Attachment 1_Sources Sought_Fleet Management.docx

Department of State Fleet Management Consulting Services – Sources Sought

General:

This is a Sources Sought Notice Only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This Sources Sought Notice is issued for information and planning purposes only as part of U.S. Department of State (DOS) market research and in itself does not constitute a solicitation. This requirement is covered under Category 541614SVC (Supply and Value Chain Management). The purpose of this notice is to obtain information regarding the availability and capability of qualified dedicated fleet management consulting companies (other than small businesses; small businesses; HUBZone small businesses; service-disabled veteran owned small businesses; 8(a) small businesses; veteran owned small businesses; woman owned small businesses; and small disadvantaged businesses).

Introduction:

The DOS manages a fleet of approximately 15,000 vehicles globally. Each year, the Department receives 1.3 million requests for these vehicles, which are used to transport diplomats and other embassy personnel to and from important engagements at the DOS’s 250 posts worldwide. Managing this fleet is crucial to ensuring the Department’s success in carrying out its diplomatic mission.

Domestic Fleet Management and Operations division (FMO) supports Department operations in Washington, DC, the U.S. Mission to the United Nations, and field offices throughout the United States. Diplomatic Security (DS) manages its own domestic fleet operations separately from FMO. FMO administers the Department’s alternative fuel vehicle Greening Government Program and other domestic initiatives. The domestic fleet is subject to fleet management regulations pertaining to fuel efficiency, use of alternative fuel vehicles, and fleet management planning, among others. Average fleet efficiency for GSA’s vehicles, which constitute approximately 68 percent of the domestic fleet, was 7,728 miles per vehicle.

The DOS requires consulting services and assistance in the overall planning, coordination, and administration of its agency-wide fleet management program and initiatives.

Background:

The DOS currently manages motor vehicles via a decentralized structure at many domestic locations and hundreds of foreign locations to support vastly different programmatic operations including Diplomatic Security, armored vehicles, International Narcotics and Law Enforcement Affairs, plus general Government motor pool operations for both the DOS and other U. S. Federal agencies at overseas posts (i.e., embassies and consulates). Over the last decade, the DOS has embarked upon a comprehensive effort to dramatically improve the management of its global fleet. The DOS established a Fleet Management Council (FMC) in 2007 chaired by the Bureau of Administration (A Bureau) with representation from 17 different Bureaus and Offices within the DOS. The FMC helps further DOS goals to improve overall management, utilization, accountability, cost-effectiveness, data collection, and fleet reporting by addressing regulatory mandates and driving support for mission critical policy.

The DOS has implemented a Fleet Management Information System (FMIS) and deployed it to every domestic bureau and overseas post. The DOS has completed domestic and global Vehicle Allocation Methodology (VAM) studies over the past five years. Current initiatives include data quality improvement, an optimal replacement cycle analysis, a fleet efficiency study, a department-wide fleet management plan, acquisition process improvements, and telematics program.

Tasks:

The DOS seeks to leverage the experience of industry fleet management experts who remain current on changing technologies and industry best practices to improve the management, oversight, and efficiency of the DOS fleet. To this end, tasks may include but are not limited to the following:

1. Consultative Services: Assist in the continuing assessment of the DOS fleet program and provide guidance on program performance, policies, practices, and initiatives as defined in each task order. This will include assistance as described below.

a. Determining the applicability, scope and potential impact of new programs, initiatives, and federal mandates on the DOS fleet program.

b. Evaluating existing DOS policies, practices, and procedures to ensure compliance with higher level directives.

c. Recommending changes to existing internal policies and procedures or developing new policies and procedures when required by new or revised federal fleet mandates. When appropriate, this will include development of a plan of action and milestones to meet compliance timelines or reporting due dates.

d. Reviewing DOS policy/procedural drafts and providing feedback on applicability, improvements, and adherence to higher level directives.

e. Advising DOS on the efficiency of internal policies, programs and procedures based on benchmarking in comparison to other federal agencies and to private industry norms. When appropriate, this will include provision of information on best practices exercised by non-DOS entities based on the experience and knowledge of the Contractor staff and/or market research as needed.

f. Analyzing global fleet data for quality and integrity issues. Conduct root cause analysis and provide recommendations for resolution. Assist the DOS in attaining measurable improvement in fleet data quality.

g. Periodically Contractor personnel may be tasked to attend and/or facilitate meetings, provide oral presentations/ briefings, participate in video-/tele-conferences, conduct training (either in person or via webinar session hosted by the Contractor), and provide written reports/analysis. A vast majority of tasks that require on-site attendance will be conducted in the Washington, D.C. metropolitan area, but may include other domestic or overseas locations; in these instances, the Contractor will provide a cost estimate for travel and per diem expenses to the Contracting Officer’s Representative (COR) for authorization and approval prior to planning for any trip. In the event the government cancels any planned meetings for which Contractor attendance has been requested and approved by the COR, the Contractor may submit to the COR a request for reimbursement of any costs associated with the cancellation (such as reservation cancellation fees charged by airlines) and the COR may authorize reimbursement for charges determined to be customary and reasonable based on industry standards. In all cases, the Contractor will submit documentation supporting the request for reimbursement.

