United Nations Nations Unies Procurement Division New York REQUEST FOR INFORMATION (RFI) Title of the RFI: Date of this RFI: 8 January 2014 Closing Date for Receipt of RFI at PD: 10 February 2014 RFI Number: E-mail Address: chavez@un.org Address RFI response by fax for the Attention of: Shawn Chavez Fax Number: 212-963-3503 UNCCS Code: 43221700 DESCRIPTION OF REQUIREMENTS I) INTRODUCTION: The purpose of this RFI is to identify potential suppliers and to gather ideas from industry for Fleet Management and Vehicle Tracking System (FMVTS) This RFI will serve to conduct market research to identify firms capable of providing solutions for the above stated requirement. This market research shall be conducted at NO COST TO THE UNITED NATIONS. This announcement is a Request For Information (RFI), not a solicitation for proposals, and accordingly, no contract will be awarded from this announcement. No reimbursement will be made for any cost associated with providing information in response to this announcement or any follow-up information requests. No telephone calls requesting a solicitation will be accepted or acknowledged. There is no solicitation available at this time. Industry responses, as a result of this announcement, shall focus on providing recommendations for FMVTS as detailed in the attached RFI for FMVTS document. Information provided in the RFI may be used by the United Nations in acquisition documents. Questions regarding this RFI should be submitted via email to: Shawn Chavez at chavez@un.org Responses to this RFI should be submitted electronically to the following email address: chavez@un.org. Responses are due no later than 3:00PM EST on 10 February 2014. The UN appreciates your assistance with this market research and emphasizes that this effort is for planning purposes only. Responses will not be treated as proposals, but may be used to create any subsequent Request for Proposal (RFP) / Invitation to Bid (ITB). Respondents should clearly mark any proprietary information submitted in response to this RFI. SPECIFIC REQUIREMENTS / INFORMATION (IF ANY)
Please see attached RFI for FMVTS document. NOTE Information on tendering for the UN Procurement System is available free of charge at the following address: http://www.ungm.org/notices/notices.aspx Only the United Nations Global Marketplace (UNGM) has been authorized to collect a nominal fee from vendors that wish to receive automatically Procurement Notices or Expression Of Interest. Please subscribe to http://www.ungm.org/registration/login.aspx
VEND ORS RESPONSE FORM VENDOR RESPONSE FORM TO: Sc3 RFI Number: FAX: 212-963-3503 FROM: SUBJECT: To be filled by the Vendor (All fields marked with an * are mandatory) COMPANY INFORMATION UN Vendor ID Number**: UNGM Vendor ID Number*: Company Name *: Company Contact *: Address *: City *: Country *: Telephone Number *: Fax Number *: Email Address: Company Website: We declare that our company fully meets the prerequisites A, B, C, D and E, for eligibility to register with the United Nations as outlined in the paragraph 1 of the RFI INSTRUCTIONS page. Signature: Date: Name and Title: ** If not already registered with UN Procurement Division, please use the following URL to register at United Nations Global Marketplace (UNGM): www.ungm.org. Registration at UNGM is mandatory for responding to this EOI. The following information is available about the registration process.
RFI INSTRUCTIONS 1) Registering as a Vendor with the United Nations Vendors interested in fulfilli ng the requirement described a bove must be registered with UN in order to be eligible to participate in any f uture solicitation. Information on t he registration process can be found at http://www.un.org/depts/ptd. Prerequisites for Eligibility In order to be eligible for UN registration, you must declare that: A. Your company (both parent and/or subsidiaries, if applicable) is not on, or associated with a company or individual on The 1267 List website (www.un.org/sc/committees/1267/consolist.shtml) and is not on the IIC Oil for Food List website (www.iic-offp.org). B. Your company (b oth parent and/or subsid iaries, if applicable) is not currently removed, invalidated or suspend ed by the UN Headq uarters, field missions or other UN organizations (including the World Bank) and is not under investigation by a government or UN Member State. C. You have no outstanding bankruptcy, judgment or pending legal action that could impair operating as a going concern. D. You currently do not employ, or anticipate employing, any person(s) who is or was recently employed by the UN (in accordance with ST/SGB/2006/15, post-employment restrictions (www.un.org/depts/ptd/pdf/conduct_english.pdf). E. Your subsidiaries, agents, intermediaries and principals agree to cooperate with the United Nations Office of Internal Oversight Service during any investigative processes undertaken by them, either before during or after execution of a contract, including providing all required documents, company records, access to employees, officers and staff, as well as financial information. For Registered Vendors: Vendors already registered must ensure that the information and documentation (e.g. fina ncial statements, address, contact name, etc.) provided in connection with their registration are up to date in UNGM. For Vendors Interested in Registration: Vendors not yet registered should apply for registration on the United Nations Global Marketplace ( http://www.ungm.org); information on the registra tion process can be found at http://www.un.org/depts/ptd. Vendors must complet e the regist ration process within 90 days of the date of this REOI. Vendors who have not initiated and completed the formal registration process with the Procurement Di vision within the 90 day-period will be automatically re moved from the vendor roster and will have to start again a new registration for consideration in future EOI and tendering exercises. IMPORTANT NOTICE: Any false, incomplete or defective vendor registration may result in the rejection of the application or cancellation of an already existing registration. 2) RFI Process Vendors interested in responding should forward their information (as requested in the RFI) to the United Nations Procurement Division (UNPD) by the closing date set forth in this RFI. Due to the high volume of communications, UNPD is not in a position to issue confirmation of receipt of RFIs. Please note that no further details of the planned solicitation can be made available to the vendors prior to issuance of the solicitation documents. This RFI is issued subject to the conditions contained in the RFI introductory page on the UNPD Website indicated above.
