Fleet_Mgmt_Maint_Coordination_of_Services.pdf
PDF 37 KB Posted
- Attached to
- Fleet Mgmt/Maint Coordination of Services
- Solicitation number
- 2000018364
- Issued by
- Minnesota
About this file
This is a Request for Proposal (RFP) issued by the Minnesota Department of Administration seeking qualified vendors to provide fleet management and maintenance coordination services for participating State agencies. The solicitation requests a comprehensive web-based fleet management platform that will support vehicle maintenance, repairs, roadside assistance, warranty and recall management, reporting, and other fleet management functions accessible to authorized users across State agencies. Proposals must be submitted electronically through the SWIFT Supplier Portal no later than October 6, 2026, at 3:00 pm Central Time. The deadline for submitting questions is September 23, 2026, at 2:00 pm Central Time, with all questions to be directed to Allyson Youngquist at allyson.youngquist@state.mn.us. All questions received by the cutoff date will be answered via addendum. Vendors requiring assistance with SWIFT system registration or navigation may contact the Vendor Assistance Helpdesk at 651.201.8100, Option 1.
Responders must submit all required attachments including the Responder Declaration, any exceptions to the State's Terms and Conditions, Responder Forms (including Veterans Preference Form if applicable and Workforce and Equal Pay Declaration), Additional Information, Specifications, and Price Schedule. The RFP utilizes an external price schedule; however, vendors must enter $0.01 as a placeholder for each line item within the system. The State is encouraging small businesses, minority-owned businesses, women-owned businesses, businesses owned by persons with substantial physical disabilities, veteran-owned businesses, and service-disabled veteran-owned businesses to respond, with information available regarding Minnesota's Small Business Procurement Program certification at sbcp.mn.gov or through the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402. Non-electronic and email responses will not be accepted.
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Other files
| File | Type | Posted |
|---|---|---|
| F-533_RFP_Sample_Contract_and_Exhibits.pdf | ||
| F-533_rfp.pdf | ||
| Attachment_G_Price_Schedule.xlsx | XLSX spreadsheet | |
| F-533_rfp_attachments.docx | DOCX document |
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Text version
Event Description Amendment 1: A new version of the document entitled “F-533 Sample Contract and Exhibits” has been added to replace the previously posted version.
THIS IS A FORMAL EVENT/REQUEST FOR PROPOSAL (RFP). Non-electronic and email responses WILL NOT BE ACCEPTED.
The response must be submitted through the SWIFT Supplier Portal no later than the date and time called for in the Event.
PURPOSE. The Minnesota Department of Administration is seeking proposals from qualified Responders to provide fleet management and maintenance coordination services for participating State agencies. The solution will support the administration and coordination of vehicle maintenance, repairs, roadside assistance, warranty and recall management, reporting, and other fleet management functions through a secure, web-based fleet management platform accessible to authorized users across State agencies.
SUBMITTING QUESTIONS: The deadline for submitting questions is September 23, 2026, at 2:00 pm, Central Time.
Questions must be submitted in writing to Allyson Youngquist at allyson.youngquist@state.mn.us. All questions received by the cutoff date and time will be responded to via an addendum.
SWIFT HELP DESK: Responders needing help with registration or assistance navigating the SWIFT system may contact the Vendor Assistance Helpdesk at 651.201.8100 Option 1.
General Comments
* Review the following documents prior to submitting a response:
1. Event Details
2. RFP Content
3. RFP Attachments
4. Sample Contract and Contract Exhibits
An Additional Information document is used during this event. Responders should fill out and submit the Additional Information document attached to this event.
A Specifications document is used during this event. Responders must fill out and submit the Specifications document attached to this event.
A price proposal document is used during this event. Responders must fill out and submit the price schedule attached to this event.
Complete and upload with your response and all applicable Attachments, Including:
1. Responder Declaration (Attachment A of the RFP Attachments)
2. Exceptions to the State’s Terms and Conditions, if any (Attachment B of the RFP Attachments)
3. Responder Forms, including the Veterans Preference Form (if applicable) and Workforce and Equal Pay Declaration (Attachment D of RFP Attachments)
4. Additional Information (Attachment E of RFP Attachments)
5. Attachment F: Specifications
6. Attachment G: Price Schedule
Event Details
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 1 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
In order to participate in this event YOU MUST BE REGISTERED as either a bidder or a supplier.