4. Fleet Optimization:

a. Monitor Integrated Logistics Management System (ILMS) Fleet Analytics data to identify poor-performing overseas Motor Pools for Fleet Optimization consultation

b. Conduct outreach and communicate post-specific support opportunities to overseas Motor Pools.

c. Coordinate and manage logistics, planning, and scheduling with posts prior to arrival on-site.

d. Conduct end-to-end health assessment of post’s Motor Pool section.

e. Develop post-specific on-site support schedule and data cleanup workbook ahead of on-site visits.

f. Provide post-specific fleet optimization support including but not limited to:

i. Provide live ILMS fleet data cleanup with Motor Pool staff and management

ii. Provide presentation of ILMS Fleet Analytics tools and post-specific data

iii. Provide over-the-shoulder Fleet Management Information Systems (FMIS) support to Motor Pool clerks focused on key system functions

iv. Work with Motor Pool customers at post to convey proper procedure of submitting Motor Pool Trip Requests

v. May facilitate International Cooperative Administrative Support Services (ICASS) Billing and fuel/maintenance BPA Setup working groups with post General Services Office (GSO), Motor Pool section, and Financial Management Center at post

vi. May facilitate working groups with Motor Pool section and GSO Expendables team regarding Motor Pool Expendables stock management, issue process, and dead stock data cleanup

vii. Provide Motor Vehicle Acquisitions support to Procurement Agents, Receiving Officials, Motor Pool Supervisors, Mission Vehicle Accountable Officers (MVAOs), and Vehicle Accountable Officers (VAOs)

viii. Assist with vehicle mechanic technical training provided by motor vehicle manufactures (Ford, Toyota, etc.) or their authorized representatives

ix. Monitor post metrics post-visit and develop data quality reports

x. Develop periodic and ad hoc reports on Fleet Optimization program activity

g. May serve as a backup regional Desk Officer:

i. Lead consultations with overseas diplomatic and consular posts

ii. Represent Overseas Fleet during ILMS Management Consultations with General Services Officers (GSOs) and Management Officers (MOs) to present post-specific fleet analytics

iii. Respond to emails between Overseas Fleet (OF) and overseas Motor Pools

h. May participate in:

i. Fleet-based ILMS FSI courses including:

· PA499 FMIS for Motor Pool

· PA399 ILMS for Post Management

· PA221 GSO Acquisitions

ii. Functional meetings with ILMS Fleet Support team

iii. System enhancement planning meetings

iv. Various planning meetings involving OF

v. Various ILMS Training Team fleet-based calls with overseas posts

i. May act as a third-party approver for Foreign Service Institute (FSI) courses sponsored by OF.

Place of Performance:

The Contractor shall perform all work and documentation at the Contractor’s facilities unless otherwise specified. The contractor may be required to attend at least one on-site event each month, which will usually occur at a DOS facility within the Washington, DC metropolitan area. There are no anticipated remote travel requirements planned at this time.

Special Requirements:

Moderate Risk Public Trust (MRPT) may be required for personnel.

SOURCES SOUGHT INSTRUCTIONS

Instructions:

1. All dedicated Fleet Management Consulting businesses (small and other than small) with extensive Fleet Management Consulting experience supporting Federal programs as the prime contractor shall articulate their capabilities and experience in a document that does not exceed (10) pages. The document shall be concise and focused.

1. The document shall focus on the Fleet Management Consulting business capabilities to:

1. Provide One-stop-shop for high level fleet analysis and reporting.

1. Conduct vehicle lifecycle cost analysis to accurately predict optimal vehicle replacement and determine incremental costs of retainment.

1. Utilize existing Overseas Fleet Electrification Readiness Evaluation algorithm(s) currently in use to identify and prioritize locations where zero emission vehicle (ZEV) implementation is most feasible.

1. Provide fleet management experts who remain current on changing technologies and industry best practices to improve the management, oversight, and efficiency of a federal fleet.

1. Provide Vehicle Allocation (VAM) subject matter expertise.

1. Provide Fleet Management Information Systems (FMIS) and Federal Automotive Statistical Tool (FAST) subject matter expertise.

1. Provide international fleet subject matter expertise.

1. Provide fleet optimization subject matter expertise.

1. Apply existing knowledge related to the Department of State fleet (desired).

1. Provide short summaries (limited to two (2) summaries) of work performed on Federal Government Fleet Management projects and include reference point of contact information (i.e., name of reference, email of reference, telephone number of reference, and Federal Agency).

1. Sales brochures, videos, and other marketing information materials are not solicited and will not be reviewed.

1. Cost or price information is not solicited and will not be reviewed.

1. Interested businesses shall submit an electronic copy of their submission via email to JoAnn Carroll, carrolljb@state.gov and Michael Mickaliger, mickaligermj@state.gov. The due date and time for submission of responses is 11:00 AM Eastern Standard Time (EST) [May 31, 2022].

1. No phone calls related to this Sources Sought will be accepted. All correspondence shall be via email.

1. Companies responding to this Sources Sought shall be registered in the System for Award Management.

All responses must include the following information:

1. Company name;

1. Company address;

1. Company business size (Respond: “Small” or “Other Than Small”);

1. Unique Entity Identifier;

1. Point-of-contact name, telephone number, and email address.