OA ITSD 0000000030SL,01.doc

State of Missouri Office of Administration (OA) General Services Fleet

Invitation for Bid (IFB) for Motor Pool Management System

BID DUE NO LATER THAN: 08/26/2026 AT 2:00 PM CENTRAL TIME

Response should be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

IFB CONTACT INFORMATION:

PROCUREMENT OFFICER: Tiffanie Meyer

PHONE NO.: (573) 522 2032

EMAIL: tiffanie.meyer@oa.mo.gov See “IFB Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Office of Administration

General Services

4720 Scruggs Station Rd

Jefferson City, MO 65109

ATTENTION:

1. After reviewing the Invitation for Bid (IFB), the vendor must complete and return Exhibit A, Bid Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the IFB’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a response. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

AMENDMENT #01 to OA ITSD 0000000030SL

TITLE:

Motor Pool Management System

CONTRACT PERIOD:

Date of Award Through One Year

PLEASE BE ADVISED OF THE FOLLOWING CHANGES AND CLARIFICATIONS:

1. Bid Due Date has been extended to 8/26/2026 at 2:00 p.m.

Vendors may review the revision(s) to the MissouriBUYS, powered by MOVERS electronic solicitation and the amendment document(s) at https://MissouriBUYS.mo.gov. You may be required to acknowledge the electronic amendment.

ATTENTION: IF YOU HAVE ALREADY SUBMITTED A RESPONSE TO THE SOLICITATION, ACCEPTANCE OF THE AMENDMENT AND RESUBMISSION YOUR SOLICITATION RESPONSE IS NECESSARY TO ENSURE THE STATE OF MISSOURI SUCCESSFULLY RECEIVES YOUR SOLICITATION RESPONSE.

Follow the instructions in the Reference Guide for How to Submit Response Online (https://missouribuys.mo.gov/media/pdf/movers-bid-response-instructions ) and outlined below if previously responded to the solicitation prior to the amendment issuance.

1) Log into MissouriBUYS, powered by MOVERS (https://missouribuys.mo.gov/).

2) Under Tasks click View Negotiations below Solicitations.

3) The Active Solicitations page will appear. Utilize the search filters and click on the Solicitation Number to open.

4) The Overview page will display. Click Create Response.

5) A Warning pop-up box will open. The supplier must click Yes to continue to view and acknowledge amendments.

6) The supplier should highlight the Amendment(s) and view the changes made via the amendment(s). Once the review is complete, select the Acknowledgement checkbox for each amendment and click Submit at the top right-hand corner of the page. NOTE: A Warning pop-up box will open if all amendments have not been acknowledged. Click Yes to continue.

7) A Confirmation pop-up box will open confirming amendments have been acknowledged. It will also warn that resubmission of the previously submitted response is necessary prior to response to the amendment. Click OK.

8) Supplier will need to click Create Response again and respond to the amended solicitation. NOTE: The Create Response step includes attaching the supplier’s response again.

State of Missouri Office of Administration (OA) General Services Fleet

Invitation for Bid (IFB) for Motor Pool Management System

BID DUE NO LATER THAN: 08/26/2026 AT 2:00 PM CENTRAL TIME

Response should be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

IFB CONTACT INFORMATION:

PROCUREMENT OFFICER: Tiffanie Meyer

PHONE NO.: (573) 522 2032

EMAIL: tiffanie.meyer@oa.mo.gov

See “IFB Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Office of Administration General Services 4720 Scruggs Station Rd Jefferson City, MO 65109

ATTENTION:

4. After reviewing the Invitation for Bid (IFB), the vendor must complete and return Exhibit A, Bid Signature Page and all other necessary exhibits.

5. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the IFB’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

6. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a response. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

IFB Organization:

IFB Vendor Response Exhibits

(Return these exhibits with the bid)

BUSINESS COMPLIANCE EXHIBITS

1. INTRODUCTION AND BACKGROUND INFORMATION SECTION

1.1 Introduction:

1.1.1 Purpose: This document constitutes a request for quotation for the provision of a cloud-based Motor Pool Management System, as set forth herein by the Office of Administration – Information Technology Services Division, on behalf of the Office of Administration – General Services Division (hereinafter referred to as “department”).

1.1.2 Minimum Experience Qualifications: There are minimum experience qualifications in the IFB (See Section 2.2, Minimum Experience Requirements in Section 2: Scope of Work).

