N4008522Q2523-PWS Fleet Vehicle Share.docx

PERFORMANCE WORK STATEMENT

Fleet Share Technology Vehicle on Demand Service (VoDS)

1.0 General Description:

1.1 Fleet Share Technology Demonstration: Naval Facilities Engineering Command (NAVFAC) MIDLANT, Norfolk requires Fleet Management and Motorpool services for vehicle sharing. This includes Deploy and test Vehicle-on-Demand system – Brand Name or Equal, with stand-alone key management, on-line reservation and reporting system which shall provide fleet sharing for a collective fleet of 185 vehicles at Naval Station Norfolk. An initial on-site or virtual Fleet Share Technology demonstration is required prior to submission of quote.

LOCATION: NAVAL STATION NORFOLK (Support for licensing up to 185 Units (with option to include additional locations)

Key Control Hardware 1 – 35 Mail Slot Secure Asset Manager Key Boxes 4 – 56 Mail Slot Secure Asset Manager Key Boxes 5 – Ruggedized Touchscreen Kiosks 5 – Ruggedized Key Boards 5 – Outdoor Environmentally Controlled Enclosures 5 ‐ Cradle Point Secure Cellular Routers 5 – Annual Communication Fees for Secure Cellular Routers

Professional Services Project Management – 20 Hours Data Conversion, Configuration and Implementation Services – 44 Hours Fleet Commander Set Up – Flat Fee Remote System Administrator Training (Up to 6 System Administrators) – 6 Hours Billing Algorithm and Export File (Maximo) – 24 Hours

1.2 Project Objectives:

The objective of the procurement is to obtain a Fleet Share Technology Vehicle on Demand Service (VoDS) – Brand Name or Equal, and hardware in an effort to enhance user accessibility, reduce costs and optimize the utilization of government pool vehicles. The system shall assist the organization in achieving the following objectives:

a) Standardizing data for each vehicle in a vehicle pool (shared fleet)

b) Managing the information for those eligible to drive/reserve vehicles from the organizations shared fleet.

c) Managing the information for those eligible to obtain and utilize a Government Fuel Credit Card

d) Communicating and enforcing fleet policy to shared fleet drivers

e) Facilitating online requests for vehicle reservations

f) Automating the dispatching (key check-in and check-out) process for shared fleet vehicles

g) Securing keys in automated storage solution that allows on-demand access for shared fleet drivers

h) Securing Government Fuel Credit Cards in automated storage solution that allows on-demand access for shared fleet drivers that complies with Fuel Card regulations.

i) Automatically capturing fleet metrics to support utilization reporting, and more

j) Reporting to assist fleet managers in optimizing the use of fleet vehicles and staff

Following implementation of the selected technology, metrics will be available to assist in right-sizing of pooled fleet vehicles and determination of ROI. Right-sizing initiatives will ensure the organization has the correct quantity and type of vehicles available to fulfill mission requirements, while ROI will establish long term financial feasibility to fleet share technology.

1.3 Scope of Work

Note: This Scope of Work is a non-technical description of observed site conditions and a generalized description of work that may be required to make the modifications or repairs to achieve the project objectives. The Contractor is required to thoroughly review site conditions and record documents to determine the full extent of work necessary to achieve the project objectives.

If the Contractor believes additional work is necessary for a “complete installation” or believes work described herein is “unnecessary”, the Contractor, within one week of the RFP posting date, must submit a Pre-Proposal Inquiry (PPI) describing the recommended additive or deductive work in sufficient detail for the Government to determine if the recommendation should be incorporated into the Request For Quote (RFQ).

A. General Requirements

I. Driver Information Requirements

a. The system shall include the following methods and features, at a minimum, for managing user profiles:

i. An automated user registration process that requires Fleet Manager approval

ii. A method for manually adding users

iii. A method for viewing, editing and deleting user profiles

iv. A method for requiring users to update their profiles at regularly scheduled intervals

v. Ability to store information about a user’s certifications and training (i.e. driver’s training, Fuel Card Certificate and Statement of Understanding etc.)

vi. Ability to determine fields which are viewable by users

vii. Ability to determine fields which are editable by users

viii. Ability to add custom fields as defined by the Fleet Manager

b. The system shall maintain identification data about drivers:

i. Last name, first name

ii. Contact information (phone numbers, email addresses, department, command, mailing address)

iii. Organizational affiliations including supervisor information (phone numbers, email addresses, department, mailing address)

iv. Ability to attach Driver’s Training Certification to the drivers file as well as any other attachments as needed.

v. Ability to record Driver License expiration date/State of Driver’s License.

