GROUP 72002-22713 – fleet maintenance services RFIPAGE 1

STATE OF NEW YORK
Fleet Maintenance Services
Request For Information (RFI)
The New York State Strategic Sourcing Team is coordinating responses to this RFI on behalf of the Office of General Services (OGS). This RFI is posted on the OGS website:

Issued: May 29, 2013
Submission Deadline: June 19, 2013 3PM EST
All contacts/inquiries shall be made by email to the following address:


Request for Information – Statewide Email Services Page 1 of 2

GROUP 72002-22713 – fleet maintenance services RFIPAGE 1

Table of Contents

1.0 INTRODUCTION

1.1 SCOPE AND PURPOSE

1.2PERTINENT DATES

2.0CONTENT AND FORMAT

2.1SUBMISSION OF RESPONSES

3.0ADMINISTRATIVE INFORMATION

3.1COMPANY DEMOGRAPHICS

APPENDIX A

I.CATEGORY-SPECIFIC QUESTIONS

II.COVERAGE AND NETWORK

IV.SERVICES

V.PRICING

VI.SYSTEM / REPORTING

1.0 INTRODUCTION

1.1 SCOPE AND PURPOSE

On behalf of the New York State Office of General Services, the New York State Strategic Sourcing Team requests information from vendors that provide Fleet Maintenance Services.Services provided by Fleet Maintenance Services vendors include, but are not limited to, 1) maintenance and repair services for a fleet of State-owned vehicles through a network of national and independently-owned repair shops, 2) a comprehensive preventative maintenance program that ensures all vehicles are safely maintained, 3) an accident management program to manage and refer all vehicle accident and vandalism claims, and 4) administrative and centralized billing services, including tracking ofmaintenance transaction and expenditure data.

The purpose of this Request for Information (RFI) is to acquire information regarding the extent of your supply capabilities for Fleet Maintenance Services within New YorkState, and to gain additional expertise on the marketplace. The RFI is not intended to ascertain previous purchases or spend amounts.

New York State will use the information received from this RFI to review the available options and solutions in making a determination regarding future contracting strategies for Fleet Maintenance Services for a fleet of approximately 25,000 vehicles. Vendors interested in participating in any possible future opportunities are encouraged to respond to this RFI and sign up for the Bidder Notification Service on the NYS OGS website ( under classification code 25.

1.2PERTINENT DATES

Milestone / Date and Time
RFI Release Date / May 29, 2013
RFI Response Due Date / June 19, 2013 3PM EST

2.0CONTENT AND FORMAT

2.1SUBMISSION OF RESPONSES

Vendors are requested to respond to all questions included in this RFI. If a question cannot be answered, provide a brief explanation as to why the question cannot be answered (e.g., N/A outside the scope of available business offering). Respondents may also submit any existing material or material prepared specifically in response to the RFI which they believe may be of interest or use to the State. A response does not bind or obligate the responder or the New York State Office of General Services to any agreement of provision or procurement of products referenced. No contract can or will be awarded based on submissions.

Since this RFI is designed as a tool to collect information and will not result in a procurement contract for Fleet Maintenance Services by a state agency, it does not fall under the requirements of State Finance Law §§139-j and 139-k (the Procurement Lobbying Law) and there is no restricted period. However, we ask that you direct your questions and responses in writing to the email address listed below.

In order to facilitate the review of the responses, please complete the Supplier Demographics section. Please provide your input within this document, maintaining the original formatting of this word document. Please rename this document with the following naming convention: NYS_FLEETMAINTENANCE SERVICES_RFI_VENDOR NAME.doc (docx is acceptable).

If any of the information in the vendor response is considered confidential, proprietary or a trade secret, it must be clearly indicated on the appropriate page of the vendor response. Release of such materials is governed by the NYS Freedom of Information Law, which in pertinent part requires the requester to provide specific justification as to why disclosure of particular information in the response would cause substantial injury to the competitive position of the vendor.

Please provide your response no later than the date listed in Section 1.2, Pertinent Dates, to the Fleet Maintenance Strategic Sourcing Team at: .