Table of Contents INTRODUCTION... 2 1. USE OF INFORMATION... 2 2. RFI RESPONSE DELIVERY... 2 3. RFI RESPONSE FORMAT AND INTERVIEW METHOD... 2 4. CURRENT SITUATION AND GOALS... 3 5. YOUR ORGANIZATION... 4 6. FMVTS EXPERIENCE / CAPABILITIES... 4 7. TIME FRAMES... 5 8. COSTING OPTIONS... 5 9. RISK MANAGEMENT / MITIGATION... 6 10. IMPORTANT - REGISTRATION AS A UNITED NATIONS VENDOR... 6 RFI Description for FMVTS Page 1 of 6
Introduction The purpose of this Request for Information (RFI) is to provide the United Nations (UN) Procurement Division (PD) with the latest knowledge of the market with respect to new technologies, solutions, systems, potential vendors with their capabilities in the global and regional FMVTS market. The gathered information will be used to determine the project s feasibility, scope, cost estimate, timeframe, and resources required by the UN. If / when a decision is made, the UN expects to follow this RFI with a Request for Proposal (RFP) for a fully managed FMVTS that will include approximately 1-2 UN field missions for phase I. In the future, other phases will follow that will include 20-25 UN field missions. 1. Use of Information 1.1. All costs for preparing a response for the RFI must be covered by the vendor. 1.2. This RFI is a separate and independent process. 1.3. The requested information will only be used by the UN for internal planning purposes, be kept strictly confidential and only authorized personnel will have access to it. 1.4. The response to this RFI will not be used to pre-qualify vendors. 1.5. The provided information will not be contractually binding to the vendor. 2. RFI Response Delivery As the objective of this RFI is to both gather information on the latest technology and find potential service providers, your willingness and ability to reply will be of mutual benefit. 2.1. The response is to be received no later than 3:00PM EST on 10 February 2014. 2.2. Please email your response to chavez@un.org, additional material can be delivered and addressed to: Mr. Shawn Chavez United Nations Procurement Division 1 UN Plaza 15 th floor New York, NY 10017, USA Marked: RFI for a FMVTS 3. RFI Response Format and Interview Method 3.1. To keep response formats consistent, the responses must be typed into this Word document. 3.2. Subsequent to this RFI and the submissions received, the UN may request an interview to ask further questions to have a better understanding of the information submitted by your organization. 3.2.1. Please confirm whether your organization is willing to conduct such an interview. RFI Description for FMVTS Page 2 of 6
3.2.2. Please specify the preferred interview method (In-person, Video Conference, or phone). 3.2.3. Also provide contact information for the interview. 3.2.4. Any costs of attending such a follow-up interview must be covered by the vendor. 4. Current Situation and Goals 4.1. To date the UN uses Fleet Log fleet management system to manage its fleet. The system has been in operation in the peace keeping missions for the last 11 years and has been installed in approximately 90% of the UN fleet (approximately 18,000 vehicles). The system however, is an off-line system and the UN wishes to acquire an on-line web based system. 4.2. Replace the current off-line system with an on-line web based system with traditional fleet management capability as well as vehicle tracking capabilities. 4.3. Active Live system and able to give 24 hours coverage. 4.4. Fleet management as follows: a. Route: ability to define and plot new routes from origin to destination in Google earth as an integral design of the system. b. Date / Time: able to record departure and arrival times and send predefined message with the operator pressing a button. Ability to record the time from origin to destination c. Distance: Able to track and record distances from origin and destination measured in kilometers. d. Speed: Capable to track the average speed in kilometers per hour from a given route to alert and report all those vehicles that speed more than a given parameter (which is configured by the Administrators). e. Polling: Able to track exactly the position of the vehicle and force the system to obtain live position. f. Idling time: able to flag all those vehicles which idle for more than a given parameters and configurable by the Administrator. g. Track and Trace: Track and trace vehicle as well as view historical data predetermined time periods. h. GPS Coordinate: Able to enter any known GPS coordinate and zoom into this coordinate i. Direction / Course: able to ascertain which direction the vehicle is travelling. j. Ignition: Able to display ignition status either on or off. 4.5. The system installed in each vehicle should be able to communicate via multiple means, for example VHF, HF, GSM, GPRS and satellite, either through its own capability or by interfacing with external devices such as radio and satellite terminals. 4.6. If connection is lost, the system installed in each vehicle should store the vehicle data and transmit this when the connection is re-established. 4.7. Speed: Able to use system where Internet band-width is poor and refresh rates of mapping and software must be viewed to an acceptable working standard. 4.8. Software can be easily upgraded. 4.9. Service provider stores data on own Server for a period of no less than 2 years with the ability to archive data and easily call up data prior to this period. RFI Description for FMVTS Page 3 of 6
