RFI 2024-380.pdf

State of New Hampshire

NEW HAMPSHIRE DEPARTMENT OF ADMINISTRATIVE SERVICES

BUREAU OF PURCHASE AND PROPERTY

REQUEST FOR INFORMATION RELATIVE TO THE PROCESS OF VEHICLE FLEET MANAGEMENT

SERVICES

RFI # 2024-380

DUE DATE: 09/07/2023 at 02:00 PM (ET)

RESPONSE SUBMITTED BY (COMPANY NAME)

AUTHORIZED SIGNER’S SIGNATURE ________ _______________________

AUTHORIZED SIGNER’S TITLE __________ ______________

PRINTED NAME __________ ______________

PREPARED BY: Andrew Bennett

THE DEPARTMENT OF ADMINISTRATIVE SERVICES

BUREAU OF PURCHASE AND PROPERTY

I. GENERAL INFORMATION

A. PURPOSE

This Request for Information (RFI) is issued by the New Hampshire Department of

Administrative Services, Bureau of Purchase and Property.

This Request for Information has been issued with the intent of gathering information relative to the process of establishing a contract for vehicle fleet management services for the State of New Hampshire.

The State’s objectives are to seek responses from vendors with experience in providing vehicle fleet management services. It is the Department’s intent to use information obtained through this RFI help decide the next steps for a potential contract. Response to this RFI is not a prerequisite for participation in any subsequent solicitation.

B. TIMELINE

The timeline below is provided as a general guideline and is subject to change. More exact dates will be added to the later processes as the project moves forward.

o 08/24/2023 Issue of RFI o 08/31/2023 04:00 PM Last day for questions, clarifications, and/or requested changes to RFI o 09/07/2023 02:00 PM (ET) RFI Opening

C. OBJECTIVE

The State of New Hampshire is seeking interested firms to provide vehicle fleet management service information and current pricing.

PROJECT DESCRIPTION:

The State of New Hampshire is seeking information for vehicle fleet management services. Please refer to the Project Requirements sections for the details for each functional area.

The purpose of this RFI invitation is to establish information and pricing for servicing the State of New Hampshire agencies with vehicle fleet management services as described herein.

Services provided to the State of New Hampshire for fleet management services should include vehicle maintenance and repairs, driver behavior monitoring, vehicle telematics, and data management. These services shall primarily involve the State of New Hampshire department vehicles.

Please refer to the Project Requirements sections for the details for each functional area.

PROJECT REQUIREMENTS:

The State is seeking information for vehicle fleet management services that meet the requirements defined in the functional areas listed below.

The State requires:

• Maintenance and Repair Services Program to include, but not be limited to:

o Use of data to improve maintenance compliance through a managed maintenance program, which includes roadside assistance services.

o Maintenance program shall apply to all fleet units, including but not limited to light fleet, heavy fleet, and off-road equipment. Please indicate experience and methodology for providing these unique services.

• Describe what your maintenance and repair services program include. Do you provide a full array of repair services or are you limited to preventative maintenance and interval maintenance (oil changes, brakes, fluid changes, inspection stickers, etc.)?

• Do you provide body work services?

• What does your telematics service include?

o Does it gather driver behavior, location, engine diagnostics? Can we pick and choose what type of information we want the service to track?

• Provide your pricing in the below pricing sheet:

The State is seeking feedback on the information in this RFI and will consider any information, including partial responses, received in response to this RFI. If the State moves forward in the development of an RFP/RFB the bidding process will be open to all respondents regardless of their decision to participate in this RFI.

D. LIABILITY

This solicitation for information does not commit the State to publish a Request for Proposal or award a contract. The State shall not be held liable for any costs incurred by the Vendor in the preparation of the response. The issuance of a Request for

Pricing Sheet

Service Unit of Measure Proposed

Pricing A. Maintenance and Repair Services Program Maintenance, Preventative Maintenance, and Repair Management

$ per vehicle per month plus cost of repair

Warranty Screening and Recovery % of successfully recovered amounts

Dealer/Independent (in Network) Transactions $ per incident Non-Network Maintenance Transactions % of repair 24-Hour Roadside Assistance $ per incident

Glass Repair/Replacement $ per incident plus cost of repair

B. Data Management, Reporting, and Telematics

Device Cost $ per device (one time fee)

Installation Cost $ per incident Hosting Cost (per department) $ per month Software License Cost $ per seat per month Uninstall fee $ per incident Transfer fee $ per incident Telematics Reporting $ per driver per month Non-Business Use Taxable Benefit Reporting $ per driver IT Set-up and Training (per department) $ per (one time fee)

C. Other Personal Use Reporting $ per Vehicle per Month

Registration Annual Renewal $ per Occurrence plus cost of registration

Proposal/Bid as a result of information gathered from responses is solely at the discretion of the State.

