F-533_rfp_attachments.docx

ATTACHMENT A: RESPONDER DECLARATIONS

The undersigned certifies, to the best of his or her knowledge and belief, that:

A. Response Contents. The information provided is true, correct, and reliable for purposes of evaluation for potential contract award. The submission of inaccurate or misleading information may be grounds for disqualification from the award as well as subject the Responder to suspension or debarment proceedings as well as other remedies available by law B. Authorized Signature. This Declaration is signed by the appropriate person(s), with the authority to contractually bind the Responder, as required by applicable articles, bylaws, resolutions, minutes, and ordinances.

C. Non-Collusion Certification.

1. The Proposal has been arrived at by the Responder independently and has been submitted without collusion and without any agreement, understanding or planned common course of action with any other vendor designed to limit fair or open competition; and

2. The contents of the Response have not been communicated by the Responder or its employees or agents to any person not an employee or agent of the Responder and will not be communicated to any other individual prior to the due date and time of this Solicitation. Any evidence of collusion among Responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

D. Organizational Conflicts of Interest. To the best of Responder’s knowledge and belief, and except as otherwise disclosed, there are no relevant facts or circumstances which could give rise to an organizational conflict of interest. An organizational conflict of interest exists when, because of existing or planned activities or because of relationships with other persons,

1. a vendor is unable or potentially unable to render impartial assistance or advice to the State;

2. the vendor’s objectivity in performing the contract work is or might be otherwise impaired; or

3. the vendor has an unfair competitive advantage.

If after award, an organizational conflict of interest is discovered, an immediate and full disclosure in writing must be made to the State’s Chief Procurement Officer which must include a description of the action which the contractor has taken or proposes to take to avoid or mitigate such conflicts. If an organizational conflict of interest is determined to exist, the State may, at its discretion, cancel the contract. In the event the Contractor was aware of an organizational conflict of interest prior to the award of the contract and did not disclose the conflict to OSP, the State may terminate the contract for default. Organizational conflicts of interest terms apply to any subcontractors for this work.

E. Certification Regarding Lobbying. For State of Minnesota Contracts and Grants over $100,000, the undersigned certifies, to the best of his or her knowledge and belief that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, Disclosure Form to Report Lobbying in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into and is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

F. Copyrighted Material Waiver. By signing its Response, the Responder certifies that it has obtained all necessary approvals for the reproduction and distribution of the contents of its response.

G. Diverse Spend Reporting. The Sample Contract contains a clause for Diverse Spend Reporting. When this clause applies, Contractor will be required to register in a free portal to report diverse spend.

Please see Diverse Spend Reporting Frequently Asked Questions for additional information.

By signing this form, Responder acknowledges and certifies compliance with all applicable requirements indicated above.

Company Name:

Signature:

Printed Name:

Title:

Date:

Phone Number:

Email Address:

ATTACHMENT B: EXCEPTIONS TO STATE’S TERMS AND CONDITIONS

The State presumes a responder agrees to the terms and conditions of this solicitation unless a responder takes specific exception to one or more of the conditions on this form.

The State reserves the right to reject, negotiate, or accept any exception listed to the State’s terms and conditions (including those found in the attached Sample Contract).

INSTRUCTIONS: A responder must explicitly list all exceptions to State’s terms and conditions, if any (including those found in the attached Sample Contract). Reference the clause number and page number of the State's term and condition for each of a responder’s exceptions. If no exceptions exist, state "NONE" specifically on the form below. Whether or not exceptions are taken, the Responder must sign and date this form and submit it as part of their response. (Add additional pages if necessary.)

By signing this form, I acknowledge that the above-named responder accepts, without qualification, all terms and conditions stated in this solicitation (including the sample contract) except those clearly outlined as exceptions above. This acknowledgement includes acceptance of the section of the Sample Contract, Exhibit A, titled “Contractor’s Documents.”

Signature:

Printed Name:

Title:

Date:

ATTACHMENT C: COST DETAIL

1. Cost Proposal. Responders should review Exhibit D of the Sample Contract for additional pricing terms related to the Cost Proposal.

Responders must download and use Attachment G: Price Schedule attached to this Solicitation. The Price Schedule must be completed by the Responder and uploaded with the solicitation response. If pricing is not returned with your solicitation response, your response will be rejected. Failure to use the Price Schedule may be cause for rejection. Responders are strongly encouraged to provide a price for all line items. The State reserves the right to reject responses that do not supply sufficient line items.

