EXHIBIT A Fleet Management Software - INTEGRATION- Technical and Functional Specifications Checklist INTRODUCTION The Specifications Checklist below details specific functions which Salt Lake County Fleet requires in terms of integration in the software system selected. Please respond fully to each section. Omissions and/or incomplete answers may be deemed nonresponsive. In your responses to each section, state if the function described is: - Part of the standard system and is included with the standard program at no additional cost - Fully integrated add-on to the standard system, with additional cost - Under development - Modification to the standard system - Customized service - Not available and not currently under development consideration. From the written material presented, the specifications will be assigned point scores based upon the ability of the proposed software to address the desired feature or defined task. The total points will be calculated by multiplying the points awarded by a predetermined weight factor for each criterion. See Request for Proposal, Section XI.
INTEGRATION Section A: NAPA Describe your system s interface with NAPA IBS. Within your description, specifically address the following key areas: a. Technicians ability to view NAPA s real-time inventory information b. How closely the system s inventory mirrors NAPA s inventory at any point in time c. Methods of ensuring NAPA s invoice balances to system s record of parts issued Section B: WEX Describe your system s interface with the WEX fuel card system. Within your description, specifically address the following key areas: a. The process of developing the fuel interface b. Additional charges, if any, for development and on-going support of the fuel interface c. fields that can be extracted from the raw data file d. How the system handles oil changes and other non-fuel purchases made using the WEX card Section C: Fuel Force (MultiForce) Describe your system s interface with the Fuel Force system. Within your description, specifically address the following key areas: a. The process of developing the fuel interface b. Additional charges, if any, for development and on-going support of the fuel interface c. fields that can be extracted from the raw data file d. How the interface would deal with the transition from the County s current dial-up modem package to network connectivity for Fuel Force Section D: PeopleSoft Salt Lake County uses People Soft as their accounting and purchasing software. Describe your system s interface(s) with the People Soft system. Section E: Telematics Describe your system s interface with any telematics systems. Please state the telematics systems with which your system interfaces. Section F: Fluid Distribution Systems Describe your system s interface with fluid inventory and distribution systems such as Lincoln, Graco, and/or any other systems.
EXHIBIT B Fleet Management Software Technical and Functional Specifications Checklist INTRODUCTION The Specifications Checklist below details specific functions which Salt Lake County Fleet requires in the software system selected. Please respond fully to each section. Omissions and/or incomplete answers may be deemed nonresponsive. In your responses to each section, state if the function described is: - Part of the standard system and is included with the standard program at no additional cost - Fully integrated add-on to the standard system, with additional cost - Under development - Modification to the standard system - Customized service - Not available and not currently under development consideration. From the written material presented, the specifications will be assigned point scores based upon the ability of the proposed software to address the desired feature or defined task. The total points will be calculated by multiplying the points awarded by a predetermined weight factor for each criterion. See Request for Proposal, Section XI.
Section A. SYSTEM ADMINISTRATION Describe your system s general architecture and administrative functionality. Within your description, specifically address the following key areas: a. How configurable the system is in terms of customizing to fit the County s needs from a system administration standpoint b. Provide list and description of all fields, their data type and field length, including free fields c. Archiving - Criteria and methods of archiving - Which records may be archived - How these archived records may be accessed d. How the system handles separate customers / billing entities which require different configurations, markups, fiscal years, and so on Section B. SYSTEM SECURITY Describe the security measures in place within the system. Within your description, specifically address the following key areas: a. Levels of database security for both customers and users, i.e. may the access be restricted or allowed by specific functions, fields, individual users, roles, etc. b. What security and control features are in place to safeguard the use of the application and protect the integrity of the data c. Provide list of the fields within the system that retain an audit trail and what data is maintained in that audit trail Section C. SUPPORT SERVICES Describe the customer support services that are available. Within your description, specifically address the following key areas: a. Size of support staff, and support staff s experience levels working with the system b. Average turnaround time for support calls and contacts c. Hours of operation for customer support d. Different forms of remote access tools used Section D. DATA SCRUBBING AND CONVERSION Describe the process for scrubbing and converting data from existing database. Within your description, specifically address the following key areas: a. How many customers you have converted from an existing system to your system b. mapping from existing system to your system c. The specific preparations to perform prior to the data conversion d. Success rate of past data conversions, i.e. data unexpectedly lost, etc.
