CITY OF TUCSON

REQUEST FOR PROPOSAL

260201

GPS VEHICLE TRACKING DEVICES & RELATED SOLUTIONS AND

SERVICES

Due Date: Tuesday, August 11, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/243031

PUBLISH DATE: July 8, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 260201

BUSINESS SERVICES DEPARTMENT Page 2 of 45 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Raquel Duarte

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4469

Attachments:

A - Offer and Acceptance C - General Terms and Conditions Data Protection and AI J - Axia Cooperative Purchasing Program

BUSINESS SERVICES DEPARTMENT Page 3 of 45

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 260201

TITLE: GPS Vehicle Tracking Devices & Related Solutions and Services

SUBMITTAL DUE DATE: Tuesday, August 11, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Wednesday, July 15, 2026

TIME: 1:30 pm LOCAL AZ TIME

LOCATION: https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0 ?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d Meeting ID: 251 066 511 864 102 Passcode: eg3eb2gR ________________________________________ Need help? | System reference Dial in by phone +1 213-293-2303,,231882851# United States, Los Angeles Find a local number Phone conference ID: 231 882 851#

QUESTIONS SHALL BE DIRECTED TO: Raquel Duarte

(520) 837-4469 raquel.duarte@tucsonaz.gov

Posted Date: Wednesday, July 8, 2026

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

BUSINESS SERVICES DEPARTMENT Page 4 of 45

B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking competitive proposals from qualified vendors to provide a comprehensive, scalable GPS vehicle tracking and management system as required for City vehicles.

The selected vendor will modernize fleet operations, improve driver safety, and ensure maximum fiscal accountability, aligning with our strategic objectives.

B.2. Background

The City of Tucson manages a diverse and dynamic municipal fleet of over 1,000 motorized vehicles and specialized equipment assets. This fleet serves as the operational backbone for the city’s daily service delivery, operating across a geographically expansive and topographically varied desert landscape. To ensure high-quality public service and rapid response times, fleet assets are deployed across eight distinct operational departments, including:

• Transportation & Mobility: Street maintenance vehicles, transit support units, and traffic engineering equipment.

• Water: Specialized utility trucks, vacuum excavators, and emergency repair vehicles safeguarding the city's water infrastructure.

• Public Safety and General Services: Code enforcement, parks and recreation maintenance, and administrative support vehicles.

Managing a decentralized fleet of this scale requires precise coordination to optimize asset utilization, control fuel expenditures, and minimize vehicle downtime. As part of Tucson's commitment to fiscal responsibility, climate action, and community safety, the city requires a centralized, enterprise-grade telematics solution. This system will provide the data-driven insights necessary to streamline maintenance, enhance driver safety, and support the sustainable management of public resources.

NATIONAL CONTRACT REQUIREMENTS

Axia Coop LLC (“Axia Cooperative” or “Axia”) is a national public sector cooperative purchasing organization. Axia works with respected leaders from the public procurement community to offer a growing portfolio of master agreements that leverage national volume to deliver savings, efficiency, and innovation for non-federal public sector agencies. Each agreement is publicly solicited by a lead agency utilizing the strictest of procurement standards. The resulting awards address the dynamic needs of today’s evolving market while providing both value and cutting-edge solutions. For more information about the contracting process, please visit axiacoop.org/contracting-process.

The City of Tucson has entered into an agreement with Axia Cooperative to facilitate the Request For Proposals (RFP) and act as the primary contracting authority for the term of the resulting contract(s). Resulting contract(s) is/are made available to other public agencies nationally for “piggybacking” through the Axia Cooperative purchasing program and authorized by various joint powers authority statutes, rules and regulations within each state and local jurisdiction.

While Axia Cooperative makes no guarantees as to exact quantities and/or purchase volume made by Participating Agencies, the estimated annual volume for purchases made nationwide through this

BUSINESS SERVICES DEPARTMENT Page 5 of 45 contract category is $30,000,000. Please see Attachment J for more information regarding the Axia Cooperative purchasing program.

