Correspondence_from_Faster_concerning_specs.pdf

Hawthorne, Katherine

From: John Griffin <john.g@fasterasset.com> Sent: Tuesday, April 30, 2024 10:33 AM To: Hawthorne, Katherine Subject: RE: Fleet Management Software Attachments: Fleet Management Software RFP.pdf

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Good Morning Katherine, I hope you’re doing well and thank you for reaching out. To answer your question, we developed the specs document you sent by compiling data from several sources; however, most of the information came from published RFP specs by NAFA (www.nafa.org.), APWA (www.apwa.org), and similar sized agencies RFPs we’ve responded to in the past.

Attached is what NAFA has published. And please forgive my delayed response, I was trying to get a copy of the APWA RFP specs for comparison but I’m having trouble logging into their website. Once I have it, I will send it over as well.

Best Regards, John Griffin FASTER Asset Solutions Enterprise Sales Manager Direct: 757.623.1700 ext 3034

Mobile: 205.515.2167

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From: Hawthorne, Katherine <KHawthorne@greenvillecounty.org> Sent: Monday, April 29, 2024 3:17 PM To: John Griffin <john.g@fasterasset.com> Subject: Fleet Management Software

Good afternoon, John –

CAUTION: External Sender.

Hope you had a restful weekend!

You provided the attached RFP specs document to the Vehicle Service Center. Could you let me know where you got it?

Kind regards, Katherine

Katherine Hawthorne Senior Buyer | Greenville County Procurement Services 301 University Ridge, Suite N-2400, Greenville, SC 29601 864-467-7203 https://www.greenvillecounty.org/

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WORK STATEMENT

FLEET MANAGEMENT INFORMATION SYSTEM

II-A BACKGROUND/PROBLEM STATEMENT

[Your Organization] invites proposals for a complete and comprehensive Fleet Management Information System. Interested and qualified firms who have experience in providing an established Fleet Management Information Systems are invited to submit a proposal in accordance with the instructions contained in this RFP.

The [organization] has consolidated statewide fleet management functions making THE [organization] the vehicle provider for all departments and agencies. The [organization] has 65 employees in two locations, and 52 PC’s. Thirty-five (35) agencies have specific missions and their transportation needs vary considerably, and they need access to the system. The [organization’s] mission is to meet these vast transportation needs in an effective and efficient manner. The [organization] operates as the internal leasing company, acquiring the vehicle, managing maintenance, fuel, repair, all other operating costs, and vehicle sale, and charging the agencies for use of the vehicle.

Approximately ten (10) years ago, the [organization] went from a standard governmental purchase program and began to acquire vehicles through a lease program under contract with XYZ Inc. More than 95% of the fleet is in this lease program. The [organization] acquires a broad range of vehicle types. Approximately 55% of the vehicles are passenger cars and patrol cars and the remaining 45% are light and heavy-duty trucks. The trucks include mini-vans, SUV's, tractor-trailers, reefer trailers, gators, and other specialty equipment. The fleet has been growing 2-3% every year.

To meet the diverse customer needs, the [organization] has a fleet administrative staff, a central repair facility, and two motor pool operations that are located in the [your city] area. The repair facility is a full service operation including a body shop. The facility is also an authorized delivery location for the major manufacturers and operates a vehicle prep and delivery center. This center provides for approximately 25% of the repairs done in the fleet. The balance of the repair and collision activities are managed by a third party maintenance program

The following pages use terminology related to the management of a fleet of vehicles, with each vehicle, as an asset, managed from lease/purchase to disposal including all the transactions for maintenance, modification, and usage. While the language is vehicle specific, it is required by the [organization] a fleet management system be capable of equally handling vehicles, radios, fuel powered equipment, or other user definable assets, using terminology related to each specific asset acquired. The description specifications of the system requirements serve as an example to define the level of detail desired whether managing vehicles, gas powered tools, or tracking them for historical purposes.

PROBLEM STATEMENT

The [Your Organization] currently uses a internally developed inventory and billing system (IBS) to manage the 11,000 vehicle fleet. This system is 10 years old and has limited ability to interface with other software.

To augment IBS, the [organization] has a number of other systems that are used to order vehicles, report usage, monitor vehicle assignment, monitor maintenance, and capture fuel data.

These systems:

are integrated with the lease company’s database, -1-use a limited, vehicle information on line access (VA) database for agency interaction, collect and report data for external garage work from the lease company’s maintenance program, coordinate mileage reporting (fuel card company), integrate fuel usage for the [organization] sites (TRAK), utilize a maintenance work order system (Fleet Anywhere) for scheduled and unscheduled maintenance completed at the [organization] garage, utilize PC Carbook to configure new vehicles for ordering.

Combined, these systems require redundant database information entry, are not real time, necessitate the constant use of spreadsheet comparative analysis, do not allow for upgrades, are not centralized, lack internet access, require numerous manual data transactions, and do not allow for the [organization] to efficiently meet customer needs and expectations.

Accordingly, the systems currently do not adequately or efficiently, allow for administration of the fleet management functions (see below).

Fleet Management Business Functions

1. Vehicle Acquisition – Vehicle configuring and order templates selection; car/light/medium/ heavy duty truck requisition; order statusing

2. Vehicle Delivery and Assignment - To own site and Dealerships; vehicle preparations, pick-up notification; vehicle status comparison; inventory management

3. Lease and Contract Management - Monthly lease payment/Vehicle pricing audit

4. Vehicle Billing - Vehicle service/Customer billing

5. IRS Considerations – Driver management

6. Vehicle Assignment Termination- replacement forecasting; reassignment; termination

7. Vehicle Disposal- Vehicle sale activities

8. Operating Expense Management - Maintenance and Parts Expense-

Internal/External/Agencies; Fuel-Internal/External; Collision/Subrogation

9. Vehicle Management Items - Odometer change tracking; agency interface management; VIN changes; Equipment ID numbering; Credit card tracking; Accident and Safety Analysis;

Accident/Claims management; Motor Pools

PURPOSE

The purpose of this Request for Proposal is to acquire a ‘centralized’, internal leasing oriented, fleet management system. This system shall support fleet management information needs and requirements as listed in this RFP. The [organization] has a preference for a Web based application to allow customers internet access to Agency information.