E. CONFIDENTIALITY

The State retains the right to promote transparency and to place this RFI into public domain and to make copy of the RFI available as a provision of New Hampshire access to public records laws. Please do not include any information in your RFI response that is confidential or proprietary, as the State assumes no responsibility for excluding information in response to records requests. Any request for information made by a third party will be examined in light of the exemptions provided in the New Hampshire access to public record laws.

F. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:

Generally, the full contents of any proposal (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and vendor presentations) become public information upon completion of final contract or purchase order negotiations with the selected vendor. Certain information concerning proposals, including but not limited to scoring, is generally available to the public even before this time, in accordance with the provisions of NH RSA 21-G:37.

Confidential, commercial or financial information may be exempt from public disclosure under RSA 91-A:5, IV. Any and all information contained in or connected to a bid or proposal that a Bidder considers confidential shall be clearly designated in the following manner:

If the Bidder considers any portion of a submission confidential, they shall provide a separate copy of the full and complete document, fully redacting those portions by blacking them out and shall note on the applicable page or pages of the document that the redacted portion or portions are “confidential.” Use of any other term or method, such as stating that a document or portion thereof is “proprietary”, “not for public use”, or “for client’s use only”, is not acceptable. In addition to providing an additional fully redacted copy of the bid submission to the person listed as the point of contact on Page one (1) of this document, the identified information considered to be confidential must be accompanied by a separate letter stating the rationale for each item designated as confidential. In other words, the letter must specifically state why and under what legal authority each redaction has been made. Submissions which do not conform to these instructions by failing to include a redacted copy (if required), by failing to include a letter specifying the rationale for each redaction, by failing to designate redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the bid or proposal. Marking or designating an entire proposal, attachment or section as confidential shall neither be accepted nor honored by the State. Marking an entire bid, proposal, attachment or full sections thereof confidential without taking into consideration the public’s right to know shall neither be accepted nor honored by the State.

Notwithstanding any provision of this request for submission to the contrary, proposed pricing shall be subject to public disclosure REGARDLESS of whether or not marked as confidential.

If a request is made to the State by any person or entity to view or receive copies of any portion of a proposal, the State will assess what information it believes is subject to release; notify the Bidder that the request has been made; indicate what, if any, portions of the proposal or related material shall be released; and notify the Bidder of the date it plans to release the materials. To halt the release of information by the State, a Bidder must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

By submitting a proposal, Bidders acknowledge and agree that:

(i) The State may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFP;

(ii) The State is not obligated to comply with a Bidder’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal;

and

(iii) The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a Bidder.

II. RESPONSE INSTRUCTIONS

A. RESPONSE PACKAGE, DESTINATION AND DEADLINE

Interested parties may submit a response to the State of New Hampshire Bureau of Purchase and Property by email to NH.Purchasing@das.nh.gov. All responses must be clearly marked with the RFI number, date due and the Purchasing Agent’s name.

Note: We cannot accept files larger than 7 MB.

IF YOU ARE EXPERIENCING DIFFICULTIES EMAILING YOUR RESPONSE OR YOU WISH TO

VERIFY THAT YOUR RESPONSE HAS BEEN RECEIVED, PLEASE CALL (603) 271-2201 AND

ASK A PURCHASING ASSISTANT FOR ASSISTANCE OR TO CHECK ON THE STATUS OF YOUR

RESPONSE.

B. INQUIRIES

All questions concerning this RFI must be submitted in writing to Andrew.J.Bennett@das.nh.gov by 4:00 PM local time on the date indicated in Section

1.2 TIMELINE. Answers will be posted on the Bureau of Purchase & Property website as an Addendum. Phone calls will not be accepted.

mailto:NH.Purchasing@das.nh.gov mailto:Andrew.J.Bennett@das.nh.gov

Please be sure your questions are clearly stated and include your name, company name and a phone number. (Only the questions will be published as addenda.)

III. RESPONSE CONTENT

A. Respondents are requested to furnish the following as part of their response:

1. The business name, address, place of business, contact information, including representative name and alternate (if available), telephone number(s), and e-mail address(es).

2. Summary of the respondent’s business and its experience as it related to the services outlined in the RFI.

3. List of references for which you are currently providing vehicle fleet management services. Include current contact information.

4. Brief description of respondents proposed solutions, and how these would best meet the Department’s objectives. The description should also identify known or potential concerns with, or barriers to, the solutions.

B. The response to this RFI should address the following:

1. Describe your pricing for vehicle fleet management services.

2. What other information would you desire that the Department provide to assist you with your submittal of a proposal if an RFP were to be issued?

IV. CLOSING

The State of New Hampshire, Department of Administrative Services thanks you for your efforts in preparing a response. Although this Request for Information does not require the State to issue a Request for Bid/Proposal or to award contracts, the information gathered in this process will be helpful in determining whether to move forward with vehicle fleet management services and if so how we may best structure a contract to reach our goals.

VENDOR CONTACT INFORMATION:

Please provide contact information below for a person knowledgeable of and who can answer questions regarding your response.

Contact Person Telephone Number

E-mail Address Vendor Company Name

Vendor Address