!
9 Pages July 18, 2013 TO: PROSPECTIVE PROPOSERS
RE: RFPNO.266–FLEET MANAGEMENT SOLUTIONS
ADDENDUM 1–CITYRESPONSE TO QUESTIONS AND REQUESTS FOR CLARIFICATION
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 (www.yonkersny.gov) and the Empire State Purchasing Group System (http://www.empirestatebidsystem.com/).
THE RFP DUE DATE IS EXTENDED TO WEDNESDAY, JULY 31, 2013 AT 2 PM RFP-266 ADDENDUM #1 – ACKNOWLEDGEMENT
Proposer: _____________________________________________________________________ Address: ______________________________________________________________________
Representative: _________________________________ Title: __________________________
Signature: ____________________________________________________________________ E-mail: _______________________________________________________________________
Date: __________________Telephone: ____________________ Fax: _____________________
! " # ! $%&
'% ! ( )*
* $%+%$
,-$'./++01%/2 34,-$'./++01%/&
1) Please elaborate on the aspects that are fundamentally important to this solution and the ones that are not essential. Please also confirm if there are additional details that the summary misses that you would like.
ANSWER: See page 2 of RFP—all the project components are fundamentally important—they are listed in priority order.
2) Fuel Management System; Used to maintain, control and monitor fuel consumption and stock; are there any additional aspects or attributes needed? What is currently in place to deal with this? what would the ideal solution look like?
ANSWER: The RFP describes what is currently in place. The purpose of the RFP is to allow Vendors to propose their unique solutions to accomplish the City’s objectives.
3) Vehicle Tracking Solution (Automatic Vehicle Location “AVL”); Please confirm aspects that are fundamentally important here.
ANSWER: See page 16, paragraph (2) of the RFP.
A) Stolen vehicle recovery/ Surveillance: Both consumer and commercial vehicles can be outfitted with RF or GPS units to allow police to do tracking and recovery. In the case of LoJack, the police can activate the tracking unit in the vehicle directly and follow tracking signals. Or would you rather track the driver, A tracker may be placed on a vehicle to follow the vehicle's movements?
ANSWER: The City is interested in tracking the vehicle.
B) Fleet management: When managing a fleet of vehicles, knowing the real-time location of all drivers allows management to meet customer needs more efficiently. Whether it is delivery, service or other multi-vehicle enterprises, drivers now only need a mobile phone with telephony or Internet connection to be
inexpensively tracked by and dispatched efficiently, would a cellular based real time solution be sufficient? If so what carrier are you using?
ANSWER: A cellular based real time solution is not acceptable.
C) Asset tracking: Companies needing to track valuable assets for insurance or other monitoring purposes can now plot the real-time asset location on a map and closely monitor movement and operating status. Is there a current platform used for tracking assets? Work orders via computerized system? What kind of accounting system would we need to integrate with or would this system be stand alone?
ANSWER: At this time there is not a current platform for tracking assets. However, the City is exploring various applications.
D) Field service management: Companies with a field service workforce for services such as repair or maintenance, must be able to plan field workers’ time, schedule subsequent customer visits and be able to operate these departments efficiently. Vehicle tracking allows companies to quickly locate a field engineer and dispatch the closest one to meet a new customer request or provide site arrival information. how important is this?
E) Field sales: Mobile sales professionals can access real-time locations. For example, in unfamiliar areas, they can locate themselves as well as customers and prospects, get driving directions and add nearby last-minute appointments to itineraries. Benefits include increased productivity, reduced driving time and increased time spent with customers and prospects.IS there any aspect of payment collection needed? Do any activities involve fines or invoicing of individuals?
ANSWER: This is not in the scope of this RFP.
F) Trailer tracking: Logistics companies often operate trucks with detachable load carrying units. The part of the vehicle that drives the load is known as the cab and the load carrying unit is known as the trailer. There are different types of trailer used for different applications, e.g., flat bed, refrigerated, curtainsider, box container. Is there a need to track detachable assets or are most assets fixed?
ANSWER: No need to track detachable assets.
