9594CS25Q0047 Attachment 1.docx

9594CS25Q0047

Sources Sought

Attachment 1 to Sources Sought Notice for Fleet Management Application - 9594CS25Q0047 Provide/complete all the information required below and submit with any response to the Sources Sought Notice for Fleet Management Solution.

1. Name of the solution to be offered:

2. Identify whether the Fleet Management Solution named above includes the below functionalities/capabilities.

Online GOV reservations.

Displays real time GOV availability.

Allows the requester to check-out and check-in the GOV electronically.

Includes an online approval process to be configured by the System Administrator(s) before a GOV can be reserved.

Allows System Administrator(s) to configure pre-requisites for reserving GOVs, e.g., completion of driver portfolio information Such as driver’s name, license number, etc.

Allows automated clearing of unused reservations within:

· 24 hours of the reservation start time for a full day reservation; and

· Two hours of reservation start time for a partial day reservation.

Generates an automated message and sends to System Administrator(s) when drivers leave comments about a GOV so that each reservation does not have to be checked for any comments.

Can install an electronic, lockable key storage mechanism (e.g., kiosk/key box) at multiple locations within Washington DC.

Kiosk/key box:

· Is enabled via a touchscreen that will automatically unlock the key box to retrieve and return GOV keys during the check-out and check-in of GOVs.

· Allows the fuel card to be stored with the GOV key.

Provides layered access controls that can be configured by multiple designated Government personnel.

Access Controls include the following capabilities that can be assigned to multiple levels of Government personnel:

· Add/delete GOVs from inventory or change the location where the GOV is retained;

· Disable GOV availability for maintenance/repair services or other issues at a specific location;

· Assign GOVs;

· Generate/manage fleet reports;

· Create/cancel GOV requests;

· Allow for confidential driver information identified to be viewed by other designated Government personnel; and

· Access a display screen to view the entire fleet at all locations;

· Approve/disapprove user GOV reservation requests; and

· Access a display screen to view GOV reservations requests and activities, such as, approval assignment activities, site/field visits information that the supervisor needs to approve the request.

Capability to input and track detailed GOV usage information, including:

· Mileage data per fleet, per location, per GOV, per year, per quarter, per month, per week, or per day of the week);

· Frequency of GOV usage;

· Purpose of usage;

· Trip logs;

· Ability to attach trip planning documents; and

· Ability to identify each GOV by “In-Service”, “Out-of-Service” and “Retired” status.

· “In-Service” means GOV is available to be used.

· “Out-of-Service” due to maintenance, vehicle inspection, etc.

· “Retired” means vehicle has been exchanged or returned. We need to keep track of GOVs we used to have.

Provides user created profiles with the ability to store and track all driver information, such as:

· Driver’s name;

· Driver’s license number;

· State driver license issued;

· Driver license expiration date;

· Employee office location

· Employee office phone number;

· Employee mobile number; and

· Employee’s supervisor name.

Requires all information above as mandatory for completion before any GOV can be reserved.

Capability to limit who has access to driver specific information such as Driver’s license number, state issued, and license expiration date.

Has the ability to log all information related to all GOV maintenance and repairs, such as:

· Identification of the GOV receiving service;

· Type of work completed;

· Cost of work performed;

· Condition of GOV when it is repaired; and

· Provide a comment field to track additional information; and.

· Automated messages to administrators about the vehicle’s need for repairs.

Allows for the following information to be input for GOV traffic violation management:

· Driver name;

· Driver license number;

· Employee office location;

· Date, time, and location of the violation;

· Ticket/citation number;

· Type of violation;

· Amount of fee assessed;

· Paid status of assessed fee;

· GOV license plate number violation was cited; and

· Accident tracking number (if an accident was involved).

Has the ability to query the total number of traffic violations cited by driver.

· Driver and Passenger information; this is a form to upload.

· Police report number;

· Damage category to GOV, i.e.:

· None;

· Minor – no repair needed;

· Minor – repair needed;

· Major damage; and

· GOV totaled

· GOV tow status (yes/no);

· Tow cost;

· Cost of repair;

· Other GOV involved (yes/no)

· Other GOV driver name and contact number;

· Other GOV license number;

· Other GOV passenger information (name and contact information)

· Status section, i.e.:

· Referred to OGC (yes/no);

· Pending additional information;

· No further action required;

· Comment section; and

· Ability to upload any pertinent photos or documents.

Can integrate telematics data from GSA’s telematics provider (currently GeoTab) obtained from the GOV’s telematics module via GSA approved installed devices.

Is able to generate the below identified reports:

· GOV Usage – capable of providing a report on any combination or all data fields;

· Driver Information – capable of providing a report on any combination or all data fields;

· Maintenance & Repair – capable of providing a report on any combination or all data fields;

· Traffic Violations – capable of providing a report on any combination of or all data fields;

· Accidents – capable of providing a report on any combination or all data fields;

· GOV Status – availability; and

· Ad hoc reports – any combination of information included in the system.

Provide fuel management tracking features such as automatic odometer readings and gas levels.

Has the capability to upload Excel spreadsheets, pdf files, Word documents, and other attachments necessary to manage the fleet.

Includes a welcome/homepage including an access button/icon for each of the system features.

Support touch screen capability;

Include an on-line training module;

Include a “Help” icon for each module and/or screen

Be HTML5 compliant

Have override capability

The application shall be compatible with Microsoft Edge and Google Chrome

The system must support SQL Server 2016, Windows Server 2016 and Microsoft Development Environment.

Help desk support Monday through Friday, 7 AM Eastern Standard Time (EST) through 5 PM EST excluding federal holidays.

Call back or email no later than two business hours from receipt of the call or email.

3. Is training offered?

4. If training is offered, are there links to all training materials that can be used after training is completed?

5. Provide the following for one client using the solution identified in #1 above within the last 5 years:

· Client name (i.e., name of company or agency receiving the services).

· Client address.

· Client point of contact (name, email address, and phone number.