DRAFT Request for Quote.pdf

WOMEN-OWNED SMALL

BUSINESS (WOSB)

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NUMBER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

SEE ADDENDUM

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Government Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH

AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND

ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED

29. AWARD OF CONTRACT: REFERENCE OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

THE DEFENSE PRIORITIES

AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FREE ON

BOARD (FOB) DESTINATION

UNLESS BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8(A)

ECONOMICALLY

DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30.

47QMCA23Q0008

Charlene Cardenas

TBD

TBD(703) 603-8182

GSA/FAS Automotive Center 1800 F Street, NW Washington DC 20405

See Statement of Work GSA/FAS Automotive Center 1800 F Street, NW Washington DC 20405

Financial Info & Operations Div

USDA-OCFO

P.O. Box 419279 Kansas City MO 64141

See continuation pages.

X

X

334220

1,250 employees

X X

X 1

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Section 1 - Agreement 1 | P a g e

Section 1--Agreement

1. Description of Blank Purchase Agreement

1) The contractor agrees to furnish telematics products services in accordance with the Statement of Work and other terms and conditions herein if ordered by an authorized user during the specified term of this agreement.

2) The BPA period of performance is expected to be a one-year base period with four one-year option periods. This BPA will be reviewed annually to ensure that it still represents a “best value”.

3) In the event of any conflict between the contractor’s MAS contract and the BPA, the terms and conditions of the contractor’s MAS contract shall prevail over the BPA and Task Orders, except to the extent that any discounts established in the BPA or its orders take precedence over any MAS contract higher prices.

2. Extent of Obligation

The government estimates but does not guarantee that the total volume of purchases under the BPA will be $156 million. The government is obligated only to the extent of authorized purchases made under the BPA and those purchases are contingent on availability of funding.

The BPA does not obligate any funds. Funds will be obligated on each task order.

3. Pricing

The contractor agrees to the pricing schedule as proposed and incorporated into this BPA.

4. Modifications

As technology may change throughout the performance of the BPA, newer hardware models may be introduced. The contractor may request to replace the older model under the BPA for future orders and installations as long as the price is at or below the pricing awarded under the BPA and the new model is available under the contractor’s underlying MAS contract from which the award of the BPA was based. Changing models utilized for the BPA would require formal modification of the BPA.

As other new technology becomes available, the contractor may submit a request for modification to add new technology under a new CLIN. Any new technology must be available under the contractor’s MAS contract from which the award of the BPA was based.

Any within scope modification to products or services are subject to the terms and conditions of the contractor’s underlying MAS contract.

5. Authorized users to make purchases under the BPA

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The GSA Contracting Officer (CO) will be the only individual authorized to issue orders under this BPA.

6. Ordering

Orders placed under the BPA will be Firm Fixed Price or Labor Hour. In the event of a Labor Hour order, the appropriate ceiling amount will be stated at the order level and the appropriate approvals to use this type of order will be secured. Separate funding will be provided for each order.

7. Invoice and Payment Information

Billing must align with the installation and activation of the telematics solution in the corresponding GSA Fleet managed vehicle. The contractor must prorate each unit and only bill GSA the prorated amount for instances of partial month usage using a 30-day month formula for prorating. This applies to GSA Fleet’s usage in addition to GSA agency customer usage (if applicable). Since activations and deactivations will likely not occur on the first and last business day of each month, respectively, this scenario will be common.

GSA Fleet may request deactivations for its own service level and/or on behalf of a GSA agency customer data plan (if applicable) at any time for any reason. As with all GSA agency customer orders, changes in service and deactivation requests will flow through GSA Fleet.

There must be no early termination penalties for any device that GSA Fleet requests deactivation. If a device is deactivated the contractor expressly agrees that it will not submit invoicing or a claim for the remaining cost of the device or equipment provided that was prorated for the monthly prices.

Once installed and activated the contractor waives all claims for the cost of the device, ancillary equipment, or items needed to install the device.

Task order invoices must be provided after services have been rendered. For example, a May invoice will be for April usage. Invoices must be submitted electronically for review and approval to fleetsolutions@gsa.gov by the 26th of each month for the previous month’s prices. The electronic submission must include an itemized listing of all required data elements listed below in a csv. or xls. attachment. This review will ensure that the invoice is compliant with the terms of the contract and that the goods or services listed on the invoice have been received and accepted.

Following review of each invoice, the COR will notify the contractor that the invoice is (1) approved for payment or (2) requires correction.

mailto:fleetsolutions@gsa.gov

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Once approved, either initially or following corrections, the contractor must submit the invoice to the GSA Finance Office through the Department of Treasury’s, Invoice Processing Platform (IPP) web portal, https://ipp.for.fiscal.treasury.gov/ and then click on “Collector (Supplier)”.

The funding reference to use when submitting invoices in IPP is the Procurement Instrument Identifier (PIID) located in block 4 of the SF 1449.

Once invoices are submitted by the contractor, the government will make payment after verification that the goods or services listed on the invoice have been received and accepted.

