Fleet_Management_Software_(Addendum_#1_Revision).pdf

RFP #24112

Greenville County Issue Date: April 19, 2024

Procurement Services Division Opening Date: May 8, 2024

FLEET MANAGEMENT SOFTWARE

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/greenvillecounty

Robert Brewer, NIGP-CPP, CPPO, CPPB

Procurement Services Division Director https://secure.procurenow.com/portal/%7bproject.government.code%7d

Greenville County

Fleet Management Software

I. Public Notice II. Introduction

III. Scope of Work IV. Instructions to Offerors V. General Information

VI. Insurance VII. Evaluation Phases

VIII. Terms and Conditions IX. Sample Contract X. Vendor Questionnaire

Attachments:

A - COG Sub W9

B - Sample Services Agreement

C - Vendor Response

Title: Fleet Management Software

1. Public Notice

Greenville County is soliciting sealed electronic proposals in response to Fleet Management Software, subject to the conditions and all provisions set forth herein and attached. Sealed proposals will be received through the County’s online procurement portal located at https://secure.procurenow.com/portal/greenvillecounty until Wednesday, May 8, 2024, 3:00 pm, then publicly opened. The service must be furnished as described and specified herein and submitted to

Greenville County.

All inquiries regarding this proposal shall be submitted via the County’s online procurement Portal, located at https://secure.procurenow.com/portal/greenvillecounty. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the County’s online procurement Portal.

Offerors may also click “Follow” on this proposal to receive an email notification when answers are posted. It is the responsibility of the Offeror to check the website for answers to inquiries no later than

Monday, April 29, 2024, 5:00 pm EDT.

2. Introduction

2.1. Summary

The County of Greenville Fleet Services is seeking sealed proposals for a Fleet Management System. This system will provide Asset Management, Preventative Management, Inventory Management, Barcoding, Maintenance Management (including Work Order Management, Shop and Planning Management, and

Technician Workstation), Fuel Management, Business Intelligence Standard Reports, and so forth. The

County has a fleet of approximately 1,400 vehicles (70%) and 600 (30%) pieces of equipment, including heavy equipment, grounds/landscaping equipment, and trailers.

2.2. Background

Greenville County Fleet Services is currently using the Faster Fleet Management System. All current data will need to be imported into the new system.

2.3. Contact Information

Project Contact:

Katherine Hawthorne

Senior Buyer

301 University Ridge, Ste. N2400

Greenville, SC 29601

Email: khawthorne@greenvillecounty.org

Phone: (864) 467-7203

Procurement Contact:

Katherine Hawthorne

Senior Buyer

301 University Ridge, Ste. N2400

Greenville, SC 29601

Email: khawthorne@greenvillecounty.org

Phone: (864) 467-7203

Department:

VEHICLE SERVICE CENTER

2.4. Timeline

Release Project Date April 19, 2024

Question Submission Deadline April 29, 2024, 5:00pm

Proposal Submission Deadline May 8, 2024, 3:00pm mailto:khawthorne@greenvillecounty.org tel:(864)467-7203 mailto:khawthorne@greenvillecounty.org tel:(864)467-7203

Review of Proposals May 8 - 29, 2024

Tentative Date of Award May 29, 2024

Contract Negotiations May 29 - June 12, 2024

Issue Notice to Proceed June 12, 2024

3. Scope of Work

3.1. GENERAL REQUIREMENTS

The County of Greenville Fleet Services is seeking sealed proposals for a comprehensive Fleet

Management System. The total project will include selection and acquisition of software, hardware, implementation services (including coversion of files from existing software), training, and support costs to replace the current fleet management system.

The system will provide Asset Management, Preventative Management, Inventory

Management, Barcoding, Maintenance Management (including Work Order Management, Shop and Planning Management, and Technician Workstation), Fuel Management, Business

Intelligence Standard Reports, and so forth. The County has a fleet of approximately 1,400 vehicles (70%) and 600 (30%) pieces of equipment, including heavy equipment, grounds/landscaping equipment, and trailers.

The system should:

A. Use codes stored in data tables that can be accessed, viewed and modified by users with appropriate levels of permission.

B. Provide flexible role-based security model to customize user access.

C. Use real-time processing where all files affected by a transaction are updated at the time of transaction without the need for batch processing.

D. Have the ability to allow users to store additional information related to asset, parts or work order records by providing the option of attaching images and/or .pdfs to the record.

E. Be work order based and capable of printing detailed copies of all work.

F. Provide easy navigation within the application using standard Web functionality that allows multiple windows to be display simultaneously.

G. Provide drop down lists for all codes displaying the description.

H. Provide “real time” work in progress screens that display work order statuses, assigned tasks, location of work and assigned labor.

I. Provide date fields selectable from a dropdown calendar.

Vendor shall specify server and operating system requirements.