1.1.3 Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

1.1.4 Background and Historical Usage Information:

1.1.5 Currently under contract for up to 5500 licenses cloud based Saas solution to dispatch, reserve up to 120 vehicles for the State of Missouri Fleet Motor Pool on an automated system.

1.1.6 Agency currently has three (3) locations for current consideration with anticipation of future growth.

1.1.7 Agency currently has two (2) locations with fifteen (15) to twenty-five (25) vehicles and a third location with sixty (60) vehicles. Key boxes should be sized to accommodate current and expanded key management at each location. The location with sixty (60) vehicles will have the key box located outside the building. There will only be one set of keys per vehicle to be secured at each location.

1.2 Current and/or Previous Contract Information:

1.2.1 A current contract exists for the products and/or services being obtained via this IFB. The contract number is: CT230728001 and can be viewed via the MissouriBuys Contract Board. https://missouribuys.mo.gov/contractboard

1.2.2 State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links:

https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

1.3 IFB Questions:

1.3.1 Procurement officer is the Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the IFB, the evaluation, etc., to the procurement officer indicated on the first page of this IFB. It is preferred that questions be emailed to the procurement officer.

1.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

1.3.2 Vendor is Responsible for Asking Questions About the IFB: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the department if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a response.

1.3.3 Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the IFB, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the bid closing date and time of the bid. If not received prior to ten (10) calendar days before the bid closing date and time, the department may not be able to fully research and consider the respective questions or issues.

1.3.4 State’s Response to Vendor Questions: Upon the department’s consideration of questions and issues, if the department determines that changes are necessary, the resulting changes will be included in a subsequently issued IFB amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an IFB amendment. All vendors will be advised of any change to the IFB’s language, specifications, or requirements by a formal amendment to the IFB. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

1.3.5 IFB is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the IFB and any amendments thereto.

1.4 Amendments:

1.4.1 If the department determines that changes to the IFB are necessary, the resulting changes will be included in a subsequently issued IFB amendment(s) prior to the bid closing date and time.

1.5 Glossary of Terms and Acronyms:

1.5.1 Whenever the following terms and acronyms appear in the IFB document or any amendment thereto, the definitions or meanings described below shall apply.

1.5.2 General Glossary, Acronyms, and Abbreviations:

1.

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the department. The agency is also responsible for payment, unless otherwise specified herein. Note: The terms “department”, “state agency”, “state”, and “State of Missouri” are used interchangeably throughout the document and have the same meaning.

2.

Amendment means a written, official modification to a solicitation or contract.

3.

Attachment applies to all documents which are included with an IFB to incorporate any informational data or requirements related to the performance requirements and/or specifications.

4.

Bid Closing date and Time and similar expressions mean the exact deadline required by the IFB for the receipt of sealed bids.

5.

Procurement officer means the procurement staff member of the department.

6.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

7.

Contract means a legal and binding agreement between two or more competent parties, for consideration for the procurement of equipment, supplies, and/or services.

8.

Contractor means a supplier, bidder, person, or organization who is a successful vendor as a result of an IFB and who enters into a contract.

9.

Exhibit applies to forms which are included with an IFB for the vendor to complete and submit with their response prior to the specified closing date and time.

10.

Invitation for Bid (IFB) means the solicitation document issued by the department to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the IFB); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the IFB Vendor Response Exhibits, Attachments, and Amendments of the IFB.

11.

May means that a certain feature, component, or action is permissible, but not required.

12.

Must means that a certain feature, component, or action is a mandatory condition.

13.

NIST refers to National Institute of Standards and Technology 14.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

15.

Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the IFB. The pricing pages must be completed and submitted by the vendor with the response prior to the specified bid closing date and time.

16.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

17.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

18.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which governs the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of the department.

19.

Shall has the same meaning as the word must.

20.

Should means that a certain feature, component and/or action is desirable but not mandatory.

21.

State collectively referring to the state government and/or the agencies thereof.

22.

Supplier has the same meaning as the word, vendor.

23.

Vendor means the supplier, bidder, person, or organization that responds to an IFB by submitting a bid with prices to provide the equipment, supplies, and/or services as required in the IFB document.

1.6 Accuracy of Background Information:

1.6.1 Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this IFB.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

2. SCOPE OF WORK SECTION

2.1 General Requirements:

2.1.1 The contractor shall provide an “out of the box” cloud-based motor pool management solution for the Department of General services in accordance with the provisions and at minimum requirements stated herein and to the sole satisfaction of the state agency. Contractors should identify additional benefits beyond the stated minimum requirements when possible.

