Fleet_Management_Consulting_Services.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/indy

City of Indianapolis and Marion County

Request for Proposals (RFP)

UNDEFINED

UNDEFINED

Request For Proposal #RFP-14DPW-1831 2

Title: Fleet Management Consulting Services

Table Of Contents

1. Purpose of Request for Proposal

2. Definitions

3. Determination of Vendor Responsibility

4. Vendor Inquiries

5. RFP Timeline and Terms

6. RFP Evaluation Criteria

7. Instructions for Proposal Submittal

8. Required Documents For Vendor Proposal Submission

9. Transmittal Letter

10. Nepotism Compliance

11. MBE/WBE/VBE/DOBE Participation and Requirements

12. Company Background and Team Arrangement

13. Transition from an Existing Contractor

14. Transition upon Termination of Agreement

15. Continuous Improvement and Cost Reductions

16. Extended Price Sheet

17. RFP Exception Sheet

18. Existing Environment

19. Scope of Services

20. Cost/Budget Proposal

21. Attachments

Attachments:

D - Sample-Professional Services Agreement

F - Nepotism Compliance

G - Extended Price Sheet

H - RFP Exception Sheet

Request For Proposal #RFP-14DPW-1831 3

1. Purpose of Request for Proposal

The City is interested in acquiring Specialized Fleet Management Consulting Services.

This Request for Proposal (RFP) document outlines the requirements and policies for creating an

Agreement between the awarded Vendor(s) and the Consolidated City of Indianapolis and Marion

County acting by and through Department of Public Works.

The City is accepting proposals from qualified professional individuals, firms, partnerships or corporations having specific experience in the service area(s) as identified in this RFP. The City is interested in proposals that reduce cost, improve services, and will complete work in a consistent professional manner. The proposal should reflect these qualities.

The length of Contract is currently anticipated to be one (1) year but may be subject to negotiation.

The resulting agreement for Fleet Management Consulting Services will be subject to the availability of funding and budgetary considerations.

2. Definitions

Buyer City of Indianapolis, Purchasing Division employee responsible for all questions and inquiries regarding the

RFP.

City The Consolidated City of

Indianapolis and Marion

County, acting by and through its Department of Public

Works

Contractor(s) Individual(s), firm(s), partnership(s), or organization(s) entering into a formal agreement (contract) with the City.

Milestones A series of project deliverables

(phase completions) within the parameters of a given project indicating progress made toward project completion.

Request For Proposal #RFP-14DPW-1831 4

Proposal The proposal to this RFP submitted by a single Vendor or team of Vendors.

Request for Proposal (RFP) The purpose of this document is to solicit proposals for the purpose of establishing an

Agreement between the successful Vendor(s) and the

Consolidated City of

Indianapolis and Marion

County.

Note: This RFP is not a bid or quote and should be referred to as a RFP in all correspondence.

Sample Agreement A generic example of the pending Sample Agreement may be found at the end of this document. This agreement expresses the

City’s standard contract terms but may not contain language specific to this RFP.

Note: Any proposed exceptions to this Sample

Agreement should be included in detail on the RFP Exception

Sheet.

Service Agreement

(Agreement)

The written contract between the City and a Contractor covering the services to be provided and other agreed upon documents

(attachments) that are included.

Request For Proposal #RFP-14DPW-1831 5

Subcontractor Means a person that:

(1) is a party to a contract with a contractor; and

(2) provides services for work the contractor is performing under either of the following:

(A) A public contract for services.

(B) A contract for a public works project with a public agency.

Vendor(s) Individual(s), firm(s), partnership(s), or organization(s) submitting a proposal to the City in response to this RFP.

3. Determination of Vendor Responsibility

The City, weighs the following factors in determining Vendor Responsibility:

1. Ability and capacity of the Vendor to provide the supplies or service.

2. Integrity, character, and reputation of the Vendor.

3. Competency and experience of the Vendor

4. Ability to meet or exceed any industry standards pertaining to the RFP content.

5. Capable of providing evidence of any factory trained/certified/licensed, professionally associated, personnel requested through the Scope of Services in this RFP.

6. Demonstrating evidence of a good working relationship with any equipment or goods manufacturers related to the supply of services for the RFP.

7. No Performance Bond required.

4. Vendor Inquiries

The Buyer is the only individual authorized to represent the agencies and personnel of the City with regard to this RFP. All questions or inquiries concerning this RFP shall be directed through the

Procurement Portal. Vendors are strictly prohibited from communicating with any City representative, Departments or Agencies after the release of this RFP and prior to establishment of a contract. Evidence of such communications may be grounds for rejection of the offending party’s submitted proposal. This prohibition does not restrict current contractors from communicating with department personnel about the provision of on-going services and goods. The City shall be the sole

Request For Proposal #RFP-14DPW-1831 6 judge of violations of such matters. The City reserves the right to replace the Buyer at any time during the RFP process should the need arise.

