Informal_RFP_4218.pdf

Request for Proposals

City of Minneapolis Public Works

Driver License Monitoring System Event #0000004218

Proposals Due by: 12:00 PM, August 24, 2026

Informal Request for Proposals for

Driver License Monitoring System

I. BACKGROUND: It is the intention of the City to solicit proposals of Driver License Monitoring.

Currently, the department monitors up to 1000 employees with 10 users utilizing the platform. The system automatically flags when any issues pop up with driver license.

II. SCOPE OF SERVICES: City of Minneapolis Public Works Department is looking for the vendor to provide the following services:

• Continuous License Monitoring: Real-time tracking of driver license status, including alerts for suspensions, revocations, expirations, and downgrades, with automatic checks for CDL validity.

• MVR Management: Centralized access to nationwide Motor Vehicle Records, with automated updates, historical tracking, and risk scoring.

• Risk Assessment & Reporting: Driver risk categorization, trend analysis, and customizable dashboards to support fleet-wide safety and compliance audits.

• Proactive Notifications: Near real-time alerts for license changes, infractions, accidents, and policy violations with management escalation options.

• Training Integration: Targeted online safety training assigned based on infractions, with progress tracking and analytics for behavioral improvement.

• Compliance Support: Pre-employment baseline MVRs, ongoing employee monitoring, and adherence to DOT/FMCSA regulations, with integration capabilities for HR and fleet systems.

• Implementation o Enroll drivers and set baseline MVRs o Configure alerts and reporting intervals o Integrate with internal HR and safety systems o Regularly review and adjust risk thresholds

III. PROPOSAL FORMAT: To allow for easier comparison of proposals during evaluation, proposals should contain the following sections and appendices and be arranged in consecutive order.

1. Executive Summary - The Executive Summary should include a clear statement of the Consultant’s understanding of the RFP including a summary of the Scope of Work. Include, at a minimum, an outline of the contents of the proposal, an identification of the proposed project team, a description of the responsibilities of the project team, and a summary of the proposed services.

2. Scope of Services - Describe in detail how services will be provided. Include a detailed listing and description of tasks and deliverables.

3. Experience and Capacity - Describe background and related experience demonstrating ability to provide required services. Indicate if company expansion is required to provide service.

4. References - List references from contracts similar in size and scope.

5. Personnel Listing - Show involved individuals with resumes and specific applicable experience.

Sub-consultants should also be listed, including the identification of any that are certified in the City of Minneapolis Small & Underutilized Business Program.

6. Cost/Fees - Indicate proposed cost of service including a description of how costs were determined; hourly rates and minimum billing increments, if any; direct costs and payment billing schedule; list of charges per classification of employee; cost breakdown for each year of service.

7. Company Financial Information: Proof of financial responsibility.

IV. EVALUATION OF PROPOSALS – SELECTION OF CONSULTANT: Proposals will be reviewed by an Evaluation Panel made up of representatives of the City of Minneapolis, Department of Public Works. Evaluations will be based on the required criteria listed in the Section titled “PROPOSAL FORMAT”, and the following:

A. Quality, thoroughness, and clarity of proposal.

B. Qualifications and experience of staff (includes a review of references).

C. How well the Scope of Services offered meets department objectives.

D. Cost of services proposed.

V. PROPOSAL DUE DATE and LOCATION All proposals must be submitted electronically through the eSupplier Portal. If you are already a City Supplier, you should have received an email containing your eSupplier User ID and Password. If you do not remember your password, click on the "Forgot Password" tile to enter your User ID and a new password will be emailed to you. If you are not already a city supplier, click on the eSupplier link below and then click on the "Bidder Registration" tile to register. If you need further assistance with eSupplier, please send an email to eprocurement@minneapolismn.gov

NOTE: Late Proposals will not be accepted.

eSupplier Portal - Electronic Proposal Submission http://minneapolismn.gov/finance/procurement/eSupplier

VI. DEPARTMENT CONTACT/REQUESTS FOR CLARIFICATION: The Agency’s primary interface with the City will be with the Contract Manager who will act as the City’s designated representative for the Project. Prospective responders shall direct inquiries/questions in writing only to:

Contract Manager: Monique Fish Email: Monique.fish@minneapolismn.gov James Landsberger Email: James.landsberger@minneapolismn.gov

Responses to the questions will be posted as an addendum to the current event in the eSupplier Portal mailto:eprocurement@minneapolismn.gov http://minneapolismn.gov/finance/procurement/eSupplier mailto:Monique.fish@minneapolismn.gov mailto:James.landsberger@minneapolismn.gov

– Contracting Opportunities.

The Contract Manager is the only individual who can be contacted regarding the Project before proposals are submitted. The Contract Manager cannot vary the terms of the RFP.

VII. SCHEDULE: The following is a listing of key Proposal and Project milestones and duration:

RFP Release August 10, 2026 Questions on RFP Due by 4:00 pm on August 14, 2026 Responses to Questions posted by 4:00 pm on August 18, 2026 Proposals due by 12:00 pm on August 24, 2026 Estimated service provider(s) selection August, 2026 Estimated services start date September 1, 2026 Estimated services end date August 31, 2029

VIII. CONTRACT: The contracting parties will be the City of Minneapolis and each Consultant selected to provide the services as described herein. The selected proposal, along with the RFP and any counterproposal will be incorporated into a formal agreement after negotiations. It is the intent of the City to award a single contract for a term of three (3) years with the option to extend the contract, on an annual basis, at the sole option of the City, for two (2) additional years.

IX. REJECTION OF PROPOSALS: The City does not promise to accept the lowest cost proposal and specifically reserves the right to reject any or all proposals, to waive any formal proposal requirements, to investigate the qualifications and experience of any vendor, to reject any provisions in any proposal, to obtain new proposals, to negotiate the requested services and contract terms with any vendor, or to proceed to do the work otherwise. Incomplete proposals and proposals not sufficiently detailed or not in acceptable form may be rejected by the City.

X. ADDENDA TO THE RFP/SUPPLEMENTAL INFORMATION: If any addendum is issued for the RFP, it will be posted as an attachment to the RFP package in the eSupplier portal. The City reserves the right to cancel or amend the RFP at any time.

XI. DATA PRACTICES: Data you provide in response to this RFP will be subject to the Minnesota Government Data Practices Act and may be available to the public. Minn. Stat. 13.591 classifies Business Data and subdivision 3 specifically addresses data submitted in response to an RFP. If you are submitting specific data which you believe meets the definition of trade secret data as defined in Minn. Stat. 13.37, please indicate this on the documents containing the data. The City may ask you to establish that the data meets all of the conditions set forth in Minn. Stat. 13.37, subdivision 1(b).