2.1.2 The contractor shall either provide the services directly or shall provide a person/personnel who must comply with the requirements stated herein. Therefore, references to “the contractor” throughout this document shall also be deemed to include the person/personnel provided by the contractor.

2.2 Minimum Experience and Case Studies Requirements:

2.2.1 The contractor must meet or exceed the following minimum experience requirements at the time of bid submission and for the duration of the contract:

1.

The Contractor must have a minimum of 5 years of experience with Fleet Management and must have a minimum of 2 years of direct motor pool experience. Preferred experience with State and Government. Must have large quantity motor pool otherwise.

2.

It is desirable that the experience is with the prime contractor. If the prime vendor will contract out to a proposed subcontractor to meet the experience level, the prime contractor must identify the subcontractor and how the subcontractor’s experience satisfies the experience requirement.

2.2.2 The contractor must provide documentation that proves successful implementation of the solution in compliance with listed requirements. The documentation shall include client references with contact information from at least two (2) completed projects that demonstrate this relevant experience.

2.3 Personnel Qualifications:

2.3.1 The contractor shall include the following personnel to administer and perform the contract requirements:

1.

Contact Person: The contractor shall designate a program director/contact person who shall serve as the contractor’s contact and shall be the liaison between the contractor and the state agency and must have at least two (2) years with direct motor pool experience. Government motor pool experience highly preferred. By no later than five (5) state business days after authorization by the state agency to proceed with services, the contractor shall provide the state agency with the name, address, email address, and telephone number of the contractor’s program contact person. The contractor’s contact person shall (1) oversee all services being provided, (2) assume responsibility and liability for services performed per the contract, and (3) serve as the primary point of contact with the state agency.

2.4 Scoring Element 1 Requirements: Core Functionality of the System 2.4.1 The solution shall be Software as a Service solution with the following:

1. At minimum provide a web-based, automated reservation control solution that dispatches state motor pool vehicles using keyless entry and/or key kiosk/box. This solution will automate the process of checking-in and checking-out vehicles.

2. Provide Motor Pool module for at least 120 vehicles, initially, with the potential to add incrementally as needed.

a. The motor pool module should allow users to quickly and effortlessly reserve vehicles 24 hours a day via the Internet.

b. The module must have a calendar screen that graphically displays the various status of the vehicle, such as “pending”, “available”, “out of service” and reservations to provide the manager with an overview of the fleet and allow for a dispatcher to do manual operations on vehicle reservations.

c. The module must have utilization reports to assist in right-sizing the motor pools.

d. Should support multiple location-specific motor pools while allowing for unique controls, vehicle categorization, location-specific authorized drivers list, distinct rate structures (daily, long term, cost per mile, mileage, and administrative fees, etc.) and scheduling rules.

2.4.1 The automated motor pool shall consist of cloud-based (Internet) software and accompanying hardware.:

1. At minimum integrate and automate reservation and key dispatching capabilities for unattended operation of motor pool and dispatch out and dispatch in of vehicles.

2. Shall create, maintain, and control access and information for users’ profiles who are authorized to use shared motor vehicles.

3. Distribute and centralize management of motor pool vehicles and users across multiple pool sites with ability to manage its motor pool vehicles and users without having access to other pool sites’ vehicles and users unless authorized to do so.

4. Manage inter-relationships between users and vehicles.

a. Capture motor pool vehicle utilization data by types of usage.

b. Define the vehicles and users by access groups, thereby preventing users from receiving a vehicle for which the user is not allowed to use based on State Fleet’s policies and rules.

5. The solution should Allow users to make and change their own online reservations with the motor pool reservation solution.

6. Provide automated confirmation emails to users concerning the status of motor pool reservations.

7. Allow users to report mileage odometer readings with telematic integrations and other information for assigned vehicles.

8. Provide access to the system’s user email tools allowing administrators to easily contact unique users.

9. The solution should at minimum Provide a printed trip ticket upon check-out with the same information listed above. It is highly desirable that the solution provides trip optimization based on distance and cost along with the ability to provide that information via the printed ticket or emailed to the listed user.

10. It is desirable for the solution to Provide the ability for the user to provide freeform comments about the vehicle, the reservation, and other items to the administrator during check-in in the motor pool reservation system.