Submit all questions in writing concerning this RFP including any questions raised at any Pre-

Proposal Conference, through the Procurement Portal. The resulting written answers shall represent the City-County’s official position and supersede any previous oral or written statements made at any time by City staff. The written answers to questions will be posted through the Procurement Portal.

All Questions concerning this RFP must be received by Tuesday, September 22, 2026 at 12:00 am, Eastern Time to be considered. Questions or comments received after this time will not be answered.

Vendors submitting a proposal must check the Procurement Portal daily for addenda and updates after the release date.

Failure to acknowledge the addenda may cause a proposal to be determined as non-responsive for review purposes.

5. RFP Timeline and Terms

5.1. RFP Timeline

The City sets the following timeline for administering this RFP. These dates are subject to amendment at the City’s discretion. Amendments to this schedule will be posted in the form of an addendum on the City’s Procurement Portal under the RFP name and number.

Release Project Date: September 11, 2026

Question Submission Deadline: September 22, 2026, 12:00am

Response Submission Deadline: October 2, 2026, 12:00pm

5.2. Terms

Premise for Source Selection

The RFP process and selection shall be made in accordance with applicable sections of Public

Purchasing Law as set forth in Article 22 of Title 5 of the Indiana Code (IC 5-22) and duties of the City

Controller and Purchasing Division as set forth in Section 202-202 to 202-204 of the Revised Code of the Consolidated City Indianapolis/Marion County.

Multiple Awards

The City may award an agreement to a single Vendor; however, at its option, it may award agreements to more than one Vendor if deemed to be in the best interest of the City.

No Guaranteed Quantity

The City does not guarantee the minimum or maximum amount of services/goods to be purchased under this RFP. The quantity in the scope of services is estimated based on the City’s potential need or history and the desire for services. The City may purchase more or less services/goods than the amounts indicated in the RFP.

Request For Proposal #RFP-14DPW-1831 7

Implied Requirements

Products or services not specifically addressed in the RFP, but necessary to provide functional capabilities requested by the City, must be described and included in the proposal.

Validity of Proposal

Vendors must hold their proposals open and pricing firm for one hundred eighty (180) calendar days from the proposal submission deadline. Any proposal accepted by the City for the purpose of agreement negotiations shall remain valid until superseded by an executed agreement or until rejected by the City.

Proposal and Presentation Costs

By submitting a proposal to this RFP or participating in the process, each Vendor agrees that all of its related expenses are its sole responsibility, and that the City will not be responsible for any costs whatsoever incurred by the Vendors in connection with or resulting from the RFP process, including but not limited to, costs for preparation/submission of proposals, travel and per diem, attending interviews, providing presentations or demonstrations, and participating in agreement negotiation sessions.

Agreement Negotiations

The City will use the requirements set forth in the RFP as the basis for proposal evaluations. The City may identify one or more responsive and responsible Vendor proposals deemed most advantageous to the City and may enter into negotiations with the Vendor(s). If at any time the negotiations are judged to be ineffective, the City may cease all activities with a Vendor and begin/continue agreement negotiation and preparation activities with another Vendor. The process may continue until an agreement is executed. As a part of this process, the City may obtain best and final offers from all

Vendors judged to be finalists. The City reserves the right to cease all agreement negotiation activities at any time and reject all proposals if such action is determined to be in the best interest of the City. In addition, the City reserves the right to NOT negotiate any exceptions to its standard language that have not been listed in the RFP Exception Sheet. Any exceptions brought up during the negotiations process that are NOT listed on the Exception sheet may not be entertained and may be cause for the City to end negotiations with that Vendor and begin negotiations with another Vendor.

Ambiguity, Conflict, or Other Errors in the RFP

If a Vendor finds conflicts, errors, discrepancies or ambiguities in the RFP or any sample form, or if the Vendor is in doubt as to the intended meaning of any portion or provision therein, the Vendor shall at once give written notice thereof to the Buyer, at least seven (7) consecutive calendar days prior to the Proposal Due Date. No Vendor shall be allowed any extra compensation or time extension by reason of any conflict, error, discrepancy, or ambiguity of which the Vendor had actual knowledge or reasonably shall have known, and which Vendor failed to report within the period and in the manner required herein.

Vendors will not be allowed to change or alter their proposals after the deadline for proposal submission. However, the City reserves the right to correct obvious errors such as mathematical errors in extended pricing (not unit pricing). This type of correction may only be allowed for obvious errors such as arithmetic, typographical, or transposition errors. Any such corrections must be

Request For Proposal #RFP-14DPW-1831 8 approved by the Purchasing Division and countersigned by the Vendor. Vendors are advised to make sure that their proposals are true and correct when submitted. Vendors bearing proper authorization and identification may withdraw their proposal at any time prior to the submission deadline, revise the proposal and re-submit as long as the deadline is not breached.