3.2. ASSET MANAGEMENT

The system should:

A. Maintain all pertinent data on each piece of equipment including but not limited to the following fields:

o Asset Number: a unique number which identifies equipment o Fleet Number: a second unique number available to track an asset o Year o Make o Model o Drive Train o VIN/Serial Number: unique number o License: unique number for license plate o Class o GVW o Body Serial Number o Chassis Serial Number o Department o Billing Code: billing code to define how costs captured for this piece of equipment are to be billed. Multiple user defined billing schemes must be supported.

o Color o Location Code (Parking slot) o Monitor Group o Site address were asset is stored o Priority level of importance of the asset o Fuel Card Number o Availability hours and days an asset is available for use o Picture of asset on main record screen o Open Work Order Link to navigate directly to the work order

B. Support an optional equipment-specific labor rate for automatically calculating billing hours.

C. Easy access to at-a-glance snapshot information for a given asset including things such as most recent PM, meter reading, work order and lifecycle costing.

D. Unlimited fuel types

E. Allow billing to be set up to the individual asset

F. Ability to track lifecycle including a point value replacement system

G. Provide online display of historical cost information for each asset.

H. Ability to export historical information from online display to Excel and Word.

I. Display on the equipment screen all parts issued and the last date issued for each piece of equipment.

J. Provide the ability to define availability of each individual asset by hours, days, and holidays.

K. Provide unlimited user defined asset/equipment usage codes.

L. Provide the ability to attach components expandable to multiple levels to an asset while maintaining a full asset record, warranties and PM schedules for each.

M. Ability to track notes related to assets with subject lines for easy searching.

N. Ability to change an asset number and maintain all relevant data with the record.

O. Provide tracking for unlimited number of different fuel types for one asset record.

P. Provide the following fields for the capture of acquisition and disposal information for each asset record:

o Acquire Date ex. 02/21/2000 o Acquire Cost o Acquire Vendor o PO Number o Title o In Service Date o Life Expectancy Months o Out of Service Date o Disposal Date

Q. Track multiple meter types and provide the ability to capture the following meter readings.

o Actual Meter Reading o Meter Reading at Acquisition o Begin Fiscal Year Meter o Life Expectancy by M/H o Year to Date o Life to Date

R. Provide the ability to replace a meter and maintain both actual and life-to-date meter reading.

S. Support the ability to bill each asset by multiple cost categories in user defined combinations of parts, labor, sublets, mileage, billing period charges, fuel, and replacement recovery.

T. Support multiple mark ups for parts, labor, fuel and sublets.

U. Provide unlimited user defined codes that can be assigned by asset or by groups of assets.

V. Track changes in departmental ownership.

W. Store billing period charges for historical review, reproduction and reports.

Preventative Maintenance

A. Track unlimited PM cycles for each piece of equipment in any combination by time, meters, fuel consumption, a set monthly date, or a set annual date.

B. Automatically update the next PM due when each job has been completed.

C. Allow users to define the update process for calculation of next PM due using the actual transaction date and current meter or previous date and meter.

D. Provide ability to establish a hierarchy for PM services and define the highest level for the grouping.

E. Easily create a shop schedule for a list of PM’s due.

F. Allow the user to define what working days will be included on the schedule.

G. Provide the ability to define the total number and type of PM services included on the schedule.

H. Provide the ability to create a PM services repair record from the PM due listing.

Vehicle Replacement

A. Provide an online vehicle replacement program that displays vehicle replacement information including the following:

o Date: date that the equipment was put in service.

o Cost: amount of money paid to acquire the equipment.

o Salvage Rate: the expected percentage of the cost that the user will get at the time the unit is sold or salvaged. This dollar amount is subtracted from the total cost of replacement.

o Expected Life in Meters: shows the expected life from all valid meters attached to the equipment.

o Expected Life in Months: the expected time, in months, that the equipment should last before replacement is necessary.

B. Provide online display of historical information for each piece of equipment including monthly or yearly totals by fiscal year or calendar year for:

o Fuel costs and quantity o Meter type and cost/meter o Parts o Labor o Sublet o Credit o Accident o All parts issued to the equipment.

C. Provide direct access to unlimited storage images associated with the piece of euqipment. Images can be stored in the database or on a network share.

D. Have the ability to add multiple equipment records from a template including standard fields, PM Schedules, and Warranty Schedules.

E. Display the following history fields by month or year:

o Total Maintenance and Repair: the total maintenance and repair dollars spent on this equipment.

o Maintenance: the dollars spent on parts, labor and sublet costs for PM’s.

o Repair: dollars spent on parts, labor and sublet costs for all other repairs (non-PM’s and non-accident repairs).

o Accident: dollars spent on parts, labor and sublet costs for accident repairs.

o Capital: dollars spent on parts, labor and sublet costs for capital repairs.

o Other Costs: dollars spent for work order miscellaneous costs such as shop supplies, environmental fees, etc.

o Fuel Cost: costs associated with fuel.

o Fuel Qty: quantity of fuel used for the month or year.

o Meter: type of meter.

o Meter Driven actual meter units driven during the queried time frame.

o Parts: total dollars spent on parts for this equipment for selected period (not PM or accident part costs).

o Labor: total dollars spent on labor for selected period.

o Sublet: total dollars spent on sublet costs for this piece of equipment for selected period.

