HomeMy WebLinkAboutRFP - 7252 FLEET MANAGEMENT SOFTWARE (2)City
Financial Services
of
PPurchasing Division
215 N. Mason St. 2n° Floor
Fort
Collins
POO Box Box 580
Fort Collins, CO 80522
970.221.6775 ,
Purchasing ry
970.221.6707
fcgov.com/purchasing
REQUEST FOR PROPOSAL
7252 Fleet Management Software
The City of Fort Collins is requesting proposals from qualified firms for Fleet
Management Software per the requirements listed in the attached scope of work.
Written proposals, five (5) copies, will be received at the City of Fort Collins' Purchasing
Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be
received before 2:30 p.m. (our clock), July 25, 2011 and referenced as Proposal No. 7252.
If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado
80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager, Tracy
Ochsner at (970) 221-6061 or tochsner(g)fcgov.com.
Questions regarding bid submittal or process should be directed to James R. Hume, CPPO,
Senior Buyer, at (970) 221- or ihume(a)fcgov.com.
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the BuySpeed Webpage,
www.fcqov.com/eprocuremen t
The City of Fort Collins is subject to public information laws, which permit access to most
records and documents. Proprietary information in your response must be clearly identified and
will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in
their entirety. Information considered proprietary is limited to material treated as confidential in
the normal conduct of business, trade secrets, discount information, and individual product or
service pricing. Summary price information may not be designated as proprietary as such
information may be carried forward into other public documents. All provisions of any contract
resulting from this request for proposal will be public information.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill ll, CPPO, FNIGP
Director of Purchasing & Risk Management
RFP 7252 Fleet Management Software Page 1 of 24
M. Data Conversion
1. Provide a breakout cost for a high level data conversion. This is an extremely important
component. Describe how a typical data conversion is handled and provide a cost for a
very thorough conversion
2. Conversion must include all work order history, including job code equivalents and parts
and labor issued to the Asset
a - Part history including pricing
b - Fuel transaction history
c - Limited Motor Pool history
d - Vendor Information
3. We expect to be able to query any information just as though we have been using your
system since 1996. Before 1996, all asset and part data is lumped into a single year in
our current system.
N: Technical Support and User Groups
Provide the following information in your proposal:
1. Annual Maintenance Support Costs and how calculated
2. Support hours of operation and toll free phone numbers
3. Number of staff dedicated to software support
4. Number of support phone lines
5. Is remote access available for trouble shooting and diagnostics?
6. Do you have an FTP site or customer Web site?
7. User group and frequency of meetings, conference locations and fees, if any
8. Newsletter or other communication materials
O: Software and Hardware Specifications
Provide the following information in your proposal:
1. What database engine is currently supported by your product? And what version?
2. What are the Data Storage Requirements for your product?
3. Is there an Application Server required for your software?
4. Can your server software work in a virtual environment?
5. Does your solution integrate with Microsoft Windows Active Directory?
P: Training and Educational Opportunities
Provide the following information in your proposal:
RFP 7252 Fleet Management Software Page 10 of 24
1. How do you handle training opportunities?
2. Is there generally a cost?
3. Provide detailed example of training agenda for each day of training. Include definition
of types of employees to attend each training session
4. What is planned for follow-up training (one — two months after live operations)?
5. Will your staff be on site during the go -live period for the new software?
Q: Specific Reports and Functionality for Proposal or Demo
Please provide these specific Reports in Your proposal:
Preventative Maintenance report which includes unit number, estimated date due,
mileage when done last, and mileage when due.
2. Asset Status Report — List vehicles in the shop and those available for use.
3. Downtime (uptime) report for a specific location and/or a group of vehicles
4. 3-year average of Maintenance Cost per mile/hour excluding visit reasons like accident
or damage work orders grouped by like vehicle classes
5. List alternative fuel vehicles by product
6. Percent of preventative maintenance performed within 10% of due date
7. Average miles/hours that a PM was overdue for a group of vehicles
8. Fuel Use by unit — grouped by Department for a specified time frame
9. Number of road calls and downtime for the Unit needing repair
10. Number of open maintenance work orders on a specific day
11. Average duration of open work orders
12. Number of comebacks each month
13. Number of breakdowns each month
14. Total mileage between breakdowns on a specific unit
15. Exception reports that highlight all units that exceed high and low values (set by class)
for usage, maintenance cost per mile/hours, and miles/hours per gallon
16. Corrective maintenance vs. preventative maintenance or unscheduled vs. scheduled
17. Total labor hours spent on preventative maintenance vs. total labor hours
18. Maintenance labor hours backlogged (or number of jobs waiting to be repaired)
19. Preventative Maintenance compliance report
20. Average repair time
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21. Total and/or average time waiting for parts
22. Mechanic to vehicle/equipment ratio
23. Daily labor reports by employee (direct and indirect hours)
Section 4.0: Submittals and Pricing
** NOTE: In order to facilitate evaluations, proposals must address Fleet Management
Software requirements in the same order as presented in the RFP, above.
