County of Alameda, General Services Agency – Purchasing
RFP No. 900410, Addendum No. 1
Page 2 of 8
March 20, 2009
COUNTY OF ALAMEDA
GENERAL SERVICES AGENCY-PURCHASING
ADDENDUM No. 1
to
RFP No. 900410
For
FLEET MANAGEMENT INFORMATION SYSTEM
Specification Clarification/Modification and Recap of the Networking/Bidders Conferences
March 11, 2009 and March 12, 2009
______
Notice to Bidders
This County of Alameda, General Services Agency (GSA), RFP Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFP Addendum will also be posted on the General Services Agency (GSA) Contracting Opportunities website located at http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp.
Responses to Verbal and/or Written Questions
Q1) Does the County require a hosted solution or does the County want to bring the software in-house?
A1) The County is looking to bring the server in-house.
Q2) Is the current system in place with the County a Maximus system?
A2) Yes, the current system is “Fleet Anywhere” by Maximus.
Q3) Does the County currently use PeopleSoft financials?
A3) Yes.
Q4) Does the County require the Fleet MIS to integrate with its PeopleSoft platform?
A4) The County requires that the systems have the ability to communicate.
Q5) What version of PeopleSoft does the County currently use?
A5) PeopleSoft 8.4
Q6) Is the County looking for a system that is licensed on a concurrent basis or is the County willing to entertain a named user type of licensing instead of concurrent user licensing?
A6) The County will allow full access to the software in the motor vehicle office and also to limited users in the IS department (one or two stations). Outside of that there will be limited access, via the internet, for various departments with no software residing on their computers.
Q7) Does the County know the number of people that will have access to the system?
A7) There is a need for 14 Motor Vehicle employees, 1-2 IS employees, and 1-2 Finance employees that need to have full access to the program. There will be between 50 to 100 employees in other departments that will be granted (internet only) access to update user names for vehicle assignment, printing out a list of vehicles, and managing a localized motor pool within there department. All County employees will need to have access to make reservations for both the Motor Pools and the repair shops.
Q8) Is the County planning to upgrade the standard of the back-up data base system?
A8) Not at this time.
Q9) Is the County’s current system hosted outside of the County server?
A9) Yes.
Q10) Does the County intend to have VPN access within the county systems?
A10) Yes, our Hayward shop uses a VPN access only. We do also want access remotely as well from other sites.
Q11) Does the main group here have access from the outside?
A11) Yes. The main group of employees needs to have access to the whole system even when they are not at their main computer.
Q12) Are the two interface systems (Fleet data system and Wright Express) currently being downloaded into Fleet Anywhere (FA)?
A12) These systems are currently being uploaded into FA. File formats exist but are manual and not automated. The information is put into an Excel spreadsheet and then uploaded.
Q13) Is the County going to supply the database and the integers.
A13) Yes.
Q14) Is the County currently using anything outside of Fleet Anywhere for reporting?
A14) No.
Q15) Are your processes clearly defined regarding the workflow? Does the County require that the system be capable of changing with their business practices?
A15) Yes. The system needs to integrate with the business practices we have now and may be required to change as our business processes change.
Q16) Does the County do maintenance internally or do they outsource any of the maintenance to outside organizations?
A16) The County outsources 20 to 25% of its maintenance work. It is typically high-end maintenance work which is outsourced.
Q17) When you look at parts inventory records, is that 200,000 inventory items or is that total inventory?
A17) We would like to have the current parts inventory accessible within the system as well as historical parts usage available. We have approximately 4000 parts in our 3 parts rooms and use approximately 12000 parts over the course of a year. We would like the records held in the system for a minimum of 10 years.
Q18) Do most of the parts reside in a central warehouse?
A18) We have multiple locations and each location has their own parts inventory. The County’s main parts storage location is in Oakland, CA.
Q19) Are the part bins in the parts room bar coded?
A19) No.
Q20) Are those part rooms secured?
A20) Yes. They are only available to the County’s mechanics.
Q21) Are the part rooms and garage open 24/7?
A21) No. The hours of operation are 7am to 7pm and limited scheduled after 5pm.
Q22) Does the County manage the warranty work being performed?
A22) No. the County outsources most of the warranty work to local dealers.
Q23) Are smog checks performed by the County?
A23) Yes.
Q24) Does the County currently have GPS systems on the vehicles?
A24) Currently the County does not have GPS systems on the vehicles, but that is something which we are looking into for the near future.
Q25) Will the County place GPS systems on all of its vehicles?
A25) After a pilot program the County would look to place GPS systems on the majority of its vehicles.
Q26) Does the County anticipate any mobile device use by mechanics?
A26) No. Each mechanic has their own terminal and there is not, at this time, any off-site work being performed.
Q27) Do the mechanics perform all work in the maintenance shop and do not work remotely?
A27) Yes.
Q28) If a vendor gets a bid in early, what will happen?
A28) It will be locked away unopened until the bid closes.
Q29) Is there a firm budget on this project or does it have to go before the Board of Supervisors?
A29) This will be a Board approved contract and does have a budget in place.
Q30) Are the funds being used from a past Fiscal Year or are they from the current fiscal year?
A30) The funds are from this fiscal year.
Q31) What is driving this project?
A31) The need for an updated system.
Q32) Is this from a department standpoint or is someone pushing for this to project to be done?
A32) The County currently uses a similar system and is in need of an upgraded system to better serve the County’s growing needs.
Q33) What does the County actually hope to get from this system?
A33) One of the components is better managing and better reporting with an upgraded system so the County can better manage the fleet and possibly reduce the fleet size therefore bringing down the County’s cost of repurchasing and maintaining vehicles.
