REQUEST FOR PROPOSALS

(1)

REQUEST FOR PROPOSALS

MHA NATION DOT

P.O. Box 1693

New Town, ND 58763

(2)

Page 2 of 9

Name: GPS Tracking/AVL System

Introduction/ Overview

Purpose/Objective

The Mandan, Hidatsa and Arikara Nation (MHA Nation) Department of Transportation (MHA DOT) is soliciting sealed bids from qualified companies to establish a contract for a cloud based vehicle and equipment tracking system and/or Automatic Vehicle Location (AVL) services. The agreement shall be for the supply of Global Positioning System (GPS) hardware components for covered vehicles and the

provision of web- based (browser based) user friendly tracking and monitoring software and training. As used herein the term “covered vehicles” is defined as all trucks and commercial vehicles that are Tribal Employment Rights Office (TERO) or DOT certified who are transporting produced fluids, on or across Tribal lands, except those trucks that only travel on main County or State owned roads. Produced fluid is defined as any liquid that could be deemed hazardous and, in particular with fresh water excepted, requires any special licensing on Tribal, State, and Federal roads and oversight for transportation and disposal. The GPS system proposed shall offer a tracking system complete with the necessary reporting required to track and manage all covered vehicles.

If awarded, the contract will commence immediately after the contract is signed and filed by the MHA Nation DOT.

An award, if made, will be made to the best and responsible company whose proposal is most advantageous to the MHA Nation, taking into consideration all factors set forth in this RFP. The MHA Nation DOT reserves the right to use at its discretion other factors or criteria in the evaluation or selection of the proposals received.

Background

There are a large number of trucks providing services in the oil and gas industry on the Fort Berthold Reservation. The MHA Nation Business Committee passed Resolution No. 14-055-VJB on the 27th of March, 2014 which mandates all covered vehicles shall have GPS tracking in place by September 27, 2014. The purpose of Resolution No. 14-055-VJB is to provide for accurate and timely response to hazardous materials spills and incidents and improved accountability of drivers and owners of vehicles carrying hazardous materials on the Fort Berthold Reservation. The MHA Nation DOT will track and monitor these vehicles, which are owned and maintained by private companies, with GPS tracking hardware in order to collect and maintain information on these vehicles related to routes traveled and hazardous material incidents.

This vehicle tracking system will serve as the basis for better management of MHA law enforcement, environmental protection, TERO, and public safety operations as well as providing highly useful dynamic information about vehicles throughout the reservation for infrastructure planning purposes. Upon completion of this project, MHA DOT intends to the use the Automatic Vehicle Location (AVL) system for law enforcement, environmental protection, safety, planning, and improved data quality.

(4)

Page 4 of 9

Inquiries

All inquiries must be submitted in writing by Friday, June 27, 2014 at 4:00 p.m. central standard time. MHA DOT will respond to all questions by posting answers on the MHA DOT website by Wednesday, July 2, 2014. Questions must be submitted via email to Richard Hall [email protected] and Kelvin Lawrence [email protected]. Questions and answers will be posted on the MHA DOT website on an ongoing basis until Wednesday, July 2.

Do not mail your questions with the RFP name on the envelope to the MHA Nation DOT, the DOT may identify such envelope as a sealed proposal and may not open it until after the official RFP due date.

Method of Source Selection

The MHA Nation DOT will use the Competitive Sealed Proposals Method as source selection for this procurement. The MHA Nation DOT, as it deems necessary, may conduct discussions with individual contractors for information, lack of knowledge, fact-finding or for clarification to assure understanding of, and responsiveness to solicitation requirements.

Proposer Requirements/Qualifications

In order for a contractor to be considered by the MHA DOT, minimum qualification criteria must be met. For the purposes of this RFP, the successful candidate must:

 Have a minimum of three (3) years’ experience in the design and installation of GPS devices and fleet vehicle tracking systems. MHA DOT reserves the right to reject any bid where available evidence or other information does not satisfy MHA DOT that the bidder is qualified to carry out properly the terms and conditions of this RFP.

 Provide a list of three references for work of similar size and scope within the last three years. Please list: Company name, address, type of system installed and a contact name and email with each reference provided. The MHA Nation DOT will consider work on oil and gas industry trucks for environmental monitoring purposes to be a strong reference for this project.

 Provide a brief description of the company. This should include the length of time the company has been in business, company size, and resumes of key personnel assigned to provide services under this RFP. Also, include information on all 3rd party alliance or sub-contractors involved in this RFP.

 Provide in-depth training to MHA DOT personnel on the installation, removal and relocation of vehicle GPS mounted devices. Provide in depth training of administrators, end users and IT personnel on product software, hardware, updates, enhancements and any routine maintenance needed for the system. Training shall include instruction in programming, maintenance, repair, accessing and extracting data from all phases of the system hardware and software.