Proposals must provide pricing to cover the following items:
1. Software system as set forth in the RFP
2. Data conversion costs, as requested
3. Technical support costs
4. Cost associated with training and education
5. Touch screen devices for sixteen mechanics
6. Other pricing, if needed
7. Response to Exhibit A (attached)
RFP 7252 Fleet Management Software Page 12 of 24
Section 5.0: Evaluation
5.1 Evaluation and Assessment of Proposal
An evaluation committee shall rank the interested firms based on their written proposals using
the ranking system set forth below. Firms shall be evaluated on the following criteria.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an
outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the
qualification.
Weighting
Qualification
Standard
Factor
1.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used, and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will work on the contract have
the necessary skills? Are sufficient people of the
requisite skills assigned to the contract?
1.0
Availability
Can the work be completed in the time frame
required? Is the project team available to attend
meetings during product implementation?
1.0
Motivation
Is the firm interested and ready to invest the effort
needed for successful project completion?
3.0
Cost and Work
Do the proposed cost and work hours compare
Hours
favorably with the Project Manager's estimate? Are
the work hours presented reasonable for the effort
required in each project task or phase?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Have the firm done
previous projects of this type and scope?
5.2 Reference Evaluation (Top -ranked firms)
The Project Managers will check references using the following criteria. The evaluation
rankings
will be labeled Satisfactory or Unsatisfactory.
5.3 Qualification and Standard
a. Overall Performance - Would you hire this company again?
b. Timetable - Was the original Scope of Work completed within the specified time?
Were interim deadlines met in a timely manner?
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C. Completeness - Was the company responsive to client needs; did the company
anticipate problems? Were problems solved quickly and effectively?
d. Budget - Was the original Scope of Work completed within the project budget?
e. Job Knowledge - Did company personnel exhibit the knowledge and skills
necessary for the efficient completion of the Scope of Work?
Section 6.0: Proposal Acceptance
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
RFP 7252 Fleet Management Software Page 14 of 24
Exhibit A: Sample Software License and Software Maintenance Agreements
*** Firm's must indicate whether or not the attached agreements are acceptable or
not. If the agreements are acceptable with minor modifications, include those
proposed modifications on a separate sheet.
SOFTWARE LICENSE AGREEMENT
This Software License Agreement ("Agreement") is entered in to between THE CITY OF
FORT COLLINS, COLORADO, a municipal corporation ("City") and
hereinafter ("Company"), and shall be effective on the date signed by the City.
Definitions
a. Software. The term "Software" shall mean the computer program in object
code and source code and the user manuals described in the specifications set forth in
Exhibit "A," Statement of Work. The term "Software" includes any corrections, bug fixes,
enhancements, updates or other modifications, including custom modifications, to such
computer program and user manuals.
b. Certificate of Installation. The term "Certificate of Installation" shall mean a
written notice, signed by Company and acknowledged by the City, certifying that the
Software has been installed, that the Software substantially complies with the
specifications set forth in Exhibit "A," that the software has been fully configured and that
the master records ("rules") for the operation of the program have been established and
that the training of City employees is complete.
2. License
a. Grant of License. Company grants City, pursuant to the terms and conditions
of this Agreement, a perpetual, nonexclusive, nontransferable license to use the
Software.
b. Authorized Equipment and Site. City shall use the Software on the
computers used for City business.
C. Restrictions on Use. City agrees to use the Software only for City's business,
including any collaborative services with other governmental entities, provided
appropriate licensing fees have been paid to the Company.
d. Copies. City may make archival copies of the Software's computer
program, provided that the copies shall include Company's copyright and any other
proprietary notices.
e. Modifications, Reverse Engineering. City agrees that only Company shall have
the right to alter, maintain, enhance or otherwise modify the Software. City shall not
disassemble, decompile or reverse engineer the Software's computer program.
RFP 7252 Fleet Management Software Page 15 of 24
f. User Manuals. Company shall provide City with a minimum of three paper
copies and one CD copy of the user manuals, and the manuals shall be updated with
each new release of the Software and shall be updated no less than annually.
g. Personnel. Company personnel working with the City shall be acceptable to
the City.
3. Delivery, Installation, Data Conversion, Testing and Acceptance.
All activities related to the implementation of the Software shall proceed in accordance
with Exhibit "B", Implementation Schedule. Each activity listed in Exhibit B shall include
both a start date and completion date. In addition, the Implementation Schedule shall
incorporate the following specific activities.
a. Delivery. Company shall deliver the Software to the City location(s)
specified by the Information Services Director of the City within a mutually agreed time
after the effective date of this Agreement.
b. Installation. Company shall install the Software at the locations designated.
City shall grant Company access to the location(s) and the computer system(s) for the
period of time required for such installation.
