RFI - System for Managing PIVs SOW for RFI v6.pdf

System for Managing Powered Industrial Vehicles

(SMPIV)

RFI Statement of Work for Price Information and Planning Purposes.

Prepared by:

Material Handling Engineering (MHE)

May 21, 2026 v6

SMPIV (Application) – RFI SOW – v6 i

Table of Contents

1 INTRODUCTION 1

1.1 ADDITIONAL DOCUMENTS, DEFINITIONS, AND ACRONYMS 1

2 SCOPE AND PURPOSE 2

3 OPERATING CONCEPT 3

4 RFI RESPONDER PROVIDED RESOURCES 4

5 FUNCTIONAL REQUIREMENTS 4

5.1 SMPIVS APPLICATION REQUIREMENTS 4

5.2 SMPIVS GENERAL OPERATIONAL PARAMETERS 6

5.2.1 Application Access Control (different to PIV access control)

5.2.2 Software User Roles

5.2.3 PIV and Operator Location

5.2.4 PIV and Operator Access Control (If option is provided)

5.2.5 OSHA PIV Safety Checklist

5.2.6 OSHA PIV Operator Supervisor Evaluation

5.2.7 PIV Impact Sensing and Notification (if option is provided)

5.2.8 PIV Utilization

5.2.9 SMPIVs Application Graphical Viewer

5.2.10 PlV Maintenance Management

5.2.11 SMPIVs Application Report Generator

5.2.12 Monitoring of PIV Speed

5.2.13 Monitoring of a Battery Charge Status

5.2.14 Monitoring of Operator Activity (if optional access control is provided)

5.3 GENERAL APPLICATION REQUIREMENTS 11

5.3.1 Operating Applications and Databases

5.3.2 In-House Web-Based Hosting

5.3.3 Prohibitions and Restrictions

5.3.4 Data Analysis

5.3.5 Installation of SMPIVs Application Hardware and Testing Parameters

5.4 SPECIFIC PERFORMANCE REQUIREMENTS 12

5.5 DATA AND DATA COMMUNICATION REQUIREMENTS 12

5.6 SMPIVS APPLICATION INTERFACE REQUIREMENTS 13

5.7 SMPIVS APPLICATION EMAIL INTERFACE REQUIREMENTS 13

5.8 SMPIVS APPLICATION FAILURE CONTINGENCIES 13

5.9 SMPIVS APPLICATION MECHANICAL REQUIREMENTS 13

5.10 SMPIVS APPLICATION ELECTRICAL REQUIREMENTS 13

5.11 SMPIVS APPLICATION OPERATIONAL ENVIRONMENT 14

6 SMPIVS APPLICATION TRAINING 15

6.1 TRAINING METHOD AND ASSOCIATED DOCUMENTATION 15

6.2 COURSE CONTENT 15

6.3 CLASS SIZE 15

6.4 RECORDING RIGHTS 15

7 DEVELOPMENT OF MAINTENANCE SUPPORT DOCUMENTATION 16

8 SMPIVS MAINTENANCE – SERVICE LEVEL AGREEMENT (SLA) 16

9 WARRANTY 16

1 Introduction

This Statement of Work (SOW) document contains technical requirements for a System for Managing PIVs (SMPIVs).

The U.S. Postal Service (USPS) operates a fleet of over 10,500 Powered Industrial Vehicles (PIVs) for achieving in-house mail processing operations and maintenance activities in mail processing facilities (Regional Processing and Distribution Centers -RPDCs, Network Distribution Centers -NDCs, Local Processing Centers -LPCs, Processing and Distribution Centers – P&DCs, Parcel Support Annexes -PSAs, Mail Processing Annexes -MPA, Sorting and Distribution Centers -SDCs, and Destination Delivery Units -DDUs) across the country. While there exists an array of powered, semi-powered, and manual industrial vehicles, the main PIVs utilized for internal transportation of mail products within a facility are as follows: a) Forklift -FLs, b) Rider Pallet Jacks -RPJs, and c) Tow Motors -TMs. This fleet is maintained by in-house maintenance staff as well as by an array of local dealerships (contracted service providers) provided by manufacturers.

USPS is seeking to optimize the timely replenishment of PIVs, their quality, their life span, tracking of their throughput, and reduction of their operational costs. To achieve these goals, USPS is pursuing the modernization of its fleet management processes using telematics technology. The solution, referred to as System for Managing PIVs (SMPIV), will utilize data and insights from the vehicle telematic devices for achieving the goals above. The outcome to be provided by the system being sought is not provided by any existing system. The SMPIV environment will combine software, systems, and services to maintain and control operational assets and equipment.

USPS aims to optimize the maintenance and utilization of PIVs, maintain maximum capacity for timely dispatches, reduce operational costs, and provide near real-time vehicle information and key performance indicators (KPIs). Among future outcomes are automated load assignments, battery replenishment, charger replenishment, etc. These and other future outcomes will require a full ability for interfacing with other systems. In summary, the system needs to be interface-ready.

This is the ability to provide and receive data to/from other systems on needed time frames.