11. Access the user’s reservations, once the user logs in, which shall be immediately available for dispatching.

12. The solution should have automated billing and electronic forms, therefore reducing or eliminating the paper-based forms and processes.

13. The solution should provide accurate projections of future vehicle usage.

14. Eliminate double-booking of vehicles, thereby reducing the frustration of users and staff and the extra work to procure additional vehicles.

15. The solution should track vehicle damages for the offending individual and issue notification to the agency.

16. Charge back to the offending organization or individual.

17. Display the following information to the user at the time of check-out before the key and fuel card are released:

a. Reservation confirmation number. Scheduled leaving date and time

b. Scheduled return date and time

c. Current leaving date and time

d. Vehicle type (e.g. SUV, Crossover, Light Duty Truck, Van, Sedan)

e. Vehicle’s year, color, make, model

f. License tag

g. Parking space

h. Current odometer

i. Fuel level

j. Optional equipment on the vehicle

2.5 Scoring Element 2 Requirements: Reports

2.5.1 The contractor shall at minimum provide pertinent reports scheduled or automated per States request detailed below:

1. Vehicle Usage Report:

a. Daily/Weekly/Monthly vehicle usage summary by location, user, and type of vehicle.

b. Mileage reports tracking total miles driven per vehicle.

c. Vehicle reservation details, including dates, times, purpose of travel, destination and driver information.

d. Provide instant availability of trip reports in case of audit.

e. Over/Underutilized vehicles.

2. Maintenance Reports

a. Vehicles scheduled for maintenance including scheduled maintenance dates.

b. Vehicles that are projected for maintenance in less than a month.

c. Shall have Automated scheduling and tracking of vehicle inspection reports.

3. Provide all levels of the organization with accurate, up-to-the-minute information reporting.

4. The solution’s reporting shall be across all modules at the location, single site, multi-site, and enterprise levels.

5. The solution should have multiple formats for reporting.

6. The solution should provide predictive analytics to determine correct number of vehicles to accomplish and provide safe, reliable, and cost-effective transportation that support state agencies in delivering essential public services. The State Motor Pool manages vehicles, reservations, and dispatch operations with a focus on operational excellence, fiscal stewardship, and continuous improvement. We ensure equitable access to well-maintained fleet resources, promote responsible vehicle use, and advance statewide goals for efficiency and accountability.

2.5.2 The solution should provide full vehicle lifecycle and able to project future vehicle usage.

2.5.3 The solution should generate predictive analytics to assist in vehicle right-sizing and replacement planning by utilizing, but not limited to, historical trip and usage data.

2.5.4 The solution at minimum will create a visual and automated alert system to notify administrators regarding late returns, no-shows, vehicles not picked up, vehicles not checked in, driver license suspension, eligibility denials, etc. It is highly desirable that notifications are customizable on triggers and delivery.

2.5.5 The solution will have tool for “Ad-Hoc” reporting for customized reports containing multiple captured data fields. It is preferred that the solution will allow for customized report templates to be saved for future use by other administrators.

2.6 Scoring Element 3 Requirements: Dashboards

2.6.1 The Solution should offer Dashboards with the following capabilities and requirements:

1. Automatically update motor pool dashboards to push motor pool data/metrics to a graphical display thereby relieving Fleet Management staff from having to manually mine the data.

2. Automatic dashboards shall provide access to tools and graphs that will display at a minimum the following:

a. The solution’s hour-by-hour fleet utilization graph on the dashboard.

b. The solution’s day-by-day fleet utilization reports.

c. The solution’s vehicle-by-vehicle fleet utilization reports.

d. The solution’s vehicle aging reports by miles and time.

2.6.2 The solution should provide Key Performance Indicators (KPIs) that track real time metrics such as cost per trip, cost per mile, driver activity, etc. It is highly desirable for state customization of KPIs as needed by agency.

2.6.3 The solution should use real-time telematics integrating regarding idle time, fuel usage, tank levels, tire levels, diagnostics, etc. and incorporate data into related dashboards.

2.6.4 The solution should utilize real-time telematic integration of multiple data streams, such as odometer, GPS, fuel, diagnostics, etc. to reflect current pool capacity and vehicle availability.

2.6.5 The contractor shall describe the dashboard’s “downtime visibility” features, integration, and unavailable vehicle availability identification and dispatch prevention.