2. Alterations or Erasures. The State reserves the right to reject a response containing an alteration or erasure of any price used to determine the lowest responsible responder unless the alteration or erasure is done in a manner that is clear and authenticated by an authorized representative of the Responder. An acceptable way to make an alteration or erasure is to cross out the price, print the correction in ink adjacent to it, and have an authorized representative of the Responder initial and date that correction.

ATTACHMENT D: RESPONDER FORMS Workforce and Equal Pay Declaration Page This form is required for all businesses executing government contracts under the following:

1. Select one:

Select all that apply:

2. We are a Certificate holder:

3. We are applying/have applied for the following certificate(s):

4. We have not applied for one or both certificates:

☐ Our Company does not yet have a Workforce Certificate or Equal Pay Certificate. We acknowledge that a Workforce and, if applicable, Equal Pay Certificate, or approved exemption by MDHR is required before a contract can be executed.

5. We are Exempt:

☐ We attest to MDHR that we have not employed 40 or more employees on a single day during the prior 12 months in Minnesota or the state in where we have our primary place of business. MDHR may request the names of our employees during the previous 12 months, the date of separation, if applicable, and the current employment status and count.

6. Business Information

For assistance with this form, email the Minnesota Department of Human Rights Compliance.MDHR@state.mn.us

ATTACHMENT E: ADDITIONAL INFORMATION

1. Contractor’s Contact Information. Provide the contact information for the representative responsible for the management of the contract and the representative receiving purchase orders.

Vendor’s Legal Name

Address

Contact Person (Contract)

Email Address

Telephone Number

Contact Person (PO Order)

Email Address

Telephone Number

2. Prompt Pay Discount. What prompt pay discounts do you offer? Select all that apply, if “other,” specify terms in the comment section below:

Rev. April 2025 Rev. April 2025

· 1% in 30

· 2% in 30

· 3% in 30

· 1% in 10, Net 30

· 2% in 10, Net 30

· 3% in 10, Net 30

· 5% in 10, Net 30

· Other 1% in 15, Net 30

· 2% in 15, Net 30

· 3% in 15, Net 30

· 1% in 20, Net 30

· 2% in 20, Net 30

· 3% in 20, Net 30

· Net 30

Comments:

3. Delivery Time Frame. Responder must enter a delivery time frame after receipt of order (ARO) in the space below.

ATTACHMENT F: SPECIFICATIONS

You must use this form when responding to this solicitation. Supplemental information may be provided with your response, but failure to use this form to respond may result in the State rejecting your response.

Do not include any pricing information on this form. All pricing must be provided on Attachment G: Price Schedule only.

Part 1. Mandatory Specifications Responders must meet all the Mandatory Specifications listed below. Each specification will be scored on a Pass/Fail basis. Failure to comply with any Mandatory Specification will result in elimination from further consideration under this procurement, unless all Responders are unable to comply with the same specification.

A non-response or checking the “No” box will represent the Responder’s inability to comply with the specification.

Responders are encouraged to submit questions to the Solicitation Contact by the Question-and-Answer deadline if they believe they cannot meet a Mandatory Specification. See Section 1 of the RFP Document, “How to Ask Questions.”

Where a specification requires additional detail beyond the Yes/No response, the Responder must provide sufficient supporting information. The State reserves the right to request clarification or additional documentation as needed, and narrative responses may be scored in accordance with Section 5, Evaluation Procedure and Criteria.

Narrative responses related to the Mandatory Specifications may be incorporated into any resulting contract and used to define the final specifications, duties, and scope of work.

1. Organizational Capabilities & Support Personnel

1.1. The Responder must have provided fleet management support services within the last three (3) years to a minimum of three (3) private or public organizations that each own and operate a fleet of at least 2,000 vehicles in a single fleet or State agency.

Comply |_| Yes or |_| No

If “Yes,” in the response space provided below, provide sufficient detail to demonstrate compliance with this mandatory specification, including a description of the applicable experience and services provided. Upon the State's request during the evaluation process, the Responder must provide supporting information sufficient to verify compliance with this requirement, including the customer's name, fleet size, length of service, and any other information reasonably requested by the State. Responders may attach additional pages as necessary. The State reserves the right to determine whether the information provided sufficiently demonstrates compliance with this mandatory specification.