Section E. EQUIPMENT / ASSET MANAGEMENT Describe the equipment and asset management portion of the system. Within your description, specifically address the following key areas: a. Functionality of asset management b. Interrelation and interaction of asset management with other aspects of the system c. Capability of system to retain and attach graphical files such as.pdf files to asset and various other records Section F. PREVENTATIVE MAINTENANCE (PM) Describe the preventative maintenance program as managed with the system. Within your description, specifically address the following key areas: a. Types of PMs tracked b. List of system-defined cycles and how each cycle is updated and maintained within the asset record c. Methods of past due PM tracking and notification d. How PM schedules are updated e. Method for mass-updating of PMs when local governmental regulations change Section G. MAINTENANCE WORKFLOW MANAGEMENT Describe the system s work order process, for work order creation to work order close. Within your description, specifically address the following key areas: a. How flat rates are established and applied b. How downtime is tracked and managed c. How labor rates are established and applied, by shop or by technician, for example Section H. PARTS INVENTORY / PARTS PROCESSING Describe the system s parts inventory and parts processing functionality. Within your description, specifically address the following key areas: a. System s parts markup methodology, i.e. system-wide, by category, by individual part, tier-based, and so on. Section I. FUEL MANAGEMENT Describe the system s fuel management functionality. Within your description, specifically address the following key areas: a. Importing transactions from external third-party fuel systems, such as WEX and Fuel Force as described in Section A above.
b. Fuel credits c. System s fuel and non-fuel markup methodology,.i.e. percent, per quantity, according to fuel type, and so on d. How non-fuel transactions are handled Section J. BILLING Describe how the system accumulates costs, generates invoices and provides detailed and summary billing information for a variety of customers and multi-functioned billing scenarios. Within your description, specifically address the following key areas: a. How system differentiates between billing entities, such as external contract customers and County departments b. Markup and how it may be applied to labor, parts, sublets, and all other types of charges c. How system tracks various charges to ensure they are not billed out more than once d. How system determines billable and non-billable charges e. How invoices and billing reports for customers are produced f. Flexibility of configurations, markups, and so forth from billing entity to billing entity g. How system bills departments for non-equipment charges Section K. ACCOUNTING Describe the accounting functions within the system. Section L. REPLACEMENT FUND AND VEHICLE LIFE-CYCLE MANAGEMENT Describe the system s methods for managing a fleet replacement fund, including managing asset life-cycle. Within your description, specifically address the following key areas: a. How replacement dollars are tracked and distributed among assets b. What factors are used to determine optimal vehicle replacement c. How a vehicle s genealogy is tracked and maintained Section M. MOTOR POOL Describe the system s motor pool management functionality. Within your description, specifically address the following key areas: a. Booking and tracking of reservations b. Key management c. Return and check-in of vehicle Section N. MODULES List and describe the functionality of each module that is available with the system. State whether the module is included as a part of the main system or is a separate add-on module.
Section O. REPORTING AND QUERYING Describe the system s reporting and querying capabilities. Within your description, specifically address the following key areas: a. How the report generator functions b. Level of expertise needed by users in order to generate reports c. If additional software is required in order to access and potentially modify canned reports. If so, state software name(s) and release level required d. How the data may be queried by user in order to extract information from the system Section P. DASHBOARD Describe the system s dashboard functionality. Within your description, specifically address the following key areas: a. Flexibility in configuration of charts and gauges b. Security and user accessibility
Summary of Costs for (Proposer Name) Quote unit prices, maintenance rates, delivery charge, installation charge, and training costs for all components of the system on the summary form provided below. All prices, quotes, or proposals are to remain firm for at least ONE-HUNDRED-TWENTY (120) days after the opening date for proposals. Year 1 starts on acceptance of the go live date. The County will be hosting the software and database. Therefore, the proposal must price and propose a County Fleet Management-Hosted system. NOTE: If you wish to include comments about each section, these must be submitted on a separate document which will be included only with the main body of the RFP. EXHIBIT C #FLM10120 (Must be submitted in a sealed envelope separate from the rest of your proposal.) A. CORE FLEET MANAGEMENT SOFTWARE Based on 3,000 assets. 1 st Year Price per Asset * 3,000 B. INTEGRATION NAPA 1 st Year Is the NAPA Integration part of the core software? If so, are the NAPA Integration prices included in the prices in Section A? 1
C. INTEGRATION WEX 1 st Year Is the WEX Integration part of the core software? If so, are the WEX Integration prices included in the prices in Section A? D. INTEGRATION FUEL FORCE 1 st Year Is the Fuel Force Integration part of the core software? If so, are the Fuel Force Integration prices included in the prices in Section A? E. INTEGRATION PEOPLE SOFT 1 st Year Is the People Soft Integration part of the core software? If so, are the People Soft Integration prices included in the prices in Section A?
F. INTEGRATION TELEMATICS 1 st Year Is the Telematics Integration part of the core software? If so, are the Telematics Integration prices included in the prices in Section A? G. INTEGRATION FLUID DISTRIBUTION SYSTEMS 1 st Year Is the Fluid Distribution Systems Integration part of the core software? If so, are the Fluid Distribution Systems Integration prices included in the prices in Section A? H. MODULE MOTOR POOL 1 st Year Is the Motor Pool Module part of the core software? If so, are the Motor Pool Module prices included in the prices in Section A?
I. MODULE REPLACEMENT FUND 1 st Year Is the Replacement Fund Module part of the core software? If so, are the Replacement Fund Module prices included in the prices in Section A? J. MODULE FUEL 1 st Year Is the Fuel Module part of the core software? If so, are the Fuel Module prices included in the prices in Section A? K. MODULE TELEMATICS 1 st Year Is the Telematics Module part of the core software? If so, are the Telematics Module prices included in the prices in Section A?
