24_239_RFI.pdf

RFI Item #24-239 Digital Vehicle Inspection Reporting Software & Equipment (DVIRSE) RFI Due: Friday, October 4, 2024 @ 11:00 a.m.

Request for Information

RFI Item #24-239

Digital Vehicle Inspection Reporting Software & Equipment (DVIRSE) for

Augusta, Georgia – Transit Department

Until further notice All bid openings, conferences and evaluation meetings will be conducted by electronic teleconferencing via ZOOM.

Instructions are enclosed.

Sec. 1-10-50. Sealed bids selection method:

Bid acceptance and bid evaluation. Provided that the bids are delivered to the Procurement Director at the time, place, and under the conditions contained in the Invitation for Bids, the bids shall be conditionally accepted without alteration or correction pending evaluation.

It Is The Responsibility Of The Vendor To Ensure Their Bid Submittal Is Received By The Time Specified Above

To Ensure Timely Deliveries; It Is The Responsibility Of The Vendor To Ensure Their Bid Submittal Is Received By The Time Specified Above. All Submittals MUST Be Received During Our Normal Office Hours From 8:30

A.M. To 5:00 P.M., Monday Through Friday. No Deliveries Will Be Accepted Prior To 8:30 A.M. Or After 5:00 P.M., As The Building Is Closed To The Public And Delivery Services Outside Of These Hours.

One Original and Two (2) Copies of RFI shall be submitted

Thanks for doing business with us. . .

Geri A. Sams, Procurement Director

535 Telfair Street, Room 605 Augusta, Georgia 30901

Rev. 6/20/2024

Request for Information (RFI) 24-239 Digital Vehicle Inspection Reporting Software & Equipment (DVIRSE)

RFI INFORMATION AT A GLANCE:

CONTACT PERSON GERI A. SAMS, DIRECTOR

PHONE: 706-821-2422

procbidandcontract@augustaga.gov

HOW TO OBTAIN THE RFI TYWANNA SCOTT, PROCUREMENT

DOCUMENTS PHONE: 706-821-2422

procbidandcontract@augustaga.gov

PRE-SUBMITTAL CONFERENCE NONE

HOW TO FULLY RESPOND TO THIS AS INSTRUCTED WITHIN THE RFI, SUBMIT

RFI BY SUBMITTING A PROPOSAL 1 ORIGINAL AND 2 COPIES OF YOUR

PROPOSAL TO:

Geri A. Sams, Director

Augusta Procurement Department 535 Telfair Street - Room 605

PROPOSAL SUBMITTAL & October 4, 2024 AT 11:00 A.M.

DEADLINE Geri A. Sams, Director

Augusta Procurement Department

QUESTIONS IN WRITING ONLY:

By fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department no later than Friday, September 20, 2024 @ 5:00 P.M.

mailto:procbidandcontract@augustaga.gov

Request for Information

Request for Information will be received at this office until Friday, October 4, 2024 @ 11:00 a.m. via ZOOM Meeting ID: 853 9491 7519; Passcode: 24239 for furnishing:

RFI Item #24-239 Digital Vehicle Inspection Reporting Software & Equipment (DVIRSE) for the Augusta, GA – Transit Department

RFIs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:

Geri A. Sams, Director Augusta Procurement Department

RFI documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFI documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901 (706-821-2422).

All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, September 20, 2024 @ 5:00 P.M. No RFI will be accepted by fax or email, all must be received by mail or hand delivered. To ensure timely deliveries, all submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday. No deliveries will be accepted prior to 8:30 a.m. or after 5:00 p.m., as the building is closed to the public and delivery services outside of these hours.

No RFI may be withdrawn for a period of 90 days after RFIs have been opened, pending the execution of contract with the successful bidder(s).

Request for information (RFI) and specifications. An RFI shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for information including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the RFI which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFI number on the outside of the envelope.

GEORGIA E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public contract (contracts with a government agency) for the physical performance of services over $2,499 in value to enroll in E-Verify, regardless of the number of employees. They may be exempt from this requirement if they have no employees and do not plan to hire employees for the purpose of completing any part of the public contract. Certain professions are also exempt. All requests for qualification issued by a city must include the contractor affidavit as part of the requirement for their bid to be considered.

Proponents are cautioned that acquisition of RFI documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFI documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base their qualifications.