vi. Annual requirement to update profile manually (have to check the box before they are allowed into reservation system)

c. The system shall maintain the following minimum permissions features for each user relative to use of shared fleet vehicles:

i. Sites/fleets which user is eligible to request vehicles from

ii. Groups of vehicles which user is eligible to request / use as defined by Fleet Manager

iii. How vehicles can be used (e.g. daily use, assigned)

iv. How the system assigns vehicles to a reservation request (automatic or manual)

v. How the system approves vehicles (automatic or manual)

vi. Information the user is able to view as part of the vehicle reservation process

vii. Whether the user is able to use a self-service vehicle check out process

viii. A vehicle requester can add themselves to a vehicle as a passenger if the driver is a rideshare participant

d. The system shall maintain the following minimum system access information for each user:

i. Permissions that determine whether the user is “enabled” or “disabled” from use of the system

ii. Permissions which define which system functions the user can access including, but not limited to:

iii. Administrative permissions (Enterprise level and/or Fleet Manager)

e. The system shall maintain the following information for each user, at a minimum:

i. System User Name

ii. Password (Password strength established by System Administrators using configurable password strength rules)

iii. Supervisor’s name and contact information

f. The system shall include tools to communicate and enforce fleet policy as follows:

i. Require users to acknowledge fleet policies upon the initial login

ii. User definable capability to add, edit and delete policies as needed.

II. Vehicle Information Requirements

a. The system shall include the following methods, at a minimum, for managing vehicle profiles:

i. A method for manually adding vehicles

ii. A method for viewing, editing, and deleting vehicle profiles

iii. A method for retrieving deleted vehicle profiles

iv. Ability to add custom fields as defined by System Administrators

v. Ability to attach documents to Vehicle data

b. The system shall maintain system permissions for each vehicle relative to use of fleet vehicles, as defined by the Fleet Manager, including the following, at a minimum:

i. Site Name, Site Specific ID, action Code, Project Code

ii. Define Division/Office vehicles

iii. How vehicles can be used (e.g. daily use, maintenance, assigned)

iv. How the system assigns vehicles to a reservation request (automatic or manual)

v. How the system approves vehicles (automatic or manual)

vi. Whether the vehicle is able to be used as part of the self-service vehicle check out process

III. Reservation System Requirements

a. The system shall include the following methods and abilities for managing reservations, at a minimum:

i. A method for manually adding reservations and provide safeguards to eliminate errors

ii. A method for viewing, editing, and deleting reservations

iii. A method for retrieving deleted reservations

iv. Ability to add reservation custom fields as defined by System Administrators

v. Ability to require verification from drivers acknowledging fleet policy

b. The system shall have a method for users to request and reserve vehicles. The process shall include the following minimum capabilities:

i. The ability to make a reservation for him/herself or on behalf of another user

ii. The ability to identify how the vehicle will be used

iii. The ability to identify the site from which the vehicle will be used

iv. The ability to modify the reservation form contents based on how the vehicle will be used v. The ability to modify the reservation form contents based on which site the vehicle will be picked up from

c. The system shall have a method for fleet managers to request vehicles. The process shall include the following minimum capabilities:

i. The ability to make a reservation for him/herself or on behalf of another user

ii. The ability to identify how the vehicle will be used

iii. The ability to identify the site from which the vehicle will be used

iv. The ability to modify the reservation form contents based on how the vehicle will be used

v. The ability to modify the reservation form contents based on which site the vehicle will be picked up from

d. Pre-population of the reservation form with the following minimum default information:

i. Start dates and times

ii. End dates and times

iii. Vehicle Types

iv. The ability to include custom, Administrator-defined fields on reservation forms

v. The ability for the system to automatically validate data that appears on forms

vi. The ability for authorized users to select specific vehicles as part of the reservation process

vii. The ability for users to clone reservations in order to increase the speed with which “like” reservations can be made

viii. The ability to manually assign a vehicle and approve the request as part of the reservation process

ix. Ability to gather travel related data: Destination, Site Name, Fleet Administrator defined fields

e. The system shall have a method for Fleet Managers to assign rules to vehicles that shall consider the following factors at a minimum:

i. Which vehicle was used least.

ii. Which vehicle has the highest or lowest mileage.

iii. Which vehicles are currently in use.

iv. Class/type of vehicle needed to meet driver needs.

f. The system shall include the following minimum capabilities for built in reservation rules:

i. Allow user to cancel a reservation.

ii. Provide the ability for the administrator to define the reservation cancellation reasons

iii. Provide the ability for the administrator to define weekday, weekend, and holiday operating hours in order to preclude users from making reservations outside of the defined operating hours (vehicle assignment within 3 weeks)

g. The system shall include the following methods, at a minimum, for communicating reservation status to users:

i. The ability to send a configurable email upon submittal of a reservation to the person making the request, the driver, the driver’s supervisor and others.

ii. The ability to send a configurable email upon approval of a reservation to the person making the request, the driver, the driver’s supervisor and others.

iii. The ability to send a configurable email upon cancellation of a reservation to the person making the request, the driver, the driver’s supervisor and others.