3.3. PREVENTATIVE MANAGEMENT

The system should:

A. Generate a PM/annual/semi annual "inspection due" list by department, class, shop, or date.

B. Support PM frequency by time, miles/hours, fuel consumed, or any combination thereof.

C. Automatically update when the next PM is due upon completion of the current PM.

D. Provide for PM scheduling that supports differences in age, usage and manufacturer.

E. Allow for unlimited PM’s and frequency of service for each piece of equipment.

F. Track unlimited PM’s for all components.

G. Provide an option for hierarchical scheduling of PM’s.

H. Adjust for early/late hierarchically scheduled PM services.

I. Include all associated components in a PM due report.

J. Provide the ability for flexible PM scheduling based on shift and shop capacity.

K. Provide the ability to manage or modify scheduled PM’s.

L. Provide an option for hierarchical scheduling of PM’s.

M. Adjust for early/late hierarchically scheduled PM services.

3.4. INVENTORY MANAGEMENT

The system should:

A. Maintain all pertinent data on each part in inventory including:

o Part Number unique to one part.

o Part Name o Part Description o In Stock Quantity o Item Cost o Capitalized Cost o Issue o Last Issue to Work Order o Part Category or classification o Part Type or distinct usage o Part Status o % Mark Up for the individual part o Location o Alternate Location o Vendor o Substitute Part(s) o Stock Quantities for max, low and safe.

o High Level o Low Level o Reorder Point o Order Lead Time o Mean Time Between Failure o Auto Order o Last Receipt o Invoice o Date Received o Quantity

Capitalized cost

A. Provide full audit tracking capabilities including the following adjustments by operator ID, date/time to:

o Unit Cost o County o Return to inventory o Return to vendor o Deleted orders o Deleted receipts o Transfers from one storeroom to another

B. Track purchases by:

o Vendor o Vendor Invoice o Date o Receiver o Work Order Number

C. Provide the capability track notes related to parts with subject lines for easy searching.

D. Allow comprehensive parts tracking including recording all parts, ordering, receiving, returning and transferring.

E. System should use perpetual inventory methodology which allows you to look at a snapshot of your inventory for any given date and time.

F. FIFO and averaging available for the pricing of individual parts.

G. Research part repair history and track trends by Part Issues, Notes, and Work Orders.

H. Snapshot at-a-glance information for the part instantly available such as in-stock, return bins, available, on-order, pricing, markup, last issue and last receipt, and activity over the last 12 months

I. Ability to cross-reference different vendor numbers for a given part or find acceptable substitutes for a given part

J. Specify unit of order, unit of issue, unit multiplier, markup and tax exemption individually per part

K. Provide the capability to order, receive and issue a part on a work order from a single screen.

L. Comprehensive searching capability to allow fast onscreen viewing of data, including:

o Vendor o Part Number o Part Name o Part Description o Part Category o Part Type o Default Vendor o Part Notes o Part Usage o Part Status

M. Provide the ability to search for:

o All back orders o Orders not received o All orders received

N. Track multiple part storerooms and carry a separate inventory in each storeroom for the same part numbers.

O. Provide an online screen display with the following information when searching for part numbers:

o Part Number o Storeroom o Description o Location o In-Stock Quantity o Unit Cost o Reorder, Safety and High Limits

This should include the ability to go to the part record by selecting a part from the list.

P. Have the ability to print the online search display for part numbers in a user defined sort order and easily export results in Word, Excel and .CSV format.

Q. Inherent in the software (without using special characters) is the ability to have wild card search on partial field information: partial description, partial part number, partial manufacturer number, etc.

R. Include the following information on the part record online, either by month or year: History of the part usage (issues, issues returned, received, received returned, transferred in, transferred out, adjusted up, adjusted down end of period quantity, costs: unit, tax, shipping, extended cost by the month or by year.) Capable of reporting year by fiscal or calendar year.

S. Differentiate between a stocked or non-stocked part records and offer all part capabilities for both.

T. Track the issuance of all stocked and non-stocked parts to a specific piece of equipment.

U. Have the ability to change a part number and have that change be reflected for all historical data.

V. Have a part number function that merges part records into one number while still retaining historical data.

W. Have the ability to create an order for all parts at the reorder point with the option to modify it to include or exclude any part.

X. Provide an option to track warranty and receipt information for non-stocked parts’ issues.

Y. Generate a surplus parts report tracking lack of activity for user defined periods of time.

Z. Provide a works list to assist in inventory counts.

AA. Have the ability to list all receipts by vendor for all parts, a category of parts or specific part numbers.

BB. Have the ability to generate a parts reorder list by vendor, category, part number or storeroom.

CC. Have the capability to issue and charge parts to an individual or department without having to charge it to a work order. All associated costs must be tracked through the billing report.

DD. Have the ability to identify a mark-up percentage by part number.

EE. Track all credits to vendors by PO#, invoice #, date, type, and description.

FF. Track all credits to vendors by PO#, invoice #, date, type, and description.

GG. Automatically recalculate the total on the PO # when a credit is issued by vendor.

HH. Track multiple inventory storerooms and produce an audit trail for transfers among the storerooms.

II. Support a cyclical inventory capability where every part is inventoried over a user defined time period through a defined number of cycles.

JJ. Have a parts list capability where lists are created, stored and printed for specific repairs on specific equipment number; year, make, model; or class.