2.6.6 Dashboards should be customizable to prioritize specific metrics, such as “pool capacity” or “cost per mile”, etc.

2.6.7 Dashboards should support customizable visual data formatting for various charts.

2.6.8 Dashboard should assist administrators in the dynamic reassignment of vehicles between the various pools based on predictive demand.

2.7 Scoring Element 4 Requirements: Integration with State Systems

2.7.1 The solution should provide the following data integration capabilities and requirements:

1.

The solution shall automatically verify that user is active employee and authorized to use state vehicles by using interface.

2. Verify that user has a valid driver’s license by Department of Revenue data integration.

a. Daily Human Resources import file to validate that driver is an active employee.

b. Daily Department of Revenue Drivers’ License import file to validate that active employee (driver) has valid license and to initiate notification when status is other than ‘valid’.

c. Solution validates various data to prevent dispatching of reservation and vehicle with driver whose license status is not ‘valid.’

The solution shall provide the interface with the state’s financial system & other files that are currently provided to Fleet as identified below. The details regarding these interfaces will be provided to the awarded contractor.

d. One-Way Billing Export to the state financial system Motor Pool only, the new system will exclude Work Orders.

e. One-Way Department of Revenue Interface: To check status of Employee License

f. One-Way Human Resource and Licensee Data Import File: Drivers' license status check. The system interfaces with Department of Revenue's Missouri Driver License System on a nightly basis to check license status. Vendor File - for state financial system customer numbers

g. Agency and Organization interface: The solution interfaces with state financial system and in the future ERP system with the agency and organization reference file on an annual basis to pull in Chart of Accounts (COA) Agency and Organization.:

h. Inter-Agency Customer Account interface: The solution interfaces with state financial system and in the future ERP system with the customer account reference file on a nightly basis to pull in active customer accounts.

i. In addition to the listed interfaces, the awarded vendor shall delete and add individual vehicle data either by interface or scheduled uploads.

3. Automate billing requirements with export file formatted to support state financial system and ERP system.

4. The solution should accommodate data migration variables.

2.7.2 The contractor shall describe in detail the step-by-step transition plan from current state to live environment. Include the solution’s standard process for adding new vehicles or expanding the flee post-implementation.

2.7.3 The solution should provide options on calculating charges per trip (daily, per mile, and admin). It is highly preferred calculations are completed in real-time.

2.7.4 The solution should provide options for providing digital receipts to agencies and summaries of charges by the ERP customer number.

2.7.5 The solution should allow for various filtering and grouping options by specific ERP customer numbers or location specific motor pools.

2.8 Scoring Element 5 Requirements: Access Management

2.8.1 The solution shall have the following capabilities

1. Access Management Requirements:

a. Services shall support SAML or OICD Connection for integration with the State’s identity and access management (IAM) tool single sign-on and should allow for multi-factor authentication and Single Sign On (SSO) integration.

b. Services that support both Workforce (State of Missouri Employees) will have separate URLs, connections, and database tables for managing roles and permissions for workforce user and citizens.

c. Workforce user information source of truth is the State of Missouri’s Active Directory.

d. IAM tool will authenticate the user to service-specific roles and permissions for each user is managed independently by the application.

e. Citizen user information source of truth is IAM tool, for non-PII data (first name, last name, email, phone number, and address).

f. No PII will be stored in the user’s IAM Profile.

g. The solution should enforce hierarchical security to restrict access by agency/organization while allowing schedulers to book on behalf of others.

h. Highly desirable that all checks are in real-time and immediately designed deny ineligible drivers.

2.8.2 The solution shall at minimum provide:

1.

User interface (UI) for vehicle check-in and check-out.

2.

Accommodate “ad-hoc” bookings for “drop-in” or last-minute walk-up reservations.

3.

Allow for detailed tracking of vehicle damage, maintenance issues, and driver behaviors such as speeding, idling, harsh braking, et 4.

The solution should allow for post-trip mobile feedback (including photos) to automatically trigger maintenance tickets and downtime visibility.

2.9 Scoring Element 6 Requirements: Services and Maintenance

2.9.1 Services Requirements:

1.

Site set-up: The contractor must:

a.

Provide State Fleet with templates to collect data for vehicles, users, departments, account codes, etc.

b.

Upon successful award, create a website dedicated to the State of Missouri.

c.

Vendor must have a process of uploading new data from an external source such as a spreadsheet or database into the motor pool management system to update vehicle information, user details, customer accounts, or other relevant data within the motor pool management solution.

d.