 Provide twenty-four (24) hour, seven days a week product, system and service support during the term of this agreement. Specify number of maintenance personnel assigned and/or available to respond to repairs/replacements within twenty-four (24) hours after receipt of call by MHA DOT.  Provide separate costs to purchase the system or lease the system. The two costs should list

(5)

Page 5 of 9

support. Also, list any exceptions in warranties and/or service agreements to the system if contractor trained MHA DOT personnel installs, removes or relocates the vehicle GPS units. MHA DOT intends to establish a three-year agreement for the most cost effective option based on proposals submitted.

 Provide separate costs for requiring truck owners to purchase or lease and install the GPS hardware compared to MHA DOT purchase or lease and installation.

 List separately any and all annual product software or hardware support fees and any activation or de-activation fees.

Scope of Work

The selected contractor will provide for, purchase or lease by MHA DOT, all needed parts, labor, materials, software and hardware as necessary to equip approximately 13,000 Covered Vehicles with a complete and functional fleet tracking system per conditions of this RFP which are an integral part of the bidding process. The system must be operational and functional in order to satisfy the requirements of this RFP and MHA DOT. Work to be completed by the contractor shall consist of or include:

1. The complete system installation of all necessary components of the new fleet tracking system with the necessary reporting to track and manage all Covered Vehicles. This includes all hardware, software, GPS units, devices and any and all electrical work, connections, wiring harness and mounting hardware necessary.

2. Provide training for AVL administrators, operators, IT and service personnel, including training documents. Training should also include MHA DOT personnel in the installation and removal of vehicle GPS units and any applicable sensors. The proposal shall include detailed information describing the manufacturer and model of all equipment to be provided.

3. All work shall be of professional quality and must meet or exceed all federal, state and local codes. All work must be satisfactory to MHA DOT and/or its assignees or designees.

4. Provide twenty-four (24) hour, seven days a week product, system and service support during the term of this agreement and have the availability to respond for repairs/replacements within twenty-four (24) hours after receipt of call by MHA DOT.

5. List any exceptions to the requirements of this RFP and reason for exception. If no exceptions are made, the contractor shall be held accountable for the entire contents of this RFP; and failure to do so will be reason for dismissal or termination of the agreement.

System Requirements

The system requirements of the AVL/Tracking System are major components and an integral part of this RFP. System requirements include software functionality (tracking, reporting and minimum software functions), Vehicle GPS units, and hardware and operating requirements. The GPS system proposed shall offer a tracking system complete with the necessary reporting required to track and Covered Vehicles to monitor hazardous materials spills and environmental protection law violations. The proposed system must also have the following capabilities:

(6)

Page 6 of 9

1. Provide for real time, current vehicle location to be displayed via a web-based (browser based) application. Reporting intervals shall be no greater than two (2) minutes.

2. Provide WEB based software acceptable 24/7 from any computer with internet access for tracking, reporting and viewing fleet status.

3. Support Google based Maps (Street, Satellite, Hybrid and Street, Google Earth 3D), Bing and other readily available maps for real time and historical location reporting and overlays.

4. Ability to spatially integrate with ESRI’s ArcGIS software and any future MHA DOT GIS mapping system. 5. Ability to generate printable basic or customized reports and the ability to export reports to Window based applications (Excel, Word, etc.) or standard comma delimited (.csv) format. Reports available shall include, but not be limited to: Activity Report, Speed Report, Idle Time Report, Stop Report, Speed Violation Report, Mileage Report, etc.

6. Ability to store and view data for historical tracking for a minimum of eighteen (18) months.

Software

The system shall provide a web-based (browser based) dashboard utility that reports and maps the Covered Vehicles with regard to location, speed, distance, mileage by geo-fence or geo-fences or as any area confined by MHA DOT’s system boundary. The system shall also have the capacity to store the data for later viewing and reporting. Included below are a minimum of software requirements:

1. Capability to track multiple vehicles

2. Capability to track current location and status of vehicle 3. Capability to add additional vehicles

4. Capability to set-up geo-fencing 5. Capability to add or remove landmarks 6. Capability to map multiple vehicles

7. Capability to track vehicles 24 hours, seven days a week 8. Capability to track speed and number of starts and stops 9. Capability to color code, group or change vehicle symbols

10. Capability to send email, text or cell phone alerts for preset condition(s) 11. Capability to group vehicles by department

12. Capability for administrative, viewing and end user privileges/features

13. Capability to store and view historical data for a minimum of eighteen (18) months

14. Ability to interface with sensors (PTO, bucket, boom, etc.) and vehicle engine computers through a data bus capability receiver.

15. Ability for historical auto-play features with active “bread crumb” displays 16. Customized access for multiple users

Vehicle GPS Receiver/Data Transmitter

The vehicle GPS units shall be sized to enable easy installation in automobiles, pickup trucks, and heavy duty equipment, such as bucket and line trucks. The units shall be concealed and have the capability of operating without an external antenna. The units shall be connected and operate by the vehicle’s 12-volt

(7)

Page 7 of 9 dc electrical system. The units must also:

1. Be equipped with a battery back-up allowing the transmitter to store locations without the vehicle’s system voltage.

2. Store vehicle position/coordinates for 10 hours in the event of lost coverage. 3. Report if ignition is on/off.

4. Include all wiring, adapters, connectors and wiring diagrams as needed. 5. Include all mounting hardware complete with brackets and instructions.

