Addendum_1_RFI 2024-380.pdf

STATE OF NEW HAMPSHIRE

DIVISION OF PROCUREMENT AND SUPPORT SERVICES

BUREAU OF PURCHASE AND PROPERTY

STATE HOUSE ANNEX

25 CAPITOL STREET

CONCORD, NEW HAMPSHIRE 03301-6398

DATE OF CHANGE: 9/1/2023

ADDENDUM # 01 TO BID INVITATION # 2024-380

DATE OF BID CLOSING: 09/07/2023 TIME OF BID CLOSING: 2:00 PM (ET)

FOR: REQUEST FOR INFORMATION RELATIVE TO THE PROCESS OF VEHICLE FLEET MANAGEMENT

SERVICES

CLARIFICATIONS:

Question 1:

If the RFI does proceed to an RFP is there a timeline that the department is hoping to follow in regard to an RFP release?

State Response:

Currently there is no timeline in place it this RFI did lead to an RFP.

Question 2:

Is there currently an incumbent contract fulfilling this requirement?

State Response:

Yes, the incumbent contract # is 8003012 and can be found Here by searching that contract #.

Question 3:

Has funding been reserved or a budget been allocated for this project as of yet?

State Response:

Not as of yet. The incumbent contract has a price limitation of $1,000,000.00.

Question 4:

Do you have a fleet list?

State Response:

The fleet size is estimated at 3,000 units.

Question 5:

Do you have existing buildings/properties we can staff and work out of?

State Response:

No we do not.

https://apps.das.nh.gov/bidscontracts/contracts.aspx

Question 6:

Is there any existing Telematics Services in use that integration is needed or is the state starting with a new system?

State Response:

The existing telematics service in use is provided by Merchants Automotive Group Inc.

Question 7:

Is there an incumbent or has the state provided its own maintenance program?

State Response:

The existing maintenance program is serviced by Merchants Automotive Group Inc.

Question 8:

Do you have a Vehicle list associated with the RFI and the future RFQ?

State Response:

The fleet size is estimated at 3,000 units.

Question 9:

Will there be a single location or multiple locations to be serviced for this request?

State Response:

Vehicles are located statewide. The State would need a vendor who can intake the vehicles for maintenance or repairs.

Question 10:

What is mile radius you are looking for from the Location(s) that will be serviced.

State Response:

There is no radius specified. Vendor would need to be able to intake the vehicles for maintenance and repairs. Multiple locations would be beneficial.

Question 11:

Is New Hampshire DAS seeking an actual shop that does the fleet maintenance services? Or just a software that tracks the maintenance?

State Response:

The State is looking for a vendor who can perform maintenance and repairs as well as track the maintenance and expenses.

Question 12:

I’ve been reviewing this RFP and also reviewed some past opportunities we have explored with the state of NH. It seems as though the last time we bid on these services there was some indemnification language that stopped us from executing an agreement with the state. From our past notes it appears that the old solicitation included leasing, but I can’t confirm that.

I am also under the impression that this bid (2024-380) is different than that past bid, as it is for services only and since it doesn’t include any assets to be leased. So, the indemnification language could potentially be different.

From our notes, it appears the last bid was on the “standard form p-37”. Will it be the same form for this bid? And if so, would NH remove the indemnification language? If it is not the P-37 form, would you please supply a copy for our review so that we can determine if we should bid?

State Response:

This RFI 2024-380 is a request for information only. It is not an RFB or RFP that would lead to an award. At this time, we are seeking information on fleet management services and related costs. The current RFI is not looking for leasing information.

If this does lead to an RFB/RFP being posted, we would then have our sample P-37 form attached showing the terms and conditions which does include the indemnification language.

Question 13:

Given the repair request, do you contemplate including Collision Management Services as part of the RFP?

State Response:

Collision management services would be considered if this leads to an RFP.

Question 14:

Could you please provide the State’s overall fleet size and breakdown of light/medium/heavy vehicles?

State Response:

The fleet size is estimated at 3,000 units. 1,000 passenger autos, 1,100 light duty trucks, 500 medium duty, 400 heavy duty.

Question 15:

Is there an incumbent providing these fleet services currently, and can you disclose this party?

State Response:

The incumbent is Merchants Automotive Group Inc.

Question 16:

What fleet division(s) of the State of New Hampshire are considering vehicle fleet management services?

State Response:

The service would be available for all state agencies.

Question 17:

“…Maintenance program shall apply to all fleet units, including but not limited to light fleet, heavy fleet, and off-road equipment…”

Question: Has there been a State of NH total vehicle count considering the requested fleet management services?

State Response:

The fleet size is estimated at 3,000 units.

Question 18:

“Describe what your maintenance and repair services program include. Do you provide a full array of repair services or are you limited to preventative maintenance…Do you provide body work services?”

Question: Are the maintenance requirements described above seeking an all-in-one vendor?

i. One that provides fully managed fleet services including …example: 24 hour roadside, annual registration renewals, glass repair/replacement, vehicle repairs, warranty screening, personal use reporting, parts etc.) PLUS …example: a fleet management telematics software platform that allows fleet operators and drivers asset/vehicle tracking, data reporting, service interval alerts, issue management workflows, automated odometer mileage for business vs. privacy reports, and vehicle fault diagnostics to alert when something breaks in the vehicles immediately?

ii. or will vendors only answer to those requirements applicable to their scope of work?

The State is seeking an all-in-one vendor for the maintenance services described.

Question 19:

RE: Installation cost and uninstall cost. Will the State of New Hampshire maintenance staff participate with any installation or uninstallation procedures of GPS telematics vehicle hardware? For example, many telematics devices are designed as “plug and play” hardware that easily connect into the vehicle’s CAN BUS port either directly plug-in or thru a T-harness.

State Response:

The vendor should be able to provide installation if the process is complex. If it’s a plug and play application each participating agency will be able to install if it is a simple plug-in application.

Question 20:

Given the long weekend, we would like to ask for an extension to the due date of 9/7. If possible, a week (September 14) would be very helpful.

There will be no extension to the RFI opening date of 9/7/23.

PURCHASING AGENT: Andrew Bennett E:Mail: NH.Purchasing@das.nh.gov

NOTE: ALL CHANGES TO BID SOLICITATION NOTED IN ADDENDUMS WILL SUPERSEDE PREVIOUSLY SUBMITTED DOCUMENTS AND MUST BE SUBMITTED WITH THE BID. ALL OTHER SPECIFICATIONS REMAIN UNCHANGED AND VALID.

mailto:NH.Purchasing@das.nh.gov

BIDDER ____________________________ ADDRESS ____________________________

BY ________________________________ ____________________________

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Please visit: https://das.nh.gov/purchasing/vendorresources.aspx (click on “Bid and Proposals”) for complete bid and addendums.

https://das.nh.gov/purchasing/vendorresources.aspx