G) Transit tracking: This is the temporary tracking of assets or cargoes from one point to another. Users will ensure that the assets do not stop on route or do a U-Turn in order to ensure the security of the assets. Does the city of Yonkers have temporary assets that it would like to track ie the need to manually enter assets and assign them some kind of an id rapidly? Do your currently use barcoding or RFID? If so what kind of identifier do you use in terms of the number of characters or how it references the asset?
ANSWER: This is not in the scope of this RFP.
H) Fuel Monitoring: This is another important usage of vehicle tracking to monitor the fuel through
tracking device. What is the current strategy that is being used to deal with this? Are there any significant signs of shrinkage and or theft that is occurring? How does your accounting system currently deal with this? Where does fueling take place mainly? How many drivers and vehicles do you have all together?
ANSWER: We are not interested in tracking fuel usage through the tracking device. The fuel management system will accomplish this task.
I) Distance Calculation: This is an important usage of vehicle tracking to calculate the distance travel by the fleet. Do you currently have a routing software that is being used? How important is this aspect?
ANSWER: The City is not using routing software at this time. This aspect would appear useful. Vendors may propose this application as an option.
4) Vehicle Maintenance Record System; What needs to be included here besides? Descriptions of your vehicles, including year, make, model and registration data. General maintenance history.
Preventive maintenance and repair tracking for your entire fleet. Tracking of fuel purchases and statistics.
Photos of your vehicles and/or equipment.tire inventory.
ANSWER: The City is also interested in tracking parts and labor costs and having reminders for preventive maintenance and registration.
5) Fuel Pump Replacement (the “Project Components”)
How do you currently deal with this? Is there an ideal method or business process you would like for this? In terms of hardware selection what is the ideal device? In cab solution that is embedded into he truck or something that can be carried around in a handheld fashion?
ANSWER: This is the purpose of the RFP—The City is looking for the vendors’ unique solutions.
6) On page 16, in section 3 paragraph C, your RFP references exporting to an “Asset Management System.” A) What is the name of your current Asset Management System?
B) Is your current Asset Management System the system you desire to export to?
C) If you will be implementing a new Asset Management System, what is the name of that System?
ANSWER: The City does not have a current Asset Management System; however, we are exploring various applications.
7) Referring to page 16, section 3, paragraph (d): Is the ability to track Uni-Select parts orders and status expected to occur via integration with whichever system Uni-Select uses to manage parts orders or would Uni-Select staff manually enter this data in the Fleet Management System?
ANSWER: The City would expect to export the file to the Vehicle Maintenance Record System.
8) On page 32, Attachment D, Column “Other Mowers, Chippers Motorcycles”. Of the 138 assets in that category:
A) How many assets are: Active Parents with an original Acquire Cost greater than $5000.00?
B) How many assets are: Active Parents with an original Acquire Cost less than $5000.00; or any asset that you would only manage (i.e. you do not maintain but sell them fuel)?
ANSWER: These questions are not relevant to this RFP.
9) On page 13, Item I. Performance Bond/Payment Bond. Is the City open to other options other than performance and/or payment bonds?
ANSWER: The City would consider certified check or irrevocable letter of credit.
10)On page 16, Section A., Project Component Description Item 1C: Do you require an integration with the Veeder-Root TLS 350? If so, please describe.
ANSWER: Yes, if the proposal includes keeping the current Veeder-Root system. No, if the proposal includes replacement.
11)On page 16 of 49 item 3(c) “The system needs to have a Work Order system with the ability to export to Asset Management systems through industry-standard APIs.”
A) What asset management system do you expect to export the data to? We are under the impression that this RFP asks for the purchase of an Asset maintenance system that will consist of a work order system, plus inventory, therefore what other systems would this work order system have to interface with?
ANSWER: The City does not have a current Asset Management System. The system would have to use API’s to interface with industry standard Asset Management Systems used by other municipalities.
B) Would the city expect the vendor to convert data from existing City files of repair history or would the city expect to populate the new Work Order system with vehicle repair data starting day 1? Is the vendor required to handle data conversion and if so, what format is the existing data in?
