44-008 Addendum 1

Hall County Government

FINANCIAL SERVICES

POST OFFICE DRAWER 1435

GAINESVILLE, GA 30503

t: 770.535.8270 | f: 770.531.6711

DIRECTOR

Wesley Geddings

Notice – Addendum 1 Project Name: GPS-AVL Vehicle Tracking Systems

RFQ/P#: 44-008

June 16, 2023

A pre-bid meeting for RFQ/P #: 44-008 – GPS-AVL Vehicle Tracking Systems, was held on June 13, 2023 at 10:00 AM at the Fleet Maintenance Building located at 1670 Barber Road in Gainesville, Georgia.

During the meeting, it was noted that after further discussion with Hall County management, bonds of any kind would not be required for this project.

This will be a five (5) year contract, renewable every fiscal year with both parties’ consent.

A handout with the list of some of the vehicles on which these will be installed, was provided by Hall County to the vendors in attendance. This same list is included below.

An option of using 2-way directional cameras instead of key fobs was suggested by one of the vendors, which Hall County agreed might be a good idea to request quotes for the cameras as well. Thus, Exhibit C (Mandatory Cost Proposal Worksheet) will be amended to include quotes for camera systems as well as quotes for the wired AVL hardware for comparison.

Hall County provided some more details of what they are looking for in the products and services:

(400) Vehicles that include trucks, cars, tractors and dump trucks.

Besides tracking the vehicle, it also needs to track driver behavior (speeding, braking, etc.).

The software needs to be user friendly, detailing the list of vehicles and what type of vehicle it is.

Key fobs will be used in some of the vehicles that are “Hot Seated” (Approximately 40-50 vehicles) and assigned to the person, not the vehicle.

No devices will be needed for trailers, lawn mowers or motor graders at this time.

No Sheriff or Fire Service vehicles will be part of this bid.

The vendors in attendance asked the following questions and Hall County’s answers follow:

Q: Are there any mission critical vehicles where extended downtime would be an issue?

A: No.

Q: Will this be a pool of vendors or just one vendor?

A: One vendor will be chosen.

Q: What is the Tyler service delivery model?

A: API Connector to upload mileage into Tyler Asset Management.

Q: Do you want to purchase or own the products?

A: No, we want to pay a monthly fee to lease and service the products.

Other questions from vendors via emails are as follows:

Q: Will you accept e-mailed or electronic proposal submissions in lieu of printed proposals?

A: No, only printed proposals are accepted.

Q: Does the county fleet currently have any GPS/Telematics system installed? If so, which provider?

A: Yes, Fleet Analytics Q: Does the county want any engine diagnostic data from the vehicles?

A: No Q: Are there any other third party devices currently on the vehicle diagnostic ports, such as a fueling system?

A: No Q: Is the county interested in any sensor input tracking, such as PTO, brooms, lights, etc.?

A: No Q: For Hall County fleet vehicles, do the one-minute intervals apply to both logging and real time tracking for individual and/or multiple vehicles?

A: Real time tracking and logging. We are not sure about the interval times Q: Do the Hall County fleet vehicles need the ability to detect if the ignition is on or off? (E.g. an alert showing the ignition is on or the ability to report) A: Yes Q: For the Hall County fleet vehicles, what is the current age rang of all vehicles that make up the initial 400?

A: 1996-2023 Q: Would an installment with a Y splitter under the dashboard be sufficient. The devices installed this way connect to the vehicle computer and gather engine data. They are hidden and will send a tamper alert if disconnected. Additionally they have an internal battery that will keep reporting for a day or two if unplugged. Hardwired units under the hood will not connect to the vehicle ECM and will give less data. The dashboard method has less fail points, is hidden under the dashboard and provides much more information. The under dash install works much better in our experience.

A: Y connectors are fine for OBD2 vehicles. We have had issues in the past with the heavy trucks with this type of connection and they have had to be a direct wire unit.

Q: Does the county currently have a work order system and could you describe how that does or would look.

A: No, we are currently moving to a work order system that we hope to be in place later this year.

Q: Does the county wish to use RFID for trash can pick up logging?

A: No Q: What are the top three success factors for this project? How will we mutually measure the success of the project?

A: Service, product quality & Support Q: What are the titles and departments of the individuals who will be evaluating vendor responses?

A: Walt Davis, Corrections & Maintenance - John Udzinski, Fleet Maintenance - Michael "Dusty" Johnson, Fleet Maintenance - Tania Gallman, Fleet Maintenance.

Q: What department will the winning vendor primarily serve under this RFP?

A: Fleet Maintenance Q: What are the top three characteristics the County looks for in a new vendor?

A: Dependability, communication and great service.

Q: Do you have a budget allocated for this project?

A: Yes

Q: What (if any) is the current GPS System used today?

A: Fleet Analytics Q: What are the top 3 things you like about your current Camera System?

A: N/A – No camera system.

Q: What are the 3 things you desire that your current Camera System does not provide today?

A: N/A – No camera system.

Q: Have you talked with any vendors as part of market research? If so:

Q: Please rank the following on a scale of 1 to 5 (1 being low importance, 5 being highly important):

A:

0. GPS accuracy 5

0. Mapping quality 5

0. Data Retention configurability 5

0. Reporting capabilities 5

0. Hardware quality 5

0. Ease of use of the system 5

0. Integration with MUNIS 5

0. Integration with other systems 5

0. Support 5

0. Warranty 5

0. Pricing 5

Q: Would the County consider a proven solution from a reputable company with over 100,000 customers but limited government experience?

A: The County would consider any solution that is a good fit for our needs

Q: Do you desire to have a solution to help coach drivers regarding risky or non-productive driving behaviors?

A: Not at this time

Q: Is the County interested in adding Video to the system in the future?

A: Yes

Q: Do you have a recording, presentation, or list of attendees from the Pre-bid meeting that can be shared?

A: No

Q: What is the target date for installation of the selected solution?

A: TBD after bid award.

The following is the list of vehicles that was distributed at the meeting. This is a starting point and there will likely be some changes after the audit of assets is complete:

Vehicle Inventory by Department as of May 18, 2023

Heavy Equipment/Trailer Inventory by Department as of May 18, 2023

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