1.1 Additional Documents, Definitions, and Acronyms

The following are applicable documents and specifications that the application shall comply with:

1. OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA) - 29 CFR Part 1910.178

2. FEDERAL COMMUNICATION COMMISSION REGULATIONS (FCC)

a) Federal Communications Commission Regulations may be obtained from the Government Publishing Office web site - https://www.gpo.gov (Entire CGP Catalog - Full View of Record)

3. For RFID implementations that utilize Institute of Electrical and Electronics Engineers (IEEE) Standard 802.11 products, those products shall be validated as meeting requirements of Advanced Encryption Standard (AES) and leverage in transit data encryption like TLS (latest versions).

4. IEC EN61000-4-2, EN61000-4-3, EN61000-4-4, EN61000-4-5, EN61000-4-6, EN61000-4-8, EN61000-4-11, or latest versions of these standards if any.

5. IEC EN1175-1 or latest version of this standard if any

6. IEC EN60068-2-14 or latest version of this standard if any

7. MIL-STD-810F or latest version of this standard if any

8. ANSI/IEC 60529 or latest version of this standard if any

The following are definitions of terms applicable to this SOW:

1. Key: Any device that allows a driver to turn on and off a PIV including any device to provide access to the PIV to validate Operator, supervisory or maintenance personnel, which will be a RFID Postal Badge that is used to gain building access.

2. Rugged or Ruggedized: Certain hardware components will be used by the USPS in a “rugged environment” (i.e., industrial, and abusive conditions). The words “rugged” or “ruggedized”, when used in this SOW, mean that the USPS requires that such hardware be industrially hardened and tested to ensure reliable and continuous performance in the mentioned environment. In this environment, hardware components may be subjected to rough handling by operators, continuous operational use, vibration, dropping onto hard surfaces, and shock caused by transportation throughout the facility.

https://www.gpo.gov/ https://catalog.gpo.gov/F/ULIBCG6YSEYJ5B717V587YEKGJ3DFTI9MUUJ497HS4J52JCRRH-21032?func=full-set-set&set_number=000011&set_entry=000001&format=999

3. PIV Controller (VC -Vehicle Controller): PIV installed component that connects to the PIV’s circuitry and contains the human interface display, Key access interface, and communications media.

a. The VC shall be installed on the vehicle with the use of a ruggedized “Bracket” that prevents all associated wires and cables to be exposed before entering the vehicle’s main body.

4. PIV Transceiver (VT -Vehicle Transceiver) installed on each PIV, may or may not be integral to the VC, but will communicate in real time and seamless with the VC.

5. Fixed Transceiver (FT): Stationary communications device affixed to building structure which communicates to PIV’s

VC.

6. Telematics: the set of devices, information generated and transmitted, information received and actions applied to

PIVs based on that information, software packages, hardware, and peripherals that working together provide the envisioned outcomes

The following are acronyms applicable to this SOW:

AES Advanced Encryption Standard COTS Commercial-off-the-Shelf DBMS Database Management System DTC Diagnostic Trouble Codes FCC Federal Communications Commission FIPS Federal Information Processing Standard FT Fixed Transceiver IC Internal Combustion IDS Integrated Data Applications OBD On Board Diagnostic OSL Operations Site Layout PIV Powered Industrial Vehicle PM Preventive Maintenance RFID Radio Frequency Identification SMPIVs System for Managing PIVs SOC State of Charge TDES Triple-Data Encoding Standard VC/T PIV Controller/Transceiver (Onboard Vehicle Display/Controller) VPN Virtual Private Network

2 Scope and Purpose The SMPIVs will be utilized across the entire USPS-owned fleet currently consisting of over 10,500 PIVs including over 3,500 FLs, over 3,400 TMS, and over 3,600 RPJs. Currently there is no standardized OBD available across multiple makers and PIV types. Manufacturers have exclusive ownership of access to DTCs and DTCs translations. If access to DTCs is not made available, the required data can be obtained through alternative means such as reading of voltage changes that can equate to motion periods, manual input of DTCs displayed on PIVs’ own display screens, installation of COTS sensors (impact, speed, etc.), etc. Given this, the word Telematics in this document means the set of devices, information generated and transmitted, information received and actions applied to PIVs based on that information, software packages, hardware, and peripherals that working together provide the envisioned outcomes.

The application must be able to simultaneously support up to 10,500 PIVs. USPS requires an advanced solution to manage, monitor, and maintain the entire fleet. The solution will include:

A. All hardware, peripherals, and software for obtaining the necessary data to be installed and working on the PIVs B. A cloud environment that can receive, process, store, and disseminate vehicle data and provide a graphical user interface for USPS users and various systems to monitor the condition of the PIV fleet C. Algorithms and data analysis capabilities to enable predictive PIV replenishment and maintenance from telematics data D. Data transmission service from telematic devices to the cloud environment E. Hardware maintenance support for telematic devices F. Software maintenance, helpdesk, and support services G. Training and related support services H. Telematic device installation services

I. Software integration/development services to enable telematics to integrate with other current and future USPS systems

The SMPIVs application shall include the following basic functions:

1. Determine the optimal or near-optimal point in time when each PIV needs to be replaced

a. Meter hour or motion data

b. PIV age

c. Repair cost

d. PM cost

2. Track number of PIVs to be replenished by facility

3. Report PIV fleet size deficit or surplus based on right sizing fleet size and current inventory

4. Enforce PM schedules

5. Tracking of Activities impacting repairs

6. Tracking of activities impacting hours of usage

7. Enforce the completion of an OSHA safety checklist

8. Manage the status of PIVs based on PIV changing statuses that violate OSHA checklist conditions

9. Report battery SOC and trigger notifications and alarms at user defined thresholds

Ther following functions are considered desirable, but optional:

1. Automated Access Control for PIVs

2. Impact Monitoring

3. Operator Log-In Monitoring

4. Collision Avoidance Detection (integrated or Interface-ready)

5. Speed Monitoring

a. Visual and audible outputs when meeting certain thresholds (e.g. exceeding weight capacity)

6. Load presence tracking (load weighing)

The SMPIVs application is expected to serve as an effective tool for processing algorithms and provide data analysis capabilities to enable predictive PIV replenishment and maintenance from telematics data and economic thresholds or End of Life (EOL) condition. The SMPIVs application will assist the USPS in meeting its statutory PIV obligations under 29 CFR OSHA 1910.178. All changes made to a PIV as a result of the implementation must meet 1910.178.

The SMPIVs application shall utilize currently available equipment provided by the RFI responder with minimum further application or hardware developments excepting the incorporation of the PIV replenishing capability. The SMPIVs application and associated equipment shall provide for all functions as listed in this SOW.

3 Operating Concept

The SMPIVs application shall consist of at least two components: Hardware (HW) devices/component and a Software (SW) application component.

All the necessary HW devices shall be part of the solution to enable required data flows, PIV actions, real time or close to real time data gathering and transmission, and user interactions with PIVs and the SW application.

One or more of the HW devices shall provide the operational functionality of a VC/T. The VC/T devices installed on selected PIVs shall transmit and receive data to and from any of the devices installed on PIVs and facility’s structures. The VC/T device must not interfere with the expected operational responses of the PIV. The VC/T shall retain the data received from other devices for at least thirty (30) rolling consecutive days.

The VC/T devices shall host their own stand-alone SW application. As a stand-alone application, the VC/T shall provide its entire functionality (excepting network communication) whether a network connection is present.

The SW Application component shall be provided as web-based application that runs on a centralized cluster of servers.

This SW Application shall be capable of being hosted in a USPS data center. Alternatively, the SW application can be hosted at one of the 3 major cloud computing providers (Amazon Web Services -AWS, Google Cloud Platform -GCP, Azure)

This SW Application and HW components shall be able to support up to five hundred (500) USPS facilities as individual entities.

The SW Application shall also provide the capability for defining all necessary settings, alarms, alerts, warnings, and PIV safe lock down.

4 RFI Responder Provided Resources

The RFI responder shall be able to provide all resources to accomplish the installation and commissioning of a fully functioning SMPIVs application at each of the assigned USPS facilities (most of the PIVs in USPS facilities are Toyota;

however, a wide variety of makes and models are part of the national fleet - installations are planned on RPJs and TMs that are less than 10 years old and FLs that are less than five years old).

5 Functional Requirements

The SMPIVs Application’s associated equipment shall be limited to PIV identified as mail-handling equipment such as forklifts, rider pallet jacks and tow motors. The operation of these PIVs shall be restricted to personnel trained in their safe operation as well as authorized by plant management and safety personnel.

The SMPIVs application shall be capable of all functions listed in all the Application Requirements described in Section 5.1 of this SOW.

The SMPIVs Application shall be capable of all functions listed in the Operational Application Capabilities in Section 5.2 of this SOW.

The RFI responder must affirm that all the Requirements and Capabilities contained in this document and referenced documents / standards are currently met by the RFI responder’s product and services.

5.1 SMPIVs Application Requirements

The application shall meet the following requirements:

1. Ensure that the installed FT units (if any) provide full coverage within the boundaries of the facility.

2. Capable of uniquely identifying and monitoring each PIV equipped with a VC/T within the boundaries of the facility.

3. Communicate between devices that do not create interference as well as impact the communications or emissions of other surrounding equipment within the facility.

4. Provide PIV replacement alert and reports based on the following:

a. Tactical Alignment

i. Age of PIV

ii. Initial PIV acquisition investment

iii. Preventive maintenance cost

iv. Repairs costs

v. Motion hours

b. Strategic Alignment

i. Usage of PIVs over a year

ii. Idle PIVs over a year

iii. Fleet size increase/reduction recommendations

5. If direct reading of DTCs is not feasible, emulate this capability by creating a DBMS containing DTCs, their descriptions, and recommended procedure for remediation. There will be two versions of this DBMS: the master and the thin client. The master will reside on the server-side web application and will allow the management of DTCs:

creation, deletions, updates, etc. The thin client will reside on each VC/T and will allow for manual entry (if direct access to DTCs is not implementable) of codes for displaying description and recommended procedures.

6. If the resolution of DTC requires the creation of work orders, they will be automatically created, transmitted to the relevant maintenance system.

7. The system will track resolution of DTCs. At a minimum two statuses will be reported: open (when the DTC appears or is entered for the first time) and closed (when a maintenance user closes the issue indicating its resolution).