C. Data Conversion. Data conversion, data entry and verification of data shall
be completed in accordance with the specifications of City as set forth in Exhibit "A."
d. Testing. City shall have thirty (30) days, commencing upon delivery of the
Certificate of Installation, to test the Software for substantial compliance with the
specifications set forth in Exhibit "A" (the "Testing Period). City shall provide notice to
Company of any failure of the Software to comply with such specifications. Upon receipt
of such notice, Company shall use its best efforts to remedy the failure and install a fix
within five (5) days. If City provides such notice to Company, the Testing Period, at
City's option, may be extended for thirty (30) days after Company asserts to City that the
problem has been fixed.
e. Acceptance. Acceptance shall occur (i) upon City's delivery of notice to
Company that the Software substantially complies with the specifications set forth in
Exhibit "A", or (ii) if City does not provide notice of a failure of the Software after thirty
(30) days from the close of the Testing Period, then after thirty (30) days after the close
of the Testing Period, Acceptance shall be deemed to have occurred.
4. License Fee
a. In General. In consideration for the license(s) granted by Company under this
Agreement as set forth in Exhibit "C", Pricing Quotation, City shall pay Company a fee,
not to exceed $
b. Payment Terms. Each installation of the License Fee shall be due and
payable in accordance with the Payment Schedule, which is incorporated into Exhibit
"B", Implementation Schedule. All amounts are due thirty (30) days from receipt of
invoice by City from Company.
RFP 7252 Fleet Management Software Page 16 of 24
5. Ownership
a. Title. City and Company agree that Company owns all proprietary rights,
including patent, copyright, trade secret, trademark and other proprietary rights, in and to
the Software and any corrections, bug fixes, enhancements or updates to the Software.
b. Transfers. Under no circumstances shall City sell, license, publish, display,
distribute, assign or otherwise transfer to a third party the Software or any copy thereof,
in whole or in part, without Company's prior written consent, except in when City is using
the Software to provide collaborative services with other governmental entities and the
appropriate licensing fees have been paid to the Company for this usage.
6. Confidential Information
Company agrees not to use City data except when specifically authorized by City, and to
treat all City data as confidential. City agrees to maintain the confidentiality of
proprietary information identified as such by Company to the extent allowed by law.
7. Warranty
Company warrants to City that for a period of one year commencing upon Acceptance,
the Software will substantially comply with the specifications set forth in Exhibit "A."
During this warranty period, Company shall also provide City the support and
maintenance services set forth in the Software Maintenance Agreement appended
hereto as Exhibit "D." After expiration of the warranty period, Company shall provide
support and maintenance for the Software pursuant to the terms of such Maintenance
Agreement.
8. Indemnification
Indemnity Company shall indemnify and hold harmless City from and against any
claims, including reasonable legal fees and expenses, based upon infringement of any
copyright or patent by the Software. City agrees to notify the Company of any such
claim promptly in writing and to allow Company to control the proceedings. City agrees
to cooperate fully with Company during such proceedings. Company shall defend and
settle at its sole expense all proceedings arising out of the foregoing. In the event of
such infringement, Company may replace, in whole or in part, the software with a
substantially compatible and functionally equivalent computer program or modify the
Software to avoid the infringement.
9. Insurance
Company agrees to maintain workers' compensation and employer's liability insurance
at the statutory limits. Company will also maintain a commercial general liability policy in
the amount of $500,000.00 per occurrence; $1,000,000.00 aggregate' $1,000,000.00
products and completed operations aggregate
10. Source Code
RFP 7252 Fleet Management Software Page IT of 24
The uninterrupted availability of the Software is critical to City in the operation of its
business. Company agrees to provide the source code to the Information Services
Director of City.
11. Term and Termination
a. Effective Date. This Agreement and the license granted hereunder shall
take effect upon the date the City executes this Agreement.
b. Termination. City shall have the right to terminate this Agreement upon giving
thirty (30) days notice.
C. Within thirty (30) days after termination of the license, City will return to
Company, at Company's expense, the Software and all copies thereof or delete or
destroy all other copies of the Software and inform the Company that the Software has
been returned or all copies deleted or destroyed, and its use discontinued.
12. Force Majeure
Neither party shall be in default or otherwise liable for any delay in or failure of its
performance under this Agreement if such delay or failure arises due to any act of God,
any acts of the common enemy, the elements, earthquakes, floods, fires, epidemics,
riots, failures or delay in transportation or communications; provided, however, that lack
of funds shall not be deemed to be a reason beyond a party's reasonable control. The
parties will promptly inform and consult with each other as to any of the above causes,
which in their judgment may or could be the cause of a delay in the performance of this
Agreement.
13. Default
Each and every term and condition hereof shall be deemed to be a material element of
this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default thereof.