Correspondence must be submitted via mail, fax or email as follows:

Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov

GERI A. SAMS, Procurement Director

Publish:

Augusta Chronicle August 29, 2024 and September 5, 12, 19, 2024 Metro Courier August 29, 2024

Attn: Takiyah A. Douse Interim Administrator Sharon Dottery Transit Department Oliver Page Transit Department mailto:procbidandcontract@augustaga.gov http://gma.informz.net/z/cjUucD9taT0yMjUwOTU1JnA9MSZ1PTUxODY3MTg3MiZsaT0yMTQ3NjI3Nw/index.html

PROCUREMENT DEPARTMENT BIDS AND CONTRACTS

ELECTRONIC RFI OPENING INFORMATION

The Augusta, Georgia Procurement Department conducts Public RFI Openings to obtain information from quality vendors for Augusta. Bidders may participate in our Public RFI Openings via webcast or teleconference by following the instructions outlined below:

ELECTRONIC RFI INSTRUCTIONS

Join from a PC, Mac, iPad, iPhone or Android device

Friday, October 4, 2024 @ 11:00 a.m.

for the Augusta, GA – Transit Department

ZOOM RFI Opening:

1. Click this URL to start or join Zoom:

2. Or, go to https://zoom.us/join and enter meeting ID: 853 9491 7519

3. Passcode: 24239

4. The audio portion of the electronic RFI opening; (maximum 100 lines)

Teleconference: Telephone number: 646 876 9923

1. When prompted enter the Passcode: 24239

2. Caltrans will mute the teleconference line to prevent disruptions and distractions.

3. To exit the teleconference, simply hang up your phone.

OFFICIAL RFI RESULTS will Post within 5 Days

For Assistance: Please Contact the Bid and Contract Team at (706) 821-2888 https://zoom.us/join https://zoom.us/join

Augusta, Georgia Augusta Procurement Department ATTN: Procurement Director 535 Telfair Street, Suite 605

Name of Proponent: _______________________________________________________________________________

Street Address: ___________________________________________________________________________________

City, State, Zip Code: ______________________________________________________________________________

Phone: ______________________ Fax: __________________________Email: ________________________________

Statement of Non-Discrimination

The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta, Georgia. The undersigned covenants that we have not discriminated, on the basis of race, religion, gender, national origin or ethnicity, with regard to prime contracting, subcontracting or partnering opportunities.

The undersigned covenants and agrees to make good faith efforts to ensure maximum practicable participation of local small businesses on the proposal or contract awarded by Augusta, Georgia. The undersigned further covenants that we have completed truthfully and fully the required forms regarding good faith efforts and local small business subcontractor/supplier utilization.

The undersigned further covenants and agrees not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta, Georgia’s Local Small Business Opportunity Program. Set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the entity.

The undersigned acknowledge and warrant that this Company has been made aware of understands and agrees to take affirmative action to provide such companies with the maximum practicable opportunities to do business with this Company;

That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption;

That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain and;

That the failure of this Company to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material breach of contract entitling Augusta, Georgia to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and or forfeiture of compensation due and owing on a contract.

Non-Collusion of Prime Proponent

By submission of a proposal, the vendor certifies, under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the proposal have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or to any competitor.

(c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition. Collusions and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

Conflict of Interest

By submission of a bid, the responding firm certifies, under penalty of perjury, that to the best of its knowledge and belief:

1. No circumstances exist which cause a Conflict of Interest in performing the services required by this BID, and

2. That no employee of the County, nor any member thereof, not any public agency or official affected by this BID, has any pecuniary interest in the business of the responding firm or his sub-consultant(s) has any interest that would conflict in any manner or degree with the performance related to this BID. By submission of a bid, the vendor certifies under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the bid have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the bid have not knowingly been disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or competitor.

c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership or cooperation to submit or not to submit a bid for the purpose of restricting competition. For any breach or violation of this provision, the County shall have the right to terminate any related contract or agreement without liability and at its discretion to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift, payment or consideration.

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent Date

TRADE SECRET STATUS AFFIDAVIT

Augusta, Georgia

All documents, data, letters and generated information received by Augusta, Georgia constitutes a “public record” and is subject to disclosure under the Georgia Open Records Act ("GORA"). O.C.G.A. § 50-18-70 et seq. However, pursuant to O.C.G.A. § 50-18- 72(a)(34), "[an] entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.].”

O.C.G.A. § 10-1-761(4) defines “Trade secret" as “…information, without regard to form, including, but not limited to, technical or nontechnical data, a formula, a pattern, a compilation, a program, a device, a method, a technique, a drawing, a process, financial data, financial plans, product plans, or a list of actual or potential customers or suppliers which is not commonly known by or available to the public and which information:

A. Derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and

B. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”

Therefore, the records listed below and attached hereto, that were submitted with _______________________response to Augusta, Georgia Request for Proposal, Request for Quote, or Request for Qualified Contractor ______________are marked confidential pursuant to O.C.G.A. § 10-1-761(4):

• (List specific information that the supplier wishes to withhold and how that information constitutes a trade secret)

• Additional trade secret information requested to be withheld

• Your company is requested to send a redacted copy of your submittal.