If you have problems submitting your invoice in IPP, please contact one of the following, as applicable.

IPP General System, Login ID, password issues:

IPP Customer Support Helpdesk Ph: (866) 973-3131 email: IPPCustomerSupport@fiscal.treasury.gov

IPP Inquiries with payment issues:

Email: kc-gpitprograms@gsa.gov

8. Required Invoice Data Elements

Invoices shall include the following minimum information:

● Name of contractor

● Invoice date and dates of service (e.g. May 1, 2024 for services during April 1, 2024 to April

30, 2024)

● Government Task Order (TO) number, or other authorization for delivery of goods or services

● Contractor Invoice Number, Account Number, and/or any other identifying number agreed to by contract;

● Description (including, for example, contract line number), price, and quantity of goods and services rendered

○ Device ID/serial

○ VIN

○ GSA License Plate Number

○ Status (Active, deactivated, etc.)

○ Installation Date

○ Installation Type

○ Installation Cost (if applicable under CLIN 0004)

○ Activation Date

○ Deactivation Date (if applicable)

○ GSA Fleet Service Level (CLIN 0001, CLIN 0003, and CLIN 0005 )

■ Price https://ipp.for.fiscal.treasury.gov/

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○ GSA Fleet Customer Service Level (CLIN 0002 and/or respective ancillary CLIN(s))

■ Customer Name

■ Price

● Shipping and payment terms;

● Unique Entity Identifier (UEI) number

● Contact name (where practicable), title and telephone number

● Total Price for Services Rendered for the Period of Performance Identified

● Amount of money issued on the task order

● Amount of money already paid on the task order

● Amount of money available on the task order

In accordance with GSAM 508.405(c) the contractor’s final invoice under any task order will state that it is the “FINAL INVOICE FOR PAYMENT” for the task order in question.

9. Method of Payment

The contractor agrees to accept payment for orders placed under this BPA through the following methods:

1) FAR 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct 2018) (31 U.S.C. 3332); and

2) FAR 52.232-36, Payment by Third Party (May 2014) (31 U.S.C.3332).

10. Cancellation

At no additional cost, either party (the government or contractor) may cancel this BPA by providing written notice. The cancellation will take effect 30 calendar days after receipt of the cancellation notice. BPA cancellation does not release the contractor from the duty to continue performance on existing BPA orders. Ongoing orders continue until completion, even if the BPA is canceled. Termination procedures for orders are addressed in FAR 52.212-4(l)&(m) and are not considered cancellations.

11. Annual Review

The BPA will be reviewed at least annually and, if necessary, updated at that time. Changes in market conditions, sources of supply, and other pertinent factors may warrant making new arrangements with different suppliers or modifying existing arrangements.

12. Contractor Point Of Contact(s)

The following individual(s) will serve as the contractor’s primary points of contact (POC) for this

BPA.

1) BPA Administrator: This POC is responsible for management of this BPA and customer inquiries.

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Name

Title

Phone

Email

2) Authorized Negotiator: This POC is authorized to negotiate with the government and can legally bind the company to any changes or updates to the BPA.

Name

Title

Phone

Email

13. Government Point of Contacts

1) Contracting Officer’s Representative (COR): The COR will serve as an interface between the contractor and the CO. The contractor can provide questions or other clarification requests to the COR who in-turn will contact the CO. This COR may provide technical advice, recommendations, or clarifications for the contractor to perform the work specified in the BPA. The COR is the point of contact through whom the contractor can relay questions and problems concerning contract requirements to the CO. The COR is prohibited from issuing any instruction which would constitute a contractual change. The COR shall not instruct the contractor how to perform. If there is any doubt whether instructions contemplated fall within the contract requirements, the contractor shall contact the CO for guidance if required.

Name Kyle Bromir

Phone (202) 304-0262

Email kyle.bromir@gsa.gov

2) Contracting Officer (CO): The CO is the only person authorized to make or approve any changes to any of the requirements of this BPA. In the event the contractor makes any changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

All questions concerning Task Orders must be directed to the CO. The contractor must contact the CO with any questions regarding performance issues.

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Name Charlene Cardenas

Phone (703) 603-8182

Email charlene.cardenas@gsa.gov

14. List of Incorporated Attachments

Attachment # Title

1 Pricing Schedule

2 Contractor Warranty(s)

3 Contractor Teaming Arrangement (if applicable)

4 Exceptions and assumptions (if applicable)

15. Contractor Performance Evaluation

During the period of performance of the BPA, contractor performance will be evaluated on an interim and final basis pursuant to FAR Subpart 42.15. The Contractor Performance Assessment Reporting System (CPARS) will be utilized for these reviews. Information on CPARS can be located at http://www.cpars.gov.

