3.13.2025 LB Technology.Inc_Response_Summary of Negotiation for BPM006461.pdf

RFP #BPM006461

Summary of Negotiation for BPM006461

Submitted: March 13th , 2025

Submitted by : LB Technology, Inc

Subject: Summary of negotiation for BPM006461 Global Positioning Systems (GPS) Equipment and Monitoring Services for Fleet Equipment

In Response to : Patrick Breazeale letter dated March 10th Pursuant to A.R.S. §41- 2534(F) and A.A.C.R2-7-C314, the State of Arizona, Department of Transportation request that LB Technology address items discussed in our negotiations call, held on Monday March 10th, 2025 at 8:30 am MST (10:30 am CST) with LB Technology employees Jason Gafa, President, Chandler Meloni, Chief Financial Officer and Elizabeth Boggan, Account Executive.

The following is a summary of the areas we have addressed in this document :

(1) Method of Approach Scenario – New response to add detail and clarity around decentralized deployments.

(2) Seatbelt Section 4 – 4.7. – New response to add clarity to seatbelt monitoring and installation procedure.

(3) OEM Section 4 – 4.9.10 - New Response to add clarity and detail to the availability of OEM data integrations

(4) New pricing - Pricing updated to ensure a more competitive and market-aligned offering to the State of Arizona.

Response Questionnaire Form General Offer Requirements

Method of Approach Scenario Question

Scenario Question: Offeror has received an order of 3000 basic GPS units to be installed in hundreds of decentralized locations throughout the State of Arizona. Offerors shall provide a detailed narrative that describes your approach to install and possibly replace existing GPS units. The narrative shall describe the timeframe to complete this order and any obstacles that may be of concern.

NEW EDITED RESPONSE 3.13.2025

Beginning in July 2020, LB Technology designed and executed an operation – one that would exemplify coordination, and innovation in managing decentralized operations that have led to 4,758 active deployments for the State of Arizona to date and adding new deployments daily. .

As a specific example, in October 2023, Mike Stagner and Mike Percival were leading a GPS telematics deployment mission that spanned the entire State of Arizona . The Arizona Game & Fish office, led by

Stagner, had vehicles strategically distributed in locations such as Cornville, Forest Lakes, Payson, Show

Low, Yuma, Kingman, and Phoenix. Meanwhile, Percival’s Arizona Parole office had many vehicles, dispersed across major hubs like Flagstaff, Yuma, Tucson, Kingman, and Phoenix.

As the project planning began, it became immediately clear that success depended on an orchestrated effort—one where every minute and every mile driven was meticulously planned. Regional LB

Technology teams, state employees, and ADOT approved contractors all worked in unison, their collaboration seamless. Precise time and location planning were required of this deployment. Dedicated teams communicated in real time, ensuring that every vehicle was supported, equipment and supplies were readily available, and every challenge met head-on.

This deployment was not just a logistical feat but also a testament to LB Technology’s ability to navigate the complexities of decentralized operations. The management and real-time monitoring of fleets across multiple locations, within such a short span of time, demonstrated a high level of service and coordination that set a new benchmark.

In the end, this deployment was more than just a series of tasks accomplished for the state—it was a powerful example of teamwork, technology, and the pursuit of excellence. The success of these deployments resonated far beyond the immediate achievements, cementing LB Technology’s reputation as a leader in managing large-scale, decentralized projects with finesse and efficiency.

LB Technology will adhere to a structured, state-approved plan to effectively manage the deployment of

GPS telematics devices across decentralized locations throughout the State of Arizona. By combining planning, local partnerships, standardized procedures, logistics and quality control, LB Technology can efficiently handle the installation of 3,000 GPS units across hundreds of locations.

For a project that covers a vast geographical area, communication and planning are key. Below is our proven approach for handling similar sized and geographically disbursed installations:

Detailed Project Planning for Decentralized Deployments

1. Mapping, Scheduling, & Resources

• LB Technology will create a detailed project map outlining all decentralized locations across the state. We utilize GIS tools to map the installation sites and cluster them regionally.

• We plan to develop a phased schedule that accounts for geographic proximity and timing of site accessibility, ensuring adequate vehicle access.