Under penalty of perjury, acknowledging that O.C.G.A. §16-10-71 provides a penalty of a fine of up to $1,000 and potential imprisonment of one to five years, I attest that the specific information in the records listed above constitutes trade secrets pursuant to O.C.G.A. § 10-1-761(4), and request that Augusta, Georgia not disclose this protected information under the Georgia Open Records Act ("GORA").

Signature:

[Signatory Name in Print] [Signatory’s Title] [Company Name]

_______________________________ Date: ______________________________________ [Signatory’s Title]

SUBSCRIBED AND SWORN BEFORE

ME ON THIS ______ DAY OF

_____________, 202_.

__________________________________ My Commission Expires: ______________

NOTARY PUBLIC

Return Page Only if Applicable

INSTRUCTIONS TO SUBMIT:

Augusta, GA, is issuing this Request for Information (RFI) from vendors on digital vehicle inspection reporting software and equipment (DVIRSE). Your submittal should respond to, and be based on, the information included in this RFI. Should, Augusta issue a Request for Proposal (RFP) after receiving and evaluating vendor responses, your company will be allowed to participate in the RFP. Responses to this RFI will assist Augusta in drawing up the scope of work for an RFP to be issued. Responses to this RFI will ensure that your products and services are not excluded from consideration. No award will be made from the RFI, the request is to gain information about the collection systems only.

Responses will be received in the office of the Director of Procurement at 535 Telfair Street, Room 605, Augusta, GA until Friday, October 4, 2024 @ 11:00 a.m., and then, at said office, publicly opened and read aloud. The RFI must be submitted in a sealed package and labeled with firm’s name and the name of the project – "RFI 24-239 Digital Vehicle Inspection Reporting Software & Equipment (DVIRSE)”. No RFI will be accepted by fax or email, all must be received by mail or hand delivered. Vendors are required to submit one (1) marked unbound original and two (2) copies of the RFI.

Opening will be held via ZOOM: Meeting ID: 853 9491 7519; Passcode: 24239

All firms responding are cautioned to read this RFI carefully for understanding and request clarification from Augusta, Georgia on any questions pertaining to this RFI. The Proposer should examine all documents and requirements of the services requested to become fully informed. Failure to examine these areas will not relieve the successful Proposer of its obligation to furnish all products and services necessary to carry out the provisions of the contract. After RFIs have been submitted, the vendor shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

All questions must be submitted to the Procurement Department in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov by Friday, September 20, 2024 @ 5:00 P.M. Issues and responses addressed in any other manner will not be considered valid or binding in consideration of proposals or any subsequent contract negotiations.

Geri A. Sams Procurement Department

RFI Packages may be obtained at the Augusta, Georgia Procurement Department, at the address listed above.

Failure to provide all of the requested information may cause the RFI to be rejected as non-responsive. An official authorized to bind the firm to the terms and provisions of the RFI must sign.

The proposal shall be no more than sixty (60) pages in length, excluding cover letter, required forms, tabs and appendices. All documents will be typewritten on standard 8 x 11 white paper. Exceptions would be schematics, exhibits, photographs or other information necessary to facilitate Augusta’s ability to accurately evaluate the proposal.

The Proposer must package and seal its proposals so that they will not be damaged in mailing. Proposers are reminded that under Georgia law, all opened documents fall under the Open Records Act and are subject to inspection by the public. Accordingly, proprietary information and/or data cannot be withheld from public inspection. All proposals and supporting documents will be submitted in accordance with the Instructions to Proposers Section.

SCOPE OF INFORMATION REQUEST

Augusta Transit (AT) is seeking information from vendors of digital vehicle inspection reporting software and equipment (DVIRSE). Information derived from this Request for Information (RFI) will guide AT in the preparation of a future Request for Proposals (RFP) to procure such software and equipment to facilitate pre and post trip inspections of its assets (buses, vans and support vehicles). AT seeks to gain a more thorough understanding of the current and near future state of vehicle inspection software and equipment in order to maintain the highest service reliability of its vehicle fleet while meeting the needs of current and future riders.

REQUEST FOR INFORMATION PURPOSE

The purpose of this request is to obtain information on DVIRSE which includes Android tablets for performing examination tasks. A vehicle driver or mechanic will use a tablet together with inspection software and be guided through the inspection process in a user intuitive way while collecting vehicle inspection data. The data will be transferred to a system which can be accessed via any common web browser to view the current status of each vehicle, review reports from inspections, review completed forms, view the geolocation of a tablet on a map and manage vehicle maintenance data.

Through this RFI, AT is seeking to gain a better understanding of the current and future state of DVIRSE, and what technology, methods and features will best fit the needs of the agency. AT recognizes that vehicle inspection technology is evolving and seeks to be poised to adapt to a changing transit landscape.