http://www.cpars.gov/

Section 2 - Statement of Work

Section 2 – Statement of Work

Contents

1. Background

2. Purpose

3. Scope

4. Hardware, Data, and Service Requirements

4.1. Hardware Requirements

4.2. Data Requirements

4.3. Mandatory Service Requirements

5. Optional Ancillary Products and Services

6. Location Requirements

7. Software Requirements

8. Deployment, Reporting Requirements, and Maintenance

8.1. Deployment Requirements

8.2. Reporting Requirements

9. Contractor Personnel Requirements

9.1. Key Personnel

9.2. Key Personnel Replacement

9.3. Personnel Security Requirements

10. Government Responsibilities

10.1. Government Furnished Information

11. Privacy Act

12. IT Security and Cybersecurity Requirements

12.1. Cloud Information Systems - IT Security and Privacy Requirements

12.2. Assessment and Authorization (A&A)

12.2.1. Assessment of the System

12.2.2. Authorization of the System

12.2.3. Reporting and Continuous Monitoring

12.2.4. Sensitive Information Storage

12.2.5. Protection of Information

12.2.6. Unrestricted Rights to Data

12.2.7. Personally Identifiable Information

12.2.7. Data Availability

12.2.8. Data Release

12.2.9. Data Ownership

12.2.10. Confidentiality and Nondisclosure

12.2.11. Employee Non-disclosure Agreement

12.2.12. Additional Stipulations

13. Telematics Device - IT Security Requirements

14. Mobile Application - IT Security Requirements

15. IT Accessibility Requirements

16. Internet Protocol Version 6 (IPv6)

17. Kick-Off Meeting

18. Transition-Out

19. Deliverable Table

1. Background

GSA Office of Fleet Management’s mission is to provide safe, reliable low-cost vehicle solutions to assist Federal agencies in effectively and efficiently meeting their mission.

GSA Fleet’s leasing program has approximately 225,000 vehicles (and growing) in its fleet and purchases on average 30,000 new vehicles each year. GSA Fleet also manages approximately 30,000 (and growing) agency owned vehicles in its Fleet Management Information System (FMIS), GSAFleet.gov.

GSA Fleet is comprised of various vehicle types including, but not limited to, sedans, station wagons, sport utility vehicles (SUV), full & mid-size pickup trucks, full & mid-size vans, ambulances, police vehicles, school & transport buses, medium and heavy-duty trucks, wrecker & carrier transport vehicles, and trailers. GSA Fleet’s vehicles are powered through conventional as well as alternative fuels, including: electric, hybrid electric, hydrogen, mixtures containing up to 85 percent methanol or denatured ethanol, natural gas, liquefied petroleum gas, and biodiesel blends.

While the vast majority of GSA Fleet managed vehicles are domiciled in the contiguous United States (CONUS), a portion reside in Alaska, Hawaii, Puerto Rico, the Unincorporated Territories of the United States as well as in some foreign countries.

GSA Fleet seeks to deploy telematics on managed vehicles and assets to gain new insights into its operations, provide various service level offerings to its customers, and create new efficiencies.

Additionally, telematics can assist agencies with complying with Executive Order 14057, reducing fleetwide per-mile greenhouse gas (GHG) emissions, as well as to collect and manage asset (vehicle) level data to support governmentwide reporting systems.

2. Purpose

The purpose is to acquire a telematics solution to be installed or otherwise activated on GSA Fleet managed vehicles and assets. The telematics solution implemented must work with all GSA Fleet managed vehicles including those that operate on electricity and other alternative fuels. The telematics solution will be for deployment of units/data services for vehicles and assets managed within GSA’s FMIS. GSA Fleet also intends to offer telematics services for agency owned vehicles managed within its FMIS.

Based on the diverse operations within each agency that GSA Fleet supports, the solution must have the technological capabilities to implement various service level offerings. For instance, the desired telematics solution must allow multiple service levels/data plans activated on the same device or vehicle at the same time. This will enable GSA Fleet to have its own service level/data plan(s) and give GSA agency customers options to tap into the same device or vehicle/asset for their own service level/data plan(s) as desired.

The length of time each data plan is active will vary by vehicle and its associated longevity while in-service. GSA Fleet intends to implement a telematics service on its vehicles from initial vehicle https://www.whitehouse.gov/briefing-room/presidential-actions/2021/12/08/executive-order-on-catalyzing-clean-energy-industries-and-jobs-through-federal-sustainability/

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The telematics solution acquired must include the following mandatory services:

● Data Plan 1: Portal-based (Section 4.3.1.)

● Data Plan 2: Portal-based (Section 4.3.2.)

● Data Plan 3: Application Programming Interface (API) Only Feed (Section 4.3.3.)

● Contractor provided onsite installation at government or private facility (Section 4.3.4.)