14. Remedies
In the event a party has been declared in default, such defaulting party shall be allowed
a period often (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require
specific performance; or (c) avail himself of any other remedy at law or equity. If the non -
defaulting party commences legal or equitable actions against the defaulting party, the
defaulting party shall be liable to the non -defaulting party for the non -defaulting party's
reasonable attorney fees and costs incurred because of the default.
15. Notices
All notices under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
RFP 7252 Fleet Management Software Page 18 of 24
COMPANY:
CITY:
City of Fort Collins, Purchasing
P.O. Box 580
Fort Collins, CO 80522
With a Copy To:
16. General Provisions.
a. Complete Agreement. This Agreement, its attachments, the City's Request for
Proposal and the Company's Response to the Request for Proposal are the complete
and exclusive statement of the agreement between the parties, which supersedes and
merges all prior proposals, understandings and all other agreements, oral or written,
between the parties relating to this Agreement.
b. Order of Precedence. In the event of any conflict or inconsistency among
documents related to this Agreement, said conflict or inconsistency shall be resolved by
giving precedence to the later dated document. Unless otherwise agreed to by both
parties, document precedence shall be as follows: (1) the Software License Agreement;
(2) the Request for Proposal; (3) the Company's response to the Request for Proposal.
C. Amendment. This Agreement may not be modified, altered or amended except
by written instrument duly executed by both parties, except that address for notice may
be changed as provided in section 13.
d. Waiver. The waiver or failure of either pparty to exercise in any respect any
right provided for in this Agreement shall not be deemed a waiver of any further right
under this Agreement.
e. Severability. If any provision of this Agreement is invalid, illegal or
unenforceable under any applicable statute, court decision or rule of law, it is to that
extent to be deemed omitted. The remainder of the Agreement shall be valid and
enforceable to the maximum extent possible.
f. Survival. All provisions of this agreement that by their nature would
reasonably be expected to continue after the termination of this Agreement will survive
the termination of this Agreement.
g. Governing Law. This Agreement and performance hereunder shall be
governed by the laws of the State of Colorado. Venue for any cause of action arising
hereunder shall be in Larimer County, Colorado.
h. Read and Understood. Each party acknowledges that it has read and
understands this Agreement and agrees to be bound by its terms.
RFP 7252 Fleet Management Software Page 19 of 24
Proposal No. 7252
Fleet Management Software
Section 1.0: Proposal Requirements.......................................................................................2
Section2.0: Background............................................................................................................3
Section3.0: Scope of Work........................................................................................................3
Section 4.0: Submittals and Pricing........................................................................................12
Section5.0: Evaluation.............................................................................................................13
Section 6.0: Proposal Acceptance..........................................................................................14
Exhibit A: Sample Software License and Software Maintenance Agreements ...........................15
Section 1.0: Proposal Requirements
1.1 General Description
The City of Fort Collins is soliciting proposals for Fleet Management Software per the
requirements listed in the Scope of Work, below.
1.2 Proposal Submittal
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal.
Firms submitting proposals shall submit five (5) copies of the proposal with the following
information:
a. Company history and experience in the development and deployment of fleet
management software, as described in the Scope of Work.
b. The name of the company representative responsible for responding to questions
related to the firm's proposal and for coordinating product demonstrations and
interviews, as needed.
C. References from five or more organizations that have used your company for
similar products and services within the last five years.
d. A written description of the proposed products and services as required below.
e. Pricing, as requested.
The proposal must be signed by a duly authorized representative of the firm submitting the
proposal. The signature shall include the title of the individual signing the proposal.
RFP 7252 Fleet Management Software Page 2 of 24
*** (Exhibits for Scope of Work, Payment Schedule, and Pricing attached as needed)
(Sample) SOFTWARE MAINTENANCE AGREEMENT
This Software Maintenance Agreement ("Agreement") is entered into between the
CITY OF FORT COLLINS, COLORADO, a municipal corporation, hereinafter "City"
and , hereinafter "Company", and shall be effective on the
date signed by the City.
1. Scope of Agreement.
a. General. Company agrees to provide City standard maintenance, on -site
support, and training services for the computer programs and user manuals listed below
(collectively "Software") and regular upgrades including enhancements and user
manuals.
b. Software. This agreement covers the software described in Exhibit "A" of the
Software License Agreement between the City of Irving, Texas and Company dated
Company shall provide updates to the software as required in order that the software
reflect current federal and state laws or requirements of the federal or state government
or federal or state regulatory agencies.
C. User Manuals. When this agreement refers to "User Manuals," it shall
include any user manuals which are designed for the software and any user manuals
listed in Exhibit "A" and all manuals provided to users for the software listed above. At
least three (3) user manuals shall be provided in paper format and one (1) in CD format.
The user manuals shall be updated with each new release of the software and shall be
update at least annually.