The intent of this proposal is not to dictate how the prospective contractor, or accompanying Fleet Management System, will meet the needs of the requirements herein. It is only the intent of the [organization] to ensure that the requirements of this solicitation be addressed or that a suitable, alternate plan be proposed.

TIME SCHEDULE

The period of performance for this project may be considered as divided into phases. Strict adherence to the time schedule as listed is extremely important. Those vendors who have demonstrated and have provided references of similar projects where those timelines have been met, will be given greater consideration. A brief description, and proposed timeframes, are as follows:

Phase I Development Planning - develop a product conversion plan from test to maintenance for the duration of the project. May 200X -- July 200X

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Phase II User Test Cycle - develop prototype test ‘modules’ for each area and then run user tests to determine functionality and compliance of data. July 200X -- September 200X

Phase III Production and Training - begin implementation of software system, by established business functions, as required (phases). September 200X -- February 200X (NOTE: Implementation of this Phase must commence by October 1, 200X.)

Phase IV Maintenance - develop and implement maintenance plan. February 200X -- May 200X

II-B OBJECTIVE AND REQUIREMENTS

OBJECTIVE

The objective is to implement a complete and comprehensive Fleet Management Information

System.

The selected application will allow the [organization] to manage its internal lease business, eliminate redundant database maintenance, allow for real-time information retrieval as specified by the user, allow for customer access to inventory data, and provide for a billing interface to the [organization’s] accounting system. The contractor must indicate how the business functions would be met in their proposal.

This system must be able to import and export data, in specified formats, with outside vendors and other agencies for financing and operating expenses. The system must also interface with, or provide a replacement for, the internal maintenance system.

Functionality of the software should exist as part of the basic software package, modifications or customizations not supported in future releases are not acceptable. Extensive ongoing training opportunities must be available. Support services should include a minimum of one site visit per year. One major enhancement should be released each year at no additional cost and be accompanied by updates to the user manual. The vendor must provide a variety of ongoing opportunities to include both software applications and fleet industry standards to changing technology.

The contractor undertaking the project will be required to ensure their Fleet Management System meets the [organization’s] needs as outlined in the requirements sub-section of this RFP. The selected vendor will work with [organization] to identify how their software can meet the [organization] business requirements. Additionally, the contractor will take into consideration the following attributes while developing a plan and in subsequent implementation and training of the new system.

Allow for flexible data analysis;

Identify opportunities for customer access and data revision;

Identify the risks and costs of interfacing with external data sources;

Identify opportunities to automate services;

Identify external sources of data that can be interfaced;

Provide for flexibility to meet future needs and services;

Highlight inter-dependencies that are integrated or can be automated;

Provide process enhancements - focus on e commerce;

REQUIREMENTS

SECTION A: GENERAL REQUIREMENTS

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(NOTE: The choice of words indicates the importance of the requirement. The word “shall” is a statement of imperative need and indicates that the requirement must be verified. Other than imperative requirements use the word “goal” for additional functionality that the State desires.

The word “will” is not used to signify a requirement.)

1. The system shall be able to operate on or be accessed from the [organization’s] microcomputer/personal computer environment. (See detailed IT system standards in Appendix A.)

2. The system shall be able to accommodate a fleet currently consisting of 11,000 vehicles (this includes fleet growth for the next 5 years), where vehicles are leased from a private corporate vendor, or owned by the [organization], and sub-leased to agencies. (The lifetime of a vehicle in the [organization] fleet may exceed 10 years.)

3. The system shall be built on an ODBC-compliant relational database.

4. The system shall be able to accommodate a purchase/bid process using P.O.’s and interfacing to the [organization’s] purchasing system.

5. The system shall have simple, window’s-based, clear screen displays, prompts, and clear instructions for all data input and manipulation (e.g., The system shall provide for data entry entirely through the keyboard, without needing a mouse. The cursor shall tab though all data entry fields in a logical sequence, and command keys shall be operable via the keyboard, not just through point-and-click.)

6. The system shall provide for remote user access, including the ability to extract reports.

Preference will be given to systems providing for access via the Internet using a web browser with no need for additional client software.

7. The system shall be “Real Time”, where all files that are affected by a transaction are updated at the time of the transaction and immediately visible to the user.

8. The system shall be modular in design allowing for ease of installation, use, and upgrade ability.

9. An expansion goal of the system should make it easy and cost effective to accommodate the changing needs of fleet operations.

10. The system shall dynamically monitor the microcomputer/system license, table and provide the user with sufficient warning when data stored is approaching capacity.

11. The system shall be able to accept data from other systems either by diskette or telecommunication via a modem, local area network, or the Internet. Output must be available by the same methods. Specific data that must be accepted includes, but is not limited to, maintenance expense data, fuel transactions, personnel data, general procurement card information and physical damage repair costs.

12. The vendor should detail any plans to provide end-user reports through “push” technology.

13. The system shall store monthly, fiscal YTD, and LTD data. Data reports and summaries must be retrievable or re-creatable, and must be available in display, print, and file download format. (Example of historical data: monthly rental charges and expense distributions, monthly odometer and mileage, and license plate changes.)

14. The system shall have standard, reoccurring business function reports based on [organization] defined criteria. The system must be in display, print, and file download formats. (See Appendix B for the names of reports.)