This RFI solicits information from vendors with the expectation that AT will gather sufficient market information to prepare a future Request for Proposals (RFP) to procure DVIRSE.

ABOUT AUGUSTA TRANSIT

Augusta Transit as a department of the City of Augusta, is tasked to provide transit services in Richmond County, Georgia. Currently, AT contracts RATP Dev USA Inc., (RATP Dev) dba Augusta Transit Management (ATM) to operate transit services in the county which are designed to help our passengers get to wherever they may need to go. RATP Dev is an international multimodal transportation provider operating, managing and maintaining transportation services.

AT currently operates nine (9) fixed routes with complimentary Para-transit services (for persons with a permanent or temporary disability that prevents them from using fixed-route services) in the urbanized area of Richmond County.

Service in the rural area of Richmond County (Blythe, Hephzibah and McBean) is provided by Richmond Transit.

Microtransit service serving South Augusta is expected to commence operations in 2024 or early 2025.

AT provided 404,344 fixed route and 20,907 paratransit (demand response) Unlinked Passenger Trips (UPT) in 2022 (National Transit Database (NTD)). The rural operator Richmond Transit provided 12,459 UPT during the same period.

Over the years since a peak in 2015 with 787,145 UPT there has been an annual decline in the volume of trips on AT’s fixed route services. However recent transit surveys have shown that with the availability of electronic fare payment options UPT have the potential to significantly increase throughout the transit network.

Presently, there are 18 fixed route, seven (7) paratransit vehicles and six (6) rural vans; a total of 31 vehicles. Five (5) microtransit vans are expected to join the revenue earning fleet in 2024 followed by five (5) 35ft BEBs in 2025.

VEHICLE INSPECTION STATUS

Paper vehicle inspection forms are the order of the day and have always been used for pre- and post-trip vehicle inspections. However, the usefulness of paper forms cannot be maximized in their current format. Reams of paper forms have created clutter, necessitates additional storage and requires hours of labor to electronically synthesize and analyze. The current pre- and post-trip inspections form is presented below.

EXPECTED FUNCTIONALITY AND RESPONSES

Upon review of AT’s preferred functionality outlined in the following table, indicate if your DVISRE may fulfill the preferred features with ‘Yes’, ‘No’ or ‘AR’ adaptation required, and if necessary, followed by a brief explanation using the template.

Please include the table in your response and fill in each item with a YES, NO or NA response

Section No. Attribute Response

1. Organization

1.1 The required system will have two components plus the communications between both. Specific technical requirements are documented into these areas.

1.2 The Host System where the use of the system is administered. The Host System will be the repository of data collected for review and analysis.

1.3 A portable system (Android tablet or phone) software (App) for use by individuals responsible for inspections. Henceforth the term “tablet” or “portable system” will imply either an Android Tablet or Smartphone.

1.4 Communications between the host and tablet.

2. Host System Requirements

2.1 Architecture and Basic Functions

2.1.1 The Host System is to be accessible by authorized individuals from any computer location at any time.

2.1.2 It is required that the Host System can be accessed through a standard industry Web Browser without the need for unique hardware and/or software.

2.1.3 It is required that the Host System provide for a minimum of 99% availability based on a 24x7x365 calendar.

2.1.3.1 It is required that the Host System provide for redundancy or some other technique to ensure availability during peak periods.

2.1.4 It is required that data collected be stored in an industry standard relational database that supports customer analysis and reporting.

2.1.5 It is required that the Host System support the export of the database content when the customer wishes.

2.1.5.1 It is required that the Host System support the export of database data without the involvement of the vendor, or at an additional charge.

2.1.6 It is required that the Host System be able to push application updates to the portable system.

2.1.6.1

It is required that the Host System push of application updates not require any action on the part of the user of the portable device and that the Host System archive the delivery status of the update such that it can be tracked and reported.

2.1.6.2 It is required that the Host System be able to push data updates (such as inspection results) in real time (or near real time) to one, many or all the portable systems.

2.1.7 It is required that the system allow for MDM (Mobile Device Management) of the tablets from the Host System.

Section No. Attribute Response

2.2 Host System Access and Security

2.2.1

It is required that the Host System security support an Administrator who has over-arching control of the Host System access. This “master” administrator sets permissions for all other Administrators who are permitted access to the Host System.

2.2.1.1 It is required that the host system permit development of user “categories” based on job function which have limited access to Host functions.

2.2.1.2 It is required that host administrators be able to assign user categories to individuals.

2.2.1.3 It is required that user categories at least include the following: administrators, inspectors, drivers, supervisors and maintenance technicians.

2.2.2 It is required that the host system captures a log of all transactions, including the transaction type, transaction details, date, and time stamps to support audit functions. These logs shall not be able to be modified.