2. Term
This Agreement shall be effective for one year from the effective date, and may be shall
automatically renew for up to four additional one year periods unless sooner terminated
as provided herein. Such renewals shall be subject to sufficient funds being
appropriated annually by the Fort Collins City Council, which appropriations are in the
Council's sole discretion.
3. Standard Maintenance Services
Scope of Services. During the term of this Agreement, Company will provide City the
following Standard Maintenance Services for the Software:
a. Corrections of substantial defects in the Software so that the Software will
operate as described in the user manuals listed above, as modified by the
RFP 7252 Fleet Management Software Page 20 of 24
City's Specifications, set forth in Exhibit "A" of the Software License
Agreement.
b. Periodic updates of the Software that may incorporate (A) corrections of any
substantial defects; (B) fixes of any bugs; (C) enhancements to the Software;
and (D) upgrades to user manuals as sets out above.
c. Telephone support, including dial -up support, between the hours of 7:00 a.m.
to 7:00 p.m. Central Time, Monday through Friday, excluding City of Fort
Collins holidays, to assist City in using the Software.
d. In the event of emergencies, or systems failures caused by Company's
software upgrades which occur outside of the designated support hours
established by Section 3(c), telephone support, including dial -up support,
twenty-four (24) hours per day, seven (7) days per week for the term of the
Agreement.
e. Maintenance at Company's office of a test version, including a test database,
for the most recent version of City's Software.
4. On -Site Support
Company, upon receipt of a written request from City, will provide City On -Site Support at
a mutually agreed time. City agrees to pay Company's costs associated with the provision
of on -site support, including charges for (i) Company's personnel; (ii) charges for travel,
lodging and miscellaneous expenses (if personnel must travel more than 75 miles) in
accordance with City guidelines for travel expenses; and (iii) applicable taxes.
5. Training
Upon receipt of a written request from City, Company will provide Training at a mutually
agreed time at the offices of City, unless City agrees to receive the Training elsewhere.
City agrees to pay Company all costs associated with this Training in accordance with
costs reflected in Exhibit "C", Pricing Quotation, including (i) charges for Company's
personnel, which may include a surcharge for training conducted at City's location; (ii)
charges for travel, lodging and miscellaneous (if personnel must travel more than 75
miles) in accordance with City guidelines for travel expenses; and (iii) applicable taxes.
6. Maintenance Fee
a. Warranty Period. Company will not charge City any Maintenance Fee for the
Warranty Period, as defined in City's Software License Agreement for the Software.
b. Amount of Fee. City agrees to pay Company an annual Maintenance Fee,
the amount set forth in Exhibit "C", Pricing Quotation for Standard Maintenance Services
provided by Company pursuant to this Agreement. The amount charged for these
services shall not increase by more than five (5) percent from one year to the next, in the
event of renewal.
7. Payment Terns
City agrees to pay Company by thirty (30) days after receipt by City of invoices for
agreed upon fees.
RFP 7252 Fleet Management Software Page 21 of 24
8. Obligations Of City
a. City Contact. City shall notify Company of City's designated City Contact. To
the maximum extent practicable, City's communications with Company will be through
the City Contact.
b. Installation. City agrees to install all corrections of substantial defects, minor
bug fixes and updates, including any enhancements, for the Software in accordance with
the instructions and in order of receipt from Company.
C. Facility and Personnel Access. City agrees to grant Company reasonable
access to City's facilities and personnel concerned with the operation of the Software to
enable Company to provide services.
d. No Modification of Software. City agrees not to modify, enhance or otherwise
alter the Software, unless and only to the extent such modification, enhancement or
other alteration is specifically authorized in the user manuals identified in this Agreement
or through the consent of Company.
e. Error Documentation. Upon detection of any error in the Software, City,
as requested by Company, agrees to provide Company a listing of output and any other
data, including databases and backup systems, that Company reasonably may request
in order to reproduce operating conditions similar to those present when the error
occurred.
9. Termination
City shall have the right to terminate this Agreement at any time upon giving thirty (30)
days notice to Company. Upon termination, City shall be entitled to a pro rata refund.
Company shall have the right to terminate this Agreement and all services provided
pursuant to this Agreement (i) upon termination of City's Software License Agreement by
either party for any reason; and (ii) if City violates any provision of this Agreement and
City fails to cure such violation within fifteen (15) days after receipt of written notice from
Company.
10. Indemnification
Company shall indemnify and hold harmless City, its officers, agents and employees
against and from any all actions, suits, claims, demands or liability of any character
whatsoever arising out of, resulting from, or occurring in connection with the
performance of any services hereunder.
11. Insurance
Company agrees to maintain workers' compensation and employer's liability insurance
at the statutory limits. Company will also maintain a commercial general liability policy in
the amount of $500,000.00 per occurrence; $1,000,000.00 aggregate' $1,000,000.00
products and completed operations aggregate
12. Source Code
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The uninterrupted availability of the Software is critical to City in the operation of its
business. Company agrees to provide the source code to the Information Services
Director of City.