City Requests for Vendor Clarification of Submitted Proposal

Prior to agreement negotiation sessions, if City requests clarification of a Vendor’s proposal, then the proposal should only be clarified and not modified by the Vendor’s response.

City Revisions of RFP

The City may modify this RFP at any time. If it becomes necessary for the City to revise any part of this RFP, the revision(s) will be posted in the form of an addendum in the Procurement Portal at https://procurement.opengov.com/portal/indy. In such an event, the submission deadline may be extended to allow Vendors the opportunity to revise their proposals accordingly.

Proposal Withdrawal and Modification

The City may allow a Vendor’s representative, bearing proper authorization and identification, to sign for, receive, and withdraw the Vendor’s unopened proposal prior to the submission deadline. Vendors wishing to modify their proposal may do so by withdrawing the initial submission and then submitting a modified proposal prior to the deadline.

Rejection of Proposals

The City reserves the right to accept or reject, in part or in whole, any and all proposals submitted.

The City may reject the proposal of any Vendor determined to not be responsive and responsible in accordance with any submission requirements, statute, regulation, and/or ordinance. Failure of a

Vendor to promptly supply the City with information regarding the accuracy of the proposal may result in proposal rejection.

No Obligation to Proceed

The City is under no obligation to proceed with the proposal or any subsequent proposal and may cancel this RFP at any time without the substitution of another, if such cancellation is deemed in the best interest of the City. Furthermore, the City may reject any and all proposals, to waive any irregularities or informalities in a proposal, and to issue a new or modified RFP, if it is found to be in the best interest of the City.

Use, Disclosure and Confidentiality of Information

This RFP, any subsequent addenda, and any other required terms will be incorporated by reference and made a part of any resulting agreement. The information supplied by a Vendor as part of a proposal will become the property of the City. Proposals will be available to interested parties in accordance with the Indiana Access to Public Records Act (IC 5-14-3). None of the proposals will be made available to the public until after the execution of an agreement or cancellation of the RFP unless the City is required to disclose them (a) in litigation or (b) in response to a government investigation.

Proposals as Public Records/Requests for Confidential Treatment of Certain Information https://procurement.opengov.com/portal/indy

Request For Proposal #RFP-14DPW-1831 9

Pursuant to the Indiana Access to Public Records Act (APRA) IC 5-14-3 et. al and the City Revised

Code Sec. 141-105, all submitted documents, responses, proposals, and resulting contractual agreements shall be public records subject to disclosure upon request and may be posted to the

City’s website.

If a Vendor believes that any information in Vendor’s proposal is subject to non-disclosure pursuant to

IC 5-14-3-4(a), the Vendor must:

1. request in writing that the City treat the specific information as confidential;

2. assert in writing the proper statutory provision(s) exempting the specific proposal provisions from disclosure, such as the exemption of trade secret information under IC 5-14-3-4(a)(4) or the exemption confidential financial information of a person under IC 5-14-3-4(a)(5), and provide a brief explanation of the basis for such assertion(s);

3. place the information for which confidential treatment is sought in a sealed envelope, labeled as “Request to Maintain as Confidential” and include in the section identified as “Additional

Information” in the proposal; and

4. to the extent that the information for which confidential treatment is sought is contained in a document that also contains non-confidential information, the Vendor shall also provide a redacted version at the time of submitting the proposal.

The Vendor(s) shall make a request for confidential treatment of certain information within the proposal before the date on which the proposals are due. If the City does not agree that information requested for confidential treatment is in fact confidential under the APRA, the Vendor will be notified and afforded reasonable time to present additional justification prior to release of the information. The City reserves the right to make the final determination in accordance with the law. If the City, in its final determination, does not agree that the information is confidential under APRA, the

Vendor will be allowed to either withdraw its proposal or proceed with the RFP process with the information in the proposal being considered disclosable. In keeping with the above, note that

“document footers or statements” suggesting that the entire proposal is “confidential or proprietary” are not acceptable and may be disregarded by the City. Note: Pricing information supplied in a proposal or any other part of the proposal shall not be considered confidential.

Post Proposal Discussions and Presentations

After the Proposal Due Date, the City may conduct discussions with representatives of one or more

Vendors submitting proposals for the purpose of obtaining clarification of a Vendor proposal and/or to assure full understanding of the solicitation requirements. As part of this process, the City may require

Vendors to provide one or more formal presentations to City officials to further explain or clarify the proposal. Any presentation will be at a time and place to be determined by City staff. The Vendor(s) will be notified in advance of the specifics if such a presentation is required. The commencement of discussions, the scheduling of presentations, or the order of presentations, does not signify a commitment by the City to execute an agreement or to continue discussions with the Vendor(s).