B.3. Contact Information

Raquel Duarte contract officer Email: raquel.duarte@tucsonaz.gov Phone: (520) 837-4469 Department:

General Services

B.4. Timeline mailto:raquel.duarte@tucsonaz.gov tel:(520)837-4469

BUSINESS SERVICES DEPARTMENT Page 6 of 45

Issue Date July 8, 2026

Pre-Submittal Meeting (Non- Mandatory)

July 15, 2026, 1:30pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRk ZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5 %40thread.v2/0?context=%7b%22Tid%22 %3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a% 220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d

Meeting ID: 251 066 511 864 102 Passcode: eg3eb2gR Need help? | System reference Dial in by phone +1 213-293-2303,,231882851# United States, Los Angeles Find a local number Phone conference ID: 231 882 851#

Question Submission Deadline July 17, 2026, 2:00pm

Submittal Due Date August 11, 2026, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d

BUSINESS SERVICES DEPARTMENT Page 7 of 45

C. SCOPE OF WORK

C.1. Hardware

• GPS tracking devices suitable for:

o Light-duty vehicles o Heavy-duty trucks o Off-road equipment o Trailers and non-powered assets

• Tamper-resistant design

• Internal backup battery

• Large-scale device installation, replacement, and lifecycle management capabilities.

• Minimum 4G LTE connectivity (5G-ready preferred)

• Any additional hardware required (For installation and implementation)

• Include future upgrades

C.2. Functional Requirements

The system must support:

• Live vehicle tracking with refresh intervals ≤ 30 seconds across approximately 1005 fleet vehicles

• Real-time alerts for key events

• Historical data retention (minimum 3 years) with trip playback for incident and constituent complaint investigation support

• Geofencing capabilities

• Engine diagnostics, Odometer values

• Idling reports

• Speed monitoring

• Route monitoring

• Driver behavior analytics reporting on:

o Harsh braking o Rapid acceleration o Speeding o Distracted driving indicators

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• Driver scorecards and trend reports for coaching purposes

• Crash detection

• Maintenance reminders

• Fuel consumption analytics

• Role-Based access for administrators, supervisors, and read-only users

• Centralized enterprise administration and departmental access management

• Standardized reporting, governance, and operational visibility across departments

• Scalable architecture capable of supporting future fleet growth and enterprise expansion

• Would like to see integration with Assetworks

C.3. Technical Requirements

A. Standards

1. Safeguards for PII and PHI data.

2. Tight security controls that meet all regulatory, compliance, and audit standards.

3. Meets Section 508 guidelines set out by Americans with Disabilities Act (ADA) and W3C’s WCAG 2.0 Level AA criteria.

4. Follow best practices for valid HTML and CSS markup as defined by the World Wide Web Consortium, Search Engine Optimization as outlined by Google, and other industry standards as appropriate.

5. Clarity regarding any product AI usage.

6. Incident notification to the City within 24 hours, including 3rd parties used.

7. Background checks of all staff who have access to City data.

8. Must be multi-factor authentication capable.

B. Technological Needs

1. Web-based software as a service (SaaS).

2. Vendor-hosted system with industry-standard security measures, HIPAA compliance, and backup instances of City of Tucson data.

3. Planned updates will need to be scheduled with at least 7 days’ notice with both General Services and IT. Please provide a maintenance and upgrade schedule from the past year.

4. Real-time map dashboard.

5. Mobile application compatible with any operating system, iOS, and Android.

6. Compatibility with varying vehicle hardware and firmware configurations.

7. Configurable reporting tools, including but not limited to, at least six months' worth of data.

8. Customizable alerts and notifications.

BUSINESS SERVICES DEPARTMENT Page 9 of 45

9. Role-based security and secure departmental access management.

C. Data

1. Data must be stored in Microsoft Azure, Amazon GovCloud, or cloud storage with similar security.

2. Data must be stored domestically in the United States.

3. All data collected, generated, or received by the Offeror shall be the sole and exclusive property of the City of Tucson. The Offeror shall not use or disclose the data except as expressly authorized by a signed agreement or as required by law.

4. The Offeror is permitted to use the data solely for the purpose of fulfilling its obligations within the scope of work. The Offeror shall not use the data for any other purpose without the written consent of the City of Tucson.

5. The Offeror agrees to treat all data provided by the city as confidential and to protect the data with reasonable measures to prevent unauthorized access, disclosure, or use. The Offeror shall not disclose the data to any third party without prior written consent of the City of Tucson.

6. The Offeror agrees to maintain appropriate physical, technical, and administrative safeguards to protect the data from unauthorized access, alteration, or destruction. The Offeror shall notify the City of Tucson as soon as practically possible of any breach of security or unauthorized access, alteration, or destruction of data.

7. The Offeror agrees to comply with all applicable laws and regulations relating to the use, storage, and disclosure of the data, including but not limited to data protection laws, privacy laws, and industry-specific regulations.