L. MODULE PUBLIC WORKS 1 st Year Is the Public Works Module part of the core software? If so, are the Public Works Module prices included in the prices in Section A? SUMMARY SUBTOTAL (add Totals from each area above) $ DISCOUNTS ($ ) GRAND M. ADDITIONAL FIXED AND/OR HOURLY COSTS (see section IX of RFP). NOTE: This additional task pricing will NOT be factored into scoring. a. b. c. d.
EXHIBIT D Technical Requirements Questionnaire Question ID SA1 Question/Response Software Architecture Please describe the application architecture(s)/ Also, indicate whether the application is client server and/or n-tiered. SA2 Is the user interface browser-based? If yes, please indicate which portions of the user interface are browser based (e.g. public access) and for which browser, if any, is it optimized. Please describe your development methodology, tools (please indicate versions), and languages. SA3 Please describe the application s print requirements. SA4 SA5 Where does the application reside? Describe the application s presentation, business logic and data layer. Provide an architectural hardware/software drawing. Please describe the application security architecture. Please include password management, encryption, database connectivity and security in your response. SA6 How many concurrent users can the proposed solution accommodate? SA7 Salt Lake County Technical Requirements Questionnaire P a g e C- 1
Question ID Question/Response Is the application scalable? Please describe SA8 SA9 Does the system require additional software to operate correctly? Please describe the functionality that the software serves and the version(s) supported. Please list all software and versions required to run the application. SA10 SA11 Please describe the typical upgrade process, for minor version upgrades. Assuming a Major.minor.internal versioning scheme. Include customer and vendor resources required to complete the process. Please describe the management and configuration of reports and form templates used for document generation. SA12 Please Describe in detail the software license model. SA13 HA1 Hardware Architecture Salt Lake County prefers a VMWare solution. Can the solution be deployed in a VMWare environment. Has the proposed solution been deployed in a VMWare environment? Please describe the ideal hardware architecture and configuration for your proposed solution. HA2 Salt Lake County Technical Requirements Questionnaire P a g e C- 2
Question ID HA3 Question/Response Please list the specific hardware components necessary to implement the proposed solution. Please include the make and model of the hardware components and the recommended configuration (processors, speed, memory). Communications Please describe which communication protocols are required. Com1 Com2 Please describe the method used to communicate to the database server( e.g. Open base Connectivity [ODBC], Native Application Programming Interface [API]). DB1 base Please describe the database solution proposed for this project. Further, explain why that solution will best meet the needs of Salt Lake County. DB2 Please indicate the make and version of the RDBMS you are proposing. Further, indicate the recommended hardware configuration for the RDBMS (processors, cache speed, memory). Please describe any requirements to operate your proposed database solution. DB3 Can database backups be performed online without DBMS downtime? DB4 Salt Lake County Technical Requirements Questionnaire P a g e C- 3
Question ID Question/Response Please describe your solution s use, if any, of the RDBMS stored procedures, triggers, referential integrity, and database transactions. DB5 Please describe how the application tier connects to the RDBMS to ensure secure access to the database data. DB6 Please describe how the data stored within the RDBMS is secured. DB7 Please describe how your application supports database concurrency. DB8 Please describe how your solution supports database replication. DB9 Please describe your strategy/timing for supporting any upcoming releases of your preferred RDBMS solution. DB10 Network Operating Systems What network operating systems (NOSs) are supported? NOS1 Does the proposed solution have NOS requirements? NOS2 Salt Lake County Technical Requirements Questionnaire P a g e C- 4
Question ID Question/Response Workstation What is the recommended workstation to support the application? WS1 If the solution utilizes a Web browser, please indicate the type and version of the supported browsers. WS2 WS3 Does the application require any software ore registry entries on the desktop? If yes, please describe. Network Does your application support Dynamic Host Configuration Protocol (DHCP)? Net1 Net2 Please describe the firewall configurations necessary for operations. Please include any additional configuration and port requirements for a public access component. Net3 Please project the minimum, maximum and average bandwidth between server and client for the following scenarios: Application startup, standard inquiry, and image display. Storage/Backup/Recovery Please describe the optimum storage for the proposed solution. Stor1 Salt Lake County Technical Requirements Questionnaire P a g e C- 5
Question ID Question/Response Please list the recommended hardware and specifications necessary to implement the proposed solution. Stor2 Please describe the preferred enterprise back and recovery solution. Stor3 /Response Time/Audit Capability/Escrow What tools and methods do you plan to use to complete data conversions? Response Time What is the longest response time for processing a transaction within the application? What is the time measurement from the time the enter key is pressed until the screen is presented for viewing? Please describe the auditing capabilities within the proposed solution. Audit Capability Please describe your current source code Escrow options Escrow Options Salt Lake County Technical Requirements Questionnaire P a g e C- 6