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15. The system shall permit generation of ad-hoc reports based upon user-defined criteria and up-to-date data. Reports must be available for review for display, printing, and file download.

The system shall provide the capability of filtering report data by multiple levels.

16. The system shall contain a browse function that provides the ability to easily access equipment operations, costs transactions, and codes used by the system.

17. The system shall be able to track data updates by user ID, time, and nature of changes.

18. Whenever possible, the system shall provide validity or reasonability checks for on-line transactions, and it shall provide feedback to the terminal operator.

19. The system shall be able to extensively edit interface transactions before they are accepted, ensuring a high level of data integrity and accuracy. Audit reports and controls must also be provided.

20. The system shall be available with multi-user access during data loads, imports and exports, report generation and query activities.

21. All tables and fields used in the system shall be available for viewing and modification by the users. This information shall also be available on a printout.

22. The system shall have a comprehensive multi-layered security capability. Security administrators must be able to limit the access of various users to their required duties-and no more. Security controls shall include assignment of access by record sets, data fields, and operations.

23. With all Internet interfacing, a border-to-border network solution is desired to provide increased security. The proposed system shall be integrated to provide site–to–site encryption coding allowing the state to build a secure connection to the Internet. If the proposed system shall not reside on [organization] resources, the contractor shall work with the [organization] to establish encryption of data transmissions.

24. If the database will not reside on [organization] resources, the supplier shall provide that it be secure and be capable of disaster recovery.

25. The system user should be able to easily back up the current and previous year’s data as required and restore the same in case of system or hardware malfunction.

26. Complete, on-site training shall be provided for all software required for operation, insuring that the fleet operation can be self-sufficient. The vendor should specify whether training materials are available electronically for inclusion on the [organization’s] intranet. (See TASKS sub-section for specified training requests.)

27. The system shall include complete and well, organized documentation designed to allow self-sufficient operation at the user level for all supplied application software.

28. Comprehensive support for the software shall be available. This support shall include:

Unlimited 800 Line support must be available from 6:00 AM through 8:00 PM, EST, Monday through Friday; Proposed response resolution is expected within 24 hours of first call.

29. The system shall provide multilevel query functionality in and across all tables/modules of the database.

30. The system shall not require more than a single entry of data (i.e., it must be capable of updating other database modules with that single entry).

31. The system shall allow asset expansion and purge functionality.

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32. The system shall have a detailed, specific plan for upgrades, including updating technical and user manuals.

33. The system shall, as part of an upgrade, include the software itself, installation instructions, upgrades notes, updated documentation, and provisions for help-desk support.

SECTION B: SPECIFIC REQUIREMENTS BY [ORGANIZATION] BUSINESS FUNCTION

Vehicle Acquisition

1. The system shall be capable of providing vehicle replacement forecasts, formula-based.

Factors include vehicle mileage, in-service date, downtime, etc.

2. The system shall produce a vehicle order status file that can be published on the internet.

3. A goal of the system is to configure and price manufacturer’s vehicles (currently use PC Carbook) and have the vehicle information electronically imported to the fleet management system.

4. A system goal is to perform Life Cycle Analysis with respect to vehicles allowing for discounts, and creating an order template.

5. A goal of the system is to electronically combine vehicle order templates in a Vehicle Selector.

6. The system goal is to electronically send out replacement forecasts and the Vehicle Selector to Agencies.

7. A system goal is to have vehicle templates available via the internet, be selected by driver, processed via multi-level, and follow an approval path, creating an order vehicle template with the inventory database.

8. A system goal is to transfer the electronic order to the lease company for order placement to manufacturers.

9. A goal of the FMS is to be able to identify the license plate series required.

10. A system goal is to electronically reconcile the vehicle order placed by the lease company to the manufacturer to the order detail sent to the lease company.

Vehicle Delivery & Assignment

1. The system shall be capable of handling a minimum of 15 vehicle inventory statuses linked to a rental charge structure.

2. The system shall have the ability to reuse license and equipment numbers while maintaining the historical information.

3. A system goal is to import vehicle data to the inventory database system via a bar code reader.

4. A system goal is to electronically transfer ‘date received’ information to the lease company.

Lease & Contract Management

1. The system shall accommodate a variety of standard depreciation schedules.

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2. The system shall be able to calculate a lease payment based on a specified interest rate to a step-down lease.

3. The system shall be able to generate reports that identify any variances between the vehicle charge from the vendor and the system projected lease cost.

4. A goal of the system is to verify disposal information in terms of dollars and date.

5. A goal of the system is to be able to manage vehicle-pricing information.

Vehicle Billing

1. The system shall accommodate a six-level organization structure.

2. The system shall accommodate a thirteen-level accounting code structure.

3. The system shall be capable of creating customer invoices, electronic and paper.

4. The system shall be capable of applying billing rates by selected time period and equipment class.

5. The system shall have the ability to distribute fixed and variable charges to multi-levels.

6. The system shall be capable of creating FTP files to communicate with the [organization’s] accounting system.

7. A goal of the system is to directly interface data with the [organization’s] accounting system.

8. A system goal is to create vehicle usage reports, electronic and paper.

9. A system goal is the ability to analyze records from the [organization’s] accounting system and identify those that were accepted and identify those that did not process through the [organization’s] accounting system.

IRS Considerations

1. A system goal is to be able to automate the driver personal use charges (e.g., imputed income or deduction from pay) based on IRS methods.

2. A system goal is to import and export the values to/from the payroll system.

Vehicle Assignment Termination

1. A system goal is to be able to accept, retain, and compare open requisitions, including aging, to reassignment possibilities.

Vehicle Disposal

1. The system shall be capable of tracking, analyzing and reporting vehicle sale information such as: outlet designation, sales analysis by location, and depreciation.