8. DTCs will be grouped into two categories: those that do not require that the PIV be placed out of service (DTC-Soft or DTCS) and those that do (DTC-Hard or DTCH). DTCHs will not allow the vehicle to be operated at full speed and will only allow maintenance staff to drive the vehicle (via a key code that identifies maintenance staff- if access control is not provided)

9. Allow for the indication of various alerts regarding vehicle and operator details/statuses in real time.

10. Provide a scaled depiction of a facility layout (as provided by the USPS) that is inclusive of columns, walls, doors, fixed equipment, aisleways, pedestrian exits and passageways, and other facility’s features/landmarks. The depiction will be used with an interactive graphical viewer for providing information on PIV statuses/events/location, and contextual functionality related to a group of PIVs or a single PIV.

11. Capable of superimposing a symbol for each PIV on the graphical viewer, that represents its relative location based upon application’s required ability for location tracking accuracy within the facility.

12. Capable of providing the option of reporting PIV impact events (if option is provided) based on real time outputs from applicable installed sensing features. If optional function is provided.

13. Capable of providing the capability of tracking locations and times of all PIV impact events (and shall be capable of displaying these onto a single facility layout on the graphical display screen.

14. Capable of providing an optional access control feature to ensure that only properly trained and authorized personnel use a PIV.

15. Provide a checklist feature that can be customized by USPS, which will be completed by each operator prior to enabling the PIV for use. If access control is not provided, this will be done once every 8 hours.

16. Capable to archive checklists and evaluations for up to 5 years.

17. Provide the necessary functionality for an operator or group of operators to operate PIVs by specific PIV unit, group of PIVs, or entire PIV fleet. If optional access control is provided.

18. Maintain a record(s) of each operator’s license expiration date. If optional access control is provided.

19. Provide for the ability to disable an operator’s access when required refresher training has not been taken. If optional access control is provided.

20. Lock-Out any PIV that has recorded a response of “critical” to any of the checklist questions.

21. Provide for a maintenance level override of access control (if option is provided) as listed below:

a. “Hard Bypass” via a hardwired bypass of the vehicle’s access control feature

b. “Soft Bypass” via the VC/T located on the PIV, which is only accessible by Maintenance

c. “Lock-Out Feature” that shall prevent operators from using the PIV until reset by Maintenance.

22. Provide the ability for continued utilization of the PIV in the event of a communications failure with the FT equipment, which will record and maintain all events for a period of at least thirty (30) days on the VC/T, until the data has been transmitted and received by the application’s database.

23. Provide for real time or near real-time communication of data between all the components and the VC/T including communication between the server cluster and the VC/T.

24. Capable of reporting operator (if optional access control is provided)/PIV data for analysis of operator/PIV performance.

25. Capable of reporting actual PIV in-motion and idle time

26. Identify operators logged into more than one (1) PIV simultaneously and allow for automated operator key suspension resulting in loss of access to all PIVs. If optional access control is provided.

27. Capable of a “sleeper mode” to monitor the movement of the PIV that has the following features (if access control is provided):

a. Configurable “Grace Period” set in minutes.

b. Sense non-motion within the “Grace Period”, which will be recorded as start or end times of the period of inactivity.

c. When the “Grace Period” expires, the operator of the PIV will be Logged Off.

28. Capable of functioning in multi-story facilities.

a. PIVs can operate and not be detected on another floor.

29. Meet the following requirements for the automated migrating data from an existing electronic repository:

a. All data related to the site’s individual PIV Operators (if optional access control is provided)

b. All data related to the PIV inventory

5.2 SMPIVs General Operational Parameters

The following are the various operational scenarios that the application shall be required to provide and function within the USPS facilities:

5.2.1 Application Access Control (different to PIV access control)

The Application shall be capable of identifying Application users and restricting their access within the application to modules designed to meet the requirements of their role and based on the following:

a. Shall have a unique account identified with a unique USPS email address to login per USPS-defined password protocol.

b. Subject to password expiration every ninety (90) days. The resetting of an expired password shall be via an application automated means for expiration and/or lockout.

5.2.2 Software User Roles

Capable of defining profiles that provide unique assignments of software modules which shall have the following features:

a. Provide for the ability to assign each module independently of any other module, with a clear and distinct separation of functional modules and their features.

b. Provide for multiple roles that can be assigned to build a working profile as needed for unique user definitions.

5.2.3 PIV and Operator Location

This application feature is intended to provide maintenance and supervisory personnel with the ability to locate PIVs and associated Operators as follows:

a. Provide for real-time or near real-time location of the PIV within the facility, based on triangulation or other methods with the use of FT devices situated throughout the facility.

b. The location accuracy of a PIV shall be always within fifty (50) feet of a given reference point.

5.2.4 PIV and Operator Access Control (If option is provided)

Restrict an operator’s ability to gain access, which provides for the following:

a. Allows management to restrict access to operators that are no longer authorized

b. Provide for authorized Operators to the added into the application

c. Change an Operator’s training status related to certification and or certification expiration date

The Access Control feature (if option is provided) shall include the following aspects:

a. Provide for the incorporation a hardwired circuitry interface regarding PIV’s ability to be activated via the VC/T install on the PIV.

b. Provide for the ability of the VC/T to not require constant communication with the FT units to maintain the access control feature, based on an operator’s authorization table installed within the VC/T.

c. Provide for the VC/T constant ability to control PIV access, whenever a PIV travels beyond the range of the FT units, the application’s network becomes disabled, or if the facility’s power fails.

d. Capability of remotely downloading updates made to the operator authorization table to each VC/T device, after any change is made by whin the application. The VC/T shall periodically verify that it has the most current table.

e. Provide for the capability to suspend an operator based on the degression of either Maintenance or Operations.

f. Allow for the reporting of which operator is suspended as well as the ability to enter a reason for the suspension.