2.2.2.1 It is required that such audit information be readily provided by the vendor.

2.2.3 It is required that host access management use a simple technique to minimize help desk burdens for common efforts such as “Forgot my Password”.

2.2.3.1

It is required that individual designations include existing company references to aid in administration. Such designations are likely to include: Name, Employee Number or ID, Email Address, Telephone Number (s), Title, Supervisor, Subordinate (s).

2.2.4 It is required that all data transmissions between the Host System and the Portable System be encrypted.

2.2.4.1

It is required that all transmissions be assured between the Host and Portable System, and that if errors occur during transmission or the transmission of data is interrupted, that a re-transmission is automatically handled by the portable system without user intervention.

2.2.4.2 It is required that inspection data be held in the Host System but also be duplicated in the Portable System for use “in the field”.

2.3 Host System Database

2.3.1 It is required that data be stored within the database such that reporting, and analysis can be easily performed with a minimum of training.

2.3.2 It is required that the database be organized to easily support analysis and filtering, in the most common ways such as: by individual user, by vehicle, by inspection type, by dates and times and ranges,

2.3.2.1 It is required that simple filters be available to support analysis.

2.3.2.2

It is required that analysis, filtering and reports can be easily gathered in these areas:

1) By vehicle

2) By Date/Time or Date/Time ranges

3) By inspection individual

2.3.2.3 It is required that the database support the segmentation of the client users and data to mimic operation sectors such as work centers or regions, groups of vehicles or differing vehicle functions (“sites”).

2.3.2.3.1 Such segmentation must allow restricted presentation of data to only those individuals authorized within a segment.

2.3.2.3.2 Even with segmentation however, the system must support the aggregation of all data to individuals responsible for the entire client operations.

2.3.4 It is required that data stored in the database be encrypted

Section No. Attribute Response

2.4 Host System Size and Scaling

2.4.1 It is required that the Host System be able to support the simultaneous access by up to 25 administration individuals.

2.4.1.1 It is required that host system response, with the above noted 25 administration individuals, be within 3 seconds when all individuals are seeking responses simultaneously, and with all having high speed data connections.

2.4.2 It is required that the Host System be able to support an inspection traffic load of 100 completed inspections within a five-minute period and up to 2500 completed inspections within a 3-hour window.

2.4.3

It is required that the system database be of sufficient size to host at least the following number of inspection records for analysis and reporting:

1) 5,000 Inspections per day

2) For 1 year of data (365 days)

All within a single database that is actively accessible (not from an archive) by the customer.

2.4.4.1 It is required that the customer can access archived data for a minimum of five

(5) years.

2.5 Host System Application, Database, Functions, User Interface Requirements

2.5.1 The Host Application receives and archives inspection results for analysis and reporting.

2.5.2 Inspection results are required to be readily available for analysis by vehicle, by inspector, or within stated date/time parameters.

2.5.2.1 It is required that the vendor make available to all customers new reports or report formats that have proven useful by other customers, and at no additional charge.

2.5.2.1

Reports in the system shall include the ability to report on:

• The last time a particular inspection type was conducted

• Analysis by an inspection item

• Analysis of media (pictures or video) collected of an inspected item

• A report to track each day that any vehicle dispatched receives at a minimum a pre-trip and post trip inspection and can also show if other inspections such as driver swaps were performed

• A report which allows for tracking of fuel economy

• A report on the time pre-trip inspections begin and post-trip inspection complete which can be used for timekeeping

• The ability to accept dispatch data for vehicles and provide a real time report on if the vehicles are expected to leave on time, and include notifications to one or more staff if a vehicle is predicted to leave late

2.5.3 It is required that a Dashboard identifying the status of the fleet (ready for service, in need of maintenance, etc.) be immediately presented on the Host System whenever an Administrator accesses the system.

2.5.3.1 It is required that the Dashboard present the current status of vehicles because of the most recent inspections.

2.5.3.2

It is required that the real time view of the current status of the entire vehicle fleet, or the portion of the vehicle fleet for which the Administrator is responsible be presented to the Administrator upon access, or if the Administrator is already online, that updates be made in real time.

Section No. Attribute Response

2.5.3.3 It is required that the current status, because of the inspection, be labeled to permit notification to the Administrator. Such labels are commonly referred to as: Pass, Warn or Fail

2.5.3.3.1

It is required that depending on the result of an inspection (e.g., Fail) that the host system support the automatic notification (by text and/or email) of the situation to an individual or a group of individuals identified in the system. Such notification is to include a link to the reported situation so that the recipient can quickly understand why he or she has received the message.