Vendor(s) selected for post-proposal presentations should be prepared to provide a substantive presentation of the services and personnel to be offered with the submitted proposal. Presentations

Request For Proposal #RFP-14DPW-1831 10 should address the fundamental needs outlined in the RFP, specifically discussing services to be provided and limitations of the proposal. Vendors should be prepared to answer technical and substantive questions regarding the services. Vendor(s) should discuss the limits to which the

Vendor(s) are willing to go in order to accomplish the mission of the RFP.

Agreement Renewal

Any resulting agreement may be renewed beyond the expiration date by mutual agreement of the parties. The term of the renewal may not be longer than the term of the original agreement.

Purchase Orders

Contractor shall furnish no services, equipment and materials or labor until a properly executed purchase order is received from the City directing the supply of the same. Contractor shall not be compensated or reimbursed for services performed and goods delivered prior to the full execution of a contractual agreement and the issuance of a valid purchase order.

Subcontractors

In the event a Prime Contractor utilizes one or more subcontractors, the prime Contractor will assume all responsibility for performance of services by the subcontractor(s). Additionally, the City must be named as a third-party beneficiary in all subcontracts. A list of all subcontractors proposed to take part in the performance of the agreement (at its outset) shall be provided to the City for approval prior to agreement execution. This request may require that sufficient financial or background information be provided.

Insurance

See Section 5.08 of Sample Agreement.

Please review the insurance requirements carefully. All insurance requirements listed and referenced in this request will be included in the final contract, this includes requirements listed in the sample agreement. A change can be requested during the bidding process, but once the bid is awarded no insurance waivers can be provided. Changes can be requested in the Exceptions Sheet and/or during the question-and-answer portion of the bidding process. A justification for requested changes should be provided, including references to the project scope of work. For construction projects, pleasure ensure you review the insurance requirements in the Article 5 of the City of Indianapolis

Standard General Conditions for Construction Contracts.

Licenses and Permits

The awarded Vendor(s) shall furnish the City upon request any and all documentation regarding necessary licenses, permits, certifications and/or registrations required by the laws or rules and regulations of the City of Indianapolis, Marion County, other units of local government, the State of

Indiana and the United States. The Vendor certifies that it is now and will remain in good standing with such governmental agencies and that it will keep its licenses, permits, certifications and/or registrations in force during the term of the agreement.

Use of the City’s Name

Request For Proposal #RFP-14DPW-1831 11

Upon entering into an agreement, an awarded Vendor agrees not to use the name of the City of

Indianapolis or Marion County in relation to the agreement in commercial advertising, trade literature or press releases without the prior express written approval of the City.

Monitoring

For management purposes, City agencies or departments may report contract problems to the

Purchasing Division by using the City Intranet Contract Monitoring Report. This program of quality control is to ensure that contractors successfully fulfill their contractual obligations with the City and maintain a positive contractor performance status.

If requested by the City, a report shall be submitted on all goods and services provided or project milestones. (This may be a one-time, monthly, quarterly or annual report as requested.) The report shall include but not be limited to: The vendor’s name, address, contact information, contract number

/ description, date and location of services or project details, agency name, purchase order number(s), hours to complete projects and costs associated for services or milestone completed. These reports should be submitted in a Microsoft Office Program format and mailed to the attention of the Contract Manager at 1522 City-County Building, 200 East Washington Street, Indianapolis, IN 46204. Reports may also be submitted to the Contract Manager by email to

Purchasing@indy.gov.

Sample Agreement Terms

Vendor should review the Sample Agreement (SA) located in the Attachments of this RFP document for a complete listing of Terms and Conditions.

Additional provisions as needed or required by the City are contained in the SA and will be discussed with the Vendor(s) selected for negotiations. Vendors do NOT need to sign or submit the SA with the proposal. However, it should be fully reviewed, and any areas that need to be discussed with the City should be noted. The final agreement will include similar language to that shown in the SA and specific language pertaining to this RFP.

Note: Any proposed exceptions, revisions or other modifications to the SA or the RFP must be listed in detail on the RFP Exception Sheet. Proposed exceptions, revisions or modifications to the SA will not be considered by the City if they are not submitted with the proposal.

Pursuant to IC 22-5-1.7, all public contracts for services entered must contain E-Verify provisions.