8. Allows for bulk data import from external sources.

9. The offeror will provide a data schema.

10. Creation of reports and dashboards, both pre-built and customizable.

D. Security

1. Data/Security Breach

2. List security and compliance certifications such as, ISO 27001 or SOC2 Type II.

3. List measures and practices in place to maintain service(s) when security is compromised.

4. City of Tucson will be allowed to audit or assess the SaaS product annually. Audit or Assessment could include a Network Scan, a Data Center Audit, a Financial Audit or other activity sponsored by City of Tucson.

5. Continuous cybersecurity monitoring tools, please list the tools or methods used.

6. Annual third-party security assessments.

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C.4. Training and Onboarding

• Vendor-provided implementation, installation, support, and total cost of ownership documentation.

• Initial Training Program o Before training begins, the system needs to be completely installed, tested, and fully functioning within all parameters.

o Hands-on training sessions for drivers, managers, and administrators o Covers hardware use, software navigation, reporting, and the review process o Standardized installation methodology and quality assurance procedures.

• Training Materials o Access to instructional database with digital guides, FAQs, and recorded videos that are searchable

• Ongoing Training/Support o Support for onboarding new vehicles and personnel o Optional refresher sessions (e.g., annually or upon request) for the duration of the lease or useful life of the vehicle.

C.5. Operational Support

• Dedicated Account Manager o Oversees implementation, performance, and ongoing client relationship

• Technical Support o Available via phone, email, and live chat during support hours: Monday–Friday, 8am-5pm

EST

o Escalation path for emergencies o Provide SLAs for uptime, response time, escalation paths, and penalties for support failures.

o Define how updates, upgrades, and new versions will be delivered, including Quality Assurance (QA) processes and associated costs.

o Outline Offeror responsibilities including bug fixes, patches, and updates.

o Support for newer vehicle diagnostic systems with minimized compatibility issues.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

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H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Method of Approach

B. Price Proposal

C. Qualifications & Experience

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

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E. The form of relief requested.

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F. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Method of Approach

A. Understanding of Project Requirements

• Provide details on your demonstrated understanding of municipal fleet operations

• Provide your Awareness of regulatory and compliance considerations

• Provide details on potential challenges and mitigation strategies

• Provide a response on your alignment of proposed solution with stated objectives

B. Technical Solution Design

• Provide details on your Software platform capabilities

• Provide details on your Integration methodology

• Provide details on Scalability for future fleet growth

• Provide details on your Flexibility to accommodate department-specific needs

• Provide details on Reporting and analytics capabilities

C. Implementation

• Provide an installation and Project timeline to include onsite, weekend and after hours availability

• Provide Schedule for Approx 1005 vehicle installations at approx 12 locations

• Provide any necessary Installation logistics

• Provide details on acceptance testing and your validation process

• Provide details on a Change management approach to uninstall current equipment and installation of new equipment

• Provide details on your approach to Minimization of vehicle downtime

D. Data Migration & Integration Strategy

• Provide details on how you will support retention of existing telematics data

• Provide details on API integration approach

• Provide details on your Data validation process

• Provide your details on Coordination with third-party vendors

• Provide details on the Timeline for integrations

E. Training & User Adoption

N/A N/A

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• Provide your Administrator training plan

• How will you provide End-user training materials?

• Provide details on your Training delivery format (onsite, virtual, hybrid)

• Do you offer Ongoing refresher training?

F. Ongoing Support & Service Model

• Provide details on your Help desk structure and availability

• Provide details on Escalation procedures

• Provide details on your Account management structure

• Provide details on your Software update and upgrade process

• Do you have a Customer success program?

G. Innovation & Value-Added Services

Provide details on any of the Additional items listed below for consideration:

• Predictive analytics capabilities

• Sustainability and emissions reporting

• Safety monitoring enhancements

• Emerging technologies

• Value-added reporting tools

• Predictive analytics capabilities

• Sustainability and emissions reporting

H. Additional Offerings & National Cooperative Purchasing Program

• Detail the scope of related products/solutions and services that your company offers. Include all catalog items for additional consideration.

Include any additional options that your company offers.

• Demonstrate your commitment to leverage the Axia Cooperative purchasing program to make the resulting contract available to public agencies across the country.

Include details about your firm’s ability to:

o Market the agreement to public agencies nationally o Educate your firm’s sales staff about the cooperative purchasing program o Connect your sellers with the Axia team to pursue joint selling efforts o Connect with customer decision makers o Track sales and report back to Axia Cooperative

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• What specific steps will your company take to train and equip their account managers to sell the cooperative contract / program on a national basis?