2.5.3.4 It is required that the dashboard provide a simple path for the Administrator to see the last inspection result for a vehicle and as a result to be able to understand the vehicle classification because of the inspection

2.5.3.5

It is required that the inspection result classification (Pass, Warn or Fail) can be made by the Host System and thereby in the Tablet Application through logic administered by the company rather than through a determination by the inspector based on his or her judgement

2.5.3.6 It is required that the Host System be able to initiate, in real time, an alert to the Supervisor responsible for a specific vehicle or a group of vehicles when a specific inspection concludes with a “Fail” classification.

2.5.3.6.1 It is required that the Host System support an email and/or a text message to communicate the Supervisor alert noted in 2.5.3.6.

2.5.4 It is required that the system automatically generate maintenance requests, when appropriate, because of observations from an inspection.

2.5.4.1 It is required that maintenance requests can be viewed by the service group in the Host System.

2.5.4.2

Alternatively, it is required that the Host System include a secure Application Programming Interface (API) such that it can send data to the customer’s maintenance system for action and resolution within that system and the return communication from the maintenance system with updates and status. Further, it is required that this API documentation be available without charge.

2.5.4.3

If the service group is using the Host System to disposition maintenance requests, it is required that service staff be able to note at least the following steps: Accept or Reject the Maintenance Request, Assign the Maintenance Request, Schedule the Maintenance Request, Complete and/or Close the Maintenance Request within the Host System.

2.5.4.4

If the service group is using the Host System to disposition maintenance requests, it is required that the Host System automatically alert the Administrator responsible for the vehicle when the service is completed, and the vehicle can be returned to service with the maintenance request completed or cleared.

2.5.4.5 It is required that the system aggregate multiple inspections noting the same failure on the same vehicle so that maintenance does not get sent multiple service requests for the same repair demand

2.5.4.6 It is required that when a single repair clears multiple inspections which have previously reported the same problem, that all reports can be cleared by maintenance with a single action.

2.5.5 It is required that the Host System include a simple technique for an authorized user to generate, view and export report data in common formats such as .CSV or .PDF.

Section No. Attribute Response

2.5.5.1

In support of reporting, it is required that a technique be available to allow for filtering of inspection results. At a minimum the following filters should be available: date/time ranges, vehicle (a single vehicle, a type of vehicle, a group of vehicles or all vehicles), and staff (a single individual, a group of individuals or all).

2.5.5.2 It is required that after a report is generated via whatever filters are applied, that individual data elements within the report be accessible to the viewer.

2.5.5.3 It is required that reporting also be available on individual inspection items across the vehicle fleet (e.g., tires or wheelchair lifts).

2.5.6 It is required that the Host System provide for portable device administration.

2.5.6.1

Such portable device administration is required to include: a list of devices, the assignment of the device within the system (to an individual, a vehicle or otherwise), information required to initialize the device or otherwise allow it to perform inspections, and the device permissions to deliver and receive data from the Host System.

2.5.6.2 It is required that the host system maintain a record of the location of the device if the portable device has GPS capabilities.

2.5.6.2.1 It is required, if the portable device has GPS capabilities, that the current location of the device be readily available on the Host System and that the location can be presented overlaid on a map.

2.5.7 It is required that the Host System has the capability of administering individuals who will use the system.

2.5.7.1 It is required that the Host System include a complete staff list which includes information about specific individuals such as: Name, ID, Role or Function, Contact Information (email, telephone number(s), address/location).

2.5.7.1 It is required that the Host System be able to assign unique demands upon specific staff who perform inspections.

2.5.7.1.1

Unique demands must include (if supported by the portable device) but are not limited to the following: require a signature on the portable device at the completion of an inspection, take a picture of the staff person while signing, request a random picture during the inspection, rearrange selection lists randomly on individual inspection items, limit (or not) the viewing of historical inspection results to only those of the individual currently inspecting the asset, or reduce the list of items to be inspected to only part of an inspection template (such as a “repair only” inspection by a “mechanic” or a supervisor reviewing a vehicle before it is permitted to “return to service”.

2.5.7.2 It is required that the Host System be able to assign, manage and administer directly and remotely specific functions within the portable device.

2.5.8 It is required that the Host System include a listing of vehicles within the customer fleet for which inspections are to be performed and archived within the system.

2.5.8.1 It is required that individual vehicles can be uniquely identified within the Host System by the Vehicle Identification Number (VIN) and/or a company asset tag.

2.5.8.1.1 It is required that the Host System automatically add the VIN number if the asset tag is used for a reference to the inspection record.

2.5.8.2 It is required that vehicle characteristics including make, model, model year, tag/plate, configuration, and all other pertinent options be listed within the system.

Section No. Attribute Response

2.5.8.3 It is required that inspection templates can be assigned to individual vehicles or groups of vehicles (where appropriate).

2.5.8.4 It is required that multiple inspection templates for different purposes can be assigned to individual vehicles or groups of vehicles (where appropriate).