6. RFP Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost/Budget Proposal 0-100 Points 30 (30% of Total) file:///C:/Users/fbeg/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/P84WZ8O9/Purchasing@indy.gov https://procurement.opengov.com/portal/indy/projects/297752/document?section=2859911

Request For Proposal #RFP-14DPW-1831 12

2. Capability

• Understanding of municipal fleet environments

• Demonstrated approach to baseline assessment, data cleanup, right-sizing analysis, and strategic planning

• Ability to deliver the scope within expected timeline

• Capacity to provide expert personnel with fleet-specific expertise

0-100 Points 40 (40% of Total)

3. Experience / Stability

• Prior experience serving cities, counties, or similar agencies

• Depth of fleet management consulting portfolio

• Staff qualifications and certifications (ASE, CAFM/CAFS, engineering credentials, etc.)

• Reviews from references

0-100 Points 20 (20% of Total)

4. MBE/WBE/VBE/DOBE participation plan 0-100 Points 10 (10% of Total)

7. Instructions for Proposal Submittal

7.1. Compliance

The City expects all proposals submitted to comply with these instructions. Failure to comply with all provisions in these instructions may result in rejection of the Vendor’s submission.

7.2. Submission Deadline

Proposals must be received through the Procurement portal no later than 12:00 pm on Friday, October 2, 2026. The City will not consider any proposals received after the official deadline. The City will not make any exceptions due to failure or delay in the submission of proposals. Vendors are strongly encouraged to take any steps necessary to ensure that a proposal is received on time.

7.3. Submission Documents

Proposals shall be presented in a professional manner as indicated below:

Proposal pages should be numbered.

Request For Proposal #RFP-14DPW-1831 13

Tabs or other separators should serve to divide major sections of the proposal.

Proposal should be simply and economically prepared and should not include extraneous marketing materials or other information not specifically requested to be provided.

Proposal should be appropriately titled on the front cover with the RFP name, RFP number, Vendor’s name, and the due date.

7.4. Language

All proposals and reference material presented must be written in the English language. Main text shall be a common, easily read typeface (Arial, Times New Roman, etc.) and should not be smaller than number 11 point.

7.5. Proposal Content

Proposals should be based only on the material contained in the RFP. Each item is expected to be addressed or the proposal may be judged as non-responsive. In addition to the main document, this includes written responses to questions as well as any other official amendments/addenda published by the City. Proposals should be prepared as simply as possible to provide straightforward, concise descriptions of the Vendor’s capability to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered, referenced in the proposal and clearly labeled. The proposal submission should be organized into major sections with tabs for sections numbered and titled as they appear in the Required Documents For Vendor Proposal Submission. Include a section heading for each subsection.

7.6. Additional Materials

Any manuals, foldouts that contain charts, spreadsheets, and oversize exhibits are permissible, but must be bound separately and referenced in the proposal.

8. Required Documents For Vendor Proposal Submission

1. Proposal*

The format for proposal submission is presented below. This format is provided to give continuity to all proposals. Failure to follow this format may result in rejection of the proposal. The Scope of

Services and questions have been embedded in this section to facilitate understanding of the location in the proposal.

1. Transmittal Letter

2. Nepotism Compliance

3. MBE/WBE/VBE/DOBE Participation and Requirements

4. Company Background and Team Arrangement

5. Reference Reviews

6. Vendor History https://procurement.opengov.com/portal/indy/projects/297752/document?section=2859898

Request For Proposal #RFP-14DPW-1831 14

7. Transition from an Existing Contractor

8. Transition upon Termination of Agreement

9. Continuous Improvement and Cost Reductions

10. Extended Price Sheet

11. RFP Exception Sheet

12. Scope of Services

13. Cost/Budget Proposals

*Response required

2. Transmittal Letter*

Submit a formal transmittal letter on official Vendor letterhead that contains the following:

Statement of Interest This statement shall indicate your firm’s general interest and capability to perform the services. It shall also include a brief summary of any information that you feel might be especially important to the

City.

Statement of Proposal Life The proposal must have a proposal life of at least one hundred eighty (180) calendar days from the RFP due date.

This shall represent the minimum time during which the proposal is a firm offer and an agreement may be entered into.

Contact Person Include the name, title, address, telephone number, fax number and e-mail of the key contact person for any questions regarding your proposal.

Request For Proposal #RFP-14DPW-1831 15

Signature of Authorized

Representative

An authorized representative of the Vendor must sign the transmittal letter. (Do not forget this signature as it is the Vendor’s authorization for the entire proposal.)

*Response required

3. Cost/Budget Proposal* This section, post negotiation, shall become Attachment B of the resulting Agreement.

All proposals shall be in United States Dollars (USD).

Provide an estimated cost/budget proposal for the services as indicated herein. The City requests a single cost for various deliverables, unless further itemization is requested. The vendor will include estimated labor hours by task, hourly rates, labor rates, material and any equipment cost proposed. A table for other costs shall be used for all costs not associated with a particular task or deliverable listed.