Response:

1.2. All contracted services must be available throughout the State of Minnesota and across the continental United States.

Comply |_| Yes or |_| No

1.3. The State of Minnesota reserves the right to require the Contractor to establish and maintain a dedicated customer support telephone number for Contract Users. If requested by the State, the Contractor must provide and support the telephone number at no additional cost to the State. The telephone support solution must enable different user groups to efficiently access the appropriate support resources based on their service needs.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the proposed telephone support solution, including how calls are routed to the appropriate support resources, the user groups supported, and any features or technologies used to improve the customer experience. Include a sample call flow or representative screenshots, if available.

Response:

1.4. The Responder must provide 24 hours per day, seven (7) days per week customer support for Contract Users, including roadside assistance and the ability to coordinate services as needed.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the customer support model, including the methods available for users to request assistance, the types of services provided, hours of operation, and how requests are received, managed, and resolved.

Response:

1.5. The Responder must provide and maintain a secure, web-based solution with an intuitive user interface that enables Contract Users with varying levels of technical proficiency to efficiently access, navigate, and utilize the system.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the web-based solution and its functionality, including how it is designed to be intuitive and easy to use for Contract Users with varying levels of technical proficiency. Include screenshots demonstrating the user interface, navigation, and primary system functions. Responders may attach additional pages as necessary.

Response:

1.6. The Responder must provide a web-based system with the capability to document, maintain, track, and update vehicle and asset information.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the vehicle and asset information the system supports, including the data fields currently available, any configurable or customizable fields, and the system’s ability to incorporate or associate data from external sources, if applicable.

Response:

1.7. The Responder must provide the capability to export and/or transmit vehicle, equipment, and related fleet management data in a format that supports integration with the State’s systems. The solution must support regular data transfers and provide sufficient flexibility to meet the State’s operational and reporting needs throughout the Contract term.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the solution’s data export and integration capabilities. Include the available export formats, integration methods (e.g., API , file transfer, or other supported methods), configurable transmission frequencies, and any limitations or requirements.

Response:

1.8. The Responder must provide and maintain current information identifying the personnel responsible for supporting the State’s account throughout the Contract term. The Responder must notify the State of changes to the Account Support Team in a timely manner.

Comply |_| Yes or |_| No

If “Yes” in the response space provided below, describe how the Account Support Team information will be maintained and communicated to the State, including how personnel changes, contact information updates, and backup support contacts will be managed. Include a sample of the information that would be provided, if available.

Response:

1.9. The Responder must provide customer support resources to enable Contract Users and maintenance providers to obtain timely assistance. Support may be provided through one or more service channels, such as telephone, web-based self-service, online chat, virtual assistants, or other support technologies.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe your customer support model, including available support channels, hours of operation, target response times, and how requests are escalated when additional assistance is required.

1.10. The Responder must ensure that personnel responsible for coordinating maintenance and repair services are appropriately qualified to perform their assigned responsibilities.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe how your organization ensures personnel performing these functions possess the knowledge, training, and experience necessary to support maintenance and repair coordination services.

Response:

2. Vehicle Maintenance & Repairs

2.1. The Responder must support the State’s use of mandatory contracts and designated vendors for services such as tires, glass repair/replacement, vehicle rentals, and other services identified by the State. The solution must enable coordination with these vendors as necessary to support fleet operations.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe how the solution supports coordination with State-designated vendors, including the process for authorizing, managing, and documenting services performed by those vendors.

Response:

2.2. The Responder must provide the capability to associate maintenance, repair, and other fleet-related costs with the applicable vehicle or asset.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe how costs are captured, associated with individual vehicles or assets, and made available to the State for reporting, analysis, and data export.

Response:

2.3. The Responder must maintain a service provider network capable of supporting fleet operations throughout the State of Minnesota and the United States. The solution must also support the use of non-network providers, as necessary, to meet the State’s operational needs.

Comply |_| Yes or |_| No

2.4. The Responder must coordinate vehicle maintenance and repair services in a manner that balances operational needs, service quality, cost, and vehicle availability. The Responder must take reasonable steps to minimize vehicle downtime while meeting the State’s maintenance and repair requirements.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the process used to identify and coordinate service providers, including the factors considered when selecting a repair location and the measures use to minimize vehicle downtime.