2.5.9 It is required that the Host System manage and administer inspection templates that guide the inspection process.

2.5.9.1 It is required that the management of the inspection templates support the assignment of specific templates to individual vehicles or groups of vehicles.

2.5.9.2 It is required that the templates can be updated via the Host System and the modified templates be automatically distributed to the Tablet Application, without the need to retrieve or touch the tablet.

2.5.9.2.1 It is required that the customer, through the Host System, be able to update and/or modify an inspection template at any time.

2.5.9.2.2 It is required that the customer, through the Host System, be able to update or modify an inspection template and download it to one or more portable devices remotely without the need to retrieve the device from the field.

2.5.9.3 It is required that the inspection template be such that it can guide the inspector through the inspection process step-by-step.

2.5.9.3.1 It is required that the inspection template can be created in sufficient detail to eliminate or at the very least reduce training required for the inspector to perform his or her task.

2.5.9.3.2 It is required that individual inspection items be identified on a template by name, location, and picture.

2.5.9.3.3 It is required that the Host System support the building of “libraries” of inspection items (name, locations, pictures, etc.) to aid in the creation of templates and individual inspection items.

2.5.10 It is required that the Host System gather specific information to verify that an inspection was performed as required by the template.

2.5.10.1 It is required that proof be gathered during an inspection, of the performance of an inspection.

2.5.10.1.1 It is required that the proof of an inspection be such that it does not require the installation of a bar code or Radio Frequency Identification (RFID) Tag onto the vehicle.

2.5.10.1.2 It is required that additional proof of inspection performance can be gathered by multiple means during the inspection.

2.5.10.2.3 It is required that the Host System be architected such that specific audit proof steps can be assigned to any individual, groups of individuals or all inspectors at any time.

2.5.10.2.4 It is required that the Host System be able to assign a variety of steps during an inspection which depend on the specific result of an inspection item such as take a picture (of a flat tire), take a video, make a comment, or input a measurement.

2.5.10.2.4.1

It is required that the system allow for any one or more of the following in response to a specific result of an inspection item:

• Take a picture or a short video

• Make a comment

2.5.10.2.5

It is required that the system allow for the result of an inspection item be declared as Pass, Warn or Fail through information gathered by the inspector which describes conditions which are observed by the inspector rather than demanding the inspector to make the actual declaration.

Section No. Attribute Response

2.5.10.2.6

It is required that inspection items be singular. That is an inspector is focused on an individual task and documents the response to that single task during the inspection as compared to inspecting multiple items at a single location and documenting all the responses in a group.

2.5.10.2.7 It is required that the Host System be able to simply allow an administrator to reorder individual inspection items in a template.

3. Portable System (Tablet) Requirements

3.1 Hardware

3.1.1 Configuration and Type

3.1.1 It is preferred that the Portable System be an Android Tablet

3.1.1.1

It is required that the system accommodate the use of an Android Smart Phone as the Portable System when the smaller screen size can be accommodated and if the client either already has provided Smart Phones to its staff or wishes to leverage employees who provide their own device such as a Smart Phone or tablet (Bring Your Own Device (BYOD)).

3.1.2

It is required that the Rugged Android Tablet have the following minimum technical features:

• Android 14.0

• 1.6 MHZ octa-core processor

• 8 GB of RAM

• 16 GB internal storage

• 8-inch 1980 x 1080 resolution screen with 450 nit backlight

• Touch screen capable of “wet-touch” and “glove-touch” for Operation in rain and cold weather

• Stylus and stylus storage

• IP68 certified unit and stylus to dust and water

• Must pass MIL STD 810G drop, shock and vibration test

• Optional Cellular LTE capable on Verizon or AT&T or T-Mobile

• Wi-Fi 802.11 a/b/g/n/ac

• 5 MP front camera and 8 MP rear auto-focus camera with flash

• NFC (near field communication)

• Bluetooth 5.4

• GPS

• 4,400 mAh user-replaceable battery

• Pogo pin connector (not micro-USB) for charging when docked

• 1 year warranty

It is required that any other Android Tablet to be used have the following minimum technical features:

• Android 13.0

• 1.6 MHZ multi-core processor

• 2 GB of RAM

• 8 GB internal storage

• 8-inch 1280 x 800 resolution screen with 250 nit backlight

• Touch screen

• Optional Cellular LTE capable on Verizon, AT&T or T-Mobile

Section No. Attribute Response

• Wi-Fi 802.11 a/b/g/n/ac/r/k/v

• 2 MP front camera and 5 MP rear auto-focus camera with flash

• Bluetooth 5.3

• Global Positioning System (GPS)

• User-Replaceable rechargeable battery with sufficient capacity for a minimum of 4 hours of continuous operation

• 1 year warranty

3.1.3

It is required that the Tablet have the following accessories available:

• Desk Dock which can recharge the Tablet

• Vehicle Dock and Vehicle Mount with a DC/DC Adapter with an optional Key or Combination Lock

• Carry options including: Hand Strap, Shoulder Strap

3.2 Portable Android System Inspection Application Henceforth for simplicity merely to be referenced as “Tablet Application” or “App”

3.2.1 It is required that the Tablet Application be able to support the use of a single tablet by any user on any vehicle.

