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For questions regarding this RFP please contact Justin Lovell, Management Analyst at
(650) 829-3895 or email at justin.lovell@ssf.net
Proposals are due by 3:00 PM, Thursday, August 8, 2013 via email to justin.lovell@ssf.net
Request for Proposals
The City of South San Francisco invites proposals from qualified vendors that possess
outstanding qualifications, experience and knowledge to provide fleet management system
software to replace the current JetFleet system. The specific services requested in this Request
for Proposals (RFP) are detailed in Section II Scope of Work.
Note: There will be an optional pre-bid conference call meeting at 10:00 am PDT
Time on July 17, 2013. Vendors are strongly encouraged to participate in this pre-
bid conference call.
The top two or more bidders will be invited to a give a two hour demonstration of the software
and proposal either live or remotely.
In the past the Fleet division has provided fleet maintenance services for other agencies. The
Fleet division may pursue additional contract opportunities in the future.
Invoices for parts and outside services are entered into and paid through the Citys finance
management system (Tyler Technologies Eden) to issue checks for payment. All purchase orders
are issued and all and invoices are paid through the finance system.
The Citys fleet fuels off site at commercial fueling locations using a cardlock system with
Flyers Energy. The cardlock data is downloaded from the Flyers website and imported into
JetFleet twice a month. Fire apparatus and off-road diesel vehicles fuel at bulk fuel sites located
at the fire stations or the corporation yard. Bulk fuel data is recorded through written logs and
manually entered into JetFleet. The City is in the process of purchasing a bulk fuel management
system (FuelMaster AIM2) which should be implemented by October 2013.
The Fleet division operates as an internal service fund. On a quarterly basis the administrative
assistant prints reports and totals charges by department to be entered into the Citys finance
system to charge departments for its maintenance, repairs, and fuel. Starting in July 2013 the
division will no longer manually create quarterly reports. The Citys Finance department will
charge departments monthly based on budget. The budget for each department is based on prior
twelve months dollar value of work orders.
The current system has 5 users including the following positions and duties:
(1) Lead Mechanic work order sign off, parts, mechanic scheduling, reports
(1) Public Works Program Manager reports, life cycle analysis, vehicle and
It is estimated that there will be up to 10 end users in the new fleet management system.
C. TECHNOLOGY STANDARDS
The following technology standards are in place with the City and it is expected that the new
fleet management system software will be compatible with these standards:
D. PROJECT DRIVERS
The City of South San Francisco has examined its current fleet operations and has identified
fundamental considerations that are driving it to focus on replacing its current fleet management
system:
The current system is outdated, it is essentially operating in the same configuration as
when the system was purchased in 1992
An effort go paperless and reduce redundant data entry
Improve vehicle and equipment life-cycle analysis
Assist the garage in scheduling preventative maintenance
Facilitate inventory control
Adopt newer technology
This RFP Scope of Work is only for the installation, implementation, and training of the fleet
management software solution as outlined below. The City is not seeking data conversion
services for work orders. The City may consider a review of current business practices as part of
this RFP.
A. GENERAL REQUIREMENTS
The City of South San Francisco intends to acquire and implement a fleet management solution
that will meet present and future needs. The system provider must specify all required hardware,
software and professional services offered for the proposal. The City will separately purchase
any required hardware (i.e. computers, tablets, bar code scanners, bar code printers).
B. SOFTWARE FEATURES
Exhibit A provides a table that depicts the features, components and technical requirements
identified in the scope for this proposal. The City is considering either web-based software or
The proposal response must discuss the project management services that will be offered. The
City only desires project management to assist in implementation, go-live, and post go-live
services.
The City of South San Francisco requires that each bidder prepare a detailed implementation
plan outlining the required tasks, estimated hours, responsibility, major deliverables and timing.
This plan should also outline technical support and training as part of implementation.
The City is in the process if purchasing FuelMaster AIM2 system. The fleet management
software should be able to interface with FuelMaster software. The Fuelmaster system should be
installed by October 2013.
Additionally, fleet software should be able to create an output file from the parts inventory to
upload batch invoices or purchase orders in the Citys financial system, Tyler Technology Eden.
File specifications are available upon request.
A. GENERAL REQUIREMENTS
The City of South San Francisco requires a not-to-exceed, billed as incurred price contract.
The vendor is expected to complete the work at or below the negotiated price.
B. QUESTIONS
Questions may be directed via email to justin.lovell@ssf.net. Deadlines to submit questions will
be July 19, 2013. An FAQ response will be issued by July 29, 2013.
C. PRE-BID CONFERENCE
There will be an optional pre-bid conference on July 17 at 10am PDT. To obtain the call number,
send an email to Justin Lovell at justin.lovell@ssf.net by July 15, 2013.