Response:

2.5. The Responder must provide maintenance and repair management services for Class 1 through Class 7 vehicles, as well as off-road and construction equipment.

Comply |_| Yes or |_| No

If “Yes” in the response space provided below, describe your experience and capabilities in managing maintenance and repair services for these vehicles and equipment types. Identify any limitations or exclusions, if applicable.

Response:

2.6. The Responder must provide the capability for Agencies to establish configurable maintenance and repair approval thresholds based on their operational needs. The solution must support configurable approval workflows that require Agency authorization when established thresholds are exceeded. Approval actions and related information must be tracked and made available to the State for reporting, auditing, and data export. (see Part 2, Item 1.7).

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the approval workflow capabilities, including how approval thresholds are configured, how authorization requests are managed, what approval information is tracked, and how approval data is made available to the State. Include screenshots or workflow examples, if available.

Response:

2.7. The Responder must provide the capability for Contract Users to configure preventative maintenance and conditions-based maintenance parameters based on vehicle requirements and operational needs. The solution must support preventative maintenance criteria for individual vehicles, vehicle groups, and Agencies, and use the configured criteria to support maintenance planning and allow for scheduling based on mileage, elapsed time, engine hours, OEM-recommended intervals and oil-life monitoring systems.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the preventative maintenance capabilities of the solution, including the configurable maintenance criteria, available, scheduling methods (e.g., mileage, elapsed time, engine hours, or other supported methods), and how the solution uses those criteria to support maintenance planning and repair management. Include screenshots, if available.

Response:

2.8. The Responder must provide Contract Users with the capability to access, manage, and track preventative maintenance schedules for each vehicle managed under the Contract. The solution must maintain preventative maintenance history and support maintenance scheduling based on one or more configurable inputs, including vehicle data, manufacturer recommendations, telematics or onboard vehicle information (where available), and other criteria supported by the Responder’s solution.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe your solution’s preventative maintenance capabilities, including the data sources and criteria that can be used to generate, update, and manage maintenance schedules.

Response:

2.9. The Responder must provide the capability to notify Contract Users of applicable manufacturer recalls for vehicles and equipment supported by the solution. The solution must track recall status through completion and associate recall information with the applicable vehicle or equipment for reporting purposes.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the recall management capabilities of the solution, including how recall notifications are provided, how recall status is tracked, how completion of recall repairs is documented, and the reporting capabilities available to Contract Users. Include screenshots, if available.

Response:

2.10. The Responder must provide the capability to track and manage manufacturer warranty repairs for vehicles and equipment supported by the solution. The solution must document warranty-related repair activities, including warranty status and, when applicable, post-warranty coverage negotiations.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the warranty management capabilities of the solution, including how warranty information is identified and tracked, how warranty repair activities are documented, how post-warranty coverage requests or negotiations are supported, and the reporting capabilities available to Contract Users. Include screenshots, if available.

Response:

2.11. The Responder must provide Contract Users with access to reporting capabilities that support fleet management and contract administration. At a minimum, the solution must provide reporting related to:

a) Preventative maintenance compliance and vehicles requiring scheduled or oil-life sensor directed service.

b) Fuel transaction activity, including the identification of potential exceptions, such as errors, overcharges, premium fuel usage, and non-fuel purchases.

c) Cost savings achieved through maintenance and repair management activities performed under the Contract.

d) Maintenance trends, including open recalls, billing categories, inspection compliance, towing activity, and other fleet maintenance metrices.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the reporting capabilities of the solution, including available report formats, delivery methods, scheduling options, filtering capabilities, and whether reports can be customized or exported. Provide sample reports or screenshots, if available.

Response:

2.12. If the Responder is identified as the apparent successful Responder, the State may, prior to contract award, require the Responder to provide information sufficient to verify its proposed maintenance network and fleet management capabilities, including:

a) A list of maintenance providers, including each provider’s company name, physical address, telephone number, and county (for Minnesota providers).

b) Identification of any maintenance providers offering additional discount programs available to the State, including a description of applicable discounts.

c) Sample preventative maintenance and repair records from no fewer than three (3) current customers that demonstrate the Responder’s maintenance management capabilities.

d) A listing of out-of-state maintenance providers, including the information identified in subsection (a).