• Will you establish national sales goals for public agency adoption of the cooperative agreement?

• What tools will you utilize to track opportunities and hold sellers accountable?

• Who are your national/corporate points of contact for sales, marketing, contract administration and monthly sales reporting for the cooperative program?

• Describe all methods of accepting orders (online, apps, phone, email, in-person, etc.).

• Describe your available invoicing processes.

• Describe your customer issue resolution process. Also detail customer service escalation procedures.

• Describe performance measures for areas for customer success.

• Detail any value-added services and programs that may complement the comprehensive solutions and services offering. Such offerings may include (but are not necessarily limited to):

o Small business partnership programs, such as local fulfillment and/or service partners o Training & Education o Consulting services o Green / Sustainable programs, such as recycling programs, company policies, product certifications, staff and/or company certifications, sustainable distribution practices, etc.

• Complete and sign the Federal Funds Certification included in Attachment J, Exhibit C.

• Review the Sample Axia Cooperative Administration Agreement in Attachment J, Exhibit D. Note any questions, concerns and/or proposed exceptions.

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2. Price Proposal

• Please complete price page attached herein.

• Provide pricing in the available pricing table.

• Provide a detailed breakdown of any additional cost for software, installation, training and configurations, etc.

• Provide a comprehensive Not-To-Exceed (NTE) pricing / discount structure for participating agencies of the Axia Cooperative purchasing program. This may be a list of products and/or categories with corresponding minimum discounts, individual products with NTE unit prices, minimum hourly service rates, etc. This may include products/solutions and services that the City of Tucson itself may not specifically call out in the Scope of Work.

• Describe your pricing methodology. Do you utilize a discount off of list model, “web” pricing minus discount model, etc.?

• Describe how and how often the pricing documents are updated. Detail items and/or categories that may be updated more often than others.

• Detail how market conditions impact pricing and propose how you plan to account for such changes. Can pricing adjustments be audited and tracked with an index or other calculation?

• Describe any regional and/or individual custom pricing lists that may be available to participating agencies of the Axia Cooperative purchasing program. Detail how this kind of program can be extended to one or more participating public agencies, the number of items that can be made available through such a program, how and how often the list is updated, limitations based on the type and size of the participating agency, etc.

• Describe if and how volume discounts may be applied for certain orders.

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3. Qualifications and Experience

A. Organizational Experience (Provide details for the following)

• Number of years providing GPS fleet tracking and telematics services

• Experience serving municipal, county, or state government clients

• Experience managing fleets of comparable size and complexity

• Demonstrated success with mixed fleet types (light-duty, heavy-duty, specialty equipment)

• Provide a detailed overview of your company, including years in business, corporate headquarters location, number of employees and types of business.

• How many sellers are dedicated to selling to and supporting the state & local government and education (SLED) market?

• Detail your national product distribution and service delivery/support network.

• If your business intends to conduct business in the State of New Jersey, download, complete and sign the forms found in the “Vendor Forms Required For All Proposal Submissions” at https://www.nj.gov/treasury/purchase/forms.shtml#eo134.

B. Past Performance (Provide details for the following)

• Demonstrated measurable results (fuel reduction, idle reduction, safety improvements, cost savings)

• Client retention rates

• History of contract renewals

• Feedback regarding system reliability, customer service, and responsiveness

• Provide details on your firm’s experience delivering similar solutions for public sector organizations.

• Demonstrate your company’s ability to meet the evolving needs of public sector customers of varying sizes and locations.

• Provide at least three references for similar projects, including project scope, outcomes, and performance metrics.

C. Financial Stability (Provide details for the following)

• Years in business

• Evidence of stable growth

• Ability to sustain multi-year SaaS operations https://www.nj.gov/treasury/purchase/forms.shtml#eo134.

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• Disclosure of mergers, acquisitions, or ownership changes

D. Key Personnel & Staffing (Provide details for the following)

• Qualifications of assigned project manager

• Technical certifications of implementation staff

• Availability of dedicated account management

• Support staffing levels

• U.S.-based support operations

E. Compliance and Risk History (Provide details for the following)

• History of litigation within the past five (5) years

• Regulatory compliance record

• Data security incident history

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G. PRICING

PRICE PAGE

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 GPS Device (Year 1) 1 Each

2 GPS Device (Year 2) 1 Each

3 GPS Device (Year 3) 1 Each

4 GPS Device (Year 4) 1 Each

5 GPS Device (Year 5) 1 Each

TOTAL

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H. SPECIAL TERMS AND CONDITIONS

H.1. ADDITIONAL PURCHASE

The City of Tucson reserves the right to purchase additional equipment under the same terms and conditions of this contract within the next twelve months, if funds permit.