3.0ADMINISTRATIVE INFORMATION

3.1COMPANY DEMOGRAPHICS

Question / Company Response
Supplier Company Name
Division/Location
Headquarters Location
Address Line 1
Address Line 2
City
State
Zip Code
Total Number of Employees
Contact Name
Title
Email Address
Phone Number
Link to company website
Do you provide Fleet Maintenance Services? / (Please respond Yes or No)
Are you a qualified Small Business enterprise?
A “New York State Small Business” is defined as a company that is a resident to New York State, independently owned and operated, with 100 or fewer employees, and not dominant in its field. / (Please respond Yes or No)
Are you a minority-owned business enterprise? / (Please respond Yes or No)
Are you a woman-owned business enterprise? / (Please respond Yes or No)
Are you certified with Empire State Development (ESD) as a Minority and/or Women Owned Business (M/WBE)? / (Please respond Yes or No)

APPENDIX A

I.CATEGORY-SPECIFIC QUESTIONS

  1. Provide your company’s definition of Fleet Maintenance Services.

Vendor Answer:

  1. Provide an overview of your company’s Fleet Maintenance Services business model, strategy and scope of services. Do NOT include sales or marketing-related materials unless it includes pertinent information for NYS.

Vendor Answer:

  1. What challenges have been encountered in providing Fleet Maintenance Services to government clients? Detail any technical delays, operational barriers or policy questions that may have occurred and how they were resolved.

Vendor Answer:

  1. What are the leading industry practices that you would recommend New York State consider in maintaining their fleet? Include strategies for overall fleet management, as well as maintenance of the fleet.

Vendor Answer:

  1. Provide a listing of the top 3 government (state only) fleets with whom you currently have Fleet Maintenance Services agreements and a summary of the number of each type of equipment (light duty vehicles, medium & heavy duty trucks, and other equipment) enrolled in your programs. Also, please provide the contract price for monthly and per occurrence/as needed maintenance services.

Vendor Answer:

  1. Provide a listing of NYS government entities, (including State agencies and town/county governments), who currently use your services. If applicable, also provide the contract number for their agreement.

Vendor Answer:

II.COVERAGE AND NETWORK

  1. Does your network of maintenance vendors cover all of New York State?

Vendor Answer:

  1. Do you provide coverage nationwide, and in Canada?

Vendor Answer:

  1. Do you have a preferred network of maintenance vendors?

Vendor Answer:

  1. If so, describe your company’s definition of preferred network

Vendor Answer:

  1. If so, describe how maintenance vendors are selected to be in your preferred network

Vendor Answer:

  1. Is there an additional cost for going to vendors who are not on your network or preferred vendor listing?

Vendor Answer:

  1. Does your company monitor vendor performance and utilize this information when recommending repair locations to vehicle operators?

Vendor Answer:

  1. Does your company allow maintenance vendors to be added or removed from your network at the request of an authorized NYS Agency?

Vendor Answer:

  1. If NYS has a “qualified maintenance vendor list” is your company able to manage to the list?

Vendor Answer:

  1. How will adherence to the “qualified maintenance vendor list” be tracked?

Vendor Answer:

  1. Would managing to a “qualified maintenance vendor list” be included in the pre-defined fees or would it be an additional cost?

Vendor Answer:

IV.SERVICES

  1. Fill in the below table by identifying either ‘yes’ or ‘no’ if your company offers the below services, and include applicable vehicle weight range for coverage and your company’s standard government rate for the service. Add additional rows for other services your company may offer.

Service / Specify Vehicle Weight Range, if applicable / Yes / No / Standard Government Rate for the Service
Monthly Enrollment Light Duty Vehicles
Monthly Enrollment Medium - Heavy Duty trucks
Monthly Enrollment Other Equipment (Trailers, Utility and Construction Equipment)
Per Occurrence/As Needed Maintenance Light Duty Vehicles
Per Occurrence/As Needed Maintenance Medium - Heavy Duty trucks
Per Occurrence/As Needed Maintenance Other Equipment
Roadside Assistance Light Duty Vehicles
Roadside Assistance Medium – Heavy Duty trucks
Roadside Assistance Other Equipment
Towing Light Duty Vehicles
Towing Medium – Heavy Duty trucks
Towing Other Equipment
Accident Management (all in)
Accident Management – Documentation Only
Accident Management – Repair Estimates
Accident Management – Appraisal
Accident Management – Subrogation
Other (please specify)
  1. How are preventative maintenance schedules for the enrolled vehicles developed, tracked and managed at your company?