• After we determine the number of teams/technicians required, we will assign team leaders, and schedule installations based on available resources and location density. When feasible, we

• collaborate with local contractors and technicians who are familiar with the region, as their local knowledge can greatly expedite the installation process and help address on-site challenges.

2. Standardized Installation Procedures

• LB Technology will develop comprehensive manuals and checklists that outline each step of the installation process. This ensures consistency—especially for requirements like seatbelt monitoring & and removal of existing devices—across all installations and minimizes errors.

• We will implement training sessions for all installation teams, covering both the technical aspects of the GPS units and best practices for working in diverse environmental conditions (e.g., heat, cold, rain).

3. Logistics and Inventory Management

• LB Technology will use a centralized inventory management system based in Phoenix, Arizona, to track the scenario of 3,000 units in real time in the same manner that 4,758 active vehicles have been deployed to date for the State of Arizona. This aids in managing supplies, monitoring deployment status, and ensuring timely replenishments at regional hubs.

• The LB Technology Deployment Manager will coordinate with logistics partners to ensure reliable and efficient transport of devices. Technicians will use dedicated vehicles or local courier services to transport inventory and supplies, depending on the region.

4. Quality Assurance and Testing

• After installation, each device will be immediately tested to confirm proper functionality. Our field service management software (DoForms) streamlines this process by logging test results directly into a central system.

• We use a remote monitoring system for real-time oversight of the devices’ post-installation, which helps identify and address issues early.

5. Communication and Reporting

• LB Technology utilizes a command center to oversee the progress of deployment. This center serves as the main point of contact for troubleshooting and reporting, ensuring that issues are quickly escalated and resolved.

• We provide daily status updates and progress reports to stakeholders, keeping everyone informed of milestones, delays, or any necessary adjustments.

6. Contingency Planning

• LB Technology will develop contingency plans for potential delays or unexpected issues (e.g., inclement weather, local travel disruptions, vehicle access challenges). Technicians will have access to a reserve inventory of spare units, and extra personnel will be on standby to address issues requiring additional resources.

• We will gather daily feedback from deployment teams to enable on-the-fly adjustments to processes or schedules.

7. Resource Request (our request from the state)

• Designate a primary point of contact to coordinate with LB Technology and ADOT approved third-party installers, ensuring all communication flows smoothly between teams.

• Be readily available and schedule regular check-ins with LB Technology’s project manager to review progress, discuss any roadblocks, and make adjustments as needed to vehicle availability and scheduling

• Coordinate vehicle availability for installation according to the agreed-upon schedule. This includes ensuring that vehicles are on-site and accessible for scheduled installations.

• Provide advance notice if any vehicles need to be rescheduled or if availability changes, helping us meet deadlines effectively.

Below is an actual project plan for a one-week decentralized deployment that was successfully executed for the example given of Arizona Game & Fish in October 2023.

In compliance with the narrative of the scenario question this would be an example of a project plan timeframe, predicated on an estimated start date of May 1, 2025, and assumes that a fixed number of vehicles, locations, and essential logistical resources have been confirmed and secured. We would use a similar timeframe plan to understand and meet the actual future needs of the State of Arizona.

Phase Estimated Start Date Estimated End Date Deliverables

Project Planning & Kick-Off May 1,2025 May 5,2025 Project Charter, Kick-Off Meeting

Sysytem Configuration & Preperation May 6, 2025 May 15,2025 Configuration Documentation Complete

Device Installations Begin (Pilot if applicable)

May 16,2025 June 5,2025 Pilot Test Complete

Full Deployemnt & Configuration June 6,2025 July 1,2025 50% of Installs Complete by July 1,2025

System Integration & Testing July 6,2025 July 26,2025 Integration Test Completed

Training & User Onboarding July 21,2025 July 26,2025 Training Sessions Complete

Final Review & Project Closeout August 1,2025 August 30,2025 Project Closeout Report

SECTION 4 (Specific Requirements)

4.7. All GPS installations will have a driver’s seatbelt sensor installed if not already installed in the vehicle.

NEW EDITED RESPONSE 3.13.2025

LB Technology employs a proven installation process that guarantees every vehicle without an existing driver’s seatbelt sensor receives one during the GPS telematics installation. Our procedure begins with a pre-installation assessment to verify whether the vehicle already includes the sensor. If absent, our certified technicians then install the sensor as an integrated component of the overall telematics setup.