Vendors must identify pricing by project phase:

• Phase I – Data & Triage

• Phase II – Fleet Strategic Plan

• Phase III – Governance, Workforce, & Policy

Vendor shall provide in its Cost/Budget Proposal:

• Total fixed price for each deliverable

• Hourly rates for each labor category

• Any optional services

*Response required

9. Transmittal Letter

Submit a formal transmittal letter on official Vendor letterhead that contains the following:

Statement of Interest This statement shall indicate your firm’s general interest and capability to perform the services. It shall also include a brief summary of any information that you feel might be especially important to the

City.

Request For Proposal #RFP-14DPW-1831 16

Statement of Proposal Life The proposal must have a proposal life of at least one hundred eighty (180) calendar days from the RFP due date.

This shall represent the minimum time during which the proposal is a firm offer and an agreement may be entered into.

Contact Person Include the name, title, address, telephone number, fax number and e-mail of the key contact person for any questions regarding your proposal.

Signature of Authorized

Representative

An authorized representative of the Vendor must sign the transmittal letter. (Do not forget this signature as it is the Vendor’s authorization for the entire proposal.)

10. Nepotism Compliance

10.1. Nepotism Compliance

Download Attachment F, Nepotism Compliance, complete it, and include it with RFP proposal.

11. MBE/WBE/VBE/DOBE Participation and Requirements

It is the policy of the City that Minority Business Enterprises (MBEs), Women Business Enterprises

(WBEs), Veteran Business Enterprises (VBEs), and Disability-Owned Business Enterprises (DOBEs) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the City, through Article IV, Section 202-401 of the revised municipal code

& The Consolidated City of Indianapolis and Marion County MBE/WBE/VBE/DOBE Business

Utilization Plan in Indianapolis, has established MBE participation goals of 15%, WBE participation goals of 8%, VBE participation goals of 3%, and DOBE participation goals of 1% for its dollars spent on public works, goods, and services.

In order to help accomplish this goal, the City is requesting that you include with your proposal information regarding your status as an MBE, WBE, VBE, or DOBE. Additionally, please include contact information for any MBE, WBE, VBE, or DOBE owned Vendors directly participating in your business operations. The City also requests contact information for any MBE, WBE, VBE, or DOBE sub-contractors that you might use in the course of doing business with the City. Some examples of this kind of service include, but are not limited to: office suppliers, courier services, shipping services, Request For Proposal #RFP-14DPW-1831 17 etc. These services can occur at the local, state, or national level. Please include an estimated percentage or dollar amount that you anticipate using.

Be advised that the information provided on MBE/WBE/VBE/DOBE participation will be included as part of the scoring criteria for this RFP. Accordingly, it is imperative that you do everything possible to obtain the information above and supply it as part of the proposal.

In order to be recognized by the City of Indianapolis/Marion County as an MBE/WBE/VBE/DOBE participant, your company must be certified with the Office of Minority &Women Business

Development (OMWBD). The City will recognize only City of Indianapolis certified firms regardless of any other state or national affiliation.

If you should need assistance in obtaining information or certification for possible participation in a contract, please contact the OMWBD on the Internet at www.indy.gov/omwbd or by phone at (317)

327-5262.

Respondents can view a list of City OMWBD approved MBE/WBE/VBE/DOBE vendors by going to this web page: https://www.indy.gov/activity/find-omwbd-contractor and selecting the appropriate monthly “Vendor Listing” spreadsheet.

12. Company Background and Team Arrangement

12.1. Vendor Background

1. Provide a brief overview of Vendor, including legal name of entity as recorded in the Indiana

Secretary of State’s website, dates of incorporation of all affiliates or third parties, and number of employees including; company name, business address, year established and former name if applicable.

2. Is the company a part of a larger company? If so, briefly describe the degree of corporate support. If there have been mergers or acquisitions (or other major restructuring) in the past ten (10) years, describe this activity and the implications for the company.

3. What is the company’s mission or corporate philosophy statement?

4. Describe your company’s history in providing the goods and services to state and local governments.

5. How does the company differ from its competitors?

6. Where are the company service facilities located?

7. Provide proof of financial solvency (e.g. company balance sheets for the previous year)

(Reference RFP terms in section RFP Timeline and Terms Proposals as Public

Records/Requests for Confidential Treatment of Certain Information).

8. Provide a copy of your Business Entity registration (from the Indiana Secretary of State’s

Office) along with a copy of any legally registered assumed names at time of award.

9. If a joint venture or subcontracts are contemplated, provide the same information as above for any subcontractors, and explain their role in the agreement. The Prime Vendor(s) shall http://www.indy.gov/omwbd https://www.indy.gov/activity/find-omwbd-contractor https://procurement.opengov.com/portal/indy/projects/297752/document?section=2859917

Request For Proposal #RFP-14DPW-1831 18 assume all responsibility for all services, including the work of any of its subcontractors.

Include any general pre-printed literature regarding the company in this section.