5.2.5 OSHA PIV Safety Checklist

The Application shall ensure the OSHA-mandated PIV checklists are performed and documented. The PIV checklists shall provide for inspection and operational condition of the PIV. OSHA checklists are required to identify operating conditions that compromise PIV safety as well as adherence to OSHA required statutes. The application shall provide for an automated means for the use of the checklists, which are intended to replace the paper-based checklists typically used to document inspections and operational performance.

The OSHA Checklist feature shall include the following aspects:

1. The Application’s VC/T shall provide an automated electronic OSHA checklist for compliance with OSHA 29 CFR Part 1910.178 regulations.

a. The USPS will provide their approved OSHA Static and Dynamic Checklist. The application shall be capable of having custom checklists developed and maintained for each type of PIV.

b. Each checklist response shall have a correlated severity level filter that includes “normal”, “warning”, and

“critical”. All critical responses to an OSHA checklist question shall automatically generate an electronic message to a configurable email address.

c. The checklists should not be editable by a site administrator only by a Master application administrator.

d. The checklist questions and pre-determined responses shall be randomized in an automated manner by the application. This randomization shall be via the ordering of responses. The ordering of responses shall be independent of the type of response.

2. When an authorized operator successfully logs onto a PIV the first time during any shift, the VC/T shall automatically prompt the Operator to complete the applicable OSHA checklist using the VC/T display. If access control is not provided, the checklist will be affected at 7:00 AM, 3:00 PM, and 11:00 PM (an initial alert will be provided at these times and creep mode enabled at 7:30 AM, 3:30 PM, and 11:30 PM if checklist has not been completed). If the PIV remains idle for four hours or more, the checklist will be prompted for completion upon an attempt to start the vehicle is made. If access control is provided, the checklist will be prompted whenever a driver logs to a vehicle for the first time. A new completion of the checklist will be required after 8 hours.

a. Static (PIV Inspection) Checklist – The PIV will not be enabled for any operation use, until the PIV Operator successfully completes the inspection of the PIV.

b. Dynamic (PIV Operation) Checklist – Upon completion of the Static Checklist, the Dynamic Checklist will be activated, and the PIV will be enabled for operational use for the PIV Operator’s testing of the PIV operational features.

c. When the PIV Operator successfully completes the Dynamic checklist, the VC/T shall upload the completed checklist data to the application database via the FT devices.

d. The application shall archive the statistical data associated with the OSHA checklists for up to 5 years.

e. The application shall identify by severity responses identified on the OSHA checklist that require necessary maintenance activities.

5.2.6 OSHA PIV Operator Supervisor Evaluation

The OSHA Supervisor Evaluation shall include the following aspects:

1. If access control is provided, the Application shall be capable of tracking all aspects of PIV Operator training which shall include determining when a Supervisor’s Evaluation is required for each PIV Operator for each vehicle the PIV drive is authorized to operate. The application shall timely alert the associated Training Supervisor of a pending required Evaluation for the Operator. The Training Supervisor will perform the required observation of the PIV Operator and complete the Operator’s evaluation using the Application. All critical responses to a Supervisor evaluation shall automatically generate an electronic message to a configurable email address, which shall be presented in a report form.

2. The Application shall archive the data associated with the Supervisor’s Evaluation for up to five (5) years, which shall be presented in report form.

5.2.7 PIV Impact Sensing and Notification (if option is provided)

Provide a record of PIV impacts for management’s use in reducing damage, improving safety, and identifying PIV Operators, who may require re-training.

The PIV Impact Sensing feature shall include the following aspects:

a. All PIVs shall be equipped with an impact sensing capability, which shall directly communicate with the VC/T.

b. Impact severity levels shall be configurable and remotely downloaded to the VC/T.

c. Data from each PIV shall be uploaded by the VC/T to the application’s database on a periodic and event-driven basis.

d. The impact function shall have the ability for five (5) reportable levels of impact, with the ability to disable the vehicle at each level of impact.

e. When an impact severity level is detected, the VC/T records and reports the event to the application. Data transmitted shall include the PIV identification, the predefined impact severity level, the PIV Operator’s identification, the location of the PIV at the time of the impact, and the time of impact.

The PIV Impact Sensing Notification feature shall include the following aspects:

a. The VC/T alerts the PIV Operator that a controlled shutdown will be taking place within a configurable timeframe and to move the PIV to a safe location.

b. When the PIV’s motion has stopped, the PIV will be locked down from any further use.

5.2.8 PIV Utilization

Provide management with statistical information pertaining to the PIV equipment to optimize the utilization of the fleet as well to reduce inventory where applicable and improve operator scheduling. PIV utilization data will provide for dynamic tracking of under-utilized PIV as well as allow for the proper/efficient usage of Preventive Maintenance (PM) schedules.

