PRC-FY24-0281 - Vehicle Fleet Management Information System (FMIS)

Issuing agency:County of Santa Clara, CASee other Bids by this agency Issuing department:PROCUREMENT DEPARTMENTSee other Bids by this department Bid Comments: TThe County of Santa Clara (County) is seeking proposals from qualified vendors to provide a Vehicle Fleet Management Information System (FMIS) software and services solution for the County’s Facilities & Fleet Department (FAF), Vehicle Fleet Management Division. Fleet currently maintains over 3,200 vehicles and pieces of equipment, of which approximately 1,840 are part of the County Fleet and the remainder belonging to outside customers such as Roads & Airports and VTA (Valley Transportation Authority). Fleet Management uses AssetWorks Fleet Maintenance Information Software for cost tracking, fuel tracking, repair tracking, maintenance scheduling and history, parts inventory, tire management, vehicle information, warranty tracking, and work order management. It is a critical part of Fleet as it is the system of record for all

work performed on the many vehicles that Fleet maintains. Since the incumbent vendor’s (AssetWorks: https://www.assetworks.com/) contract expires 6/30/2024, FAF prefers to train on, implement, and go-live with this RFP’s selected vendor and solution preferably by the end of June 2024, but NLT September 2024. This RFP may result in a single award or multiple awards. It is the County’s intent to award a contract with an initial term of three years with an option for the County to renew for additional two years, unless terminated earlier or otherwise amended. The County will consider On-Premise, Private/Hybrid Cloud Hosted, or Vendor Hosted Solution also termed interchangeably as SaaS (Software as a Service) or (CSP) Cloud Service Provider. The County prefers the On-Premise and Private/Hybrid Cloud Hosted Solution. The proposed solution must be a proven base system. The County is not interested in beta systems or purchasing professional services to design and develop a system. The solution must meet the business, functional, and technical requirements as defined in this RFP. The County will hold a pre-proposal conference on the date and time specified in Section III.A, Schedule of Events, of this RFP. A teleconference line will be provided. Unless stated that a conference is mandatory, attendance in the pre-proposal conference is highly recommended. THIS RFP SOLICITATION REQUIRES ALL PROPOSALS TO BE SUBMITTED ELECTRONICALLY THROUGH PERISCOPE HOLDINGS. NO PAPER, EMAIL OR FAX SUBMISSIONS WILL BE ACCEPTED AND MAY BE DEEMED NONRESPONSIVE. Pre-proposal Conference Date/Time/Location: Date: Thursday, February 22, 2024 Time: 10AM PST Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 246 105 188 931 Passcode: 3oC53d Download Teams | Join on the web Or call in (audio only) +1 408-791-0743,,81801260# United States, San Jose Phone Conference ID: 818 012 60# Find a local number | Reset PIN Learn More | Meeting options No audio, video, or written, transcript record of the proceedings of this pre-proposal conference will be available after its conclusion. The County will attempt to tabulate a list of all questions and responses at the pre-proposal event but does not guarantee that the list will include every question asked at the event. Upon request, the County may publish a list of vendors attending the pre-proposal conference after the conclusion of the event. Added on Mar 1, 2024:In III. SCHEDULE AND EXPLANATION OF EVENTS, A. SCHEDULE OF EVENTS, Event #4 Response to Written Questions/RFP Addendum Posted DATE is revised to Friday, March 8, 2024. Added on Mar 11, 2024:See Question and Answer Addendum#2. Added on Mar 11, 2024:See attached "Task Code List Examples.xlsx" document for Number 11. & 12. in the Question and Answer .pdf document. Contract duration:3 years Contract renewal:2 annual renewals Prices good for:360 days