Non-madatory (optional, but desired) Ancillary Products and Services (Section 5) may also be offered by the contractor. The list of Ancillary Products and Services in Section 5 is not an exhaustive list; contractors may offer additional Ancillary Products and Services provided it is available under the contractor’s underlying MAS contract. With each Ancillary Product and Service offered, the contractor shall specify what data requirements from Section 4.2 can or cannot be met. Additionally, if additional data are collected (beyond what is defined in Section 4.2) with the offered Ancillary Product or Service, the contractor should describe and define each additional data element. GSA may make the determination that some or all of the requirements listed in Section 12 IT Security and Cybersecurity Requirements do not apply to the Section 5 technology proposed. Based on the technical specifications of the offered Section 5 addition (hardware and/or software or other), GSA Fleet and Office of Chief Security Officer (OCISO) will define the requisite cybersecurity requirements and Authority to Operate (ATO) procedures for the desired connected technology and any management of new data collected. Should GSA Fleet’s awarded telematics contractor propose offering a third-party solution offered under their MAS contract, the use of such solution cannot impact the telematics contractor’s FedRAMP ATO granted by GSA (current or expected). Additionally, the third-party solution must be responsible for ensuring all GSA OCISO cybersecurity requirements are satisfied throughout all stages of the authorization process.

3. Scope

The contractor must provide all personnel, tools, equipment, and materials needed to successfully support GSA Fleet’s requirement to implement a telematics solution for GSA managed vehicles and assets. Contractors are responsible for any related travel cost. GSA will not pay for travel under this BPA.

The telematics solution includes: delivery, associated monthly telematics services, ancillary services or products, web-based access to view and/or integrate detailed vehicle usage data as well as activations, deactivations, reporting requirements, and changes in service levels when needed.

4. Hardware, Data, and Service Requirements

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The contractor must possess or be able to access and leverage in-depth expertise, knowledge and experience in the deployment of a single telematics solution across GSA Fleet managed vehicles and assets.

The contractor must work with the Contracting Officer (CO), Contracting Officer Representative (COR) and GSA Fleet personnel to help guide program objectives at all stages of the deployment of the telematics solution. Neither the COR, GSA Fleet, nor other agency personnel has the authority to change the scope and/or content of work. Any such changes determined to be within scope of the BPA would be effected in advance via a formal modification by the Contracting Officer.

The requirements include, but are not necessarily limited to, the following:

4.1. Hardware Requirements

The contractor must provide telematics hardware that can be securely installed and is compatible across all vehicle and fueling types deployed across GSA Fleet in many locations as described herein. Hardware fulfillments must be proposed by the contractor based on existing GSA Fleet managed vehicles and assets as well as current or pending delivery locations as provided to the contractor by GSA Fleet (for a sample of vehicle types and inventory, please reference the Federal Vehicle Standards and the Federal Fleet Report. Please note this is just a sample and exact fleet composition may vary over time.

The hardware provided and its installation must not interfere with or void any Original Equipment Manufacturer (OEM) warranties and must be able to be installed in accordance with OEM guidance. Additionally, the hardware must not permanently interfere with or impede access to the OBD port (or similar) once installed, and must allow additional hardware to be connected to the vehicle for diagnostic checks and/or other ancillary services.

As technology may change throughout the performance of the BPA, newer hardware models may be introduced. The contractor may request to replace the older model under the BPA for future orders and installations as long as the price is at or below the pricing awarded under the BPA and the new model is available under the contractor’s underlying MAS contract.

4.2. Data Requirements

The contractor must at a minimum provide the data elements listed in the table below for Data Plans 1, 2 and 3.

Data Requirement Mandatory or Optional

Short Description

Vehicle Identification Number (VIN)

Mandatory

VIN as assigned by the Original Equipment Manufacturer

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https://vehiclestd.fas.gsa.gov/CommentCollector/Home https://vehiclestd.fas.gsa.gov/CommentCollector/Home https://www.gsa.gov/policy-regulations/policy/vehicle-management-policy/federal-fleet-report

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Vehicle Details Identification

Mandatory Vehicle make, model, and year

Device ID/serial number

Mandatory Unique asset number of telematics device

Odometer reading Mandatory Must be derived from vehicle’s engine

Miles traveled Mandatory Miles traveled during any user defined calendar period, using engine based odometer recordings

Track number of days used

Mandatory Number of days the vehicle is used over a user defined calendar period

Track number of trips

Mandatory Number of trips taken over a user defined calendar period, where a “trip” can be user defined in terms of distance traveled and/or other criteria

Vehicle speed Mandatory Through Miles Per Hour (MPH) based on vehicle’s engine/speedometer

Fuel type Mandatory Type of fuel used by vehicle

Fuel consumption by type in natural units (e.g., miles per gallon, etc.)

Mandatory Quantity of fuel consumed during a given period including electricity consumption from Electric Vehicle Charging for vehicles which operate on electricity

Miles per gallon or kilowatt hour (lifecycle measure)

Mandatory Miles per gallon or kilowatt hour calculation over the life of the vehicle

Miles per gallon or kilowatt hour (calculations between fueling/charging events)

Mandatory Miles per gallon or kilowatt hour calculation for current tank/charge of vehicle

Emissions Mandatory Calculation of the amount of carbon monoxide, carbon dioxide, nitrogen oxides, etc. discharged from operating a vehicle's internal combustion engine during a given period (this only applies for those vehicles using an internal combustion engine (ICE))

Auxiliary runtime Mandatory Auxiliary system runtime

Total engine hours Mandatory Total time engine is on (running lifetime total)

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Idle time Mandatory The total amount of time a vehicle’s engine is operating while the vehicle is not in motion. An idle event and its associated duration must be determined when a user defined acceptable idle threshold is exceeded. Idling time per event and lifetime totals must be able to be derived

Oil Life Sensor Mandatory See when a vehicle is due for service based on oil life sensor

Trouble codes Mandatory Track and transmit vehicle diagnostic data and/or other alerts when vehicle is functioning outside of acceptable parameters. Both the code itself as well as a corresponding translation must be provided

Diagnostic alerts Mandatory On board diagnostic (OBD) based alerts

Crash events Mandatory Determine if a vehicle has been in an accident/incident and provide collision information to system users with additional accident data elements (e.g. restraint controls, brakes, steering, velocity, airbag deployments, etc.)