H.2. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

Funds are not presently available for performance under this Contract. The City's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this Contract until funds are made available for performance of this Contract.

H.3. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative and/or the Axia Cooperative purchasing program .

See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

H.4. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

H.5. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of three (3) years, unless terminated, canceled or extended as otherwise provided herein. The City may, at its sole option, extend the Contract's term for up to two (2) additional one-year periods or portions thereof.

http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638

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H.6. TRAVEL EXPENSE ALLOWANCES

The City’s allowance is limited to the total expense resulting from traveling directly to the destination and staying only the number of days necessary to conduct official business. The Consultant is encouraged to arrive earlier or stay longer than is necessary if doing so will result in savings to the City.

In some cases, because of airline discount terms, an additional day(s) of travel will result in substantial airfare savings -- enough savings to offset additional lodging and per diem costs. The Consultant shall fly coach when the flight includes both coach and first-class seats. First-class seats may be allowed if coach seats are not available and no other flight can be substituted. At travel destinations, the City will reimburse the Consultant for the use of airport limousines and taxis. No receipts are required for reimbursement of such expenses. Additional fees or fares incurred during air travel must be substantiated by a receipt. The total reimbursement for vehicular transportation shall in no case exceed the amount that would be incurred using air transportation. Travel by personal vehicle shall be reimbursed in accordance with the current Federal per diem rates. All vehicular parking or storage costs will be reimbursed. Receipts are not required. Vehicle expense reimbursements will be paid only to the vehicle owner. Passengers are not entitled to vehicular expense reimbursement.

The City will pay the actual cost of rooms including tax based upon the Federal Per Diem rates. Both the room rate and tax paid must be substantiated by a receipt that indicates payment has been made.

All in-state travel will be reimbursed at the City’s per diem rate. A complete list of the Federal GSA Per Diem rates are available at: http://www.gsa.gov/portal/category/100120.

For meals and miscellaneous expenses, the Consultant may choose to receive either (1) the Federal GSA per diem amount (a flat rate), or (2) a reimbursement for actual expenses. A higher dollar amount is allowed under the actual expense reimbursement option; however, receipts must be retained under this option. The Consultant is not required to keep receipts if the per diem option is chosen.

Only one method of reimbursement can be used for the entire trip (i.e., the Consultant cannot request a per diem amount for some days and actual expense reimbursement for other days).

Meals provided for by another agency or others will be subtracted, if the per diem allowance is elected.

For days of arrival and departure, the per diem amount will be determined by adding the amounts below for each meal the Consultant eats at the travel destination. The current FY meal per diem for Tucson, Arizona is as follows:

The Consultants who select the per diem option and spend less than the per diem amount are encouraged to request a reimbursement only for the amount actually spent. No receipts are required to receive actual reimbursement where the amount requested is less than or equal to the per diem amount.

Miscellaneous expenses include local phone calls, snacks, and gratuities. Miscellaneous expenses are included in the per diem rate. If the actual expense reimbursement option is chosen for out-of-state travel, receipts are required for miscellaneous expenses.

Long distance telephone charges are allowed for official calls, and are governed by the following: Calls for official City business other than to City offices shall be paid by the Consultant. The Consultant will be reimbursed upon submission of appropriate documentation relative to cost and purpose of the call, and with the approval of the City Representative for this contract. Calls other than City business shall not be made at City expense.

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The above is pursuant to City policy: Administrative Directive 3.03-1, Travel Authorization and Expense Allowance.

H.7. Data Protection and Artificial Intelligence (AI)

Any contract awarded pursuant to this solicitation will contain the General Terms and Conditions Data Protection and AI listed in the corresponding attachment titled, "General_Terms_and_Conditions_Data_Protection_and_AI".

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I. INSURANCE REQUIREMENTS

I.1. REQUIRED INSURANCE POLICIES

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of not less than A-VII:

I.2. COMMERCIAL GENERAL LIABILITY

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits no lower than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

C. Products & Completed Operations Aggregate: $2,000,000

D. Personal and Advertising Injury: $1,000,000

E. Blanket Contractual Liability: $1,000,000

I.3. COMMERCIAL AUTOMOBILE LIABILITY

Policy must include…