4.10. Able to use and link to Google Earth as an integrated design part of the overall package. 4.11. Able to enter all operational locations into Google earth to be able to view entire Operation. 4.12. Point of Reference: where roads are virtually non-existent the Administrator must be able to establish points of reference so that any vehicle en route can be referenced towards these reference points. 4.13. Geo Fencing. The system should be able to create a parking zone where vehicles normally park. If any vehicle leaves the zone an alert will be sent to a pre-defined group. 4.14. Ability to report data into Excel spreadsheet. 4.15. Able to view data easily using drop down menu period 7 days, 30 days, and 90 days or any other predefined period as defined by User. 4.16. Data Administrator can setup and define: a. User and User rights. b. Define operational zones and configure Users to view data within those zones as well as vehicles assigned to those geographical zones. Define Routes and Corridors. c. Set alert parameters, idling, speeding etc 4.17. Obtain a long term cost-effective solution for the UN s fleet management. 4.18. Please indicate any other features your system is capable of doing in addition to the above. 5. Your Organization Please provide the following information on your organization: 5.1. Location of headquarters and main regional offices. 5.2. A brief general description of your company, its structure, years in business, and focus. 5.3. What makes your company stand-out as a global or regional FMVTS service providers? 6. FMVTS Experience / Capabilities To ensure efficient development, implementation, and on-going management of a global FMVTS solution, please answer / elaborate on the questions listed below: 6.1. Provide a brief description of your company s experience in designing, implementing, and managing a similar Regional / Global FMVTS project. 6.2. Please elaborate on your companies International / Regional 24/7 technical support, training, and other capabilities. 6.3. How would your company approach the design and implementation of a new regional / Global FMVTS project? 6.4. Do you assign global or regional management teams? 6.5. Please enclose a typical standard template Service Level Agreement (SLA) for this type of requirement. 6.6. What tools (management/design software, collaboration, tracking, etc.) are used during the following phases for this type of global project? 6.6.1. Initial system design. 6.6.2. Implementation. RFI Description for FMVTS Page 4 of 6
6.6.3. Change management. 6.6.4. Performance testing and monitoring. 6.6.5. Trouble-shooting / problem solving. 6.6.6. Would the UN have access to any of the above listed tools? 7. Time Frames Please estimate the time required / needed to: 7.1. Respond to a comprehensive global RFP covering locations listed below. 7.2. Implement a diverse Global FMVS project covering locations listed below. No. Mission Location 1 Sierra Leone 2 Western Sahara 3 Democratic Republic of Congo 4 Burundi 5 Kosovo, Balkans 6 Lebanon 7 Libya 8 Syria 9 Israel 10 Italy 11 Cyprus 12 Mali 13 Kuwait 14 Pakistan 15 Haiti 16 Afghanistan 17 Ivory Coast 18 Iraq 19 Liberia 20 Sudan 21 South Sudan 22 Somalia 23 Darfur 24 Central African republic 8. Costing Options 8.1. For budgetary purposes please indicate list prices for hardware items to be installed in each vehicle and the monthly or yearly charges for hosting of web application/s in your servers (per vehicle/per month) in case in you have the ability to provide web hosting. 8.2. How are the costs / pricing normally managed over time? 8.3. What key factors are taken into consideration to determine pricing 8.4. Please feel free to submit additional cost / pricing information which is not requested above. RFI Description for FMVTS Page 5 of 6
9. Risk Management / Mitigation Having reviewed and answered the above listed questions for a global FMVTS, what do you consider to be the highest risk factors? 9.1. During system design. 9.2. During implementation. 9.3. During migration from Fleet Log to the new system 9.4. During on-going operation. 9.5. How are these risk factors mitigated / managed? 9.6. In your experience, what have been the biggest issues faced on similar projects and how have you resolved them? 10. Important - Registration as a United Nations vendor Please note that companies willing to participate in a potential RFP solicitation will have to be a registered vendor with the UN. Please access the Vendor Registration Application Forms and follow instructions at the website: http://www.un.org/depts/ptd/register.htm. Please submit applications as soon as possible. RFI Description for FMVTS Page 6 of 6