KK. Provide direct access to unlimited stored images associated with each part, i.e., MSDS sheets.

LL. System uses perpetual inventory methodology which allows you to look at a snapshot of your inventory for any given date and time.

MM. Snapshot at-a-glance information for the part instantly available such as in-stock, return bins, available, on-order, pricing, markup, last issue and last receipt, and activity over the last 12 months.

NN. Core part tracking

3.5. BARCODING

The system should support the use of barcoding with the ability to print barcode bin labels.

3.6. MAINTENANCE MANAGEMENT - WORK ORDER MANAGEMENT

The system should:

A. Provide a simple work order add from one screen. Please describe in detail each step of this process.

B. Provide default information upon adding a work order that displays the following equipment information:

o Fleet Number o Organization o Status o Year o Make o Model o GVW o Drive Train o License o State o Serial Number o Body Serial Number o Chassis Serial Number o Location o Monitor Group o Color o Asset Shop o Site o Class o Zip Code o Department o Priority o Availability o Book Value o Maintenance LTD o Last Work Order o Last Work Order Status o Last PM’s o Last Meter(s) o Identification Picture of equipment o Usage Code o Comments field

C. Capture PM services, other repairs, sublets and miscellaneous costs/credits on a single work order.

D. Capture multiple repair codes on a work order (such as the inclusion of a warranty repair on a

PM work order) and provide for detailed analysis by repair code.

E. Search for a work order by each (or a combination) of the following:

o Equipment number o Fixed Asset number o Class of vehicle o Work order number o Technician identification o Date In o Date out o Date Promised o Shop o Status of the work order o Department o Document Symptom o Fuel Number o Notes o Priority o Repair Component o Repair Group o Repair Reason o Sublet Invoice o Sublet Vendor o Include Closed Work Order Option

F. Exact Match Option

G. Provide the ability for inherent wild card (partial information) searches.

H. Require specific authorization for reopening a closed work order.

I. Provide an online summary review screen of all costs associated with each work order.

J. Allow credits to the work order.

K. Provide for customer work order print including or excluding labor hours and/or notes.

L. Allow a work order to have a credit balance.

M. Provide robust search capability that includes the ability to change column sequence and remove columns as needed as well as sorting ability to create ad-hoc reports

3.7. MAINTENANCE MANAGEMENT - SHOP MANAGEMENT AND PLANNING

The system should:

A. Be capable of viewing all work orders online in real time by status.

B. Provide a real time single screen review of the direct/indirect labor activities for all logged on technicians.

C. Provide online reviewing of all work order detail information for quality control when a work order is closed.

D. Be able to defer repairs and automatically include them on the next opened work order for that piece of equipment.

E. Have the ability to charge labor hours using Flat Rate labor charges

F. Provide ability for the shop manager to perform mass logoff of technicians in all shops

3.8. MAINTENANCE MANAGEMENT - TECHNICIAN WORKSTATION

The system should provide the ability for the technician to add work order notes from the technician workstation screen.

3.9. FUEL MANAGEMENT

The system should:

A. Have the capability to track all fueling purchased in-house or commercially.

B. Provide the ability to track fuel by an individual or piece of equipment.

C. Have the ability to view online fuel and operational fluids costs transactions and the accompanying meter reading.

D. Provide search capabilities for fuel transactions by site, user-selected date range or equipment number.

E. Interface with multiple onsite automated fuel systems or commercial card programs.

F. Provide the ability to manually enter fuel transactions.

G. Have the ability to review and edit fuel exceptions prior to posting in software system.

3.10. BUSINESS INTELLIGENCE STANDARD REPORTS

The system should:

A. Support a standard ad hoc report writer. Please provide the name of the recommended report writer.

B. Provide standard reports based on fleet and business best practice that provide multiple sort and selection criteria along with drill down capabilities.

C. Have the ability to quickly export search results data to Microsoft Excel.

D. Provide native web deployment of reports

3.11. ASSET MANAGEMENT REPORTS

A. Asset Utilization Report - Miles driven within a timeframe by equipment, class, and/or department.

B. Asset Master List Includes year, make, model, department, and acquired date with ability to sort by license number, serial number.

C. Equipment Depreciation Report Calculate monthly depreciation along with monthly costs, annual costs and current equipment value.

D. Equipment History Report Detailed history of equipment costs by month and year, including all costs broken out.

3.12. INVENTORY MANAGEMENT REPORTS

A. Parts Inventory Report - Summary of parts inventory movement by storeroom including category, location or type and/or mark up.

B. Parts Issued Report - Parts issued within a timeframe, quantity issued and cost with ability to sort by storeroom, work order or repair reason including:

o Work Order or Independent Issue Document Number o Equipment Number o Part Storeroom o Part Number o Part Description o Full Repair Type o Part Issue Operator ID o Date o Qty Issued o True Cost o Total Cost

C. Parts Received Report - Parts received by vendor for a timeframe with ability to sort by vendor, purchase order number or storeroom.

D. Part Orders Not Received Report - Part orders not received or on backorder with the ability to sort by part number, storeroom or vendor.