12.2. Team Arrangement

1. The Vendor shall provide a Service Manager assigned to oversee the resulting project and agreement. Include a detailed resume for this individual.

2. The Vendor shall provide name, phone number, e-mail address and any other pertinent contact information for the Service Manager.

3. The Vendor shall immediately notify the City of any change in position of the Service Manager

Designee and provide the replacement information as outlined herein. It is the responsibility of the Vendor to bring any replacement up to date on the services/goods required under the agreement.

4. The Service Manager shall have sufficient training and experience in management as judged by the City.

5. The Service Manager shall provide for any planning, organization, control, surveillance and reporting of the overall agreement activities to ensure disciplined performance of work and timely application of resources necessary for completion of all work identified.

6. The Service Manager should be directly involved with the formulation of and familiar with, the services to be provided, proposed meetings and service structure. The Service Manager should attend all meetings.

7. The Service Manager shall represent the company at all meetings regarding the contract and have the authority to provide any City requested information. A specific timetable for contract management meetings shall be established between the City and the Service Manager.

8. Provide an organizational chart of the work team for the required services. This shall include the Service Manager and subordinate workers, name of positions, degrees/experience, job duties. If this is larger than the 8 ½ x11 format indicated for the body of the proposal and would not be easily readable as such, reference the chart in the RFP text and bind it separately as an attachment.

9. Provide any staffing plan for the duration of the services including any proposed changes in staffing due to absences, vacations, etc.

12.3. Reference Reviews

Provide a detailed list of references showing your expertise and experience in providing the services requested. A minimum of three references are required for this RFP. References should include a brief description of the project, including client name, project completion date, contact names, mailing address, phone number and email addresses. References should clearly be selected on the basis of similarity to the size and scope of this RFP, and the vendor may wish to briefly compare / contrast the project with our current project. References will be used in the scoring of the RFP. City of

Request For Proposal #RFP-14DPW-1831 19

Indianapolis/Marion County agreements, existing or closed, City/County employees, City/County government representatives shall not be used as references.

12.4. Vendor History

The Vendor must be a responsible Vendor that is both ethically and financially in good standing within the industry, as determined by the City. If the Vendor’s local office has had an agreement terminated for default during the past three (3) years, this fact shall be disclosed in this section along with the

Vendor’s position on the matter. If the Vendor has experienced no such terminations for default in the past three (3) years, then it should so indicate.

Vendor shall be in compliance with section 5.23 Debarment and Suspension of the Service

Agreement. Vendor should indicate compliance in this section.

Vendor should also be aware of the City’s Policy on Wage Theft and Payroll Fraud. City will not enter into an agreement with a vendor who, as a result of this policy, has been debarred by the City of

Indianapolis. In addition, any subcontractor who has been listed on the City’s Debarred/Suspended

Vendors list will not be allowed to participate in the resultant agreement. It is the responsibility of each vendor to retain and properly monitor quality subcontractors on City agreements. Vendor should make an effort to perform reviews of subcontractors through the federal SAM system and through the City’s Debarred/Suspended list. Both the Wage Theft and Payroll Fraud policy and a list of Debarred/Suspended Vendors may be found at https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division.

13. Transition from an Existing Contractor

The City is not presently contracted with any entity to provide specialized Fleet Management Consulting services.

Vendors should describe in their proposals how they will quickly and efficiently mobilize, obtain necessary data, and establish coordination and working relationships with DPW Fleet Services leadership.

14. Transition upon Termination of Agreement

By entering an agreement, the Contractor agrees to work with the City and any future Service

Provider to transition services at end of the agreement in a harmonious and timely manner. Provide details regarding the Contractor’s proposed transition of services to a subsequent contractor upon the conclusion of services, whether by termination, or upon contract expiration. Take into consideration the following applicable parameters: Transitional methodology when moving to another contractor

(including realistic timeframes), intellectual property rights, securing information developed during the term of the agreement (both confidential and public), property rights for items furnished by the City during the term of the agreement and any other considerations specific to the Scope of Services that may require action upon the conclusion of the services.

15. Continuous Improvement and Cost Reductions

The City is interested in securing an agreement with a Vendor that will strive to continually improve services and reduce cost to the City. Without discussing pricing, describe how continuous improvement and cost reductions will be incorporated into the resulting agreement. This section should include, but not be limited to, any rebates to the City, engineering methodologies to reduce cost, efficiency improvements and technology advancements that may apply. In addition to the https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division

Request For Proposal #RFP-14DPW-1831 20 services as outlined in the RFP, what other solutions does your organization provide that could help the City reduce and recover operational costs?

16. Extended Price Sheet

16.1. Extended Price Sheet

Because multiple City Agencies may be interested in acquiring the same services, Vendor should indicate its willingness to provide said services to other City agencies under the same terms and conditions established by this RFP and the resulting contract.