3.2.2 It is required that the Tablet Application support inspection when it has a data connection to the Host System or when offline.

3.2.2.1 When inspections are performed offline, it is required that the data in the Tablet automatically synchronize with the Host System when communications is restored without user interaction.

3.2.3 To accommodate offline inspections, it is required that all the inspection template(s) reside on the Tablet for all vehicles.

3.2.4 It is required that the tablet application verify the identity of the user during initiation (first use or after an application update or when passed by another application on the device).

3.2.4.1 If a tablet is being shared among multiple users, it is required that the tablet application require a sign-on with ID and password or with a compatible ID Badge by the user before access to the application is permitted.

3.2.4.1.1 If a tablet is being shared among multiple users, it is required that with sign-on, that the available options to the specific user sign on automatically be applied (such as a “repair only” inspection option to a mechanic).

3.2.4.2 If a tablet is being used by a single user to inspect a variety of vehicles, it is required to first identify the vehicle prior to an inspection.

3.2.4.3 If a Tablet is equipped with Near Field Communication (NFC) functionality, it is required that the use of an NFC equipped ID Card be supported to aid and simplify user sign-on.

3.2.4.5

If NFC is used by the Tablet to aid in User Sign-On, it is required that the vendor provide a simple method for an Administrator, with the proper credentials, to “program” the tablet application to validate sign on credentials. The vendor is to document this process and requirements in their response.

3.2.5 The Tablet Application must support the entry of an asset number or a VIN Number to identify the vehicle to be inspected.

3.2.5.1 It is required if the company focuses on an Asset Number as a vehicle identifier that the Application automatically adds the VIN number to the inspection record or vice versa.

Section No. Attribute Response

3.2.5.2 It is required if the company provides that capability, for the Asset Number and/or the VIN number to be referenced through the scanning of a barcode.

3.2.5.3

It is required, if the client so desires, for the vehicle identification be via a License Plate scan. Existing technology supports taking a picture of the License Plate and digitizing that information. As with Asset Numbers and VIN Numbers, if the License Plate identity is used that the VIN and Asset numbers be cross-referenced.

3.2.5.4 It is required that the Tablet Application, when a tablet is used repeatedly to inspect the same vehicle, that there be a simple selection for the inspector to say “same vehicle”

3.2.6

The Tablet Application must allow for multiple templates to be assigned to a vehicle. The Tablet Applications must also allow for subcategories of templates relating to similar functions (such as maintenance which may have subcategories of weekly, monthly, and yearly). Before commencing an inspection, the user must identify what template is to be used for the inspection.

3.2.6.1 The Tablet Application is required to lead the order of the inspection. That is, the specific order of the items to be inspected by the user during the inspection.

3.2.6.2 The Tablet Application is to capture and store date and time as each Inspection Item is completed.

3.2.6.3 It is required that the Tablet Application also capture and store the location (GPS coordinates) when an Inspection Item is being inspected.

3.2.6.4 It is required that the Tablet Application can also require input from the inspector (e.g.: data entry (keyboard or voice to text), picture, video) depending on how the template is configured as each Inspection Item is completed.

3.2.6.5

It is required, if the Tablet Application requires the inspector to position a “slider” (for example: to visually identify the fuel level of the vehicle or to identify the oil level on a dipstick) that the application convert the result into a specific measurement for that vehicle depending upon the configuration of that vehicle (e.g., fuel tank size).

3.2.7 It is required, if a vehicle is equipped with a telematics module connected to the On-Board Diagnostics (OBD) interface, the Tablet Application be able to access the available data available on the module.

3.2.7.1

When a module is installed and connected to the OBD system of the vehicle and accessible via the portable device, and specific data is available from that module (such as fuel level, odometer reading or any other pertinent data), it is required that the information is collected automatically and any part of the inspection template that requires that information receive that information and insert it into the inspection record without the need for the inspector to request such data collection.

3.2.8 It is required that the Tablet Application permit an inspector to stop/abort an inspection before completion.

3.2.8.1 It is required that the Tablet Application permit an inspector to repeat a previous inspection item.

3.2.8.1.1 If the Tablet Application permits an inspector to repeat a previous inspection item, it is required that an inspector only be permitted to go back one step (the previous…