E. Parts Order Recommendation Report - Vendor list displaying parts with quantities less than or equal to the reorder level and not already on order. This should include the recommended order quantity.

F. Parts Transfer Report - List all parts transferred between storerooms or returned to a vendor.

G. Vendor Returns Report - A detailed list of all parts returned to their vendors.

H. Inventory Count Sheet in Location Order - Count sheets of part numbers in storeroom then location order.

I. Direct Charge Transactions Report - A listing of direct charge transaction details within a specified date range. It displays part issues, part returns as separate records, and other costs.

J. Parts Obsolescence - Parts not issued, ordered, received, or transferred since a specified time.

K. Parts Inventory Movement Report - List of parts with any physical movement including receipts;

return receipts; transfers in/out; issues; and issues returned. Totals include the last month, 3 months, 6 months, and 12 months.

L. Inventory Discrepancy Report - Parts adjusted during an inventory displaying details and discrepancy percentage of distinct parts, quantity in stock and dollar value.

M. Valuation of Perpetual Inventory - Displays the parts inventory for the end of the day on any specified date.

3.13. WORK ORDER MANAGEMENT REPORTS

A. Work Order details by Date Report - Detailed printout of all work order information including but not limited to:

o Equipment/Asset InformatioN o Technician Repairs Performed with Costs o Sublet Repairs Performed with Costs o Parts Issued with Costs o Credits and Miscellaneous Costs o Subtotals/Totals o Notes

B. Technicians Accountability - Provide totals by technician and shop for direct, indirect and total labor hours, costs, number of vehicles and work orders. It should provide a chart depicting direct vs. indirect labor hours by repair descriptions.

C. Work Order Sublet by Vendor - Provides a list of outside work performed with labor hours and cost totals for each vendor.

D. Work Order Dollar Summary Report - Displays the summary of dollars accrued on work orders. Displays the work order dollars for labor, non-stock parts, stock parts, sublets, and other costs.

E. Fleet Work Order Activity - Displays a summary of basic work order information including total dollars. This reports displays the total hours open and total dollars for each work order with a summary count of work orders for each repair type reason.

F. Down Time Details Report - Displays detailed downtime records by various sort options.

G. Active Work Orders - Provide a report listing all open work orders for a specific shop including:

o Equipment number o Date in o Number of days open o Status o Shop o Mechanic o Initiating repair

H. Work Order Audit Reports - Provide reports to show an audit trail of changes and deletions to work orders.

I. Technician Productivity Percentage Report - This is a fleet performance measure report comparing the technicians’ paid time to their production time.

3.14. FUEL MANAGEMENT REPORTS

A. Fuel Transaction Report - Displays fuel transaction details for a specified date range. Displays all fuel transaction details, including costs and meter information.

B. Non-Fueled Assets - Displays a list of vehicles not fueled in a specified date range.

C. Fuel Usage Detail Report - Displays fuel gallons and dollars plus meter usage for the specified date range, along with meter per gallon cost per meter.

3.15. BILLING MANAGEMENT REPORTS

A. Billing by Department - Provide a billing report sorted by department. Displays a list of vehicles and operational/fuel costs, as well as fixed base, replacement, other and insurance charges for the billing period.

B. Billing By Department History Report - Provide a billing report for a past billing period. Displays a list of vehicle repairs and operational/fuel costs, as well as fixed base, replacement, other, and insurance charges by batch number from history tables.

3.16. TRAINING

The vendor will provide a combination of onsite and remote system training. Training will include all levels of users from management to shop floor technicians. Vendor shall provide onsite go-live training for transitioning to live production with the software.

3.17. CUSTOMER SUPPORT

A. Vendor will provide general support/diagnostic services through an unlimited 800 line from 7:30 am to 6:00 pm Eastern Time, Monday through Friday, B. For rare emergency situations, the vendor must provide after hours support 24/7.

C. Vendor will provide guaranteed maximum three (3) hour response time to all electronic requests for support or service.

3.18. COMPATIBILITY

The Fleet Management Software System must be compatible with Syntech Fuel Master. Software must integrate and automatically link related digital information. Changes in Fuel Master must be immediately available to users.

3.19. ADDITIONAL REQUIREMENTS

• IT Support

• Free software updates

• Live training

• Technical support

• One time upload of existing records

3.20. VENDOR RESPONSE

The vendor shall complete, and include with their proposal, Attachment C. Vendor Response showing proposed system specifications.

4. Instructions to Offerors

4.1. Pre-Proposal Meeting

A Pre-Proposal meeting is not scheduled for this project.

4.2. Pricing

Vendor must submit a detailed outline of all project costs, including but not limited to the product, system integration, setup, installation and training, software licensing, required/optional interfaces, subscription services, required/optional hardware, proposed annual service agreements, service support, and/or licensing fees. Attachment C. Vendor Response must be submitted as part of the vendor proposal.

4.3. Bonding

Bonding is not required for this project.

4.4. Statement of Qualifications

Vendor shall include the following with their response:

A. Overview of company background.

B. Organizational chart.

C. Corporate/individual qualifications and experiences, including certifications.

D. Resume of the individual(s) managing the project including qualifications and background.

E. References including names, addresses, and telephone numbers of current or previous customers. The vendor should include any South Carolina governmental entity reference.

