposal submission: a) Company name including name of the Principals or Owners. b) A company profile. c) Qualifications and related recent work experience. d) Tasks and timelines to fulfil the study goals. Proponent s initial Page 3

4 e) Budget for services provided. Fleet Management Consulting Services f) Contact information from three previous clients for whom similar work was undertaken, and who could provide a reference for the proponent. g) Other information as outlined in the Request for Proposal document. 7.0 SELECTION CRITERIA All submissions received in response to this RFP will be evaluated by the District s Purchasing & Engineering Management. Award of this contract will be based on criteria involving but not limited to, qualifications, service capacity, prices quoted, references, past performance and in the opinion of the Purchasing Manager, the ability of the Consultant to service the contract requirements of the District of West Vancouver. 8.0 CLOSING DATE AND TIME Proposals shall be submitted in a sealed envelope (Three (3) copies required) clearly marked: RFP 06 18: Fleet Management Consulting Services, with the name of your firm in the upper left hand corner and shall be delivered to the office the Purchasing Manager, at the District of West Vancouver Operations Centre, 3755 Cypress Bowl Road, West Vancouver, BC, V7S 3E7, up to 3:00 pm local time, June xx, There will not be a public opening of the Proposals. It is the responsibility of each Proponent to ensure their Proposal is received by the due date, time and location as specified above. Late Proposals will not be accepted and will be returned unopened to the Proponents. Faxed Proposals and ed proposals will not be accepted. 9.0 ADDENDA Any changes to this RFP shall be in writing to all parties and shall become part of this Request For Proposal. The Proponent shall, upon receiving the Addendum acknowledge receipt in writing and fax same. Proponent s initial Page 4

5 10.0 GENERAL CONDITIONS, INSTRUCTIONS AND TERMS AND CONDITIONS The preparation of a response to this Request For Proposal (RFP) is on a voluntary basis and all costs incurred in the preparation of a Proposal are completely that of the Proponent. This Request for proposal document and completed Proposal form shall be deemed to be part of any contract entered into between the successful proponent and The Corporation of the District of West Vancouver (hereinafter called The District ) All Proponents submitting Proposals must acknowledge full recognition and acceptance of, and agree to, the terms and conditions as set forth in this document. All Proposals shall be irrevocable and must remain open for acceptance for a period of not less than sixty (60) days from the closing date of this RFP. The District reserves the right to accept or reject any or all Proposals received in whole or in part. The District reserves the right to negotiate a final contract with any proponent and it is understood that the most attractive financial offer contained in any Proposal will not necessarily be accepted. Proposals that the District deems to be incomplete, conditional or obscure, or which in any way fail to conform strictly to the terms and conditions detailed herein or which contain alterations, erasures or irregularities of any kind may be rejected by the District in its sole discretion. All Proposals submitted must be signed by the authorized official(s) of the Proponent and must indicate that they understand and abide by any decision made in the award of the Contract. Further, the full legal name, title and position held within the organization by the signing officer must be clearly legible. It is the responsibility of the Proponent to obtain clarification before submitting a Proposal. Questions shall be made in writing and will be answered by a Question and Answer series that will be issued to all parties. All proposals submitted become the property of The District, and as such are subject to the Freedom of Information and Protection of Privacy Legislation of British Columbia. To request documentation confidentiality, Proponents must submit a covering letter with their Proposal, detailing the specifics of their request. The laws of British Columbia shall apply to all aspects of the proposal including, without limitation, the interpretation of this proposal, the creation of any contractual rights and obligations under the proposal, the evaluation of all bids received in response to the proposal, and the entering into a contract as a result of this proposal and the Courts of British Columbia shall have exclusive jurisdiction in respect of the foregoing. Confidentiality and Ownership Proponent s initial Page 5

6 All information received or prepared as a result of the work performed under this contract shall be considered to be the property of the District of West Vancouver and shall be treated as confidential and shall not be released or published without the written consent of the District of West Vancouver. The successful Proponent will be required to sign a non-disclosure agreement. Assignment: The successful Proponent shall not assign this contract, or the right to payment due hereunder, without the Purchasing Manager s prior written consent, which may be withheld. Any assignment or purported assignment shall be deemed to terminate this contract. Permits & Licences All permits, licences and fees are to be the responsibility of the successful Proponent and shall comply with all applicable regulations of the District. The successful Proponent must have a valid District of West Vancouver business licence. Insurance The successful Proponent must obtain at its own expense, before commencing work on services under the contract, a Professional liability insurance policy covering errors and omissions with coverage of not less than One Million ($1,000,000.00) dollars. The Insurance Policy shall be on terms satisfactory to the District. The Policy shall remain in full force and effect at all times during the contract period. Proof of the Insurance policy, to the satisfaction of The District, shall be delivered to the District, prior to commencement of work. Workers Compensation Board of British Columbia: The successful Proponent shall provide evidence that they are in good standing with the Workers Compensation Board of British Columbia (WCB). The successful Proponent must remain in good standing with WCB for the duration of the contract. Termination: The District reserves the right to cancel this contract immediately upon written notice, if in the opinion of the Purchasing Manager, the successful Proponent is not fulfilling the terms, conditions and specifications of the contract. In all other instances the District reserves the right to terminate the contract with 30 days written notice. Invoices: Invoices shall be mailed to the District of West Vancouver, Accounts Payable Department, th Street, West Vancouver, BC, V7V 3T3. Payment will be in Canadian Funds, and will be made net 30 days from receipt of invoice and acceptance of services/goods, whichever is the latter. Proponent s initial Page 6

7 THIS PAGE IS TO BE ATTACHED TO THE FRONT OF YOUR PROPOSAL The undersigned offers and agrees, on behalf of the company named below, to supply the services listed at the prices proposed, and in accordance with the Terms and Conditions set forth in this Request for Proposal document. COMPANY NAME: COMPANY ADDRESS: (Postal Code) TELEPHONE NUMBER: FAX NUMBER: SIGNATURE OF SIGNING OFFICER: PRINTED NAME OF SIGNING OFFICER: TITLE OF SIGNING OFFICER: DATE: Proponent s initial Page 7

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