D. SUBMISSION OF PROPOSALS
1. Your completed response must be received no later than 3:00pm PDT, August 8, 2013,
via email to justin.lovell@ssf.net
2. Information must be furnished complete, in compliance with the terms, conditions,
provisions and specifications of the Request for Proposals.
3. Must contain signature of authorized contact on the cover page.
4. The City reserves the right to declare as non-responsive and reject any proposal in which
material information requested is not furnished or where there are indirect or incomplete
answers.
5. Proposals shall be for the total net price including all applicable taxes, shipping and
charges.
6. Optional pre-bid telephone conference will be held on July 17, 2013 at 10:00am PDT.
E. CONTRACT
Contract terms will be negotiated between the City and the successful bidder. At a minimum the
City requires the workers compensation insurance, $1,000,000 commercial liability and
$1,000,000 automobile coverage. Submit a copy of the company standard contract as part of the
proposal. Exhibit B is a standard City agreement.
The Citys IT department will manage the contract and all billing related to this RFP.
G. AWARD
1. The City of South San Francisco reserves the right to reject any and all proposals, to
waive any informality in the proposals, and to accept the proposal that appears to be in
H. CITY CONTACT
Doug Hollis
Director of IT
400 Grand Ave
South San Francisco, CA 94080
doug.hollis@ssf.net
I. USER CONTACTS
Justin Lovell
Management Analyst
550 N. Canal St
South San Francisco, CA 94080
650-829-3895
justin.lovell@ssf.net
Dave Bockhaus
Public Works Program Manager
650-877-8550
dave.bockhaus@ssf.net
J. ESTIMATED SCHEDULE
Item Date
RFP Issue Date July 8, 2013
Pre-Bid Telephone Conference July 17, 2013
Final Date for Written Questions July 19, 2013
City Responses to written questions July 29, 2013
Proposals Due August 8, 2013
Evaluation and Short List Selection August 12, 2013
The City of South San Francisco will evaluate all proposals deemed responsive to this request by
an evaluation panel selected by the City.
The intention of the City is to procure a functionally complete and cost-effective Fleet
Management system. Responses to this RFP will be evaluated and scored according to the
following criteria:
The top two or more bidders will be asked to provide a software demonstration, either in-person
or remotely to City staff. The City will not be responsible for any costs incurred for providing the
demonstration.
A. COVER PAGE
The bidder will provide a cover page indicating your submission to the RFP. Include the
company name, company representative name, title, contact information, and signature of
contact person responsible for the RFP submissions.
F. COST PROPOSAL
Provide a total cost proposal that includes:
Software purchase
Systems interfaces
Project management, implementation services (hours, price per hour, travel expenses)
Annual maintenance/licensing
Sales Tax (9%)
Total Price
G. CLIENT REFERENCES
Provide a list of five references from municipal clients. Include contact name, phone number and
agency.
Below are the basic features the City would like in a fleet management system. There may be
additional features not listed that the vendor could provide.
These terms and conditions govern the purchase of materials, supplies, and/or equipment, including any related
installation, training, and/or minor services and repairs described in this Purchase Agreement (Purchase
Agreement) by ______ (Vendor) for the City of South San Francisco (City). Vendor and City are
collectively referred to in this Purchase Agreement as the Parties. If the Vendor selects subcontractors to
execute a portion the terms of this Purchase Agreement, that subcontractor is an agent of the Vendor, and is
hereby included by reference as the Vendor.
1. Time of Performance. This Purchase Agreement shall commence effective _____, 2013, and shall end
when Vendor has provided to the City the Products and Services described in this Purchase Agreement, and
in Exhibit A. The equipment and products listed in Exhibit A must be delivered by ______, 2013. The
installation and other services set forth in Exhibit A must be completed by _______, 2013. In the event
that any of the terms of Exhibit A conflict with this Purchase Agreement, the terms of the Purchase
Agreement shall prevail.
2. Description of Goods. Vendor shall perform everything required to be performed and shall provide and
furnish to City with _____________________[description of Products] and shall complete delivery F.O.B.
to the City of South San Francisco on or before ___[no.] days from the date of this Purchase Agreement in
strict accordance with the specifications as established by this Purchase Agreement and exhibits, which
specifications are incorporated herein and made part of this Purchase Agreement.
3. Description of Purchase. The City hereby agrees to pay Vendor for the Products and/or Services with a not
to exceed amount. The total compensation for Products and/or Services performed under this Purchase
Agreement is not to exceed ___________ ($.00).