Vendor must import that data and work with State Fleet personnel to configure the site appropriately.

2.

Training: Using web-conferencing tools, vendor will instruct up to eight (8) State Fleet representatives on the administrative operation of the application.

3.

Hosting: The automated reservation software will be hosted by the vendor. Vendor will be responsible for providing the hardware platform, operating system, SQL software and the local administrative support for the operating system, the SQL software, the hardware, and data backup. Vendor will also supply the SSL certificates and provide personnel that can apply any software updates.

4.

Comprehensive Technical Support for Motor Pool Software and Hardware: Vendor shall provide e-mail and telephone support. Support is offered Monday through Friday 7:00 a.m. to 7:00 p.m. Eastern Standard Time, exclusive of state and federal holidays, with an eight (8) hour response time. All support requests to vendor personnel will be directed through one of the following State Fleet contacts: FleetManagement@oa.mo.gov or an authorized Fleet Management team members (names and contact information to be provided upon award). It is highly desirable that emergency 24/7 support is available.

5.

Software Maintenance: Vendor will provide State Fleet with patches, updates, releases, and versions of the application modules (including appropriate documentation) for which the State Fleet has purchased and is licensed. Vendor should provide schedule of / or prior notification for planned and unplanned updates, patches, releases, etc.

2.10 Performance/Product Requirements

2.10.1 Estimated Quantities: The quantities indicated in this IFB are estimates that pertain to the total aggregate quantities that may be ordered throughout the stated contract period. The estimates do not indicate single order amounts unless otherwise stated. Unless otherwise specified herein, the State of Missouri makes no guarantees about single order quantities or total aggregate order quantities.

2.10.2 Substitutions: The contractor shall not substitute any item(s) that has been awarded to the contractor without the prior written approval of the department.

1.

In the event an item becomes unavailable, the contractor shall provide a suitable substitute item. The contractor’s failure to provide an acceptable substitute may result in cancellation or termination of the contract.

2.

Any item substitution must be a replacement of the contracted item with a product of equal or better capabilities and quality, and with equal or lower pricing. The contractor shall understand that the state reserves the right to allow the substitution of any new or different product/system offered by the contractor. The department shall be the final authority as to acceptability of any proposed substitution.

3.

Any item substitution shall require a formal contract amendment authorized by the department prior to the state acquiring the substitute item under the contract.

4.

The state may choose not to compel an item substitution in the event requiring a substitution would be deemed unreasonable in the sole opinion of the State of Missouri. The contractor shall not be relieved of substituting a product in the event of manufacturer discontinuation or other reason simply for reasons of unprofitability to the contractor.

2.10.3 Replacement of Damaged Product: The contractor shall repair or replace any item or components received in damaged condition at no cost to the State of Missouri. This includes all delivery/transportation costs for returning non-functional items to the contractor for replacement.

2.10.4 Delivery Requirements: The contractor and/or the contractor's subcontractor(s) shall deliver products and/or services in accordance with the contracted delivery times stated herein or within a reasonable period of time, if a specific time is not stated to the state agency upon receipt of an authorized purchase order or P-card transaction notice. Delivery shall include unloading shipments at the state agency's dock or other designated unloading site as requested by the state agency. All orders must be shipped FOB Destination, Freight Prepaid and Allowed. All orders received on the last day of the contract must be shipped at the contract price. All deliveries must be coordinated with the state agency.

2.10.5 Background Checks: Prior to providing services under the contract, the contractor must ensure any personnel (including any third-party personnel) who have access to state data pass standard background checks equal to those required by the State of Missouri for employees, and if required by the state to address an audit, the contractor must attest whether all applicable employees passed background checks performed in accordance with the contractor’s standard background check process. The contractor shall be responsible for all costs associated with background checks. The state agency reserves the right to require the contractor to provide evidence of employees and all sub-contractors and their employees passing a background check. Link to MSHP Criminal Record Check website: http://www.mshp.dps.missouri.gov/MSHPWeb/PatrolDivisions/CRID/crimRecChk.html. The standard background check shall be a nationwide fingerprint check through Missouri State Highway Patrol completed at a frequency determined by the state.