The PIV Utilization feature shall include the following aspects:

a. All PIVs shall be equipped with the ability to sense motion, that depicts the PIV motion/idle state. The ability to sense PIV motion shall be integral with the VC/T.

b. Report-writing features shall generate reports depicting the PIV utilization for the facility

c. Allow for the following predefined PIV data aspects as a minimum:

a) PIV ID

b) PIV Type

c) PIV Model

d) PIV Manufacturer

e) PIV Serial Number

f) PIV Year (manufactured or put in service)

g) PIV Current Hour Meter Reading

h) PIV Connector Type to Battery

i) PIV Connector Color to Battery

j) Overhead Guard Height

k) Ignition Type

l) Installed Battery Model

m) Installed Battery Type

n) Installed Battery Serial Number

o) Installed Battery Capacity

p) Battery POD Installed

q) Battery Wi-iQ Installed

5.2.9 SMPIVs Application Graphical Viewer

Provide for the capability to remotely view the real-time and historical information by authorized personnel.

The Graphical Viewer feature shall include the following aspects:

a. A graphical viewer feature, which provides the capability to visually locate all configured PIV, which can be filtered by PIV type, PIV identifications, operator, motion status, OSHA compliance and impact locations.

Applicable if location tracking option is provided.

b. Store the data received from the VC/T such as PIV movement (if location tracking option is provided) and events for a minimum of four (4) weeks prior to the current day.

c. Provide for the ability to locate and track the PIV and Operator (if location tracking and access control options are provided)

d. Support screen sizes that are proportional to the facility layouts to provide display resolutions comparable for each different facility size for ease of viewing by management, supervisory and control room personnel.

e. Provide smooth viewing capabilities of PIV activity. Applicable if location tracking option is provided.

f. Provide a playback feature to display the activities for selected timeframes. Applicable if location tracking option is provided.

g. Provide for location accuracy of PIV within the facility, as listed in section 5.3.3. from the nearest reference point.

Applicable if location tracking option is provided.

h. Display a symbol for the PIV representing its relative position in the facility to the nearest referenced point.

Applicable if location tracking option is provided.

5.2.10 PlV Maintenance Management

Provide management information by automatically detecting and tracking the PIV’s actual operational time to determine when the most cost-effective maintenance can be scheduled for each PIV in order to reduce costs and improve safety.

The PIV Maintenance Management feature shall include the following aspects:

a. Provide for a function that allows for programming metrics to measure intervals between Preventive Maintenance (PM) events, such as Hour Meters reading and/or time periods as follows:

b. Provide a means for projecting when maintenance will be due based on recent average daily usage and provide a means of alerting for PIVs approaching either due or overdue date for maintenance. Average daily usage will be calculated based on meter-hour readings or motion times.

c. Provide for the capability to de-activate PIVs that are overdue for scheduled maintenance and limit operation of these PIVs to maintenance personnel until the required maintenance for the PIV has been completed.

d. Provide the capability to take a vehicle out of service, which can only be reset by Maintenance.

e. Provide the capability to report to management vehicles that have been out of service for 15 days or more.

5.2.11 SMPIVs Application Report Generator

Provide a tool to analyze equipment and manpower (if access utilization to identify actions to improve efficiency and safety and compare the results of changes to what was projected.

The Report Generator feature shall include the following aspects:

a. Provide the ability to produce predefined reports as well as the ability to create custom reports to support local requirements. The application shall be capable of applying PIV data that includes Operators (if optional access control is provided), OSHA compliance and responses, maintenance elements, application administration, operator training and license records (if optional access control is provided), etc.

b. Provide a generation tool that provides the capability of running configured reports for selected timeframes.

c. Capability of saving locally created reports for utilization by all users of the application.

d. Capability of reporting historically on all activities processed within the application or from changes within the application database for tasks performed by operators.

e. Utilize a commercially available COTS application for the report generation and utilization function for the reports.

The RFI responder shall identify the COTS application by the commercial name of such application.

5.2.12 Monitoring of PIV Speed

This is applicable if the access control and speed tracking options are provided.

Provide a means to monitor the PIV’s speed and provide notifications of speed levels that exceed USPS defined speed limits.

The monitoring of the PIV’s speed shall be integrated with onboard PIV’s existing encoder circuitry with integrated intelligence that alerts if recalibration is needed. It will be also necessary to report if a vehicle has not achieved max speed (within the range 4.8-5 MPH) during the last 30 instances of motion time.

The Monitoring of PIV Speed feature shall include the following aspects:

a. Capability for monitoring a PIV’s speed

b. Setting of the PIV’s speed limit (5 MPH – management configurable)

c. Provide for the ability of onboard warning alarm (audible and visible) to be activated

d. Provide the activation of the warning alarm if the PIV is operating beyond the speed limit for a configurable time until the PIV slows or stops. A recording shall exist within the application’s database.

e. Maintain a count of speed violations by an Operator during a given tour and upon exceeding a configurable threshold shall notify the operator to park the PIV in a safe location, after which the PIV will be shut down and may only be reactivated by a manager or supervisor. The application shall send an email message to the predetermined manager and supervisor, who can address the Operator’s repeatedly exceeding the speed limit restrictions.

5.2.13 Monitoring of a Battery Charge Status

The RFI responder shall provide a means to monitor the PIV’s battery voltage and provide notifications for levels requiring the vehicle to be placed on a charger.

a. The RFI responder shall interface with EnerSys Battery Management System (BMS) to automatically achieve the following.

1) The Application shall be capable of monitoring the battery operational level of charge for the reporting of a set low-level (Voltage) that requires the PIV to be placed onto an associated battery charger.