Operating Expense Management

1. The system shall be capable of generating a work order for maintenance action.

2. The system shall be capable of statusing the work order process.

3. The system shall be capable of recording the direct and indirect labor of designated garage employees.

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4. The system shall be capable of recording and assigning sublet work and monitoring downtime.

5. The system shall be capable of indexing a work order by specified time period (e.g., days, hours, etc.) for management efficiency tracking.

6. The system shall be capable of recording direct labor standards (e.g., flat rates).

7. The system shall be capable of providing continuous shop work order scheduling and status for [organization] maintenance operations.

8. The system shall have a comprehensive and accurate parts inventory and record capability.

9. The system shall accommodate multiple internal garage locations and external garages.

10. The system shall provide a suite of reports for managing workflow, PM’s, and operating expense.

11. The system shall be capable of extracting data from the external fuel monitoring system (TRAK) and importing to the new system.

12. The system shall be capable of accepting fuel transactions to a level three detail (e.g., date, time, station, mileage).

13. The system shall be capable of querying and reporting detailed repair and refueling information.

14. A goal of the system is to provide job (work order) estimates.

15. A goal of the system is to print bin labels for parts inventory.

16. A goal of the system will be to provide an automated scheduler capability for garage labor and work requested.

17. A goal of the system is to have an automated Purchase Order authorization module. This system would also include the ability to interface vehicle orders with the [organization’s] system for purchasing resulting in a purchase order.

18. A goal of the system will be to load fuel transactions based on the card number and account number matched to an asset.

19. A goal of the system is to audit for duplicate fuel charges and reject charges for cancelled cards and sold vehicles.

20. A goal of the system is to link accident and claims management module to purchase order authorizations.

21. A goal of the system is to generate accident expense reports, trends, and claims activity.

Vehicle Management Items

1. The system shall be able to track odometer replacements.

2. The system shall be capable of accepting data modification with respect to accounting data, driver information, odometer recording, and billing.

3. The system shall be capable of accepting VIN modifications.

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4. The system shall have a capability of license plate tracking, renewal, and transfer (i.e., history and audit trail).

5. The system shall have the capability to allow for tracking a second license assigned to a vehicle.

6. The system shall be capable of tracking multiple credit cards and their histories (e.g., fuel, procurement, expiration dates).

7. The system shall be capable of reissuing cards to different vehicles, with dates of activation.

8. The system shall provide accident and safety analysis.

9. The system shall be capable of storing a subrogation history.

10. The system shall have a claims management capability.

11. The system shall provide for a multi-location motor pool module, including vehicle reservations status, based on date entered, inventory assignment, and date-in and date-out status.

12. A system goal is to be capable of tracking all services assigned to a vehicle (i.e., activation, deactivation, and expiration).

13. A goal of the system is to generate and export a data file to the parent card company for card replacement, cancellation, and new cards.

14. A system goal is to provide for tracking and billing third party rentals used in the State pool operations.

II-C TASKS

In addition to providing the Fleet Management System, the vendor will be required to assist in implementing the system. The contractor will collaborate with the [organization] on all Tasks and Phases to ensure agreement.

The following is a preliminary analysis of the major tasks involved for developing the end product.

The Contractor is not, however, constrained from supplementing this listing with additional steps, sub tasks or elements deemed necessary to permit the development of alternative approaches or the application of proprietary analytical techniques.

Note: For each task, and when responding to this RFP, it is necessary to address the following questions:

What are the end products or deliverable items?

What are the roles, responsibilities, and task(s) involved?

What are the resources required; including vendor and state?

What are the criteria for success?

How and where should work be performed; include task durations?

What are the risks, impacts, and mitigation procedures?

What are the quality standards to be followed?

What are the appropriate tools and methods to support the step?

PHASE I

1. Develop an overall project plan and timeline as a basis for executing subsequent steps as the project progresses (See Time Schedule in Background Statement). Essential to the process

-9-of this task is the preparation of a sound approach to attaining the objective and requirements of the project.

2. List and describe the tasks or work steps into which the project has been divided (e.g., Work Breakdown Structure). For each task, include the requirement for deliverable products.

3. Meet with [organization] staff to finalize requirements. This will include identifying any requirements that may not yet have been specified and to understand and become knowledgeable of the [organization’s] current business processes and transactions as well as current systems in terms of potential interfaces.

4. Define any new or modified functionality and then define the business process.

5. Determine the benefits, user requirements, and system requirements from #3 and #4 for both new development and modifications and interfaces to current systems.

6. Design and develop the new functionalities that will include approximately 50 standard reports, 20 queries, and 20 interfaces with the current systems.

7. Develop an implementation plan.

PHASE II

8. Undertake development, testing, and integration.

9. Software developed as part of this implementation, and which will not become part of the contractor maintained, contractor up-grade package must be developed in accordance with IT Project development methodology. The IT methodology includes the following steps:

1. Detail Design Report (A description of the product to be developed, which serves as an agreement between the contractor and the [organization] as to what is to be delivered.)

2. Technical Design Document (This is an as-written description of the product, to act as permanent documentation.)

3. System Test Plan

4. System User Guide, or updates to existing user guides.

Templates for the Detail Design Report and Technical Design will be distributed on contract award.

10. Prepare business operations manuals (which include user procedures), training materials, and operating procedures. (Both electronic and paper copies shall be available.)

PHASE III

11. Implement conversion and data setup for the new system and processes.

12. Establish business policies, conduct training, and convert to the new process and system.

This is includes identifying the number of on-site training hours.

PHASE IV

13. Establish a maintenance plan (e.g., upgrade timeline and support structure) and a post-implementation plan. (Note: The effort required in continued support, training, upgrades, maintenance, expansion costs, and ancillary items should be priced separately and cover a period for the next five years.) See Pricing details in Appendix D.