Accelerometer data Mandatory Determine if the vehicle is being operated in a harsh manner (e.g., hard braking, rapid acceleration, etc.)

Hardware removal alert

Mandatory Detection and alert when telematics hardware is removed from OBD port (or similar), which must be captured electronically in real-time

Data transmission date/time

Mandatory Transaction date and timestamp for key transactions or events, including, at minimum: activations, deactivations, accidents/incidents, hardware removals and transfers

Global Positioning System (GPS) tracking

Mandatory Near real-time tracking of a vehicle’s location using GPS coordinates. Must have the ability to turn GPS tracking on/off per data plan basis (when GPS is enabled, full geofencing, breadcrumbing, and customizable trip reporting functionality must also be available)

Tire pressure Mandatory Current tire pressure levels (if available on the vehicle model)

Fluid levels (oil, transmission coolant, and washer fluids)

Optional Ability to view current fluid levels if tracked by a vehicle

Seat belt detection Optional Have access to data that shows whether or not seatbelts are in use (if captured by engine computer)

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All data captured must be archived for a minimum of 72 months from the time data is captured.

The contractor must facilitate access for multiple users of the same device (GSA Fleet’s account and GSA agency customer accounts) if both Data Plan 1 and/or 3 and Data Plan 2 and/or 3 are ordered at the task order level. Where applicable, the contractor must segregate the data in the database and partition online portal access by customer type (GSA Fleet account and all accounts of GSA agency customers). All invoices submitted to GSA Fleet must be broken out by Data Plan 1, 2 and/or 3, and identify the end customer. Multiple service levels are required.

4.3. Mandatory Service Requirements

The contractor must provide the following required services:

4.3.1. Data Plan 1: Portal-based (monthly). This plan is intended for GSA Fleet managed vehicles. The plan must include bundled hardware and software cost-- billed monthly on a per vehicle basis-- including configurable GPS (on/off) services. The contractor must provide its highest service level offering available to include its best data transmission frequency/rate, API access, warranty coverage of hardware, and support.

4.3.2. Data Plan 2: Portal-based (monthly). This plan is intended to create a customer data stream for GSA Fleet managed vehicles. The plan must include bundled hardware and software cost -- billed monthly on a per vehicle basis-- including configurable GPS (on/off) services. The plan must provide portal access for the customer, which is separate and segregated from GSA Fleet’s portal. The contractor must provide its highest service level offering available to include its best data transmission frequency/rate, API access, warranty coverage of hardware, and support. In many cases, Data Plan 2 will be ordered in conjunction with Data Plans 1 or 3, but Data Plan 2 may also be ordered as a standalone service.

4.3.3. Data Plan 3: Application Programming Interface (API) (monthly). This plan is intended for use by GSA Fleet and/or agency customers-- in lieu of, or in addition to -- Data Plans 1 and 2 at the government’s discretion. The plan must include hardware (where applicable) and configurable GPS (on/off) ingestion, but does not require a User Interface (UI) telematics portal.

Similar to Data Plans 1 and 2, Data Plan 3 is billed on a monthly per vehicle basis. The API must feed telematics data to FMIS or other systems with a supported Software Development Kit (SDK). The contractor must provide its highest service level offering available to include its best data transmission frequency/rate, API access, warranty coverage of hardware, and support.

4.3.4. Onsite Installation at Government or Private Facility (per job). The contractor must provide onsite installation at a government or private facility, which will require the person(s) performing the installation to travel to the location. Required location coverage for installation include: 48 contiguous states and the District of Columbia. Installation may also be provided in Alaska, Hawaii, US Territories, and OCONUS locations where offered by the contractor.

Contractors are responsible for any related travel cost. GSA will not reimburse travel costs for this service.

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5. Optional Ancillary Products and Services

5.1. Reduced Data Rate Plan (monthly). The contractor may offer a reduced data rate plan in which required data is collected and/or transmitted to the contractor’s cloud at a reduced rate. If offered, the contractor shall stipulate what the reduced rate is. GSA may elect to order such services (on a temporary basis in lieu of Data Plans 1, 2 or 3) in cases where a vehicle is nearing end of life or otherwise not in active inventory, but may have a need to be placed back into active inventory to meet mission requirements and data must be captured in the interim.

5.2. Near Field Communication (NFC) Tag Reader (each). NFC capable device either offered as a standalone product and service or as an integrated feature of the core telematics device/service.