Comply |_| Yes or |_| No

3. Roadside Assistance

3.1. The Responder must be capable of arranging roadside assistance services for vehicles covered under the Contract.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe your roadside assistance program, including hours of operation, methods for requesting assistance, service level commitments, and reporting capabilities.

Response:

3.2. The Responder must demonstrate the capability to arrange timely and effective roadside assistance services throughout Minnesota.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe how roadside assistance services are coordinated and delivered throughout Minnesota, including geographic coverage, the process for dispatching and coordinating service providers, and how timely service is maintained.

Response:

3.3. At a minimum, the Responder must provide or coordinate the following roadside assistance services:

· Towing of vehicles and equipment;

· Tire change and/or repair;

· Coordination of glass repair services; and

· Identification of and coordination with appropriate service providers.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the roadside assistance services included as part of the proposed solution. In addition to the minimum required services, identify any additional roadside assistance services or capabilities available to Contract Users.

Response:

4. Web-Based Solution/Vehicle Information Data Management

4.1. The proposed solution must maintain, at a minimum, the following information for each vehicle:

· State-issued vehicle identification number;

· Vehicle description;

· Model year;

· Vehicle Identification Number (VIN);

· Current mileage;

· Fuel usage, including:

· Gallons per fueling event;

· Fuel type; and

· Mileage recorded at the time of fueling (captured at the pump or entered into the solution);

· Accident history and associated costs;

· Preventative maintenance (PM) history and associated costs;

· Agency information;

· Assigned location and personnel;

· In-service date; and

· End-of-life date.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe how the proposed solution maintains and manages the required vehicle information. Identify any additional vehicle information maintained by the solution that may benefit Contract Users.

Response:

4.2. The proposed solution must provide Contract Users with 24-hour, 7-day-per-week access to current vehicle information maintained by the solution.

Comply |_| Yes or |_| No

4.3. The proposed solution must support VIN-based vehicle identification and to be capable of using VIN-decoded manufacturer information to establish preventative maintenance schedules.

Comply |_| Yes or |_| No

4.4. The State reserves the right to add, remove, or update vehicles in the proposed solution throughout the Contract term. All costs associated with adding, removing, or updating vehicles must be included in the pricing provided in Attachment G: Price Schedule.

Comply |_| Yes or |_| No

4.5. The Responder must obtain the State’s approval before implementing any material update that may affect the functionality of the proposed solution or integrity of State vehicle data. The Responder must notify the State’s Contract Manager at least sixty (60) business days before implementing such updates.

Comply |_| Yes or |_| No

5. Work Order and Invoice Data Requirements

5.1. The Responder must provide the State with a current and complete list of the repair codes and definitions used in the proposed solution to enable the State to map those codes to its own coding structure. All invoices submitted under the Contract must use American Trucking Associations (ATA) codes.

Comply |_| Yes or |_| No

5.2. Each work order issued to a Service Contractor must include, at a minimum, the following information:

· State agency account number or other agency identifier

Comply |_| Yes or |_| No

6. Training for Contract Users and Service Providers

6.1. The Contractor must provide training materials and interactive training for Contract Users to support implementation and ongoing use of the proposed solution.

Comply |_| Yes or |_| No

6.2. The Contractor must make training available to all Contract Users during implementation. The Contractor must coordinate with the State's Authorized Representative to schedule training sessions that support successful implementation and initial use of the proposed solution. At a minimum, the training must address the following:

· System navigation and use

· Features and functionality

· Account setup

· Data processing

· Claims management

· Reporting capabilities

· Total Cost of Ownership (TCO) tools

· Invoicing Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the proposed training approach for Contract Users, including available delivery methods and any ongoing training resources.

Response:

6.3. The Contractor must make training available to new Contract Users to support their use of the proposed solution.

Comply |_| Yes or |_| No

6.4. The Contractor must make training available to Contract Users before implementing any system updates that materially affect the functionality of the proposed solution or the user experience. The Contractor must notify the State’s Contract Manager at least sixty (60) days before implementing such updates to allow for coordination of training.

Comply |_| Yes or |_| No

6.5. The Contractor must provide service and maintenance providers with access to training resources and technical support. At a minimum, the training resources must include instructions for:

· Submitting repair requests;

· obtaining approvals;

· processing claims; and

· submitting invoices.