II-D PROJECT CONTROL AND REPORTS

l. Project Control

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a. The Contractor will carry out this project under the direction and control of the

[organization] director.

b. Although there will be continuous liaison with the Contractor team, the client agency's project director will meet biweekly as a minimum, with the Contractor's project manager for the purpose of reviewing progress and providing necessary guidance to the Contractor in solving problems which arise.

c. The Contractor will submit brief written monthly summaries of progress which outline the work accomplished during the reporting period; work to be accomplished during the subsequent reporting period; problems, real or anticipated, which should be brought to the attention of the client agency's project director; and notification of any significant deviation from previously agreed-upon work plans.

d. Within five (5) working days of the award of the Contract, the Contractor will submit to the

[organization] project director for final approval a work plan. This final implementation plan must be in agreement with section IV-C subsection 2 as proposed by the bidder and accepted by the State for Contract, and must include the following:

(1) The Contractor's project organizational structure.

(2) The Contractor's staffing table with names and title of personnel assigned to each phase of the project. This must be in agreement with staffing of accepted proposal. Necessary substitutions due to change of employment status and other unforeseen circumstances may only be made with prior approval of the [organization].

(3) The project breakdown structure showing sub-projects, activities and tasks, and resources required and allocated to each, as well as [organization] resources and proposed durations.

(4) The time-phased plan in the form of a graphic display, showing each event, task, and decision point in your work plan.

2. Reports

The Contractor shall supply detailed design reports during all phases containing specifications to convert and load data to the new system. No implementation activities will occur until these reports are approved by the procuring [organization].

II-E PRICE PROPOSAL

A. All prices/rates quoted in bidder's response to this RFP will be firm for the duration of the Contract. No price changes will be permitted.

II-F CONTRACT PAYMENT

A. All invoices should reflect actual work done. Specific details of invoices and payments will be agreed upon between the Contract Administrator and the Contractor after the proposed Contract Agreement has been signed and accepted by both the Contractor and the Director of Purchasing.

This activity will occur only upon the specific written direction from the Office of Purchasing.

Performance and Reliability Evaluation (PARE: see Section I, I-SS) shall be conducted after each Project Phase of completion. Accordingly, payment shall be distributed as follows: 15% after Development Planning, 25% after User Test Cycle, 40% after Production and Training, and 20% after Maintenance Plan has been developed, tested, and accepted.

B. The specific payment schedule for any Contract(s) entered into as the result of this RFP will be mutually agreed upon by the [organization] and the Contractor(s). The schedule should show payment amount and should reflect actual work done by the payment dates, less any penalty

-11-cost charges accrued by those dates. As a general policy statements shall be forwarded to the designated representative by the 15th day of the following month.

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APPENDIX A

Appendix A Information Technology

System Standards

The [organization’s] current environment is PCs running Windows 2000, with servers using Windows NT 4.0. The standard Web Browser is Microsoft Internet Explorer, currently version 4.0.

1. Application Server Operating System

a. Windows NT version 4.0 - Windows 2000.

2. Relational Database Management System

a. Microsoft SQL Server version 7.0

3. Intranet

a. Intranet Information Server version 4.0 - will be upgraded to version 5.0 with implementation of Windows 2000 on the application servers.

4. Protocols

a. TCP/IP

5. Suites

a. Office 2000

6. Network Operating System

a. Windows 2000

7. Client Operating System

a. Windows 2000

These standards are to ensure that the selected system will be compatible with the [organization] and IT existing and expected platform and architecture. Systems which deviate from these standards will be analyzed based on the resources required (human, software, hardware, etc) to use the recommended platform or architecture.

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APPENDIX B

Appendix B Reports/Queries/Interfaces

REPORTS

ANNUAL ACTUAL LEASE FLAT FEE CHARGES

ACTUAL OWNED FLAT FEE CHARGES

ANNUAL MINIMUM LEASE VALUATION REPORT

AUDIT REPORTS OF VENDOR CHARGES

Lease Bill Reconciliation Discrepancies and Historical Dispute Reports Map Fee Costs for active vehicles only Comparison of equipment ID, plate and location costs VIN comparison

ALTERNATIVE FUEL VEHICLES report identifying vehicles that can use alternative fuel

COST OF FUEL BY LOCATION

COST OF FUEL BY VENDOR

DEPARTMENT ACCIDENT ANALYSIS REPORT

DISPOSAL REPORT FOR LEASED VEHICLES

DISPOSAL REPORT FOR OWNED VEHICLES

DRIVER ACCIDENT ANALYSIS REPORT

ACCIDENT AND LOSS ACTIVITY REPORT by miles and costs, open & closed; subrogation type ERROR REPORT identifying charges in excess of established limits

EXCEPTION REPORTS

Fuel Usage Maintenance Unreported Mileage for user charges

FLEET EXPENSE REPORTS

by State Facilities and Private Vendors By task code or expense category by rate group

MILEAGE REPORTING DOCUMENT for customers to manually report usage

BILLING ERROR REPORTS FOR AGENCIES

SUMMARY of monthly revenue by charge type by dept, rate group, and charge type by vehicle class and charge type

SUMMARY of YTD MILEAGE BILLED by vehicle class by department

VEHICLE ORDER STATUS TRACKING REPORT (from order to assignment) TURN-IN REPORT (vehicles turned in to [organization] for termination and their disposition such as auction, seasonal, retain) WORK ORDER CHARGES that are to be billed to agencies.