Download Attachment G, Extended Price Sheet, complete it, and include it with RFP proposal.

17. RFP Exception Sheet

17.1. RFP Exception Sheet

List and explain in detail any and all exceptions to all terms and conditions found in the RFP document and the

Sample Agreement. Exceptions shall include any proposed additions or modifications to the City’s standard terms and conditions. This section should also include exceptions to any addenda acknowledgements published on the Purchasing Division web site prior to the due date for the RFP. Add more pages if necessary.

Download Attachment H, Exception Sheet, complete it, and include it with RFP proposal.

18. Existing Environment

This section shows the current services as provided under contract to the City (if any). Vendor should use this section as reference to assist in formulation of a proposal. The information listed is based on history or department survey. Any references made regarding type and quantities of services are estimates only. The City is providing this information as a courtesy and is not necessarily recommending any methodology or procedures currently provided. Vendor is encouraged to be innovative in supplying a solution to the service requirements expressed in the proposal and reflective of the purpose.

The City’s fleet of vehicles is currently under the purview of DPW’s Fleet Services Division. Fleet Services manages approximately 5,200 vehicles, including:

• Light-duty vehicles

• Police / public safety vehicles

• Heavy-duty trucks

• Fire apparatus

• Off-road and specialty equipment

• Seasonal / parks equipment

• Transit, refuse, or contracted operations as applicable

In performance of its duties, Fleet Services utilizes the following management technology:

• Oracle: PeopleSoft Financials 9.2

• Samsara, Inc.

Request For Proposal #RFP-14DPW-1831 21

• Assetworks

Fleet Services operates and maintains 2 City repair garages, employs approximately 80 technicians, and handles approximately 32,000 total work orders each year. Fleet Services’ annual operating budget is approximately $37,600,000.00.

Fleet Services operates out of the following facilities and locations:

• Belmont garage

• Riverside garage

19. Scope of Services

This section, post negotiation, shall become Attachment A of the resulting Agreement.

All the main areas of the Scope of Services listed below must be clearly addressed in order for

Vendors to be fully qualified by the City. For ease of scoring, responses to this section should be kept in the same order in which they appear herein and identified accordingly.

Describe the Vendor’s general understanding of the scope of services and the approach proposed to complete the required work. Follow submission guidelines regarding document length. Note: Include any test methods required to verify compliance with requirements in paragraphs.

In accordance with the terms and conditions of the Sample Agreement (hereinafter Agreement) by and between the Consolidated City of Indianapolis and Marion County, XXXXX (hereinafter City) and XXXXXXX (hereinafter Contractor), Contractor shall do, perform, and carry out in a good and professional manner the following services:

19.1. Scope of Services

PHASE I – DATA & TRIAGE

1. Fleet Inventory Validation

• Create a reconciled master fleet registry including asset attributes, condition, mileage/hours, utilization, department assignment, replacement cost, and value.

2. Right-Sizing and Vehicle Allocation Methodology (VAM)

• Identify underutilized or surplus assets (“Red List”).

• Provide recommendations for asset reassignment, pooling, or disposal.

3. Operational Baseline Assessment

• Evaluate staffing levels, shop productivity, wrench-time efficiency, PM compliance, parts management, and fleet governance.

• Benchmark against comparable municipalities.

PHASE II – FLEET MANAGEMENT STRATEGIC PLAN

4. Cost-of-Service and Rate Recovery Model

• Develop cost allocation and chargeback methodology to recover capital and operating costs.

5. Ten-Year Fleet Replacement Plan

• Prioritized, year-by-year capital forecast.

• Identification of backlog and cost to stabilize replacement cycles.

Request For Proposal #RFP-14DPW-1831 22

6. Fleet Replacement and Financing Strategy

• Evaluate traditional purchasing, leasing, managed replacement, and alternative financing.

7. FMIS Requirements Evaluation

• Developer a requirements matrix for upgrading or replacing current FMIS.

• Provide specifications needed for an eventual procurement.

PHASE III – SUCCESSION, GOVERNANCE, & POLICY

8. Fleet Policy & SOP Manual

• Draft a comprehensive policy framework including driver eligibility, PM compliance, asset acquisition/disposition, telematics, and shop procedures.

9. Workforce Succession & Training Plan

• Identify future staffing needs.

• Develop technician training plans including EV/alternative fuel readiness.

10. Sustainability & Electrification Roadmap

• Identify electrification opportunities, infrastructure needs, duty-cycle fit, and cost impacts.

• Outline phased implementation model.

20. Cost/Budget Proposal

All proposals shall be in United States Dollars (USD).

Line Item Description Unit of

Measure Unit Cost

1 Total pricing Phases I-III total

20. Cost/Budget Proposal