Comply |_| Yes or |_| No

7. Implementation and Transition

7.1. The Contractor must migrate all current vehicle information, such as maintenance history, odometer readings to the proposed solution. The State will make the current vehicle information available to the Contractor through an API or other State-provided method or format. The Contractor must validate the accuracy and completeness of the migrated data and verify that the proposed solution is functioning as intended following the migration. Unless otherwise approved by the State, data migration, validation, and implementation must be completed within two (2) months of the contract award.

Comply |_| Yes or |_| No

If “Yes”, in the response space provided below, describe the proposed approach for migrating, validating, and implementing the State’s vehicle data.

Response:

7.2. The Contractor must not begin billing until the State and the applicable Contract User have accepted the implementation as complete.

Comply |_| Yes or |_| No

7.3. Upon termination or expiration of the Contract, the Contractor must provide all vehicle data to the State in a mutually agreed-upon, non-proprietary format and medium within fifteen (15) working days. The State may approve an extension to this deadline. If the Contractor fails to provide the data within the required timeframe or any approved extension, the State may assess liquidated damages in accordance with the Contract. Such liquidated damages may be deducted from amounts otherwise due to the Contractor or collected by direct payment, at the State’s discretion.

Comply |_| Yes or |_| No

8. Invoicing and Payment

8.1. The Contractor must submit invoices to the State for services provided under the Contract on a monthly basis, no later than ten (10) business days after the end of the applicable billing period.

Comply |_| Yes or |_| No

8.2. The Contractor must include ATA VMRS codes for each invoice line item.

Comply |_| Yes or |_| No

8.3. Invoices must include a detailed summary of monthly charges for each Contract user, itemized by vehicle. At a minimum, each invoice must include:

· Monthly charge for vehicle tracking services;

· Preventative Maintenance services, including itemized parts and labor; and

· Fees associated with processing incidents or services; and

• Total monthly invoice amount.

Comply |_| Yes or |_| No

8.4. In addition to the monthly invoice, the Contractor must provide a summary of monthly charges categorized by service or charge type. The summary must provide sufficient detail for the State to understand and reconcile the charges billed and must include, at a minimum:

· Administrative fees, including both the total amount billed and the applicable percentage; and

· Any other categories of charges billed during the invoicing period.

Comply |_| Yes or |_| No

8.5. The Contractor must support billing at multiple account levels, as defined by the applicable Agency or Contract User.

Comply |_| Yes or |_| No

8.6. The Contractor must submit invoices electronically to the applicable Agency or Contract User.

Comply |_| Yes or |_| No

8.7. The Contractor must apply all invoice adjustments, credits, returns, and other billing corrections to the applicable vehicle associated with the original transaction. Such adjustments must not be applied solely at an account or aggregate level.

Comply |_| Yes or |_| No

8.8. The Contractor must complete all requirements necessary to receive Automated Clearing House (ACH) payments from State agencies.

Comply |_| Yes or |_| No

9. Reporting and Data Management

9.1. As described in Item 1.7, the Contractor must provide vehicle and equipment data in the format agreed upon with the State. Upon request, the State will provide available data specifications or sample file layouts to facilitate implementation. All costs associated with formatting and transferring data must be outlined in the prices submitted in Attachment G: Price Schedule.

Comply |_| Yes or |_| No

9.2. The Contractor must have the capability to receive and import State-provided vehicle and fleet data into its system, as requested by the State. All costs associated with receiving and importing such data must be outlined in the prices submitted in Attachment G: Price Schedule.

Comply |_| Yes or |_| No

9.3. The Contractor must coordinate with State-designated vendors, as described in Item 2.1, to receive and integrate applicable data into its system. Such data may include, but is not limited to, fuel transactions, odometer values, and other information necessary to support the Contractor’s fleet management services. All costs associated with coordinating, receiving, and integrating such data must be outlined in the submitted in Attachment G: Price Schedule.

Comply |_| Yes or |_| No

9.4. The Contractor must prepare and deliver an annual report that includes, at a minimum:

· An analysis of services provided by Agency or Contract User;

· Recommendations for operational improvements;

· Summary of cost savings achieved through Contractor recommendations and negotiations with service providers, as applicable; and

· Information regarding new innovations, tools, or services available to the State.