IV. Reports

a. The system shall include the following minimum reporting capabilities:

i. User/Driver Reports

ii. Summary reports

iii. Detailed reports that shows all details for each user

iv. Driver eligibility that highlights driver’s training, readiness/ability and accident history

v. Vehicle Reports

vi. Summary report that provides vehicle information in list form

vii. Detailed report that shows all details for each vehicle

viii. All vehicle data in Excel column format

ix. A list of vehicles leaving and returning in a given time period

x. Reservation Reports

xi. Summary of reservations in list form

xii. Detailed report that shows all details for each reservation

xiii. Summary list of completed reservations

xiv. Detailed billing reports

xv. Summation of reservation data by usage by department

xvi. Summary of abuses such as late returns

xvii. Summary of cancellations

xviii. Utilization report by site location

xix. Utilization report by vehicle type

xx. Utilization report by capacity versus demand

xxi. Report that identifies over/under-utilized vehicles based on miles

xxii. Report that identifies over/under-utilized vehicles based on days utilized versus days on overhead

V. Licensing and Hosting

a. The system shall have Software-as-a-Service licensing of the fleet vehicles being managed by the software

b. The system shall have unlimited ability to add driver and administrator access without additional cost

c. The system shall be hosted by or through the software company and provide proof of integrity of network/systems architecture

d. The system shall have Data Protection features that include, at a minimum, encryption of data in transmission as well as encryption of data at rest for all vehicles, users and purchasing information

VI. Data Rights

a. The organization retains unlimited data rights. The off-the-shelf software provider shall guarantee that the data is compliant with data protection processes and never shared or sold to anyone outside of the organization. Unlimited rights include the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, and perform and display publicly, in any manner and for any purpose, and to have or permit others to do so, but not limited to permissible use including:

i. 1. Providing data to another agency, contractor, general public and may post and/or repost data to public web sites.

VII. Technical Support

a. The system shall include the following technical support, at a minimum:

i. Initial online user trainings including configuration and general complete trainings

ii. Toll free technical support available for users and Fleet Administrators during normal business hours

iii. The software contractors shall set-up the software and the import of fleet and initial user data

iv. Ensure that Enterprise and Fleet Manager (up to ten (15) people) receive training to efficiently utilize the software and its features. In addition, make all training materials available for future use, reference and subsequent onboard employee training.

v. Cost free webinar/internet-based training for fleet staff and administrative users of the system

VIII. Hardware

a. All system hardware, including but not limited to key boxes and kiosks, as noted in Section I, shall be provided by the vendor.

b. Vendor provide a secure automated key management system allowing for retrieval of keys based upon reservations and on-demand requests.

IX. Data Security

a. Vendor must have comprehensive physical security to ensure the safety of data and continuity of operations.

Note: Vendor must comply with all requirements under the Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.204-7012, and the National Institute of Standards and Technologies (NIST) Special Publication 800-171, and General Services Administration Acquisition Manual (GSAM) rules.

b. Vendor must have comprehensive physical security to ensure the safety of data and continuity of operations.

i. The vendor must have demonstrated capabilities involving network security

ii. The system design must include encryption of all personally identifiable information in transit, i.e., traversing the Internet

iii. The vendor must have a comprehensive server security that ensures only authorized administrators have access to the system

iv. The vendor must have a comprehensive data security and privacy plan and must provide if requested

v. The system design must include encryption of all personally identifiable information at rest, i.e., database and logs stored in a hosting environment

vi. Application-level security shall restrict access to only authorized users.

vii. All system components and data must be located in data centers within the continental United States.

X. Maintenance

a. The Vendor shall provide annual maintenance, technical support and upgrades as the following:

i. When needed vendor must provide system maintenance support and overnight delivery of hardware parts should they be required.

ii. Motor Pool Module Annual Maintenance and Technical Support for Software

XI. Accessibility

a. The vendor must meet all requirements and be in compliance with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d).

b. Rehabilitation Act of 1973.

i. This requirement is for Information Technology (IT) and meets the Technical Standards described in Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended. Specifically, in accordance with FAR Part 39.203, it is determined after the user input data to the GSA Wizard, that the following accessibility standards at 36 CFR part 1194 are applicable: Section 508, Subpart D Information, Documentation and Support §1194.41 which includes:

1. Product support documentation provided to end-users shall be made available in alternate formats upon request, at no additional charges;

2. End-users shall have access to a description of the accessibility and compatibility features of products in alternate formats, or alternate methods upon request, at no additional charge; and

3. Support services for products shall accommodate the communication needs of end-users with disabilities.

XII. Site Visit Access and Badging

a. Contractor, when visiting to execute requirements in this contract, shall adhere to all military installation access requirements. At a minimum, this includes, for Navy installations, completion and submission of a SECNAV 5512 visit request form at least 15 calendar days in advance of the site visit, for contractor personnel who are U.S. citizens.

XIII. Data/Deliverable Requirements:

a. Navy personnel will access reports generated by the contractor’s on-line reservation and reporting application.

XIV. Government Furnished Property:

a. Fleet Vehicles. Navy will make available the government-owned vehicles and keys to be configured with the fleet-share system.

b. Computer Systems. Government will provide the NMCI computer systems for accessing the Fleet-share system.

XV. Place of Performance:

a. Naval Station Norfolk, Virginia. Project requires site visits for the initial system installation and periodic service calls to the project sites.

XVI. Invoicing:

a. Upon completion of the work, training and acceptance of the work by an authorized Government Representative, the Vendor shall invoice for payment using the Government’s Wide Area Workflow (WAWF) payment system. The “Inspect By” field shall be N40085BSVE in order for NAVFAC Transportation Core to inspect the invoice as proper and received.