ANSWER: The City would want the fuel data converted and expect to start fresh on day one. Vendors are encouraged to price both options.
12) Page 16, section 3, paragraph b: What is the makeup of your fleet maintenance department? # of shops?, # of techs?, # of Departments Supported, % of work outsourced to 3rd part Vendors
ANSWER: The City has 4 shops, 25 technicians, 24 departments, and approximately 10% of the work is outsourced.
13) Page 16, section 3, paragraph a: Does the city currently use a fleet management software and if so which solution?
ANSWER: The City currently uses a proprietary system from Old Road Software Inc.
14) Page 16, section 3, paragraph a: Will the city require any data conversion as part of this project? If so will sample database files be provided for review?
ANSWER: Other than fuel data, the City is not anticipating any data conversion. Sample files are not
available for review.
15) Page 16, section 3, paragraph a: Will the cities IT department be involved in the project? If yes does your city support solutions on Window’s platform?
ANSWER: The City IT department is involved in the project and yes, supports solutions on Window’s
platform.
16) Page 16, section 3, paragraph a: How many people by role will be required to be trained? Techs, Supervisors, IT, Finance, Parts etc.
ANSWER: Approximately 3 IT, 6 DPW supervisors, 3-4 DPW managers, and 1 Budget.
17) Page 16, section 3, paragraph a: How many functional users for the system? How many concurrent users required for daily operations?
ANSWER: Approximately 12 functional users and 7-8 concurrent users.
18) Page 16, section 3, paragraph a: Do all the shops have Windows computers & network connections back to a centralized server?
ANSWER: Yes.
19) Page 16, section 3, paragraph c: What system will need the fleet management system to be interfaced with?
20) Page 16, section 3, paragraph d: Does the Uni-Select solution have an available API available? Will this information be available in order to response to the RFP accurately?
ANSWER: Uni-Select has integrated with many different software platforms and is willing to pay the cost of
integration if they don’t have it already.
21) Page 16, section 3, paragraph e: What are the requirements for interfacing with the GPS & GIS solutions?
ANSWER: The City uses ESRI and is looking at GPRS for the future.
22) Page 16, section 3, paragraph e: What GPS and GIS solutions are currently being used? Is the city planning on continuing use of these solutions after the award and implementation?
ANSWER: Currently ESRI and continuing with ESRI after implementation.
23) Page 16, section 3, paragraph a:
Does the city use a chargeback system to departments? ANSWER: Yes.
If yes does the city utilize specific GL codes by department? ANSWER: Yes.
24) Page 16, section 3, paragraph a: Are there any other systems not mentioned in the RFP that the fleet management software needs to interface with? ANSWER: Yes, Oracle EBS v.12.
25) Page 16, section 3, paragraph a: Does the city utilize a motor pool of vehicles?
ANSWER: Yes, approximately 25 vehicles.
26) Page 36, Attachment G, paragraph A-D: For clarification purposes- this section is regarding business dealings in Northern Ireland? ANSWER: Yes
27) Page 36, section B, paragraphs 1, 2, 4, 7,& 8: we comply with all EOE laws. The following paragraphs are referencing religious groups, is this correct? ANSWER: Yes
28) Section 2b of the SOW requires the AVL solution to transmit via satellite, General Packet Radio Service (“GPRS”), Short Message Service (“SMS”), or Radio Frequency (“RF”), or in combination, from the vehicles to a base station or AVL server. Can you confirm also that CDMA solutions are acceptable?
ANSWER: CDMA solutions are not acceptable.
29) Does the City have any specific expectations about deploying the AVL solution in terms of the quantity of vehicles on which it will be deployed in a specific time frame? i.e. 300 vehicles within six months of
contract? Or will the City move ahead with outfitting all vehicles immediately?
ANSWER: The City anticipates a phased approach depending on cost and budgetary constraints. Vendors
30) Section 3d of the SOW documents requirements for tracking parts with Uni-Select. Is there any requirement to integrate with systems maintained by Uni-Select or is this strictly a functional requirement to track the stock status and order status? Will Uni-Select employees use the Vehicle Maintenance system?