General Questions Question Ideal Response
DIVERSITY AND INCLUSION
Is your business based in Minnesota and considered small according to the OSP small business size standards? The link below provides size standard requirements. Please note (all web addresses can be copied and pasted into a web browser for further review) https://mn.gov/admin/business/vendor-info/oep/sbcp/size/
And:
Is your business a for-profit business that is majority owned, operated and controlled by:
• a racial minority,
• a woman,
• a person with a substantial physical disability,
• a veteran or service-disabled veteran, or is your business
• located in, or the owner lives in, an economically disadvantaged county?
( http://mn.gov/admin/business/vendor-info/oep/sbcp/ed/counties )
If your company meets these basic criteria, it may be eligible for certification in the state’s Small Business Procurement Program. For more information on eligibility requirements please visit https://sbcp.mn.gov/.
You can also contact the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402 for further information.
• Do you believe your company meets the criteria listed above?
• Your response to this question is for informational purposes only. If you select YES, and are not certified, a member of the Office of Equity in Procurement will contact you to provide additional information regarding the State’s Small Business Procurement Program. (Responders must select Yes or No to continue submitting their response.)
Required: Yes Ideal Resp Reqd? No
Response Comments
Upload all required or requested attachments here.
Required: Yes Ideal Resp Reqd? No
A file attachment is required to satisfy this question.
Your bid will need to be edited online to include attachment responses.
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 2 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
If you fail to upload attachments requested in the solicitation, your response may be disqualified. Have you uploaded the required or requested attachments? (Yes / No)
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 3 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Line Details No Bid:
Line: 1 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1 Required: No Reserve Price: No
Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule.
However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
No Bid:
Line: 2 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1 Required: No Reserve Price: No
Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule.
However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 4 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Line: 3 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1 Required: No Reserve Price: No
Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule.
However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
No Bid:
Line: 4 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1 Required: No Reserve Price: No
Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule.
However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 5 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Line: 5 Item ID: Line Qty: 1 UOM: EACH Bid Qty: 1 Required: No Reserve Price: No
Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule.
However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Question Response What is the price per unit?
Required: Yes Ideal Resp Reqd? No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 6 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Bidder Information Firm Name:
Name: Signature: Date:
Phone #: Fax #:
Street Address:
City & State: Zip Code:
Email:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 7 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: EACH Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule. However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN OSP EVENTS
ADMIN OSP EVENTS
United States
Quantity: 1 Due Date: 05/27/2026 Freight Terms:
Ship Via:
Line: 2 Item ID: Line Qty: 1 UOM: EACH Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule. However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN OSP EVENTS
ADMIN OSP EVENTS
United States
Quantity: 1 Due Date: 05/27/2026 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: EACH Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule. However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 8 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN OSP EVENTS
ADMIN OSP EVENTS
United States
Quantity: 1 Due Date: 05/27/2026 Freight Terms:
Ship Via:
Line: 4 Item ID: Line Qty: 1 UOM: EACH Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule. However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN OSP EVENTS
ADMIN OSP EVENTS
United States
Quantity: 1 Due Date: 05/27/2026 Freight Terms:
Ship Via:
Line: 5 Item ID: Line Qty: 1 UOM: EACH Description: Upload Attachment G as instructed. Note: This solicitation is using an external price schedule. However, the system still has a requirement to enter a dollar figure within the line. Enter $0.01 to fulfill this requirement.
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 9 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: ADMIN OSP EVENTS
ADMIN OSP EVENTS
United States
Quantity: 1 Due Date: 05/27/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 10 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Appendix B - Terms & Conditions
1. Please review the attached Terms and Conditions attached to the event.
Last Updated: 12/24/2018
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Agency: Admin/State Procurement Contact: Youngquist,Allyson A Phone: 651/201-3042 Fax #:
Email: allyson.youngquist@state.mn.us
Event ID Format Type Page G0210-2000018364 Sell RFx 11 Event Round Version 1 1 Event Name Fleet Mgmt/Maint Coordination of Services Start Time Finish Time
09/15/2026 10:00:00 CDT 10/06/2026 15:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
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