UNDER-UTILIZED REPORT identifying vehicles that do not meet minimum usage criteria

VEHICLE MAINTENANCE HISTORY REPORT

BENCHMARK MAINTENANCE BY TASK CODE

TOTAL MAINTENANCE BY VENDOR

MAINTENANCE BY MAINTENANCE CATEGORY BY VENDOR

PO INFORMATION FOR MAINTENANCE BY CATEGORY AND VENDOR

TOTAL MAINTENANCE BY MANUFACTURE, YEAR, MODEL

MAINTENANCE BY MAINTENANCE CATEGORY BY MANUFACTURERS, YEAR MODEL

MAINTENANCE DATA BY LOCATION CODE FOR ALL RATE GROUPS, REPAIR TASKS AND

VENDORS

VENDOR BENCHMARK REPORT

VENDOR NETWORK PRICING REPORT

WORK ORDER STATUS DAILY OPERATING REPORT

SHOP SCHEDULE REPORT

MECHANIC PRODUCTIVITY REPORT

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SHOP BENCHMARK REPORT, MECHANIC TIME AGAINST STANDARDS MANUAL.

PARTS DEPT REPORT

OVERTIME REPORTS

DOWNTIME REPORT

DROP SHIP VEHICLE TRACKING

PO INFORMATION FOR MAINTENANCE BY CATEGORY MY MANUFACTURER, YEAR MODEL

LOCATION CODE REPORT

SEASONAL USE BY FISCAL YEAR, FILLED AND UNFILLED

LICENSE PLATE INVENTORY OF ASSIGNED AND AVAILABLE

PLATE LISTING OF ASSIGNED AND AVAILABLE

QUERIES

Note: Queries must be able to export results to excel spreadsheets

NEW MONTHLY PERMANENT VEHICLE ASSIGNMENTS by department MONTHLY VEHICLE TERMINATIONS by department MONTHLY POOL VEHICLE USAGE by Department

VEHICLE REPLACEMENT FORECAST/ANALYSIS

RETIRED VEHICLES READY FOR DISPOSAL

ASSIGNED VEHICLES BY DEPARTMENT

ASSIGNED VEHICLES BY RATE GROUP

VEHICLE INVENTORY AND ASSIGNMENT INFORMATION BY AGENCY

VEHICLE REPAIR HISTORY

MONTHLY BILLING TO AGENCIES

INVENTORY REPORTS MONTHLY

ACCIDENT CLAIM COUNT AND COST by accident type, for department and total fleet ACCIDENT CLAIM COUNT BY TYPE excluding various fields (e.g., parked, hit & run, acts of God)

INTERFACES

NOTE: Interfaces must include error logs that identify rejects with reason.

Billing File exported from the system to be imported to the [organization’s] system. This file will be exported monthly and provide charges by vehicle usage to departments.

Customer Usage exported monthly that will identify usage to customers. Customers will be able to review file and adjust usage for actual use. This usage shall be used for customer billing.

Accounting Events file from the [organization’s] to system to indicate any vehicles that did not bill.

Disposal Sales Information for leased and owned vehicles loaded monthly. The imported data to include by vehicle: selling price, date of sale, sale location, and buyer.

TRAK fuel transactions for fuel acquired at state sites. The data imported monthly must gallons, cost, product type, site and the odometer reading. Odometer readings must be included in the billing activity.

Fuel purchases for fuel acquired through the fuel card at retail locations. The data imported monthly must gallons, cost, product type, location and the odometer reading. Odometer readings must be included in the billing activity. The system must analyze transactions for duplicates and reasonableness

Purchases for fuel or maintenance acquired through the use of a third party procurement card (i.e., Voyager, FuelMan, Wex, Visa, etc) at retail locations. The data imported monthly must include product type, quantity, site and odometer reading. Odometer readings must be included with monthly billings.

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Lease charges to be imported monthly to the system. This file will compare lease charges to projected charges and identify any billing discrepancies.

Maintenance Data imported periodically (quarterly or monthly) from the State's Leasing Vendor. This file will include maintenance task, cost, date of repair and vendor.

Internal Maintenance file exported from the system to the State's leasing vendor. The data by vehicle to include shop location, date, repair task, and cost.

Fuel Card numbers imported on a periodic basis (monthly). This file will import the account and card ID number by vehicle.

Vehicle Order file to be exported from the system to the [organization’s] leasing vendor on an as needed basis.

Vehicle Order Status File to be imported to the system to identify the current order status and estimated date of delivery.

Accident data imported from the state’s leasing company, monthly

One-time interfaces:

Fleet inventory will be imported from the current databases.

Historical Maintenance data will be imported from the state's leasing company.

Historical Maintenance data will be imported from the state's internal shop system (Fleet Anywhere) Historical Maintenance data will be imported from the state's historical maintenance database CAMS.

This data currently is in a SQL database using old task codes.

Historical accident data from the state’s leasing company.

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A

P P

E N

D

IX

C pp en di x om pa ra tiv e M at rix

B us in es s

Fu nc tio n

R eq ui re m en ts id de r F le et

M an ag em en t S ys te m

H as de r s ys te m ‘m od ul e/ ap pl et

’ n am e H as n ot

Pl an fo r d ev el op m en t

S E

C

TI

O N

A : G

E N

E R

A L

R E

Q U

IR

E

M E

N

TS

(N O

TE

: T he c ho ic e of w or ds in di ca te s th e im po rta nc e of th e re qu ire m en t.

T he w or d “s ha ll” is a st em en t o f i m pe ra tiv e ne ed a nd in di ca te s th at th e re qu ire m en t m us t b e ve rif ie d.

O th er th an im pe ra tiv e re qu ire m en ts u se th e w or d “g oa l” fo r a dd iti on al fu nc tio na lit y th at th e [o rg an iz at io n’ s] d es ire s.

T he w or d “w ill ” i s no t u se d to s ig ni fy a re qu ire m t.)

1.