13. Force Majeure
Neither party shall be in default or otherwise liable for any delay in or failure of its
performance under this Agreement if such delay or failure arises due to any act of God,
any acts of the common enemy, the elements, earthquakes, floods, fires, epidemics,
riots, failures or delay in transportation or communications; provided, however, that lack
of funds shall not be deemed to be a reason beyond a partt's reasonable control. The
parties will promptly inform and consult with each other as to any of the above causes,
which in their judgment may or could be the cause of a delay in the performance of this
Agreement.
14. Default
Each and every term and condition hereof shall be deemed to be a material element of
this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default thereof.
15. Remedies
In the event a party has been declared in default, such defaulting party shall be allowed
a period often (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require
specific performance; or (c) avail himself of any other remedy at law or equity. If the non -
defaulting party commences legal or equitable actions against the defaulting party, the
defaulting party shall be liable to the non -defaulting party for the non -defaulting parry's
reasonable attorney fees and costs incurred because of the default.
16. Notices
All notices under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
COMPANY:
CITY:
City of Fort Collins, Purchasing
P.O. Box 580
Fort Collins, CO 80522
With a Copy To:
RFP 7252 Fleet Management Software Page 23 of 24
17. General Provisions.
a. Complete Agreement. This Agreement, its attachments, the City's Request for
Proposal and the Company's Response to the Request for Proposal are the complete
and exclusive statement of the agreement between the parties, which supersedes and
merges all prior proposals, understandings and all other agreements, oral or written,
between the parties relating to this Agreement.
b. Order of Precedence. In the event of any conflict or inconsistency among
documents related to this Agreement, said conflict or inconsistency shall be resolved by
giving precedence to the later dated document. Unless otherwise agreed to by both
parties, document precedence shall be as follows: (1) the Software License Agreement;
(2) the Request for Proposal; (3) the Company's response to the Request for Proposal.
C. Amendment. This Agreement may not be modified, altered or amended except
by written instrument duly executed by both parties, except that address for notice may
be changed as provided in section 13.
d. Waiver. The waiver or failure of either party to exercise in any respect any
right provided for in this Agreement shall not be deemed a waiver of any further right
under this Agreement.
e. Severability. If any provision of this Agreement is invalid, illegal or
unenforceable under any applicable statute, court decision or rule of law, it is to that
extent to be deemed omitted. The remainder of the Agreement shall be valid and
enforceable to the maximum extent possible.
f. Survival. All provisions of this agreement that by their nature would
reasonably be expected to continue after the termination of this Agreement will survive
the termination of this Agreement.
g. Governing Law. This Agreement and performance hereunder shall be
governed by the laws of the State of Colorado. Venue for any cause of action arising
hereunder shall be in Larimer County, Colorado.
h. Read and Understood. Each party acknowledges that it has read and
understands this Agreement and agrees to be bound by its terms.
(end of sample)
RFP 7252 Fleet Management Software Page 24 of 24
Section 2.0: Background
City of Fort Collins Operations Services currently uses a CSI Maximus M-4 fleet management
system. The City is seeking a replacement system that can provide enhanced features with a
web -based interface and straightforward security and audit capabilities. The City currently
maintains a fleet of approximately 1800 vehicles and equipment at four shops. There are about
50 users of the fleet maintenance software.
Section 3.0: Scope of Work
A: Security, System Administration & Setup
1. System must provide:
a - Flexible security to customize user access
b - Built-in ability for users to reset forgotten passwords
c - Ability to assign roles with customized menus
d - Ability to attach electronic files to assets, parts orders, and work orders
e - Ability to restrict viewing from locations without appropriate access
f - Ability to restrict asset records viewing and changing
g - Ability to prohibit access to data by unauthorized operators
h - Detailed system audit trails by user ID
i - Web -based or browser architecture access from,various devices
j - Ability to access system from remote locations (subject to City security policies)
k - Easily accessible and understandable online help
I - System must utilize an industry standard relational database
2. Proposals must include:
• A list of file formats which can be attached as specified
• A list of supported devices (per A, 1, j, above)
• A list of databases supported by the system
• A list of system hardware requirements
B: Desired System Features
1. Thin client to reduce client machine investments
2. A browser interface design
a - Intuitive navigation
b - Customizable views that are user or function specific
3. User definable configuration allowing flexibility to match our processes
4. Notes capability throughout the system with subject lines for fast searching
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C: Equipment Management Features, minimum requirements
1. Acquisition Planning and Procurement through Receiving
a - Track asset specifications throughout purchase and receipt of vehicle
b - Track which vehicle or equipment replaced by a new asset
c - Easy conversion of incoming/received assets into live assets in the system
2. Asset Management Requirements
a - Unit Identification information (all basic asset identifying fields and data).
b - Standard specification fields for the Asset (including Multiple Engines, Unlimited Fuel
Types, Transmission, and tire information).
c - Custom specification fields to track custom data specific to the asset.
d - Easy access to at -a -glance snapshot information for a given asset including most
recent PM, meter reading, work order and lifecycle costing, current availability.
e - Capable of restricting access to undercover vehicles.
f - Ability to extract leased and owned asset maintenance and operating costs.