Vendor Answer:

  1. How does your company interact with its customers on preventative maintenance schedules?

Vendor Answer:

  1. Does your company track and communicate vehicle inspection schedules?

Vendor Answer:

  1. Is your company able to integrate fuel credit card transactions, to update odometer readings for maintenance scheduling?

Vendor Answer:

  1. Does your company have the ability to source parts from State designated parts suppliers for repairs by network vendors, as well as for in-house repair work?

Vendor Answer:

  1. How active is your company with tracking reimbursements with OEMs on faulty equipment? Please provide examples for motor company products including medium & heavy duty trucks, trailers, utility & construction equipment and truck mounted hydraulic equipment (cranes, aerials, digger/derricks, etc.)

Vendor Answer:

  1. Provide an overview of how your company will be able to work with existing New York State Department of Transportation, and Thruway and Bridge Authority towing contractors to ensure timely support is provided to vehicle users.

Vendor Answer:

  1. Does your company have the ability to provide management of your customers’ internal maintenance shops, including parts inventory, mechanic productivity, overheads, etc.?

Vendor Answer:

  1. Does your company have the ability to track NYS entire fleet (both enrolled in your company’s program and fleet that is maintained through internal shops) in a central system that NYS authorized users can access?

Vendor Answer:

  1. Is there a fee other than the standard “management fee” for this service?

Vendor Answer:

V.PRICING

1.Does your company have a price list for any standard maintenance services or parts for in-network shops? If so, please attach a pricelist.

Vendor Answer:

2.What are the general price differences between in-network vs. out-of-network shops for standard services/parts (e.g. oil changes – light duty vehicles including automobiles)?

Vendor Answer:

3.Does your company have approval/authorization dollar limits for maintenance repairs that the Agency can set and your company will uphold? (e.g. maintenance repair is $1,500 and approval limit is $500, your company must call Agency for approval of maintenance repair). Also, can the authorization dollar limits vary between different sub-accounts within one Agency?

Vendor Answer:

4.Does your company have the ability to manage to the pricing and terms of standing agreements/contracts for auto parts, tires and services that New York State currently has in place with vendors? Is there a fee other than the standard “management fee” for this service?

Vendor Answer:

5.Is your company capable of managing and adhering to “do not exceed” labor rates for maintenance vendors? Is there a fee other than the standard “management fee” for this service?

Vendor Answer:

6.Does your company have better rates, (or the ability to negotiate better rates for high-volume customers), with national account vendors, than the standard national account pricing that is set (15% discount)?

Vendor Answer:

7.Does your company short pay maintenance vendors?

Vendor Answer:

8.Is a procurement card (P-Card) an acceptable form of payment for the invoices your company sends to NYS?

Vendor Answer:

9.Does your company charge a ‘non-network’ invoice processing fee?

Vendor Answer:

10.Does your system benchmark repair costs by geographical areas?

Vendor Answer:

11.Is your company willing to negotiate with maintenance vendors for better rates on individual repairs, and for overall labor/parts rates, on our behalf?

Vendor Answer:

12.What cost improvement initiatives do you recommend for NYS?

Vendor Answer:

VI.SYSTEM / REPORTING

  1. What information about the maintenance vendors do you track in your system? (e.g. labor rates, equipment, technician qualifications, business hours, etc.). Do you rate various suppliers according to these and/or other criteria?

Vendor Answer:

  1. Does your company’s system have the capability to interface and/or send data feeds to NYS Agency systems?

Vendor Answer:

  1. Describe your company’s reporting capabilities and the frequency of the reports. Are there additional charges for these reports?

Vendor Answer:

  1. Example reports include:
  2. All agencies and number of vehicles enrolled in your company’s program
  3. Services the vehicles are enrolled in
  4. Maintenance vendors (national account vendors and independent vendor) used by Agencies
  5. Type of maintenance repair spend breakdown
  6. Spending by vendor and by service
  1. What data fields does your company capture for your customers? Provide a sample report that includes all data fields available, and a definition of those fields.

Vendor Answer:

  1. Does your company have a website that NYS authorized users can access to view their fleet information? Provide a link to the website and a login/password that can be used to view a sample of the fleet information available.

Vendor Answer:

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