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| RFP DGS 56956 | Question and Answer (Q&A) Set #1 |
| DRAFT (rev 4/8/2009) |
| Event ID #: 0000030611 | Fleet Tracking System |
| 04/18/2024 |
Addendum 1
Question and Answer (Q&A) Set # 1
| Item |
| Question |
| State’s Response |
| 1-1 |
| Due to the in-depth scope of work and key requirements, will CDFW allow for additional time to prepare a response, moving the due date to 05/03/2024 at 2:00 PM PT? |
| CDFW agrees to extend the due date of 4/25/2024 with another week to Thursday, 5/2/2024 at 12:00 PM PT. |
| 1-2 |
| What is the format and maximum character count for all financial codes? |
| Please see below the attributes of the financial codes mentioned in the solicitation: |
- Reporting Structure: 8 character, Numeric
- Project ID: 14 character, Alpha-numeric
- Account: 7 character, Numeric
- Alt Account: 10 character, Numeric
- Service Location: 5 Character, Numeric
- Activity ID: 6 Character, Numeric
- Enactment Year: 4 character, Numeric
| 1-3 |
| What percentage of preventive maintenance, mechanical repairs, and other services are performed by state employees versus outside contractors? |
| CDFW employees perform on average less than 5 percent of the preventive maintenance and mechanical repairs. |
| 1-4 |
| How many CDFW vehicles and other pieces of equipment have Geotab telematics installed? |
| At the moment, approximately 3,200 CDFW assets have Geotab telematics devices installed. It is estimated that more Geotab telematics devices will be installed in the future. |
| 1-5 |
| How many CDFW vehicles require a Geotab telematics keyfob to operate? |
| At the moment, approximately 2,500 CDFW vehicles require a Geotab telematics keyfob to operate. Please note that multiple CDFW employees may access one vehicle, and each of these employees is assigned a keyfob. |
| 1-6 |
| Does CDFW require local access to daily database backups? |
| CDFW will require local access to the daily database backups. |
| 1-7 |
| How many years of legacy VTS data must be uploaded into the new system? Does CDFW require summary or detailed historical data? |
| Preferably, all fleet asset data (all asset attributes in VTS including comments) shall be migrated to the new system; at a minimum 5 years plus current year. In addition, all WEX transaction data since WEX implementation (July 2021), all active funding for WEX fleet cards and all driver PIN's shall be migrated to the new system. |
| 1-8 |
| What API POST/GET functionality does the HRMS system have available? |
| The CDFW custom HRMS is on-prem and it has some API endpoints, however it does not currently offer a mechanism to authorize other apps to use the API's. Other mechanisms will need to be considered to access HRMS data. Details related to how to consume CDFW HRMS data will be addressed during activities related to Deliverable 2.1 in the Statement of Work (Detailed Solution Requirements and Outcomes). |
| 1-9 |
| What API POST/GET functionality does the FI$CAL system have available? |
| As of 2022, FI$Cal did not offer an API functionality, but it was considered a future functionality at that time. For additional information please refer to https://fiscal.ca.gov/. Details related to API's and how to consume FI$Cal data will be addressed during activities related to Deliverable 2.1 in the Statement of Work (Detailed Solution Requirements and Outcomes). |
| 1-10 |
| What API POST/GET functionality does the Cherwell system have available? |
| The Cherwell API uses the Swagger interface. Supported POST/GET functionality is available at https://helpdesk.wildlife.ca.gov/CherwellAPI/swagger/ui/index. The CDFW Cherwell system is on-prem. Details related to API's and how to consume CDFW Cherwell data will be addressed during activities related to Deliverable 2.1 in the Statement of Work (Detailed Solution Requirements and Outcomes). |
| 1-11 |
| What API POST/GET functionality does the FAMS system have available? |
| DGS FAMS offers 2 API's, one to extract from FI$Cal into FAMS, and another one to extract usage from Geotab into FAMS. FAMS does not have the capability to connect to the individual departments' fleet tracking systems. For additional information please refer to https://www.dgs.ca.gov/en/OFAM. Details related to API's and how to consume FAMS data will be addressed during activities related to Deliverable 2.1 in the Statement of Work (Detailed Solution Requirements and Outcomes). |
| 1-12 |
| Will CDFW provide a complete list of required reports, including frequency, format, and other criteria? |
| Please refer to the Statement of Work and the Requirements attachments in the solicitation. CDFW would prefer the vendor solution to provide report builder functionality to allow for custom and ad-hoc reporting. |
| 1-13 |
| Does CDFW require an FTS system that is maintained/hosted separately from other State of CA agencies, or would CDFW consider leveraging existing FTS systems being used by other state agencies? |
| CDFW requests a fleet tracking system that addresses all the requirements and deliverables as stated in the solicitation. CDFW requests its own fleet tracking system, separate from other State of CA agencies. |
| 1-14 |
| Can the bidder provide their own pricing document in addition to the Cost Worksheet? |
| Additional pricing documents can be included for explanation only, but all pricing information must be included on the provided cost worksheet. The cost worksheet will be the determantive pricing document. |
| 1-15 |
| Can the Department provide a list of all assets for the purpose of this RFP? |
| Due to the confidentiality of some of the CDFW fleet assets, a list of assets cannot be shared at this time. Details related to the CDFW assets will be addressed during activities related to Deliverable 2.1 in the Statement of Work (Detailed Solution Requirements and Outcomes). |
| 1-16 |
| Is the current CDFW Active Directory on-prem or is it in Azure? (Azure AD) |
| CDFW is using on-prem Active Directory which is syncronized into Azure Active Directory. |
| 1-17 |
| The RFQ is for a Fleet Management System and includes 5 additional years of support and maintenance as part of the request. If this is developed within software that CDFW is already maintaining (Cherwell Service Management System), would all costs already being paid for that software be excluded and only new or additional licensing costs be included in this RFQ along with the support costs? |
| If the solicited fleet tracking system is built within the existing CDFW Cherwell Service Management System, the existing Cherwell costs will not be included in the cost of the current contract. However, the CDFW Cherwell Management System is on-prem, and the solicitation is asking for a cloud fleet tracking system solution. |
| 1-18 |
| As part of those potential additional licensing costs, how many total Budget Analysts, Fleet Managers and Fleet coordinators are expected to be using the system. |
| CDFW estimates a total number of approximately 75 users of the future fleet tracking system. All users will be internal CDFW users (estimated 25 high-usage users and 50 low-usage users). |
| 1-19 |
| If a requirement is related to integration into the Cherwell Asset Management data and the proposed solution is developed within Cherwell, is there any concern or restriction in indicating that by being developed within the system in question, the system will be designed without the need of a separate or specific integration? |
| The current CDFW Cherwell Management System is on-prem, and the solicitation is asking for a cloud-based fleet tracking system solution. |