3. Vehicle Lifecycle Tracking
a - Acquisition
b - Replacement Analysis
c - Replacement Candidate comparison
d - Disposal
• Management of disposal from out of service, decommissioned and auction/sale
proceeds being credited to the appropriate account.
41 Asset Billing
a - Bill parts and labor using methods appropriate to the asset and the reason for the
repair (e.g. accident, capitalization, normal repair)
b - Bill depreciation charges
c - Bill Usage charges.
d - Bill motor pool, department charges, and fuel charges.
5. Preventive Maintenance and Scheduled Action
a - Per asset tracking of preventive maintenance schedules.
b - Per asset tracking of other scheduled actions related to an asset such as:
• Registration renewals
• Annual inspections
• Emissions inspections - on a bi-annual basis
• Any other routinely scheduled or predictive maintenance action that occurs at a
given interval.
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6. Warranty Tracking
a - Equipment warranty tracking from initial claim through reimbursement.
7. History of all parts issued to the Asset
8. Parent/Child asset tracking for asset components.
9. Provide a history view outlining all maintenance, repair, and fuel dollars related to asset
as well as cost per mile or gallon data.
10. Asset Ownership and temporary transferability
a - Track asset owner and using department related to a unit with the ability to specify
custom roles related to assets and start and end dates for their connection to the
asset (see Reassign Assets, below)
11. Asset Templates
a - Asset templates allowing for quicker entry of new records into the system
12. Reassign Assets
a - Assets can be reassigned between Departments, to another organization, and/or to
another asset number while retaining all historical information
13. Track the status on units on order and estimated delivery
14. Track notes related to assets and components with subject lines for easy searching
D: Parts Inventory & Processing Management Features, minimum requirements
Provide comprehensive inventory management and parts tracking which encompasses the
entire procurement process from order and receipt through issues including warranty
replacements, core tracking/returns, and vendor credits through the accounting system.
1. Track all data related to parts including:
a - Part Identification information (all basic part identifying fields and data)
b - Last receipt data, Part Usage Codes and info
c - Provide easy access to snapshot information, such as quantities either in stock, in
return bins, available, or on order; average pricing information; last issued and
received data; and quantities purchased and issued during the last 12 months
d - Stock settings to set high/low reorder level points, lead time, etc.
e - Track part numbers used by other vendors for the same part
f - Provide part merge functionality allowing multiple part records to be merged into one
record while retaining all historical data
g - ABC classification of parts where A represents the 10% of parts inventory with the
highest dollar value, B represents the next 20% of the highest dollar value, and C
represents the remaining 70% of parts inventory
RFP 7252 Fleet Management Saftware Page 5 of 24
2. Provide flexible pricing, including:
a - FIFO, cost of last receipt and averaging for the pricing of individual parts
b - Track all charges related to a part such as core, hazard fees, disposal fees, etc.
3. Track part warranties
4. View history of all part activity including issues, returns, transfers, etc.
5. Inventory Management
a - Perform and track physical inventory by using cycle counts and end of year inventory
processes using bar coding equipment
b - Track perpetual inventory in a manner allowing a snapshot of inventory for any given
date and time
6. Parts ordering, receiving and issuing tracking
a - Provide complete accountability and audit ability for all transactions within the
procurement process
b - Receive items from either an invoice or a packing slip
c - Process vendor returns from inventory, for warranty or core
d - Issue parts based on electronic technician request
e - Alert technician when ordered parts are available
7. Provide full audit ability for inventory transfers
8. Issue and receive parts using bar coding equipment
E: Maintenance Features, minimum requirements
1. Provide maintenance and labor tracking based on work order process flow
2. Provide customer service tools facilitating high levels of service
3. Create Department Work Order or Direct Charge documents to capture billing relating to
a cost center or an asset
4. Quickly view related asset data, maintenance symptoms, meter readings, and snapshot
summary of work order costs
5. Quickly add repairs to maintenance record using standard categories, items and reasons
for repair
6. Include Standard coding (ATA VMRS), with the ability to add custom job codes
7. Create and flag deferred repairs
8. Issue stocked and non -stocked parts to work orders
9. Return issued parts to either the storeroom or the vendor
10. Track outsourced vendor work and costs
11. Charge labor hours using Flat Rate labor charges
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12. Track any other costs for a given maintenance record
13. Provide the ability to print, view, and email work orders including notes
14. Downtime (or Uptime) hours calculated using the work order status and availability data
for the asset
15. Create direct charges to departments and equipment, when appropriate
16. Track indirect labor
17. Manage shop floor activity:
a - Real time tracking of all technician time, including non -billable labor hours
b - View work in progress for both direct and indirect labor
c - Provide Labor scheduling and forecasting
d - Perform mass logoff of technicians in all shops
e - Ability to use deferred repairs related to managed campaigns, recalls, and incoming
online service requests from customers
f - Easily review productivity history by technician
g - Track technician certifications and training
18. Create and manage task lists and task list templates
19. Provide job estimates with detail
20. Allow stopping and re -starting out -of -service time if a unit is worked on, then released,
then brought back into the repair facility and worked on again on the same work order