This process is followed by a post-installation test to ensure proper functionality and compliance with safety standards. By following these detailed steps, we ensure that 100% of vehicles are equipped with seatbelt monitoring, thereby enhancing both safety and operational oversight.

The installation process:

• Our technicians begin by securely installing the GPS telematics device in the vehicle.

• An input wire is connected to monitor a sensor linked to the seatbelt.

• The sensor is continuously monitored, ensuring that seatbelt usage is tracked at all times.

• The system is equipped to send notifications if the seatbelt is not being used

• All seatbelt usage data is logged and associated with the specific vehicle and driver for thorough record-keeping and analysis.

LB Technology GPS Telematics seatbelt monitoring can offer several key benefits:

• Continuous monitoring helps ensure drivers buckle up, reducing the risk of severe injury during accidents.

• The collected data provides insights into driver’s habits, allowing for targeted safety training and promoting safer driving practices.

• Drives safety regulations and industry standards, potentially avoiding fines and improving overall fleet safety metrics.

• By identifying patterns of non-compliance, organizations can proactively address risky behavior, reducing liability and potential accident costs.

SECTION 4 (Specific Requirements)

1.9.10. Optional: The contractor may make available, if available, under applicable manufacturer, any API capabilities to any agency(s) third party Original Equipment Manufacturer (OEM) telematics data and integrate that OEM available data within the same data being collected by leased provided devices as a “zero-hardware” option to the agencies.”.

NEW EDITED RESPONSE 3.13.2025

LB Technology offers a seamless integration solution that meets this option. Our platform supports API connectivity with 22 vehicle manufacturers, including but not limited to GM, Ford, Toyota, Tesla, and many others. This allows us to access and integrate telematics data directly from the OEMs—subject to the manufacturers’ available API capabilities—and your existing aftermarket black box telematics data all viewable on a single platform, FleetTrack.

This integration provides a “zero-hardware” option for agencies, meaning that they can receive comprehensive, real-time telematics data without needing to install additional hardware. Our approach not only simplifies the deployment process for agencies but also enhances data quality and operational efficiency by consolidating multiple data streams into a single, unified view.

In summary:

• We connect with 22+ manufacturers today including GM, Ford, Toyota, Tesla, Dodge.

• Leverage available OEM API data to supplement and enhance the data from factory installed OEM telematics hardware

• Agencies can access consolidated telematics data without the need for additional physical devices.

This solution is designed to provide agencies with a cost-effective, and efficient telematics data management system that meets and exceeds requirements.

NEW EDITED RESPONSE 3.13.2025

Global Positioning Systems (GPS) Monitoring

Services for Fleet Equipment

Unit of

Measure

Estimated

Quantity

Unit

Pricing

Extended

(Estimated Qty

X Unit Price)

Monthly cost for bundled Basic GPS Service

(airtime) and leased hardware for a 12 month lease (installation omitted). Cost shall be all inclusive, freight and any additional charges or fees (tax omitted).

Monthly 48000 $7.80 $374,400.00

Monthly cost for bundled Basic GPS Service

(airtime) and leased hardware for a 24 month lease (installation omitted). Cost shall be all inclusive, freight and any additional charges or fees (tax omitted).

Monthly 96000 $7.80 $748,800.00

Monthly cost for bundled Basic GPS Service

(airtime) and leased hardware for a 36 month lease (installation omitted). Cost shall be all inclusive, freight and any additional charges or fees (tax omitted).

Monthly 144000 $7.80 $1,123,200.00

CDL Inspection hardware/software monthly cost.

This cost shall be all inclusive (tax omitted).