Comply |_| Yes or |_| No

9.5. The Contractor must provide, at no additional cost, any additional reports requested by the State or Contract User, provided the requested information is available within the Contractor’s system.

Comply |_| Yes or |_| No

10. Billing Disputes and Invoice Adjustments

10.1. If the State disputes an invoice or any portion of an invoice, the Contractor must accept written notice of the dispute by email or through the Contractor’s designated system.

Comply |_| Yes or |_| No

10.2. Within five (5) business days after receiving notice of a billing dispute, the Contractor must acknowledge receipt and provide a written response.

Comply |_| Yes or |_| No

10.3. The Contractor must work in good faith with the State, Agency, or Contract User to resolve billing disputes within thirty (30) calendar days after receiving notice of dispute. If the dispute is not resolved within thirty (30) calendar days, the Contractor must provide a written status update that summarizes the remaining issues, actions being taken to resolve the dispute, and the anticipated resolution timeline.

Comply |_| Yes or |_| No

10.4. If a disputed amount is determined to be incorrect, unsupported, unauthorized, duplicative, miscoded, not in compliance with Contract pricing, or otherwise not payable, the Contractor must issue a corrected invoice or credit memo within ten (10) business days after resolution. The corrected invoice or credit memo must include sufficient information to identify the original transaction and basis for the adjustment.

Comply |_| Yes or |_| No

10.5. The Contractor must continue performing all services required under the Contract during any billing dispute. A billing dispute may not be used as a basis to suspend, delay, restrict, or otherwise degrade services.

Comply |_| Yes or |_| No

10.6. The Contractor’s system must track billing disputes from initiation through resolution. The system must maintain sufficient information to document the status, resolution, and disposition of each billing dispute. Billing dispute information must be exportable and provided to the State upon request.

Comply |_| Yes or |_| No

11. Contractor Responsibilities

11.1. The Contractor must respond to all inquiries and requests from Contract Users within two (2) business days.

If a request cannot be fully resolved within two (2) business days, the Contractor must provide the requestor with an estimated timeframe for resolution and an explanation for the delay. The Contractor must maintain a process for tracking, acknowledging, and resolving all inquiries and requests.

If the Contractor fails to respond within the required timeframe, the State may escalate the issue to the Contractor’s management. Upon three (3) such escalations, the Contractor must participate in a meeting with appropriate Contractor and State personnel to discuss performance concerns and corrective actions.

Comply |_| Yes or |_| No

11.2. The Contractor must pay Maintenance Suppliers providing services under this Contract in accordance with Minnesota’s prompt payment requirements. Proper invoices must be paid within thirty (30) days after receipt, provided the goods or services have been delivered and accepted in accordance with the Contract.

Comply |_| Yes or |_| No

11.3. The Contractor must not charge Maintenance Suppliers any fees or percentage-based deductions from invoices for services provided under the Contract. The Contractor may charge an optional expedited payment fee not to exceed three percent (3%) only when a Maintenance Supplier voluntarily elects payment within three (3) business days.

Comply |_| Yes or |_| No

11.4. The Contractor must not charge or otherwise pass through to the State any late fees, interest, penalties, or other costs resulting from the Contractor's failure to comply with prompt payment requirements.

Comply |_| Yes or |_| No

11.5. The Contractor must provide a documented process describing staffing, account coverage, and escalation procedures for the State's account. A management escalation contact list must be provided to the State upon contract award and kept current throughout the Contract term.

Comply |_| Yes or |_| No

12. Records and Audit

12.1. The Contractor must establish and maintain complete and accurate records relating to it performance under the Contract in accordance with applicable accounting standards and federal, State, and local laws.

Comply |_| Yes or |_| No

Part 2. Desirable Specifications Below are the Desirable Specifications. Responses will be evaluated and scored in accordance with Section 5, Evaluation Procedure and Criteria, of the RFP.

Responders should provide sufficient detail and documentation to demonstrate their ability to meet each Desired Specification. For each item, the Responder should include a narrative describing how the Desired Specification is met or will be met.

