2025-R-038 Bidders Questions and Responses.pdf

Question Number

Bidders Questions SAA Responses

Can you confirm the total fleet size as well as the number of vehicles that you anticipating sharing in the motor pool? There are a total of 65 vehicles; 12 vehicles are in the motor pool.

The RFQ appears you’re interested in GPS devices for all of the vehicles. Is this assumption correct?

GPS capabilities will be required for all vehicles, with the abiitlity to turn GPS tracking on and off remotely or manually.

3 How many vehicles are in your fleet that will need GPS tracking?

Initial implementation may only include GPS tracking on four vehicles, eventually expanding to all 65 vehicles.

Can you please provide more information to the current vehicle management system that you would like integrated with? Does that system(s) take APIs from other vendor softwares to integrate with?

Currently fleet vehicle information is managed manually through the use of Excel spreadsheets and Outlook calendars. No API's exist currently.

Does the SAA also want a front facing mobile application and website that riders of the shuttles can see where they are? Yes, the SAA requires a secure mobile application that allows shuttle riders to see their location.

Will the SAA accept bids that only is able to meet requirements of Fleet and Transportation Management solution and not the Key Track Solution?

Offerors should submit compliant responses to meet the Fleet and Transportation Management Solution and Key Track Solution requirements of the RFQ.

Will the Senate consider awarding this RFP to multiple vendors? For example, one vendor for the Fleet Management solution, and another vendor for the Key Track solution? Will proposals be accepted if Offeror does not include a bid on both solutions (Fleet Management and Key Track)?

The SAA will make one award. Offerors should submit compliant responses to meet the Fleet and Transportation Management Solution and Key Track Solution requirements of the RFQ.

Does the Senate wish to purchase hardware as well, such as ODBII devices to install in vehicles for capturing vehicle telematics? Yes, the SAA requires devices to capture vehicle telematics.

If the Senate requires vendors to integrate with existing telematics hardware/software, can you please provide the name of the telematics system(s) that you are currently using? The SAA does not currently utilize telematics hardware or software.

If the Senate requires vendors to integrate with existing telematics system(s), does the existing telematics system provide the ability to disable GPS tracking via an integration request? The SAA does not currently utilize telematics hardware or software.

Fleet Management requirement 11 mentions the ability to "seamlessly integrate with existing security and fleet management system".

a. How do you anticipate that the existing fleet management system will operate in conjunction with a new fleet management system?

b. Do you expect to replace the existing fleet management system?

c. What is the existing fleet management system?

d. What is the existing security system?

The solutions should provide seamless transition of existing data from Excel Spreadsheets and Outlook Calendars. Initially, minimum manual transferring of data will be acceptable, however full functionality shall eliminate the SAA's reliance on Excel spreadsheets and Outlook Calendars.

12 How many total users would be directly interacting with the solution?

A total of ten users from the Transportation and Fleet Department, along with four or possibly more SAA Leaders, and at least 20 motor pool drivers will be directly interacting with the system.

Of those total users, how many would need full access to the solution? Are there different categories of user types? And if so, what would be the breakdown for each user type based on total users?

Initially five users require full access: the Fleet Manager, the Lead Fleet Specialist, one Fleet Specialist, ACT's Deputy Director, and ACT's Director. This group should have complete control over the system.

Additionally, a category of users who can allocate keys and have the ability to view and input data is required, as well as a group of users that can pick up keys from a self-service kiosk.

14 How many system administrators would the solution require? Five.

Is the solution deployed on-premise, on a cloud service provider (IBM Cloud, AWS, Azure, GCP etc), or as a SaaS (Software as a Service) solution? (SaaS) Software as a Service

16 How many users would need 24/7 access to the solution, out of the total amount of users? Five users should have unlimited 24-hour access to the system.

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