Th e sy st em s ha ll be a bl e to o pe ra te o n or b e ac ce ss ed fr om th e [o rg an iz at io n’ s] ic ro co m pu te r/p er so na l c om pu te r e nv iro nm t.

(S ee d et ai le d

IT

s ys te m s ta nd ar ds in

A pp en di x

2.

sy st em s ha ll be a bl e to a cc om m od at e a fle et cu rr en tly c on si st in g of

1, ve hi cl es (t hi s in cl ud es fl ee t g ro w th fo r t he n ex t 5 y ea rs w re ve hi cl es a re le as ed fr om a p riv at e co rp or at e ve nd or

, o r o w ne d by th e

[o rg an iz at io n] , a nd s ub le as ed to a ge nc ie s.

Th e lif et im e of a v eh ic le in th fle et m ay e xc ee d y ea rs

3.

sy st em s ha ll be b ui lt on a n O

D B

C -c om pl ia nt la tio na l d at ab e.

4.

sy st em s ha ll be a bl e to a cc om m od at e a pu rc ha se /b id p ro ce ss u si ng

P .O

.’s nd rfa ci ng to th e

[o rg an iz at io n’ s] p ur ch as in g sy st em

5.

sy st em s ha ll ha ve s im pl e, w in do w

’s -b as ed cl ea r s cr ee n di sp la ys , p ro m pt s, a nd c ar ru ct io ns fo r a ll da ta in pu t a nd m an ip ul at io n

(e .g

Th e sy st em s ha ll pr ov id e fo r d at a try tir el y th ro ug h th e ke yb oa rd

, w ith ou t n ee di ng

-1 7-

P

E N

D in es s Fu nc tio n R eq ui re m de r F le et M an ag em en t S ys de r s ys te m

‘m od ul e/ ap pl et ’ n am e

H as fo r d ev el op m en t m ou se

Th e cu rs or s ha ll ta b th ou gh a ll da ta fi el ds in a lo gi ca l s eq ue nc e, a nd c om m an d ke ys s ha ll be o pe ra bl e vi a th e ke yb oa rd

, n ot ju ro ug h po in t-a nd -c lic k.

6.

sy st em s ha ll pr ov id e fo r r em ot e us er a cc es s, cl ud in g th e ab ilit y to e xt ra ct re po rts

P re fe re nc e w ill b e gi ve n to s ys te m s pr ov id in g fo r ac ce ss v ia th e In te rn et u si ng a w eb b ro w se r w ith no ee d fo r a dd iti on al c lie nt s of tw

7.

sy st em s ha ll be “R ea l T im e”

, w he re a ll fil a re a ffe ct ed b y a tra ns ac tio n ar e up da te d tim e of th e tra ns ac tio n an d im m ed ia ly vi si bl e to th e us er

8.

sy st em s ha ll be m od ul ar in d es ig n al lo w in g fo r e as e of in st al la tio n, u se

, a nd u pg ra de a bi lit y.

9.

ex pa ns io n go al o f t he s ys te m s ho ul d m ak e it ea sy a nd c os t e ffe ct iv e to a cc om m od at e th e ch an gi ng n ee ds o f f le et o pe ra tio ns

Th e sy st em s ha ll dy na m ic al ly m on ito r t ro co m pu te r/s ys te m li ce ns e, ta bl e an d pr ov id e th e us er w ith s uf fic ie nt w ar ni ng w he n da ta s to re d is a pp ro ac hi ng c ap ac ity

Th e sy st em s ha ll be a bl e to a cc ep t d at a fro r s ys te m s ei th er b y di sk et te o r te le co m m un ic at io n vi a a m od em

, l oc al a re a ne tw or k, o r t he In te rn et

O ut pu t m us t b e av ai la bl e by th e sa m e m et ho ds

S pe ci fic d at a th at m us t b e ac ce pt ed in cl ud es

, b ut is n ot li m ite d to

, m ai nt en an ce e xp en se d at a, fu el tr an sa ct io ns pe rs on ne l d at a, g en er al p ro cu re m en t c ar d in fo rm at io n an d ph ys ic al d am ag e re pa ir co s.

Th e ve nd or s ho ul d de ta il an y pl an s to p ro vi de d-us er re po rts th ro ug h

“p us h” te ch no lo gy

Th e sy st em s ha ll st or e m on th ly , f is ca l Y

TD

, a

LT

D d at a.

D at a re po rts a nd s um m ar ie s m us t b e re tri ev ab le o r r e-cr ea ta bl e, a nd m us t b e av ai la bl e in d is pl ay , p rin t, an d fil e do w nl oa d fo rm

8-

P

E N

D in es s Fu nc tio n R eq ui re m de r F le et M an ag em en t S ys de r s ys te m

‘m od ul e/ ap pl et ’ n am e

H as fo r d ev el op m en t (E xa m pl e of h is to ric al d at a:

m on th ly re ch ge s an d ex pe ns e di st rib ut io ns , m on od et er a nd m ile ag e, a nd li ce ns e pl at e ch an ge s.

Th e sy st em s ha ll ha ve s ta nd ar d, re oc cu rr in g bu si ne ss fu nc tio n re po rts b as ed o n [o rg an iz at io n] fin ed c rit er ia

Th e sy st em m us t b e in d is pl ay pr in t, an d fil e do w nl oa d fo rm at s.