2.11 Maintenance/Support Requirements:

The contractor shall provide on-going web-based software maintenance and support, enhancements, and hosting service for the fleet management system for the Office of Administration, General Services, in accordance with the provisions and requirements herein. Software support shall include all version upgrades, patches, and fixes as they become available. Software Support shall also include ongoing help desk support and web base support. Must have after hours support hours to support the hours of the State of Missouri.

2.12 Warranty Requirements:

2.12.1 All products and equipment should carry a minimum industry standard manufacturer’s warranty that includes materials and labor.

2.13 Installation Requirements:

2.13.1 The state will be responsible for installing the hardware and providing connectivity. The vendor shall provide guidance to facilitate the state’s support of online hardware.

1.

Post-Installation Support: Define provider support after the installation is complete, and access to the installation guide for future reference.

2.

Provide updates and revisions to the guide as needed to reflect changes in the system or technology.

2.14 Training Requirements:

1.

The vendor must provide On-Site training and/or Web-based training for System Admin Users. The vendor may provide additional options for Web-conferencing training and/or Online training for users.

2.

On-site training during implementation for system users, fewer than ten (10).

3.

Web-based training during implementation for system admin users, fewer than ten (10).

4.

Using web-conferencing tools, vendor will instruct up to eight (8) State Fleet representatives on the administrative operation of the application.

5.

Online training for users (drivers). Provide ongoing training resources/online workshop/users’ guide.

2.15 State’s Obligations:

2.15.1 Delivery Hours are Monday through Friday from 8:00am to 5:00pm Central Time.

2.16 State Data:

2.16.1 State Data Location: All data associated with the solution/service shall only be hosted, stored, and accessed within the United States.

1.

Ownership: The state’s electronic data or information submitted by the state or its authorized users with authorized access to the system/service shall be considered “State Data” for ownership purposes of the contract, as the state serves as either the owner or curator of the data submitted in the system/service. “State Data” shall include: (a) the state’s data collected, used, processed, stored, or generated as the result of the Services; (b) personally identifiable information (“PII”) collected, used, processed, stored, or generated as the result of the services, including, without limitation, any information that identifies an individual, such as an individual’s social security number or other government-issued identification number, date of birth, address, telephone number, biometric data, mother’s maiden name, email address, credit card information, or an individual’s name in combination with any other of the elements listed herein; and (c) protected health information (“PHI”) as that term is defined under the Privacy Rule, 45 Code of Federal Regulations (CFR) §160.103. State data is and shall remain the sole and exclusive property of the state and all right, title, and interest in the same is reserved by the state.

2.

“State Data” stored in the software and services being provided as a result of the contract shall also be known and treated by the contractor as confidential information in accordance with the contract, applicable contractor’s documentation, and applicable law.

2.16.2 Contractor Use of State Data: The contractor shall: (a) keep and maintain state data in strict confidence, using such degree of care as is appropriate and consistent with its obligations as further described in the contract and applicable law to avoid unauthorized access, use, disclosure, or loss; (b) use and disclose state data solely and exclusively for the purpose of providing the services, such use and disclosure being in accordance with the contract, any applicable Statement of Work, and applicable law; (c) not use, sell, rent, transfer, distribute, or otherwise disclose or make available state data for contractor’s own purposes or for the benefit of anyone other than the state without the state’s prior written consent; and, (d) not provide state data to any third party without the express written permission of the state. “…for the purpose of providing the services” as referenced above includes the right of the contractor to use state data to prevent or address service or technical problems, and verify service improvements, in accordance with the contract and the system’s documentation, or in accordance with the state’s instructions.

2.16.3 Incremental Extraction of State Data: The contractor shall provide the state with the ability to conduct an incremental extraction of the state’s data (e.g. new and changed data) from the system on a nightly basis to update the data available in the State Data Warehouse. The incremental extraction of state data must be available without additional charges, conditions, or contingencies regarding the state’s right to extract the data beyond the terms outlined in the contractor’s cloud services agreement, and in the format mutually agreed to by the parties. The incremental data extractions will allow the state to maintain an updated copy of the state’s data for the duration of the contract.

2.16.4 End of Contract Extraction of State Data: At the end of the contract, the state shall have the right to extract its data from the system for an additional sixty (60) calendar days from the date of contract expiration. The end of contract extraction of state data must be at no additional cost, conditions, or contingencies regarding the state’s right to extract the data notwithstanding the terms outlined in the contractor’s services agreement, and in the format that was mutually agreed to by the parties. If a term greater than 60 calendar days is required by the state to complete the state data extraction, the contractor agrees to work with the state to define the additional term and fees for the additional time.