Hardware must come with all materials required for installation such as a corresponding harness or mourning bracket. Service must enable driver identification and be compatible with Homeland Security Presidential Directive 12 (HSPD-12) Personal Identity Verification (PIV) identification cards and Department of Defense Common Access Cards (CAC).

5.3. NFC Key Fob(s) for Driver Identification (each). Auxiliary fob(s) which allows for driver identification via NFC reader. Product is intended to allow for driver identification in circumstances where PIV card or CAC use is not available or the user desires an alternative method for tracking drivers.

5.4. Consultative Services (hour). The contractor may offer consultative services to assist the government in meeting federal fleet requirements or to improve fleet management practices.

Examples of such services include but are not limited to: data scientist support for defined data analytics projects or providing qualitative and quantitative recommendations for the deployment of Electric Vehicle Supply Equipment (EVSE) based on current and projected demand. If consultative services are offered each project would be defined and awarded at the task order level.Contractor personnel supporting this service must meet all personnel security requirements in Section 9.3 Personnel Security Requirements.

5.5. Asset Tracker (each). This product must enable tracking of powered and non-powered GSA managed assets. Integration with Data Plans 1, 2 and 3 is required

5.6. Camera Integration (each). This product must provide video based telematics via onboard dashboard camera(s) and integrate seamlessly within the contractor’s portal. A front facing camera is mandatory, and rear facing camera support is optional.

5.7 OEM Services (monthly). The contractor may have established OEM partnerships whereby telematics data is ingested by the contractor directly from the OEM, normalized within the contractor’s solution, and provided to end customers in the same fashion aftermarket hardware based telematics services are provided. Where offered and priced competitively, GSA intends to leverage OEM Services to the greatest extent possible. Similar to the multiple streaming options required in Data Plans 1, 2 and 3 (Section 4.3.1, 4.3.2, and 4.3.3), contractors may submit multiple service offerings for each OEM offered (e.g. OEM X: service 1, service 2, service 3; OEM Y:

10 | P a g e service 1, service 2, service 3; OEM Z: service 1, service 2, service 3).

6. Location Requirements

The contractor must provide products and services in the following locations unless noted differently elsewhere in the Statement of Work:

● United States of

America

● US Territories:

○ American Samoa

○ Guam

○ Northern Mariana Islands

○ Puerto Rico

○ U.S. Virgin Islands

○ Guantanamo Bay Naval

Base

While not a requirement, product or services may be ordered as needed for the following OCONUS locations if included in the contractor’s coverage area. This list is not all inclusive. The need may occur for additional locations during the BPA’s performance period.

Albania France Latvia Serbia

Azerbaijan Georgia Lithuania Slovenia

Bahamas Germany Luxembourg South Korea

Bahrain Greece Macedonia Spain

Belgium Honduras Moldavia Ukraine

Bosnia Hungary Netherlands United Kingdom

Bulgaria Iceland Palau

Croatia Italy Panama

Djibouti Japan Poland

Estonia Kosovo Romania

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7. Software Requirements

For Data Plans 1 and 2 (Section 4.3), the contractor must provide a secure web-based User Interface (UI) portal for usage by GSA Fleet personnel and, if applicable, GSA agency customers. The contractor may also provide access to a mobile application and/or mobile optimized website offered under these data plans at no additional cost. The solution must be capable of integrating telematics data from other hardware providers, third parties, and Original Equipment Manufacturers (OEM). Due to market fragmentation, this flexibility (ability to pull in and normalize data regardless of source) is vital.

The solution must also be able to interface and feed data automatically into GSA’s Fleet Management Information System (FMIS), other agency FIMS solutions, and governmentwide Fleet Reporting Systems through the use of Application Programming Interface (API) technology.

At minimum, APIs must be capable of the following:

● Ordering of services, activations/deactivations and changes of service level/data plans

● Integration of telematics data elements into applicable FMIS systems

Additionally, the solution must provide:

● Bulk ordering capability via spreadsheet/comma-separated (CSV) format to facilitate retrofit orders (vehicles already in-service), and/or activation or deactivation of any Data Plan.

● Near real-time gathering of data requirements described in Section 4.2, which must be stored in a FedRAMP authorized Cloud Service Provider (CSP) (see Section 12 for IT related requirements).

● Real-time changes to service (e.g., activations, deactivations, service level/data plan changes, etc.) at GSA Fleet’s request. Once a change is triggered in GSA’s FMIS, it must be capable of updating the contractor’s device management system with the same update so there are no discrepancies between the two systems. If a GSA agency customer contacts the contractor directly to request changes in service, the contractor must direct them to GSA Fleet for the appropriate action(s).

● A capability for integrating fuel card and Electric Vehicle Supply Equipment (EVSE) transactional data.

● Customized reporting capabilities at no additional cost. These reports may be requested and scheduled regularly (e.g., daily, weekly, etc.).

● A capability for web portal users to export telematics data to comma-separated values (CSV) format.

● Technical assistance and troubleshooting for the web-based services must be provided at no additional cost throughout the entire duration the equipment or other service is in use.