S ee A pp en di x

B fo r t he n am es o f r ep or

Th e sy st em s ha ll pe rm it ge ne ra tio n of a d-ho c re po rts b as ed u po n us er

-d ef in ed c rit er ia a nd u p-to -d at e da ta

R ep or ts m us t b e av ai la bl e fo r re vi ew fo r d is pl ay

, p rin tin g, a nd fi le d ow nl oa d.

sy st em s ha ll pr ov id e th e ca pa bi lit y of fi lte rin g re po rt da ta b y m ul tip le le ve ls

Th e sy st em s ha ll co nt ai n a br ow se fu nc tio n pr ov id es th e ab ili ty to e as ily a cc es s eq ui pm en t op er at io ns

, c os ts tr an sa ct io ns , a nd c od es u se d by th e sy st

Th e sy st em s ha ll be a bl e to tr ac k da ta u pd by u se r I D

, t im e, a nd n at ur e of c ha ng

W he ne ve r p os si bl e, th e sy st em s ha ll pr ov id e va lid ity o r r ea so na bi lit y ch ec ks fo r o n-lin e tra ns ac tio ns , a nd it s ha ll pr ov id e fe ed ba ck to th e te rm in al o pe ra to r.

Th e sy st em s ha ll be a bl e to e xt en si ve ly e di t in te rfa ce tr an sa ct io ns b ef or e th ey a re a cc ep d, su rin g a hi gh le ve l o f d at a in te gr ity ac cu ra cy

A ud it re po rts a nd c on tro ls m us t a ls o be p ro vi

Th e sy st em s ha ll be a va ila bl e w ith m ul ti-ce ss d ur in g da ta lo ad s, im po rts a nd e xp or ts re po rt ge ne ra tio n an d qu er y ac tiv iti

A ll ta bl es a nd fi el ds u se d in th e sy st em s ha ll be av ai la bl e fo r v ie w in g an d m od ifi ca tio n by th e us er s.

T hi s in fo rm at io n sh al l a ls o be a va ila bl in to ut

9-

P

E N

D in es s Fu nc tio n R eq ui re m de r F le et M an ag em en t S ys de r s ys te m

‘m od ul e/ ap pl et ’ n am e

H as fo r d ev el op m en t

Th e sy st em s ha ll ha ve a c om pr eh en si ve m ul ti-la ye re d se cu rit y ca pa bi lit y.

S ec ur ad in is tra to rs m us t b e ab le to li m it th e ac ce ss o f va rio us u se rs to th ei r r eq ui re d du tie s-an no e.

S ec ur ity c on tro ls s ha ll in cl ud e as si gn m en t of a cc es s by re co rd s et s, d at a fie ld s, op at io

W ith a ll

In te rn et in te rfa ci ng , a b or de r-to -b or de r ne tw or k so lu tio n is d es ire d to p ro vi de in cr ea se d se cu rit y.

T he p ro po se d sy st em s ha ll gr at ed to p ro vi de s ite -to

-s ite e nc ry pt io n co di ng a llo w in g th e st at e to b ui ld a s ec ur e co nn ec tio n to th e

In te rn et

. I f t he p ro po se d sy st em s ha ll no t r es id e on

[o rg an iz at so ur ce s, th e co nt ra ct or s ha ll w or k w ith th e

[o rg an iz at io n] t o es ta bl is h en cr yp tio n of d at a tra ns m is si

If th e da ta ba se w ill n ot re si de o n

[o rg an iz at so ur ce s, th e su pp lie r s ha ll pr ov id e th at it b e se cu re a nd b e ca pa bl e of d is as te r r ec ov

Th e sy st em u se r s ho ul d be a bl e to e as ily b ac k up cu rr en t a nd p re vi ou s ye ar

’s d at a as re qu ire d an d re st or e th e sa m e in c as e of s ys te m o r ha rd w ar e m al fu nc tio n.

C om pl et e, o n-si te tr ai ni ng s ha ll be p ro vi de d fo r al l s of tw ar e re qu ire d fo r o pe ra tio n, in su rin g fle et o pe ra tio n ca n be s el f-s uf fic ie nt

. T or s ho ul d sp ec ify w he th er tr ai ni ng m at er ia av ai la bl e el ec tro ni ca lly fo r i nc lu si on o n th e

[o rg an iz at io n’ s] i nt ra ne t.

(S ee T

A S

K S s ub se ct io n fo r s pe ci fie d tra in in g re qu es

Th e sy st em s ha ll in cl ud e co m pl et e an d w el l, or ga ni ze d do cu m en ta tio n de si gn ed to a llo w s el f-su ffi ci en t o pe ra tio n at th e us er le ve l f or a ll su pp lie d ap pl ic at io n so ftw

C om pr eh en si ve s up po rt fo r t he s of tw ar e sh al l b e av ai la bl e.

T hi s su pp or t s ha ll in cl ud e:

U nl im ite

-2 0-

P

E N

D in es s Fu nc tio n R eq ui re m de r F le et M an ag em en t S ys de r s ys te m

‘m od ul e/ ap pl et ’ n am e

H as fo r d ev el op m en t

Li ne s up po rt m us t b e av ai la bl e fro m

:0

M ro ug h

8:

P M

, E S

T, M on da y th ro ug h Fr id ay

R es po ns e re so lu tio n is e xp ec te d w ith in ho ur s of fi rs t c al l.

Th e sy st em s ha ll pr ov id e m ul til ev el q ue ry nc tio na lit y in a nd a cr os s al l t ab le s/ m od ul es o f th e da ta ba se

Th e sy st em s ha ll no t r eq ui re m or e th an a s in gl e en try o f d at a (i.

e.

, i t m us t b e ca pa bl e of u pd at in g da ta ba se m od ul es w ith th at s in gl e en

Th e sy st em s ha ll al lo w a ss et e xp an si on pu rg e fu nc tio na

Th e sy st em s ha ll ha ve a d et ai le d, s pe ci fic p la n fo r u pg ra de s, in cl ud in g up da tin g te ch ni ca l a m an ua

Th e sy st em s ha ll, a s pa rt of a n up gr ad e, in cl ud e th e so ftw ar e…