F. Training approach and delivery method:

G. Overview of support services as part of the basic support including the following:

1. Hours of operation

2. Support service escalation procedures

3. Service resolution process

4. Service request process

H. Description of additional support services as applicable.

I. Outline of backup and retention policies for data and files.

J. Samples of reports/records including asset management, inventory management, work order management, fuel management, billing management, and other standard monthly and yearly reports.

K. A proposed schedule from the Notice to Proceed through Final Acceptance.

L. Certificate of Insurance.

4.5. Submission Procedures and Requirements

A. All submissions must be received by Wednesday, May 8, 2024 at 3:00 pm. Submissions will not be accepted after the deadline. There will be no exceptions. Responders submitting proposals shall be responsible for all cost of preparing such proposals.

B. Responders to this solicitation shall closely examine the specific requirements noted herein and the attached Terms and Conditions. Facsimile transmittals, hard copies or offers communicated by telephone will not be accepted or considered.

C. Proposals shall be organized in the following manner with the subject headings and sequence indicated.

1. Introduction

2. Experience and Past Performance

3. Organization and Personnel

4. Proposed Solution(s)

5. References

6. Pricing, Hourly Rates and Other Fees

7. Other Information Requested

D. License and Permits – The Contractor shall obtain all applicable licenses, and promptly pay all taxes required by the State of South Carolina, and/or Greenville County.

4.6. Inquiries and Addenda

Offerors shall submit all inquiries regarding this bid via the County’s online procurement Portal, located at https://secure.procurenow.com/portal/greenvillecounty. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the County’s online procurement Portal. Offerors may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries. The County will not be responsible for or bound by any oral instructions made by any employee(s) of the County in regard to this RFP.

Addenda Notification: This RFP represents the most definite statement Greenville County will make concerning information upon which proposals are to be based. Offerors are required to register for an account via the County’s online procurement Portal hosted by ProcureNow. Once you have completed the registration, you will receive addenda notifications to your email by clicking “Follow” on this project.

Ultimately, it is sole responsibility of each proposer to periodically check the site for any addenda at https://secure.procurenow.com/portal/greenvillecounty. No addenda will be issued later than five (5) working days prior to the date for receipt for proposals except an addendum which, if necessary, postpones the date for receipt of proposals or cancels this RFP. Vendors shall acknowledge receipt of all addenda

5. General Information

A. Proprietary Information – The County of Greenville is a public body and governed by the South

Carolina Freedom of Information Act. Documents submitted to the County relating to this

Solicitation are subject to requirements of the Freedom of Information Act and may be deemed public records.

B. Errors and Omissions – The Responder will not be allowed to take advantage of any errors or omissions in the Request for Proposals. Where errors or omissions appear in the RFP, the

Responder shall promptly notify the County of Greenville in writing of such error or omission it discovers. Any significant error, omission and/or inconsistency in the specifications are to be reported as soon as possible but no later than five (5) days before such time the response is to be submitted.

C. Withdrawal of Proposal – An official representative of a Responder may withdraw a

Responder’s response at any time prior to the proposal submission deadline. Acceptable proof establishing that he/she is the representative of the Responder must be provided.

D. Non-Endorsement – If the County awards a contract, the successful Responder shall not issue any news release or other statement relating to the award or servicing of the agreement which state or imply the County of Greenville’s endorsement of the successful Responder’s services.

6. Insurance

6.1. Insurance Requirements

The contractor is responsible for and must have all required insurance listed below and shall not commence work under the associated contract until it has obtained all insurance required, and the

County has approved such insurance in writing, nor shall the Contractor allow any subcontractor to commence work on its subcontract until all similar insurance required of the subcontractor has been obtained. All insurance policies shall be maintained for the life of the contract.

A. THE COUNTY SHALL BE NAMED AS “ADDITIONAL INSURED” FOR ITS INTERESTon all policies of insurance except Worker’s Compensation, Automobile Liability, and Professional Errors and

Omissions, as regards ongoing operations, products and completed operations, and this shall be noted on the face of the Certificate of Insurance. As a part of the certificate of insurance requirement the contractor shall also include acknowledgement and acceptance of the wavier of subrogation provision granted to Greenville County. This acknowledgement and acceptance should be included in the same section of the Certificate of Insurance that evidences the

“Additional Insured” provision.

B. Certificates for all such policies of insurance shall be provided by the Contractor's insurance agent or broker to the County within 10 working days from the date of Notice of Award.

C. All Certificates of Insurance submitted shall provide on the face of the certificate reference to

County's RFP #RFP #24112.

D. Contractor will provide County a minimum of 30 days advance notice in the event the insurance policies (or an insurance policy) are canceled. Subcontractors approved to perform work on this project are subject to all of the requirements in this Section.

E. Contractor agrees to maintain and keep in force during the life of this Agreement, with a company or companies authorized to do business in South Carolina, the following insurance policies:

1. Comprehensive General Liability:

a. $1,000,000 per occurrence - combined single limit /

b. $2,000,000 general aggregate, to include products and completed operations.