Technical Requirements

The system must support the following standards identified below:

1. Cloud-based data storage which is accessible via the browser-based user interface. 3. ESRI Integration (ArcSDE, ArcGIS, ArcGIS Server).

4. Browser-based, user interface for reporting, tracking and viewing. All activity tracking and spatially enabled shall be transferred real-time to a cloud based solution.

6. All data captured by the system shall have the ability to integrate with other relational databases residing on MHA DOT’s servers.

7. Desktop Applications.

Warranty

All warranties for products specified in this document shall start on the date the system is accepted by MHA DOT. The contractor shall warranty the system and all associated hardware, software, units, parts and labor for twelve (12) months from the accepted date.

Insurance

Prior to commencing work on the Contract, the Contractor shall furnish MHA DOT a certificate of insurance. The Contractor shall furnish and maintain during the project such public liability and property damage insurance as shall protect Contractor and any subcontractors performing work covered by the Contract from claims for damages by Workers Compensation Statute, and from claims for property

damages or personal injury which may arise from operations under this Contract, whether such operations are by Contractor or by a subcontractor or anyone directly or indirectly employed by either of them and the amounts of insurance shall be as follows:

A. Workers Compensation – $500,000.00 B. Comprehensive Public:

a. Liability – Personal Injury - $2,000,000.00 b. Property Damage - $2,000,000.00 C. Comprehensive Automobile:

a. Liability – Personal Injury - $1,000,000.00 b. Property Damage - $1,000,000.00

All insurance policies (or riders) required by this RFP and subsequent Contract shall be (i) taken out by Contractor and maintained with responsible insurance companies organized under the laws of one of the states of the United States and qualified to do business in the State of North Dakota, (ii) shall contain a

(8)

Page 8 of 9

provision that the insurer shall not cancel or revise coverage thereunder without giving written notice to Contractor as an insured party and to MHA DOT as an additional insured at least thirty (30) days before cancellation or revision becomes effective, (iii) shall name Contractor as an insured party and MHA DOT as an additional insured; (iv) shall be evidenced by a Certificate of Insurance listing MHA DOT as an additional insured which shall be filed with MHA DOT.

Collusion

The successful contractor may be required to provide an affidavit that he has not conspired with other potential suppliers in any manner to attempt to control competitive pricing. This paragraph does not however, preclude two or more suppliers of certain parts of the requirements of this RFP from presenting a combined or joint Offer for the purpose of providing a complete Offer.

Measure and Payment

Depending on the whether MHA DOT leases or outright purchases the system, payment will naturally vary. MHA DOT normal period of net thirty (30) days payment after receipt of invoice will be the norm following completion of work and satisfactory inspection and approval by MHA DOT.

Right to Reject or Cancel

The MHA Nation DOT reserves the right to reject any and all bids, in whole or in part, and to waive minor irregularities and informalities therein, and further reserves the right to award the contract in the best interest of the MHA Nation.

Incorporation into Contract

The MHA Nation DOT reserves the right to incorporate this RFP and the bidder’s response (or portions of either) into subsequent contract by reference or otherwise.

Licenses, Permits and Fees

The Contractor is responsible for furnishing all proper licenses, fees, and permits required by law to do business in the MHA Nation and State of North Dakota in completion of the requirements stated herein, including but not limited to the MHA Nation Tribal Employment Rights Office. All work shall be done in accordance with the latest building codes, fire codes, electrical codes and all tribal, state and federal laws relative to this project.

Indemnification

The contractor shall guarantee and certify by submitting a response to this solicitation that if successful, they shall indemnify and defend the Tribe against any and all claims or legal actions arising as a result of

(9)

Page 9 of 9

their performance of the contract, whether or not such claims relate to damages or alleged damages sustained by physical injury to contractors personnel, subcontractors, utility employees or other persons, or against any lawsuits arising from alleged or actual patent infringements, and shall hold MHA DOT, its various departments, employees, and any and all persons or entities acting on its behalf harmless from the same.

Obligation to Purchase

The MHA Nation DOT is not obligated to purchase products in the amounts listed. The actual quantities purchased may be greater or less than the data provided.

Delivery of Proposal

All proposals must be delivered by 3:00 p.m. local time on July 14, 2014: MHA Nation DOT

Attn: Richard Hall PO Box 1693

New Town, ND 58763

MHA Nation DOT will not accept any proposals received after 3:00 p.m. local time, July 14, 2014 and shall return such late proposals to the Contractor unopened.

Deliver proposal to the address listed above. List the Proposal Name (GPS Fleet Tracking/AVL System) on the outside of the box or envelope and note “Request for Proposal Enclosed.”

Proposals will be opened at a time determined in the best interest of MHA DOT. All proposals once opened shall be held firm until the award has been made. No proposals may be withdrawn for a period of ninety (90) days from the official opening thereof.

REQUEST FOR PROPOSALS