2) The application shall provide for the reporting of each low-level battery condition, which shall include both the PIV and operator identification (if optional access control is provided) along with the time and date stamp.

3) The Application shall provide for the reporting of the battery voltage level state at the approximate times of being placed onto the battery charger as well as being removed from the battery charger.

b. If interfacing with BMS is infeasible, the response shall include the approaches for achieving the outcomes a1-a3 above.

5.2.14 Monitoring of Operator Activity (if optional access control is provided)

The Application shall provide a means to monitor the overall activities of the Operators over the course of their daily assignments.

The Monitoring of Operators Activity feature shall include the following aspects:

The Application shall provide the following metrics regarding the monitoring and recording of Operator’s activity thru-out the course of the day.

a. Log-On Event – The amount of time an Operator is logged on a PIV for periods thru-out the course of the Operator’s daily assignments (Login to Logoff)

b. PIV Motion Time – The amount of time PIV motion is detected during the Log-On event

c. PIV Idle Time – The amount of time PIV idle (non-motion) is detected during the Log-On event

The Application shall allow for the following PIV Operator data aspects as a minimum:

a. Operator – First and Last

b. Operator License Expiration Date – Day/Month/Year

c. Operator Internal ID Number – XXXXXXX

d. All Types of PIVs Certified to Operate – Forklift, Tow Motor, Rider Pallet Jack, etc.

e. Tour of Working Duty – 1,2,3

f. Labor Category – Full-Time, Part-Time

g. Associated On-The-Job Instructor (OJI) – First and Last

h. Classification – Operator, Mechanic, OJI, etc.

5.3 General Application Requirements

This Application shall be complete with all hardware, software, data communications, installation services, configuration services and integrated logistical support.

The Application shall be provided as a Web Based solution. The Web-Based solution shall provide the capability of accomplishing data flows utilizing or not utilizing any of the USPS WI-FI infrastructure. If the USPS WI-FI infrastructure is used, the system must automatically update digital certificates without the need to execute certificate side-loading. (installing certificates manually on each unit)

The Web-Based application will be required to reside on a USPS cluster of servers within the USPS internal network or in one of the three major cloud computing providers (Amazon Web Services -AWS, Google Cloud Platform -GCP, Azure). The cluster of servers will host the application as well as all the required HW and SW elements (e.g., firewalls, Database Management Systems -DBMSs, IP addresses, etc.) to implement the required architecture. The application shall be maintained by the RFI responder. The USPS will provide the hardware required for implementing the architecture to host the application as pre-defined by the RFI responder.

5.3.1 Operating Applications and Databases

The Application shall provide the technology or technologies to be applied to satisfy the functional and performance requirements. The application shall be deployed using Microsoft Windows environments and systems SQL Server, Windows Server, etc. The application shall provide the capability of running on the latest versions available within the USPS network.

The USPS DBMS shall not be shared with any other party. Facilities within the USPS network shall be instances of the USPS DBMS. All USPS instances shall integrate to run metrics at the USPS network level.

Active and Passive Technologies shall be compliant with ANSI INCITS 256-2001 and/or ISO/IEC 18000 standards or latest version of these standards if any

Any wireless transmitters, readers, and associated equipment shall comply with UL standard 60950-1 or latest version of this standard if any.

5.3.2 In-House Web-Based Hosting

The USPS has its own data centers at various locations in the country for providing all web-based services to its customers, employees, and systems. The proposed solution must, at a minimum, meet the following requirements.

a. Provide a system architecture suitable for in-house (USPS) hosting of the entire system (applications, databases, any engines, auxiliary applications, etc.).

b. Install all needed applications on the designated USPS hardware.

c. Meet the security standards of the USPS for web-based systems.

d. Both the VT and FT must seamlessly integrate with the network on site.

e. Any component that needs to perform as a network client must provide for an automated approach for installation of digital certificates.

f. USPS computer-based systems (including web-based systems hosted by the USPS) are accessible utilizing systems properly credentialed for accessing the USPS network. The RFI responder must be able to obtain these credentials to be furnished with USPS equipment needed for supporting the proposed system.

g. The web portion of the system must run on the USPS official browser Microsoft Edge (latest USPS Version). The system must run on updated versions of this browser.

h. The system must not interfere in any way with other USPS we-based systems.

i. Al digital certificates will be automatically issued and installed

5.3.3 Prohibitions and Restrictions

The following elements and actions are either prohibited or restricted by the RFI responder installation personal:

j. Modifications and additions that affect capacity and safe operations of any USPS PIV shall not be performed by the RFI responder without the vehicle manufacturer’s written approval. The RFI responder shall provide a compliance letter to the USPS from the PIV’s manufacturer.

5.3.4 Data Analysis

The application shall provide for maintaining three (3) years of Data Analytics for each USPS site.

5.3.5 Installation of SMPIVs Application Hardware and Testing Parameters

a. The installation effort for the related hardware on each PIV shall be accomplished by the RFI responder or its representative.

b. The RFI responder shall provide for an internal testing and verification process before releasing the PIV back to the

USPS.

c. The USPS will perform an internal verification process to determine that the application/hardware is providing accurate operational data for each PIV. If this process determines that the operational data is not accurate, the PIV will be returned to the RFI responder for further analysis.