2.16.5 Extraction of State Data Process Validation: The contractor must allow the state to perform routine validation of the extraction of the state’s data. The routine validation occurs to ensure the state's data will accurately transfer as prescribed to the state's designated extraction location and accommodates the volume of data transferred. The contractor shall assist the state by providing documentation and tools to allow the state to accurately process the extractions of the state’s data for the state’s continued use.

2.16.6 Backup and Recovery of State Data: Unless otherwise described in the contract, as a part of the services, the contractor shall maintain a backup of state data and perform an orderly and timely recovery of such data in the event that the production services may be interrupted in accordance with the disaster recovery and business continuity plans. The contractor must provide a solution to conduct tests at least annually to ensure successful restoration. Regular checking of backups and restore procedures must ensure a smooth recovery.

2.16.7 Return of State-owned Data: The contractor shall return state-owned data to the State of Missouri in a format mutually agreed to by the state and contractor and with a key or crosswalk to the information, where applicable, at no additional cost to the state. The state shall have the right to test the data extract provided by the contractor at a frequency determined by the state.

2.16.8 Software Piracy Prohibition: No state or other public funds payable under the contract shall be used for the acquisition, operation, or maintenance of computer software in violation of United States copyright laws or applicable licensing restrictions. The contractor hereby warrants and certifies that the contractor has in place appropriate systems and controls to prevent such improper use of public funds. Under no circumstances in the course of providing products, services, or any other performance of the contractor’s duties/obligations to the state shall the contractor directly or indirectly utilize tools, equipment, and/or software programs that are in violation of third parties’ legal copyrights. If the state determines that the contractor is in violation of this paragraph, the state may exercise any remedy available at law including without limitation immediate termination of the contract and any remedy consistent with United States copyright laws.

2.17 Other Requirements/Reporting Requirements/Reporting and Recordkeeping Requirements:

2.17.1 Periodic Reports: On a weekly basis by no later than seven (7) calendar days after the end of the reporting period, the contractor shall provide the state agency with a progress report outlining the following:

1.

Data Migration report. Supplied through completion of integration period.

2.

Billing Interface integration report. Supplied through completion of integration period.

3.

Vehicle/asset integration report. Supplied through completion of integration period.

2.17.2 Preliminary Outline: By no later than thirty (30) calendar days after receipt of the state agency’s authorization to proceed with the contract, the contractor shall provide the state agency with a preliminary outline of the organizational structure of the final report for the state agency’s review and approval.

1.

The preliminary outline shall delineate the main topics and subtopics which will later be described in detail in the final report.

2.

Beneath each topic and subtopic, the contractor shall furnish a brief narrative description of the subject matter encompassed by the topic or subtopic.

3.

The state agency shall have the right to edit, modify, and/or rearrange the organizational structure, topics, and subtopics as it deems necessary to ensure the inclusion of all work required by the contract.

2.17.3 Final Report: The contractor shall complete and submit the final report to the state agency by seven (7) business days per request from State of Missouri.

1.

However, by at least seven (7) business days prior to the due date for submission of the final report, the contractor shall submit one hard copy and an electronic copy of a preliminary draft of the final report to the state agency for review and comment.

a.

If required by the state agency, the contractor shall modify and/or provide additional elaboration as deemed necessary to ensure a comprehensive and thoroughly written document as required by the requirements of the contract. The review by the state agency shall be completed within seven (7) business days of receipt of the draft.

b.

If required by the state agency, the contractor shall prepare and submit a second draft of the final report to the state agency for review and comment. Additional drafts shall also be prepared if deemed necessary by state agency. For any additional drafts that are required, the contractor shall complete and submit the draft within five (5) business days from the date of receipt of the state agency’s comments.

2.

Final Approved Report – Prior to the required due date specified above and after completing all revisions to the draft as specified above, the contractor shall provide the state agency with the following quantities/formats of the final approved report as specified below:

a.

One bound copy of the final approved report, b.

One electronic copy of the final approved report in Microsoft compatible format, c.

One unbound camera-ready copy of the final approved report.

3.

The contractor shall make at least two (2) oral presentations of the final report virtually to individuals or organizations as deemed necessary by the state agency.

2.17.4 Records: The contractor must maintain financial and accounting records and evidence pertaining to the contract in accordance with accepted standard accounting…