Monthly 6000 $3.00 $18,000.00

New Installation cost flat fee all vehicle types basic GPS devices (tax omitted)

Each 4000 $45.00 $180,000.00

PRICING SHEET

OFFEROR:LB Technology, Inc._______________________

BPM006461 Global Positioning Systems (GPS) Monitoring Services for Fleet Equipment

Instructions: The Contractor shall provide pricing for Global Positioning Systems (GPS) Monitoring Services for Fleet Equipment as per specifications section 4.0. The pricing provided below will be used for evaluation purposes. Installation costs will include all new installations of equipment requested by the Eligible agency. The Contractor shall use the Supplemental Pricing Sheet tab to list any and all optional products and associated pricing being offered.

NEW EDITED RESPONSE 3.13.2025

SUPPLEMENTAL PRICING SHEET

OFFEROR:_LB Technology, Inc._____________________

Instructions: The Contractor shall use this Supplemental Pricing Sheet tab to list any and all optional products and associated pricing being offered. Additionally the Contractor shall include pricing for the Required items listed below.Offeror may add lines as necessary. Examples include: Addition of a minimum 26 bit or 48 bit card, Installation cost flat fee all card readers, Forward or Rear

Facing Cameras, and Driver Scoring monthly cost, if available.

BPM006461 Global Positioning Systems (GPS) Monitoring Services for Fleet Equipment

Unit Price Unit of

Measure Notes

$0.00

EA

As a courtsey

$45.00 EA

Installation – GPS Vehicles

$25.00 EA RFID reader

$0.00 MO *Basic GPS Service Required

$15.00 MO *Basic GPS Service Required -FMCSA Certified ELD Service

$15.00 MO In-Cab Tablet only

$14.00 MO *Basic GPS Service Required - Dash mounted camera – FleetTrack Management portal

$2.00 MO *Basic GPS Service Required -RFID Key Fob Driver ID Service

$19.00 EA One-time fee per FOB

$9.50 MO *Basic GPS Service Required - FleetTrack RFID (Badge or Chip Sticker) Driver ID

$150.00 EA One-time fee per iCLass RFID Reader

$2.95 EA One-time fee per card

$45.00 EA One-time fee for certified technician installation

$45.00 EA One-time fee for certified technician installation

$95.00 EA One-time fee for certified technician installation

$3.00 MO *Basic GPS Service Required - Integration of OEM Telematics to FleetTrackManagement Portal

$2.00 MO *Basic GPS Service Required - Enhanced Crash Reconstruction

$19.00 MO Personal Safety Tracker

$14.00 MO *Basic GPS Service Required - Integration to Controller

Data Dependent MO Increased reporting, additional monitoring, etc. - To be quoted

$3.00 MO 3rd Party API Integration - Monthly charge per device

$3.00 MO Live agent 24/7 real-time alerts continuously track and analyze data from devices and vehicles

$3.00 MO *Basic GPS Service Required -Enhanced Safety Module Coaching, Analytics, etc.

$3.00 MO *Basic GPS Service Required -Enhanced Maintenance Module

$125.00 EA Hourly Development & Engineering charge for new Software/Hardware builds

$100.00 EA One-time fee for Service call and repair/replace GPS

Snow Plow Kit Add-on Services API Integration

Safety Module (FleetTrack 2.0) Maintenance Module (FleetTrack 2.0)

Non Warranty Service Call and Repair

WatchDog Monitoring Service

OEM Telematics Data feed CrashTrack

FleetTrack Tablet – Mobile Ruggedized FleetTrack Road & Driver Facing Dash Camera

FleetTrack Personal Tracker

RFID/Bluetooth Key Fob Driver ID Service

FleetTrack Speciality Equipment (Solar, Ruggedized, other) FleetTrack ELD Kit . Hours of Service Compliance

Installation – GPS Vehicles Installation – GPS Equipment Installation – Dash Camera

26/28Bit RFID Card Blank RFID iClass Badge Reader Equipment RFID - iClass Badge ID Swipe Driver ID Service RFID/Blueooth Key Fob

Professional Services

Description of Product

Required- Hardware for RFID Card Readers

Required - Removal cost flat fee all vehicle types basic GPS devices (tax omitted)

Required- Install RFID Card Readers with Labor and Cabling included (tax omitted)