5.4 Specific Performance Requirements

The Application shall be capable of the following:

a. Supporting the utilization of the PIVs 24 hours per day, 365 days per year.

b. Constant near real-time monitoring, data logging, updating reports, viewing of reports.

c. Provide a configurable period for recording event data from each 5 second scan to hourly in order to manage network traffic and server cluster performance.

5.5 Data and Data Communication Requirements

The Application shall be capable of the following:

a. Enabling communications for transferring data between the application’s VC/T and the Web-Based application independent of the USPS WI-FI infrastructure.

b. Provide the capability of communicating to management if a unit has not communicated with the server (web-based application) for a threshold user-configured period of time (e.g. 48 hours)

c. Inclusive of all adapters, cables, brackets, and protection devices required for operation and for PIV electrical installation.

d. The FT related equipment (if needed) shall operate at heights up to 30 feet above floor level and shall be capable of covering the entire facility’s workroom floor for receiving and transmitting data from and to the VC/Ts.

e. The FT related equipment (if needed) shall be capable of receiving data from and transmitting data to a centralized server arrangement.

f. Exclusive ownership of all application-generated data, and all associated metadata, in all states is the property of the

USPS, who shall have the ability to access this data at any time. If accessing data requires the use of special software or other tools, those shall be made available to the USPS.

5.6 SMPIVs Application Interface Requirements

The application shall be capable of interacting with the following Internal USPS applications:

a. Capable of two-way interfacing with the USPS’ Warehouse Management System. The application shall implement the interfacing capabilities utilizing APIs the application shall have for this specific purpose.

b. Capable of exporting and importing data via Microsoft Excel, flats file (.csv or similar), etc. as needed to extract and provide data from/to the application. Data transmission shall be provided via SFTP, or other methods approved by the USPS.

5.7 SMPIVs Application Email Interface Requirements

The Application shall be capable of sending email messages generated by application events to predetermined addresses using the MS Outlook application.

5.8 SMPIVs Application Failure Contingencies

The Application shall be designed with fail-safe capabilities. A failure of any component, including the application’s Web- Based Solution as well as any HW components, should not adversely impact the utilization of the PIVs from performing their intended operations. In the event of a centralized Solution hardware or communications failure, the VC/Ts shall continue to function and store data for a minimum of 30 rolling days until the application service is reactivated.

5.9 SMPIVs Application Mechanical Requirements

The application’s hardware installed on the PIVs shall be designed to withstand the physical effects of an industrial environment to include but not be limited to temperature, humidity, shock, dust, oils, etc.

5.10 SMPIVs Application Electrical Requirements

The Application shall meet the following Electrical/Electronic Requirements and Conditions:

a. Comprised of components equipped with power supplies, fuses, adapters, and cables for the components that will allow the use of locally available commercial power.

b. Wireless devices to the extent available, shall automatically enter a low-power mode after a period of inactivity and automatically return to active mode upon resumption of application activity or receipt of external input. The wireless devices should be shipped with the power management feature enabled.

c. Protection of Electronic Components

All components containing non-rechargeable batteries shall have a methodology to prevent premature battery depletion while in shipment and in storage before initial use.

5.11 SMPIVs Application Operational Environment

a. All components shall be capable of operating in diverse environments, and under a full spectrum of climatic conditions.

b. All components may be subjected to rough handling, shock, and vibration during transportation, setup, and dismantling.

c. All components shall be capable of use in industrial, hazardous, and dusty environments, in conditions that range from protected and controlled (interior) to exterior environments of the facility and in areas with high levels of electromagnetic noise and interference.

d. All components, wiring and operational conditions must be certified as being “intrinsically safe” by the manufacturers or their representatives.

e. All components shall be protected by a NEMA 3 or NEMA 4 rated enclosure. The components required for indoor and outdoor use may be subjected to varying temperatures.

f. All components shall comply with all applicable Environmental Protection Act requirements.

g. All components shall be capable of being operated in the following environments:

a) Temperature (indoors) – operate in ambient temperature of - 60°F to 105°F.

b) Humidity (indoors) – operate in 90% non-condensing relative humidity at 70°F.

c) Vibration/Shock – operate without compromising its integrity or functionality if it incurs a high intensity vibration during shipment.

d) Dust - Must operate without compromising their integrity or functionality in a dusty environment in accordance with Standard 1P64, first characteristic, and numeral 6; totally protected against dust.

e) EMI/SOW - Any wireless transmitters, readers, and associate equipment shall comply with the FCC requirements for class B equipment contained in CFR Title 47 Part 15 (or latest applicable version).

f) Chemicals - All associate equipment shall survive, with only minor damage; sustained contact with commonly encountered chemicals such as oils, engine additives, power steering fluid, axle grease, washer solvent, diesel fuel, fuel additives, alcohol, and anti-freeze.

6 SMPIVs Application Training

The training that will be needed is as follows.

Training Type Objective Audience

Software User Training Use application (e.g. add new PIVs, generate replenishment report, etc.)

Application owners, analysts

PIV Hardware Installation Training Ensure PIVs are equipped with all needed HW (e.g. equip new PIVs with all needed HW, address issues, replace parts, etc.)

Maintenance team

Driver Training Use the PIV side application (e.g. Interact with PIV's transponder to complete OSHA checklist, respond to system alerts and notifications, etc.)

PIV drivers

Application Implementation Architecture…