Q34) Are the funds being applied to the budget going to be local or from the stimulus package?
A34) The funds applied will be local.
Q35) How many maintenance workers or mechanics work out of the motor vehicle office?
A35) There are a total 14 employees in the motor vehicle department, of that 3 are administrative 1 is a supervisor, 10 which are mechanics or technicians. There are 1-2 IS employees and 1-2 finance employees that will have access to the site.
Q36) Does the Motor Vehicle department have approximately 90 pool vehicles they are managing?
A36) Yes.
Q37) In addition to this, the other departments have their own pool of vehicles that are assigned to them? If so, how many?
A37) Yes. Approximately 160 vehicles.
Q38) What is the total number of vehicles which fall under the umbrella of this system with the various pools, Sheriff’s Department vehicles and others?
A38) The County’s overall fleet is approximately 1100 vehicles being managed and maintained by the County Motor Vehicle Division.
Q39) So the motor vehicle department manages and reserves the usage of only 250 of those vehicles in the reservation system?
A39) Correct. The other vehicles above and beyond will be assigned to an individual employee or employees.
Q40) How many IT staff will be assigned as administrators on the new system?
A40) There will be one central contact in the IS department within the General Services Agency.
Q41) How many County employees will use the cars is in the pool?
A41) Currently there are approximately 6642 users.
Q42) Is the County only accepting web based solutions or will it consider client-server solutions also?
A42) The County will host the application on its own servers. The County also requires the application to be accessible via the web for employees to access in order to manage their account and make reservations.
Q43) In reference to item 11.08 of the RFP, “Ability to verify sufficient funds as part of the transaction.”Does this item require a real-time look-up into the fund balances of the County's ERP system and can this be part of the pre-billing process?
A43) No. The County would like to have a prompt given to our mechanic in order to verify funding prior to beginning the repairs. This function would only be needed with certain departments. The County would like the ability to turn this on or off as needed. This function would be prior to the repair.
Q44) Does the County own Mitchell software and what integration details are needed beyond a link to the Mitchell estimate document?
A44) The County would like it’s mechanics to have the ability to a link within the work order and vehicle history to look up information in the Mitchell software or other online applications such as All-Data. We would like our mechanics to have the ability to copy and paste information into the work orders and vehicle history for future reference. The software is not requested as part of the bid.
Q45) Does the County expect training for users in Crystal XI reports to build custom reports?
A45) Yes. Training for administrators only (4 or 5 employees). The mechanics will not need this training.
Q46) In reference to the following items of the RFP, how many trainees will be in each of these roles:
A46)
8.03 / Initial onsite training requirements shall be no less than the following:8.04 / 24 hours for System Administrators. (3 trainees)
8.05 / 24 hours for Information System support team. (2 trainees)
8.06 / 16 hours for Shop Supervisors. (1 trainee)
8.07 / 16 hours for Shop Technicians. (10 trainees)
Q47) In reference to item 10.0.8 of the RFP, “Ability to interface with self-served systems (e.g., Invers, Agiles) and car-sharing companies (e.g., CarShare, Zipcar).” Please clarify the County’s short and long-term objectives regarding the need to electronically interface to these solutions.
A47) The County does not currently have relationships with these companies but is interested in looking to these companies as potential partners for future Motor Pool usage.
The following participants attended the Bidders’ Conferences:
Vision Communications / Mark Champ / Phone: 510-346-0300
E-Mail:
Prime Contractor:
Subcontractor: X
Certified SLEB: N
Jeskell, Inc. / Robin Cody / Phone: 925-849.6091
E-Mail:
Prime Contractor: X
Subcontractor:
Certified SLEB: N
Jeskell, inc. / Beth Tripp / Phone: 510-537-3677
E-Mail:
Prime Contractor:
Subcontractor: X
Certified SLEB: N
Assetworks / James Schnepp / Phone: 858-663-7481
E-Mail:
Prime Contractor: X
Subcontractor:
Certified SLEB: N
Technology Associates / Michael Nutt / Phone: 916-265-1227 x1404
E-Mail:
Prime Contractor: X
Subcontractor:
Certified SLEB: N
Technology Associates / Charles Johnson / Phone: 916-265-1227 x1402
E-Mail:
Prime Contractor: X
Subcontractor:
Certified SLEB: N
AT&T Mobility / Kelly Stratton / Phone: 831-600-6122
E-Mail:
Prime Contractor: X
Subcontractor: X
Certified SLEB: N
AT&T Mobility / Kathy Carlson / Phone: 415-999-2325
E-Mail:
Prime Contractor: X
Subcontractor: X
Certified SLEB: N
AT&T Mobility / Frank Rudnick / Phone: 925-487-0206
E-Mail:
Prime Contractor: X
Subcontractor: X
Certified SLEB: N
Company Name / Representative / Contact Information
AEKO Consulting / Patrick Wong / Phone: 510-763-2356 x17
E-Mail:
Prime Contractor:
Subcontractor: X
Certified SLEB: Y
AEKO Consulting / Gboyega Aladegbami / Phone: 510-763-2356 x13
E-Mail:
Prime Contractor:
Subcontractor: X
Certified SLEB: Y
Outsource Solutions / Jay Sanders / Phone: 510-986-0686
E-Mail:
Prime Contractor:
Subcontractor: X
Certified SLEB: Y
AE Information Services / Frank Green / Phone: 510-384-0761
E-Mail:
Prime Contractor:
Subcontractor: X
Certified SLEB: Y
RFP No. 900410, Addendum No. 1
The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above referenced RFP number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response. Obligations assumed by such signature must be fulfilled.
1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFP. No alterations or changes or any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total.
2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not bidding.
3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFP, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.