● Training to GSA Fleet and end-user customers on how to use the contractor’s web application, software, hardware, ancillary services, and self-installation at no additional cost. Training may be web-based or in person. Training manuals must be provided to the end-user at no additional cost. PDF versions of the training manuals are acceptable to meet this requirement.

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8. Deployment, Reporting Requirements, and Maintenance

8.1. Deployment Requirements

Deploying or installing a telematics solution across GSA managed vehicles will require a multipronged approach. GSA may order contractor installation (Section 4.3.4), however reserves the right to utilize its own operational network, third party contractor personnel, and self-installations, or any combination thereof, in order to deploy telematics across its fleet as efficiently as possible.

When the government opts to self-install or utilize a third party, the contractor must provide training to the government and third party contractor personnel to become trained certified installers1. The training must be made accessible online to any locations/personnel that will be performing installations. Training materials and instructions must be provided at no cost when this option is anticipated.

If the contractor establishes relationships with OEMs or upfitters which produce or receive GSA Fleet vehicles earlier in the supply chain, GSA Fleet may want to leverage these relationships to the greatest extent possible.

Should the awarded contractor provide installations on government furnished vehicles at their installation location, any damage or loss of the vehicles while in possession, will be the contractor’s responsibility as defined in the clause FAR 52.245-1 Government Property.

8.2. Reporting Requirements

8.2.1. Operational Readiness (on demand)

The contractor must provide, at no additional cost to the government, a report that presents the measure of operational readiness of impacted devices. This report must be available to the Contracting Officer’s Representative (COR) via the Contractor’s web portal on demand. The format of this deliverable will be decided at the BPA kick-off.

8.2.2. Customized Reports

The contractor must provide customized reporting capabilities at no additional cost to the government. These reports may be requested and scheduled regularly (e.g. daily, weekly, etc.).

8.2.3. Security Reporting

The contractor must provide necessary reports as identified in Section 12.2.3. for FedRAMP requirements.

1 The contractor must certify that anyone who received installation training by the contractor is certified to install the telematics devices and ancillary equipment as provided by the contractor.

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8.2.4. Other Administrative Reports

The following administrative reports must be available to GSA Fleet personnel within the contractor’s web portal, using user defined durations, for on-demand viewing and .CSV download. The reports must be viewable as a cumulative report and capable of being filtered and sorted by any column on the report.

8.2.4.1. Telematics Installations Performed (daily)

At a minimum this report must include the following:

● Hardware installs - VIN, device serial number, installation date, installation cost (if applicable), and activation date.

● Hardware removals - VIN, device serial number, activation date, hardware removal date, device status, last known activity.

● Customer name where the hardware was originally shipped

This report should be available for ad-hoc requests and automated via email submission to the COR and other GSA personnel as needed.

8.2.4.2. Service Level/Data Plan Summary (daily)

At a minimum, this report must include the following:

● VIN, device serial number, service level/data plan status(es) and date of activation/deactivation for each service level/data plan.

● Last communication date

● Last engine odometer value

● Firmware status

● Account mismatches

● Return Merchandise Authorization(s)

This report should be available for ad-hoc requests and automated via email submission to the COR and other GSA personnel as needed.

8.3 Maintenance Requirements

Hardware provided by the contractor must include full replacement warranty for the lifetime of the device should the hardware stop functioning due to no fault of the user. The contractor must provide a replacement device via established return process and ship the replacement device at no cost to the government. The contractor must provide full installation support if the original device was installed via the contractor’s internal installers or certified network installers.

At the end of GSA’s utilization of the contractor provided telematics device—which will in most cases correspond with GSA Fleet’s disposal of the vehicle—the contractor must both completely wipe the memory of the hardware and render the device inoperable at GSA Fleet’s request (unable to interfere with the vehicle’s electrical system and unavailable for reuse or resale).

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9. Contractor Personnel Requirements

9.1. Key Personnel

The following Key Personnel are considered to be essential to work performance. The contractor can include any other key personnel they deem necessary.

Senior Project Manager: The Senior Project Manager must have a minimum experience of two telematics projects of comparable complexity and scope over the past 3 years. The Senior Project Manager will be the contractor’s Project Manager and will be responsible for overseeing all requirements of the BPA are met and all goods and services are rendered in accordance with any task order placed.

Information Technology (IT) Security Manager: The Information Technology (IT) Security Manager must have a minimum experience in an IT Security role on a minimum of two telematics projects of comparable complexity and scope over the last 3 years. The Information Technology (IT) Security Manager will be the contractor’s IT Security Manager and ensure cloud security;

encryption standards for data at rest and data in transit and FedRAMP requirements at the moderate baseline are met.

Contractor Point of Contact (POC) for Contractor HSPD-12 Onboarding and Credentialing: The Contractor POC must have experience serving as the POC for all background investigation, credentialing, and onboarding requests of contractor personnel initiated by the government and demonstrate familiarity with current Homeland Security Presidential Directive - 12 (HSPD-12) standards and practices. The Contractor POC must be able to meet and maintain Tier 2 Moderate Risk Public Trust Position background investigation, and suitability and fitness standards as defined by GSA Office of Mission Assurance. Individuals found not suitable to work on behalf of this contract must not be appointed to any other position under this contract.