2. Automobile Liability:

a. $1,000,000 per occurrence - combined single limit (Coverage shall include bodily injury and property damage and cover all vehicles including owned, non-owned and hired)

3. Statutory Worker's Compensation:

a. Coverage A - State of SC

b. Coverage B - Employers liability

i. $1,000,000 Each Accident

ii. $1,000,000 Disease, Per Employee

iii. $1,000,000 Disease, Policy Limit

c. Policies shall contain a waiver of subrogation in favor of and/or that applies to

Greenville County, its departments, agencies, boards, employees, and commissions for losses from work performed by or on behalf of the contractor.

4. Cybersecurity

a. Per occurrence minimum $1,000,000

OR

5. Technology Professional E&O

a. Per occurrence minimum $1,000,000

No deviation from this coverage’s will be accepted unless, in the County’s sole discretion, it is more advantageous to the County, i.e., $1,000,000 - a $2,000,000 or $5,000,000 limit would be acceptable.

7. Evaluation Phases

The proposals will be evaluated on the following criteria. Greenville County reserves the right to interview responders or have demonstrations to this RFP at its discretion. Greenville County will not be responsible for any costs associated with interviews of responders or demonstrations.

7.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Responsiveness to RFP Points Based 5 (14.3% of Total)

2. Experience with Projects of Similar Scope and

Size Points Based 5

(14.3% of Total)

3. Cost Points Based 5 (14.3% of Total)

4. References Points Based 5 (14.3% of Total)

5. Implementation Schedule Points Based 5 (14.3% of Total)

6. Support and Technical Services Points Based 5 (14.3% of Total)

7. Compatibility Points Based 5 (14.3% of Total)

7.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interview

If interviews are needed this will be part of the evaluation phase.

Points Based 5 (50% of Total)

2. Product Demonstration

If demonstrations are needed this will be part of the evaluation phase.

Points Based 5 (50% of Total)

8. Terms and Conditions

8.1. Safety, Health, and Security

Contractor shall be solely responsible for its activities, that of its employees on the site and activities of its consultants, contractors and/or subcontractors for maintaining a safe job site. Contractor’s activities and activities of its consultants, contractors and/or subcontractors shall comply with all local, state, and federal safety regulations and their enforcement agencies. Contractor shall at all times conduct its operations under this Contract in a manner to avoid risk of endangerment to the health and safety of persons and property. The Contractor shall have sole responsibility for implementing its safety and health programs, taking all safety and health precautions necessary and continuously inspecting all equipment, materials and work to prevent, discover, determine and correct any conditions which might result in personal injury, equipment damage or damage to property or the public. Contractor’s safety, health and security programs shall be in compliance with all regulatory requirements and shall furnish accident, incident, injury, and other records and reports required by the Occupational Safety and Health

Administration, State and Local laws, or by the County.

8.2. Response Opening and Award:

Responses shall be publicly opened and only the names of the offerors disclosed at the opening. For

IFBs, the name of the responder as well as the price will be disclosed. However, no decision will be made until Procurement Services and the user Division have had ample time to review each response. Award will be made at the earliest possible date. The County reserves the right to award in whole or in part, by item, group of items, geographic area or by section where such action serves the County’s best interest.

The contract will be awarded to the response that meets the requirements and criteria set forth in the

Solicitation. No response may be withdrawn for a period of sixty (60) days after the opening date.

Submissions will not be accepted after the deadline. There will be no exceptions. By submission of a response, you are guaranteeing that all goods and services meet the requirement of the solicitation during the contract period.

8.3. Rights Reserved by Greenville County:

Greenville County reserves the right to reject any and all responses, any portion thereof, and waive any technicalities. Accordingly, the right is reserved to make awards in the best interest of the County.

Integrity, reputation, experience and past performance will be heavily weighed in response evaluation.

This solicitation does not commit the County of Greenville to award a contract, to pay any costs incurred in the preparation of the response, or to procure or contract for goods or services listed herein.

8.4. Responders Qualification:

Responders must, upon request of the County, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The County reserves the right to make the final determination as to the responder’s ability to provide the products or services requested herein.

8.5. Responders Responsibility:

Each responder shall be fully acquainted with the conditions relating to the scope and restrictions attending the execution of the work under the conditions of this response. It is expected that this will sometimes require on-site observation. The failure or omission of a responder to be acquainted with existing conditions shall in no way relieve the responder of any obligations with respect to this response or to any contract as a result of this response.

8.6. References:

The County requires responders to list at least three (3) references including their company name, name of contact, address, telephone number, and email address of contact person with whom the responder has performed or provided similar work, service or product. The reference may be contacted to fill out a short questionnaire on the work with that company. If the reference does not complete the questionnaire by the time requested, the County will allow the responder to give an alternate reference.

The County asks that responders do not list County representatives or departments as a reference.

8.7. Waiver:

The County reserves the right to waive any Instructions to Responders, General or Special Terms and

Conditions, specifications, or technicalities when it is deemed to be in the best interest of the County to do so.