1. Vehicle Maintenance & Repairs

1.1. The Responder should provide the capability to manage maintenance and repair activities performed by both State-owned facilities and external service providers within the proposed solution. The solution should support the entry and management of maintenance and repair information for work performed by State personnel and distinguish between internally performed and externally provided services for reporting, cost allocation, and billing purposes

In the response space provided below, describe how your solution supports maintenance and repair activities performed by both State-owned facilities and external service providers. Include how State personnel enter maintenance information, how the system distinguishes between internally and externally performed work, and how costs are tracked, allocated, and reported.

Response:

2. Vehicle Accident Management

2.1. The Responder should provide the capability to receive and document accident reports from drivers and collect the information necessary to support accident reporting and follow-up activities. The solution should support timely assistance and coordination of services for drivers involved in accidents.

In the response space provided below, describe how drivers report accidents, how accident information is collected and documented, and how your organization assists drivers and coordinates follow-up services. Include the communication methods available (e.g., telephone, mobile application, web portal, or other methods) and any features that improve the reporting process.

Response:

2.2. The Responder should provide the capability to generate an Accident Loss Report that captures information necessary to document, manage, and report vehicle accidents. The report should support accident investigation, claims administration, and follow-up activities.

In the response space provided below, describe the information included in your standard Accident Loss Report and how the report supports accident documentation, claims management, and reporting. Include a sample Accident Loss Report, if available.

Response:

2.3. The Responder should have a process to notify the appropriate State agency or Contract User following the receipt of an accident report and coordinate any necessary follow-up actions. The solution should support providing accident documentation to the Agency or Contract User to facilitate timely review and decision-making.

In the response space provided below, describe your accident notification process, including how the appropriate Agency or Contract User is notified, how accident documentation is provided, and how follow-up actions are coordinated.

Response:

2.4. If authorized by the State agency fleet personnel or Contract User, the Responder should coordinate the collection of information necessary to support evaluation of vehicle body damage and repair recommendations. The process should support timely decision-making by the State.

In the response space provided below, describe your process for coordinating vehicle damage assessments, including how repair estimates, supporting documentation (e.g., photographs), and other relevant information are obtained and provided to the State. Include your typical timeframes for completing this process.

Response:

2.5. The Responder should provide the capability to document and maintain information, communications, and supporting documentation related to an incident and make that information electronically accessible to authorized State users.

In the response space provided below, describe how incident information, communications, and supporting documentation are maintained within your solution. Include how authorized State users access the information, the types of documentation available, and any search, filtering, or reporting capabilities.

Response:

3. Website/System Vehicle Information Tracking/Vehicle Data

3.1. The Responder should provide a Total Cost of Ownership (TCO) capability within the proposed solution that enables the State to analyze vehicle costs and generate reports using user-defined parameters and groupings.

In the response space provided below, describe your Total Cost of Ownership (TCO) capabilities. Include the types of costs that can be analyzed, available reporting and filtering options, configurable parameters or groupings, and any decision-support features that assist fleet management. Include sample reports or screenshots, if available.

Response:

3.2. The Responder should provide the capability to receive and integrate telematics data from State agencies or third parties designated by the State. The solution should associate telematics data with the applicable vehicle record and make the information available to authorized users.

In the response space provided below, describe your telematics integration capabilities. Include the types of telematics data your solution supports, available integration methods, how data is associated with vehicle records, and how authorized users access and use the information. Identify any limitations or prerequisites for integration.

Response:

3.3. The Responder should support recurring receipt of telematics and related vehicle data and make that data available for export or transmission to the State’s Enterprise Fleet Management System.

In the response space provided below, describe your capabilities for receiving, processing, and exporting telematics and related vehicle data. Include supported data transfer methods, available transfer frequencies, export formats, and any configurable options available to the State.

Response:

4. Organizational Capabilities

4.1. The Responder should provide standards-based, documented APIs that enable secure, automated integration with the State’s systems.

In the response space provided below, describe your API capabilities, including available endpoints, authentication methods, documentation, supported data exchanges, and any limitations.

Response:

4.2. The Responder should provide the capability to integrate data from third-party systems, including telematics, GPS, and other fleet-related technologies, to enhance vehicle and asset information maintained within the solution.

In the response space provided below, describe your solution’s ability to receive, import, synchronize, or otherwise integrate data from third-party systems. Include the supported integration methods (e.g.,APIs, standard data exchange formats, file imports), examples of supported third-party systems, and any limitations.

Response:

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