The Contractor POC must:

● Assist their contractor applicants (including subcontract companies, if applicable) through the fitness determination process;

● Know and remain in contact with their GSA Requesting Official (GSA RO) for the duration of their position on this contract;

● Notify GSA RO when contractor personnel has completed or left the contract; and

● Collect GSA Access Cards and return to GSA RO when contractor personnel leaves a contract and/or when the contract ends

9.2. Key Personnel Replacement

At least 30 calendar days prior to replacing any of the key personnel, the contractor must notify the Contracting Officer (CO) and submit comprehensive justification for the replacement request with a resume of the proposed substitution to permit evaluation by the government of the impact on performance. Proposed substitutions must meet or exceed the knowledge and experience of those personnel being replaced. The contractor must not replace any key personnel without the

15 | P a g e written consent of the CO. The government may modify the BPA to add or delete key personnel at the request of the contractor or government.

9.3. Personnel Security Requirements

The contractor must furnish documentation reflecting favorable adjudication of background investigations for all personnel (including subcontractors) supporting the system. The contractor must comply with GSA Order CIO 2100.1, “GSA Information Technology (IT) Security Policy,” and GSA Order ADM 2181.1, “Homeland Security Presidential Directive-12, Personal Identity Verification and Credentialing, and Background Investigations for Contractor Employees.” GSA separates the risk levels for personnel working on Federal computer systems as follows:

● A favorable initial fitness/suitability determination must be granted and a Tier 1 or higher background investigation initiated before access to the GSA network or any GSA IT system.

There will be no waivers to this requirement for GSA network and IT system access for GSA employees or contractors.

● A favorable initial fitness/suitability determination must be granted and a Tier 2 or higher background investigation initiated before access to PII/CUI is granted. The authority and access for contractor personnel will be determined by the CO, Data Owner, and the System's Authorizing Official (AO). Each System's AO, with the request of the Data Owner or CO, will evaluate the risks associated with each such request.

● A favorable suitability determination must be completed at a Tier 2 or higher background investigation before privileged access to the GSA network or IT systems is granted. A waiver may be requested in order to maintain GSA business operations; however such requests will be used judiciously and not incur unnecessary risks to GSA.

If final adjudication of a background investigation is unfavorable, GSA network and IT system access will be revoked, and any GFE, including the GSA PIV card, will be retrieved and returned to GSA Office of Mission Assurance.

GSA will sponsor the investigation when deemed necessary. No access will be given to government computer information systems and government sensitive information without a background investigation being verified or in process. If results of background investigation are not acceptable, then access will be terminated.

The Contractor must provide a report of separated staff on a monthly basis, beginning 60 days after execution of the first option period.

10. Government Responsibilities

As GSA Fleet programs its telematics device management portal, coordination between GSA and the contractor’s Information Technology (IT) and related professionals will be necessary.

The following outlines the Government’s responsibilities in facilitating any such interactions.

DRAFT

https://www.gsa.gov/directive/gsa-information-technology-%28it%29-security-policy-1-1 https://www.gsa.gov/directive/gsa-information-technology-%28it%29-security-policy-1-1 https://www.gsa.gov/cdnstatic/ADM_21811_HSPD-12,_PIV_and_Credentialing,_and_Background_Investigations_for_Contractors_(Posted_Version_-_3-18-2020)_.pdf https://www.gsa.gov/cdnstatic/ADM_21811_HSPD-12,_PIV_and_Credentialing,_and_Background_Investigations_for_Contractors_(Posted_Version_-_3-18-2020)_.pdf https://www.gsa.gov/cdnstatic/ADM_21811_HSPD-12,_PIV_and_Credentialing,_and_Background_Investigations_for_Contractors_(Posted_Version_-_3-18-2020)_.pdf

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10.1. Government Furnished Information

The Government will provide vehicle inventory data reports, to include, but not limited to:

Acquisition Date Tag Delivery or Garage location Vehicle Type Fuel Type VIN

11. Privacy Act

“Personnel must adhere to the Privacy act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.”

12. IT Security and Cybersecurity Requirements

The government reserves the right to make the determination that some or all of the requirements listed in this section do not apply to the ancillary service technology CLINs. Based on the technical specifications of the proposed ancillary service technology CLIN addition (hardware and/or software), GSA Fleet and Office of Chief Security Officer (OCISO) will define the requisite cybersecurity requirements and Authority to Operate (ATO) procedures for the desired connected technology and any management of new data collected.

Should the contractor offer a third party solution, the use of such a solution cannot impact the required Federal Risk and Authorization Management Program (FedRAMP) authorization.

Additionally, the third party solution must be responsible for ensuring all GSA OCISO cybersecurity requirements are satisfied.

12.1. Cloud Information Systems - IT Security and Privacy Requirements

The contractor must implement the controls contained…