8.8. Rejection:

Greenville County reserves the right to reject any response that contains prices for individual items or services that are inconsistent or unrealistic when compared to pricing of like responses; or ambiguous responses which are uncertain as to terms, delivery, quantity, or compliance with specifications may be rejected or otherwise disregarded if such action is in the best interest of the County.

8.9. Response Signature and Solicitation Alterations:

The responder shall sign his response correctly or the response may be rejected. If the response shows any omissions, alteration of form, unauthorized additions, a conditional response or any irregularities of any kind, the response may be rejected.

8.10. Specification Changes, Additions and Deletions:

Responders are required to register for an account via the County’s online procurement Portal hosted by ProcureNow. Once responder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is sole responsibility of each responder to periodically check the site for any addenda at https://secure.procurenow.com/portal/greenvillecounty

The County of Greenville shall not be responsible for any verbal information given by any employees of the County of Greenville in regard to this proposal.

8.11. Response Changes:

Responses, amendments thereto or withdrawal requests received after the advertised time for response opening, shall be void regardless of when they were submitted.

8.12. Response Price:

The price presented as a result of these specifications shall be for the contract period. The response shall be acceptable for sixty (60) days from the date of opening. All prices and notations shall be printed in ink or typewritten. Errors should be crossed out, corrections entered and initialed by the person signing the response. Erasures or use of typewriter correction fluids may be cause for rejection. No response shall be altered or amended after specified time for opening.

8.13. Federal, State and Local Laws:

The contractor assumes full responsibility and liability for compliance with any and all local, state and federal laws and regulations applicable to the contractor and his employees including, but not limited to, compliance with the EEO guidelines, the Occupational Safety and Health Act of 1970, and minimum wage guidelines.

8.14. Tie Bids:

In the case of tie bids, the County reserves the right to make the award based on the factors outlined in

Section 7-305(9) of the Greenville County Code of Ordinance (Chapter 7, Article VIII), or in what it considers to be in the best interest of the County.

8.15. Deduction and Holdbacks:

In addition to the County’s right of termination, the County shall be entitled to full reimbursement for any costs incurred by the County by reason of the contractor’s failure to perform or to satisfactorily perform its responsibilities and duties. Such costs may include, but are not limited to, the cost of using the County’s employees or employees of any other entity to perform the obligations of the contract. The

County may obtain any such reimbursement by deduction from payments otherwise due to the contractor or by any other proper and lawful means. All deductions from any money due the contractor are to be as liquidated damages and not as a penalty. It is the County’s intent to give the contractor a reasonable opportunity whenever practicable, to correct any such failure to perform or satisfactorily perform its responsibilities and duties. In no circumstances shall any uncorrected situation extend for more than five days. The County will make the following deductions from the contract sum in the event that the contractor fails to perform any of the required work within the required time limits in the event the County carries out the work using its forces or another contractor.

A. For use of County’s forces – actual cost involved.

B. For use of another contractor – the amount charged by said contractor.

The County reserves the right to hold back and/or withhold part of complete payments for unsatisfactory work, deficiencies, etc. until said defects are satisfactorily corrected or cleared.

8.16. Evaluation Criteria:

The proposals will be evaluated on the following criteria utilizing the Evaluation Phases included in this

RFP. Greenville County reserves the right to interview responders or ask for demonstrations to this RFP at its discretion. Greenville County will not be responsible for any costs associated with interviews of https://secure.procurenow.com/portal/greenvillecounty/projects/87390?section=787195 responders or demonstrations.

8.17. Quality:

Unless otherwise indicated in this solicitation it is understood and agreed that any items offered or shipped on this solicitation shall be new and in first class condition unless otherwise indicated herein.

8.18. MBE/WBE Participation – Affirmative Action: a)

A. MBE/WBE – Vendors submitting responses are encouraged to solicit MBE/WBE participation in fulfilling their contract. Indicate in your response any MBE/WBE areas of involvement for monitoring purposes.

B. The successful vendor will take affirmative action in complying with all Federal and State requirements concerning fair employment and treatment of all employees, without regard or discrimination by reason of race, color, religion, age, sex, national origin or physical handicap.

8.19. Default:

In case of default by vendor the County may procure the item or services from other sources and may recover the loss occasioned thereby from any unpaid balance due the vendor or by proceeding against the vendor’s performance bond, if any, and/or by suit against vendor.

8.20. Termination for Cause:

Any awarded contract is subject to termination for failure to comply with the specifications, terms and conditions by the County or the contractor upon written notice by registered mail. Such termination will be effective not less than ten (10) days nor more than sixty (60) days after receipt of such notice from the County nor less than thirty (30) days nor more than sixty (60) days after receipt by the County from the contractor. Receipt of notice by one party to terminate the contract will nullify any subsequent reciprocal notice by the receiving party prior to the announced termination date. In the event of termination, the County shall be responsible to pay the contractor only for work satisfactorily completed upon the effective date of termination and shall not be responsible for any other charges.

8.21. Termination for Convenience:

Greenville County may terminate for convenience any contract resulting from this solicitation by providing sixty (60) calendar days advance written notice to the vendor.

8.22. Non-Appropriation:

Any contract entered into by the County resulting from this solicitation shall be subject to cancellation without damages or further obligation when funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period…