Attachment_4_Written_Proposal_Template.docx

Attachment 4: Written Proposal Template

Instructions

Proposer shall use this document as a template on which to provide their responses to Written Proposal questions. Proposers may not leave responses to questions blank and may not respond to questions with “To be provided upon request,” “To be determined,” “See past work,” or the like. Proposals that fail to address each of the requested items in this document in a sufficient and complete manner may be deemed non-responsive and/or receive zero points.

Please be sure to follow this format and thoroughly (but concisely) address each section. Indicate clearly where supplemental documents are being provided.

Submission of a proposal will constitute a representation by your firm that your firm is willing and able to perform the commitments contained in the proposal.

All documents submitted in response to this Solicitation are subject to public disclosure. Therefore, please exclude or otherwise identify confidential or proprietary information, as appropriate.

Proposers must submit a complete Written Proposal consisting of each item set forth BELOW.

Written Proposal Questions 500 total points possible

CUSTOMER SERVICE (100 Points)

1) Will you provide us with direct customer support rather than subcontracting it to third-party resellers? (Yes = 10 points; No = 0 points)

2) Do you have a U.S. headquarters where devices are shipped to/from customers? Will that be the case for us if we become a customer? (Yes = 10 points; No = 0 points)

3) Will you provide a single point of contact for services to us as a customer? (Yes = 30 points; No = 0 points)

4) Describe the issue management, response times and escalation paths you can commit to in a Service Level Agreement (SLA) as contractual obligations: bug reporting cadence; proactive notifications about data or device disconnection/replacement issues; incident response times, escalation paths and remediation ETAs. (30 points possible)

5) Describe how you are proactive in identifying and mitigating issues and communicating the issue and responses to a customer. How do you ensure you are on track with customer obligations and expectations? (10 points possible)

6) Describe the types of change management support and training you offer to customers. What do you recommend to customers to encourage users to fully understand, use and embrace telematics devices, services and data for decision-making? (10 points possible)

REGULATORY COMPLIANCE: CTC/CTP (30 Points)

7) What format of information and delivery method do you use provide to customers with indicators of pass/fail for CTC and CTP to ensure timely and easy access? (30 points possible)

DATA VALIDATION AND ERROR DETECTION/FIXES (20 Points)

8) What methods and tools do you use to validate data? How do you detect/fix false speeding data? How and when do you communicate this to clients? (20 points possible)

DATA INTEGRATION (70 Points)

9) Describe your experience integrating telematics data with outside APIs, Snowflake and other sources. Please share a 1-page API code sample. Have you provided support to host data lakes and/or warehouses? (20 points possible)

10) Describe how your platform has integrated with Bluedot and/or Epic Charging. For which clients and for how long? (10 points possible)

11) Describe how your platform has integrated with PowerFlex. For which clients and for how long? (10 points possible)

12) Describe how your platform has integrated with Assetworks FA. For which clients and for how long? (10 points possible)

13) Describe how your platform has integrated in the following service domains: vehicle wash automation, vehicle initiated payments, towing operations telemetry, and tire service automation, etc. through a unified identity and API architecture. For which clients and for how long? (10 points possible)

14) Describe how your platform integrates or uses AI for analytics and predictive insights for customer users. (10 points possible)

DATA LATENCY (20 Points)

15) Describe how a customer would be able to download granular data, including trip by trip information, exceptions, and charging events in CSV/Excel files that are 40 MB or greater. How long would that take from a user perspective? (20 points possible)

CUSTOMIZATION (80 Points)

16) Describe your platform's customization capabilities for reporting templates and automatic emails/text alerts for rules, including the following: (60 points possible)

· Ability to fully customize geofences and rule notifications. A geofence is a defined geographic area used to track vehicle activity (inside, outside, entering or leaving locations such as: offices or depots, customer sites, delivery areas, restricted zones, etc.). A rule notification occurs when an event falls outside of normal or desired behavior based on predefined rules or thresholds (e.g. speeding, harsh braking or acceleration, idling too long, entering/exiting a zone outside of allowed hours, vehicle usage after work hours, safety-related triggers). Rule notifications help organizations identify risk, inefficiency or unauthorized behavior.

· Describe your ability to provide customized geofence rule notifications to establish geofences versus freeway logic, overpass/on/off ramp differentiation to reduce false positives. Provide an example of how a user may be able to do so independently. How are geofences and rule notifications established and maintained?

· Ability to fully customize reporting data fields

· Ability to provide reporting that specifies asset groups (i.e. reports should be able to include delineated groups for each asset)

· Ability to provide cross-group reporting (i.e. by Department and by reporting regime, such as BAR vs CARB)

· Ability to provide easily accessible reports (digitally on a site we can download to excel; also emailed in excel)

· Frequency of reports

· Mode of reports (email, text, etc.)

17) Describe your ability to customize road speed limit data that can be retained locally in a customer's database. What map provider or database are you using for source data? What is your method for gathering, analyzing, maintaining and updating speed limit data? (20 points possible)

DATA SECURITY, PRIVACY AND ACCESS CONTROL (40 Points)

18) Describe your experience working with public-safety entities and complying with their related policies, security and privacy laws. (10 points possible)

19) Describe the processes and policies you recommend to customers to set up federalization of groups, tags, users, and assets with hierarchical structure of security clearances in a public safety context. (30 points possible)

VEHICLE/DEVICE CONNECTIVITY (60 Points)

20) Describe how you maximize your ability to ensure that all vehicle makes/models/years are connected? What do you do if a vehicle is unable to connect due to an incompatible make/model/year? How long does it take for you to connect that make/model/year? What workaround would you suggest to be able to gather speeding, fault and fuel data if a vehicle is not compatible with your standard telematics device solution? (30 points possible)

21) What is your protocol and timing for addressing device disconnection and replacement and communicating with your customers? (10 points possible)

22) Describe how you ensure connectivity in the event of signal connection failures. What fallback alternatives or redundancies are built into your services? (10 points possible)

23) Describe how you track data throughout trips for assets installed with battery-powered devices (a device that does not connect to battery of the vehicle, it is powered by a small battery inside the device) and what type of data you can track. How often can trip data be provided even without vehicle power? (10 points possible)

VEHICLE POOLING & ACCESS (20 Points)

24) Describe your vehicle pooling capabilities, including online reservations systems and keyless operation (partnership or in-house). Describe your experience integrating with vehicle pool software/hardware solutions. (20 points possible)

FUTURE PROOFING (10 Points)

25) What software and hardware advancements does your company plan to implement in the next two to four years? (10 points possible)

PILOT PROGRAM PERFORMANCE (20 Points)

26) Describe your experience with gathering and validating performance metrics. How do you track baseline data against contract performance metrics? What are the challenges in doing so? (10 points possible)

27) Describe how you intend to meet the four (4) Pilot Contract Performance Metrics and Outcomes, listed in Section 3.1 of Appendix A, Scope of Work. (10 points possible)

EXPANSION CAPABILITIES (30 Points)

28) Describe your capability to manage potential expansion to 6,000 assets. How would you approach it? Please specifically include how your company would handle the hardware installation process. (30 points possible)

P-697 (4-26): Attachment 4 1 Sourcing Event #0000012088 Written Proposal Template September 16, 2026