F: Technician Workstations, minimum requirements
1. Touch screen capable real time shop floor labor tracking.
2. Technicians must be able to request parts from the shop floor via their workstations
3. Alert message sent to technician when parts are ready for pickup
4. Allow technician to see status of parts needed for repair.
5. Ability to easily change the action description of a repair from a shop workstation
6. Track technician labor for assigned repairs
7. Allow technician to add new repairs or perform indirect activities
8. Track time a technician spends assisting another technician, accurately capturing the
labor time for both
9. Ability to search repairs easily
10. Allow staff to view each technician's work orders
11. Allow staff to complete the work order process
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G: Customer Service & Preventive Maintenance (PM), minimum requirements
1. Provide customer portal and automatic notifications to assist customers.
2. Allow customers to request repairs online as well as view repair history from any
computer using a web browser
3. Automatically notify customers via email when the equipment is ready for pick up
4. Generate an automatic email notification for overdue PMs, registration expiration, and
scheduled appointment confirmations. Ability to turn this feature on or off
5. Generate user defined PM Inspection lists (by vehicle and by class) which can be printed
on demand or automatically when a work order PM is opened
6. Provides for hierarchical scheduling of PM services (e.g. if an A, B, C methodology is
used, when a C is done it is assumed an A and B have been done and automatically
reschedules all three). Users must have the option to set this assumption in the system
H: Fuel Management Features, minimum requirements
1. System must collect and store fuel transactions by manual input, electronic upload or
integrated web services
2. Must interface with Fuelmaster, Wright Express, and Fuelman.
3. Track fuel related data and costs
4. Ability to review and edit fuel exceptions prior to posting
5. Ability to export fuel quantities in Excel format by time period and department
l: Motor Pool and Rental Unit Features, minimum requirements
1. Calendar view scheduling
2. Billing for usage, time or both.
3. Ability to interface with a third -party key valet system. (prefer wirelessly)
4. Generate on-line list of available units for making reservations.
5. Accommodate short term and long standing reservations.
J: Accounting & Billing Features, minimum requirements
1. Flexible tracking of all costs and vendors related to assets as well as billable dollars and
department or sub -department (work group or domicile) accounts
2. Asset maintenance and inventory charges billable to multiple account numbers at the
organizational, department or asset level
3. Ability to perform billing adjustments for all charges
4. Vendor credit and invoice processing
RFP 7252 Fleet Management Software Page 8 of 24
5. Manage billing adjustments and overrides
6. Provide complete accountability and audit ability for all transactions within the
procurement process meeting Government Accepted Accounting Practices (GAAP)
7. Paperless billing with "drill -down" capabilities for work orders
8. Ability to bill by usage, parts, and labor depending on the job code reason.
K: Vendor Management Features, minimum requirements
1. Track all vendors related to operating the fleet such as fuel vendors, parts vendors,
asset vendors, and sublet/outsourcing vendors. Indicate whether vendor is active or
inactive.
2. Track standard vendor information including Vendor Name, Main Address, Primary
Contact, Phone Number, Alternative Phone Number, Fax Number, Web Site, Support
Contact, Support Phone Number, Federal Tax ID, and JD Edwards ID #
3. Track multiple contacts (including current and past contacts) for each vendor
4. Track multiple addresses and/or locations for each vendor
L: Business Intelligence & Fleet Ana/ytics Features
Provide business intelligence information reporting, including, at a minimum:
1. Standard reports based on fleet and business best practices
2. Powerful, comprehensive searching capability for fast onscreen viewing of data
throughout the system
3. Quick exporting of any search results data to Microsoft Excel or Microsoft Word.
4. Ability to create custom reports using a database reporting service (like SQL Reporting
Services) or Crystal Reports using ODBC standard databases
5. Native web deployment of reports
6. Dashboards - Provide easily accessible at -a -glance overview of the key performance
indicators (KPI) of our fleet
7. Customization of Dashboard Add -on KPI's available to meet our fleet's specific needs
8. A user-friendly report writer. No programming expertise required to successfully produce
ad hoc reports. List the name and version of the report writer recommended for use
9. Include sample of standard reports included with software. Explain how to modify an
existing report.
10. Entity Relationship Diagram and Data Dictionary
11. Exception Reporting
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