ANSWER: There is no requirement to integrate with the Uni-Select systems. Uni-Select employees will not use the City’s Vehicle Maintenance System.
31) Specifications says the ability to read the current employee ID RFID card is preferred. Can you please supply the manufacturer and model number of these cards.
ANSWER: HID ISOProx, 26-35 bit.
32) Can the City of Yonkers obtain Veeder Root ethernet cards from their current service provider so that all bidders can assume all Veeder Roots are on the network for communication back to the reporting software?
ANSWER: No.
33) Can all bidders assume that the City of Yonkers will provide a ethernet connection at all fire stations and police departments at the fuel island?
ANSWER: Yes, at the Police and Fire buildings, not at the fuel islands.
34) During the site inspections it was noted that the dispensers/pumps at the locations do not look that old or in that bad of shape. What is the reason for replacement? Does the City of Yonkers have any preference to type of dispenser/pumps?
ANSWER: The reason for replacement is to update to current technology and eliminate backward compatibility. The City has no preference to type—that is the reason for the RFP, so that Vendors may propose their unique solutions.
35) The RFP states " The system must be backward compatible to allow the use of existing Vehicle Identification Units(VIU’s). " Does Yonkers currently have VIU's in place? If yes, how many?
ANSWER: Disregard this statement, the City does not have VIU’s in place.
36) How many new VIU or equivalent does Yonkers want included as part of the base bid? If zero, where should we reflect the unit cost for these items so that the City of Yonkers can do a total cost comparison between vendors?
ANSWER: See answer to question 35.
37) Does the City of Yonkers want these units from item 36 above to be quoted installed or will the City of Yonkers utilize their own mechanics to perform the installations.
38) If the City of Yonkers answers "zero" to question 36 above, does the City want the Island Controllers to have the RFID boards and software installed or merely be capable of this feature in the future?
Does the City of Yonkers want nozzle tags installed or delivered as part of this RFP?
ANSWER: Yes, the City wants the island controllers to have RFID boards and software installed. Yes, the City wants nozzle tags installed if that is part of your proposed solution.
39) What update rates in terms of vehicle positions is the city looking for and/or will these be different per vehicle type?
ANSWER: The City would prefer recording every 15 seconds and data updates every 2 minutes.
40) Can the table in Attachment D (page 32) be broken down in terms of which vehicles/items in the mower, chippers, motorcycles' provide power a power source (to power the GPS tracker)?
ANSWER: The Police motorcycles have a power source. All the other items do not have a power source..
41) Can you please tell me how many GPS units you are looking for in the RFP, it states that there are 1200 to be tracked but they will be phased in over time. Does that mean you still want to quote the 1200 units?
ANSWER: Yes, quote 1200 units and provide price/quantity options for phasing.
42) How many RFID units are you looking to have quoted?
ANSWER: Approximately 300.
43) Can the electrical contractor and plumber be certified in NY or do they have to be in the City of Yonkers or West Chester County certification satisfy requirements?
ANSWER: 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. 914-995-2657; Fax 914-995-3092; Email: [email protected].
The Westchester County Master Plumbing and Electrician licensing database can be viewed at:
http://www.westchestergov.com/elecplumb/MPL.asp?Sort_Type=ASC&Sort_By=Company&Sort_By2=LNa me,FName,LicenseNum&Sort_Stage=E&Temp_Stage=B.
44) Is this prevailing wage and if so what is the classification (Plumber, Electrician)
ANSWER: If any 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. A NYSDOL Prevailing Wage Rate Case Number has been assigned to this project.
The PRC case number is # 2013006341.
To access the prevailing wage rate schedule for this project, enter the PRC number at the following New York State Dept. of Labor webpage: http://wpp.labor.state.ny.us/wpp/showFindProject.do?method=showIt
Complete NYSDOL requirements can be viewed at
http://www.labor.state.ny.us/workerprotection/publicwork/PWContents.shtm
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 the resultant contract is $250,000 or more, the Contractor must certify that every worker employed for this project 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.
45) VIU’s it says about backwards compatible, how many units do you currently have? This would eliminate every other vendor besides your current vendor, do you realize this?