The City shall pay Vendor invoices for Products and/or Services actually delivered in accordance with this
Purchase Agreement. To be eligible for payment, Vendor invoices must itemize the Products and/or
Services delivered and the corresponding prices in accordance with this Purchase Agreement. Payment of
Vendor invoices does not constitute acceptance of Products and/or Services delivered. Prices of Products
and/or Services delivered that are not in accordance with this Purchase Agreement are subject to
adjustment. In no event will the prices of Products and/or Services delivered exceed that specified on this
Purchase Agreement. Payments shall be subject to adjustment for defects in quality or failure of Vendor to
meet terms and conditions herein and in Exhibit A. Such adjustments shall be equal to 100% of Citys
costs to correct such defects or Vendors failure to meet Purchase Agreement requirements.
4. Taxes. Vendor shall pay all applicable federal, state and local taxes, which may be chargeable against the
delivery of the Products and/or Services listed herein.
5. General Warranties and Product Compliance. Vendor warrants that: (A) All Products and/or Services are
as described on this Purchase Agreement conform to all drawings, samples, descriptions and specifications;
(B) All Products and/or Services delivered are new and of good merchantable quality, free from material
defects of workmanship and fit for the purpose for which sold or provided; (C) Vendor has good title to all
Products delivered and all Products delivered are free from liens and other encumbrances; and (D) Vendor's
delivery and installation of the Products and/or Services will be in strict conformity with all applicable
local, state, and federal laws. For purposes of this warranty, any parts not meeting the foregoing quality
shall be deemed defective. The foregoing warranty provisions shall also be applicable to equipment or
materials provided by a third party entity to Vendor via this Purchase Agreement.
Vendor also expressly warrants and guarantees, for [insert number of years] that the Products and/or
Services furnished by it to City shall be free from breakage or defects of material and workmanship under
normal use, service and maintenance from the date of acceptance of the City, and expressly agrees to repair
6. Damage to City Facilities. Damage to City or public facilities or private property caused by the Vendor or
by its subcontractors during delivery or installation shall be repaired and/or replaced in kind at no cost to
the City.
7. Site Safety and Cleanup. The delivery and installation site shall be kept clean and free of hazards at all
times during installation. After installation is completed at the site, Vendor shall clean the surrounding area
to the condition prior to installation.
8. Final Inspection and Work Acceptance. Finished installation work and/or equipment shall be subject to
final inspection and acceptance or rejection by the City.
9. Indemnity. To the fullest extent permitted by law, Vendor shall indemnify, defend (with counsel
acceptable to the City), and hold harmless the City and its elected and appointed officers, officials,
employees, agents, contractors and consultants (collectively, the City Indemnitees) from and against any
and all liability, loss, damage, claims, expenses and costs (including, without limitation, attorneys fees and
costs of litigation) (collectively, Liability) of every nature arising out of or in connection with the
delivery and installation of the Products and/or Services described on this Purchase Agreement or Vendors
failure to comply with this Purchase Agreement, except such Liability caused by the gross negligence or
willful misconduct of the City Indemnitees.
10. Insurance. Before beginning any work installation work under this Purchase Agreement, Vendor, at its
own cost and expense, shall procure the types and amounts of insurance listed below:
Workers Compensation. The Statutory Workers Compensation Insurance and Employers Liability
Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per
accident.
Commercial General and Automobile Liability Insurance. Vendor is required to carry automobile liability
insurance in an amount of not less than $1,000,000.00 per occurrence. Vendor shall maintain commercial
general liability insurance in an amount of not less than $1,000,000.00 per occurrence. The City Risk
Manager may approve a variation in the foregoing insurance requirements. A valid and executed approval
by Risk Manager must accompany this Purchase Agreement for a variation to be binding.
12. Termination. In addition to all other legal and equitable rights of the City, the City may terminate this
Purchase Agreement upon notice to the Vendor. If the City terminates this Purchase Agreement, the City
will pay the Vendor for Products and/or Services accepted in accordance with this Purchase Agreement prior
to the date of termination.
13. Prevailing Party. In the event that either party to this Purchase Agreement commences any legal action or
proceeding (including but not limited to arbitration) to interpret the terms of this Purchase Agreement, the
prevailing party in such a proceeding shall be entitled to recover its reasonable attorneys fees associated
with that legal action or proceeding.
14. Assignment, Governing Law. The Vendor may not assign any of Vendor's obligations under this Purchase
Agreement without the Citys prior written approval. This Purchase Agreement is governed by California
law. The jurisdiction for any litigation arising from this Purchase Agreement shall be in the state of
15. Modification. This Purchase Agreement may only be modified by a writing signed by authorized
representatives of the Vendor and the City.
16. Severability. If any portion of this Purchase Agreement is held invalid, the Parties agree that such invalidity
shall not affect the validity of the remaining portions of this Purchase Agreement.
By:___________________________ By:___________________________
[Name], Authorized Rep Barry Nagel, City Manager
__________________________ ____________________________
City Attorney City Clerk