RFP 2026022 - Fleet Management.pdf

Issue Date: 9/1/2026 RFP# 2026022

1 | P a g e

REQUEST FOR PROPOSAL (RFP-2026022)

Mount Rogers Community Services is currently soliciting proposals for fleet management solution as outlined in the scope of work.

RFP- 2026022(Fleet Management)

Issued: September 1, 2026

Proposals are due by 4:00 p.m. on October 1, 2026, Proposals should be electronically delivered or mailed to receptionists and labeled as follows:

Mount Rogers Community Services (RFP-2026022) 770 West Ridge Road Wytheville, Va. 24382

Attention: Procurement Officer jessica.money@mountrogers.org

*Mount Rogers CS reserves the right to reject any or all bids.

Proposals received after deadline will be rejected.

Signature:

mailto:jessica.money@mountrogers.org

2 | P a g e

TABLE OF CONTENTS

PAGE

I. COVERSHEET 1

II. TABLE OF CONTENTS 2

III. PURPOSE STATEMENT 3

IV. INVITAITON FOR BIDS #RFP-2026022 4

V. SCOPE OF WORK/SPECIFICATIONS 5

VI. PREBID CONFERENCE 6

VII. RFP INSTRUCTIONS & REQUIREMENTS 7

VIII. GENERAL/SPECIAL TERMS AND CONDITIONS 8

IX. METHOD OF PAYMENT 9

X. AWARD OF SOLICITATION 10

3 | P a g e

PURPOSE STATEMENT

The purpose and intent of this Request for Proposals (“RFP”) is to enter into a contract with a vendor to provide a comprehensive fleet management and GPS telematics solution to improve fleet safety, operational efficiency, vehicle maintenance, compliance, asset visibility, and related services to Mount Rogers Community Services (hereinafter called MRCS).

4 | P a g e

REQUEST FOR PROPOSAL (RFP-2026022)

Title: Fleet Management Mount Rogers Community Services E. W. Cline Jr. Building

Commodity Code: _05535,95841,05567,20856____________

Issuing Agency:

Mount Rogers Community Services (MRCS) 770 West Ridge Road Wytheville, Va. 24382

Period of Contract: The contract shall be effective on the date indicated on the contract execution date and shall run for the duration required to complete the project.

Proposals Will Be Received Until: October 1, 2026, 4pm

For Furnishing the Goods/Services Described Herein.

All Inquiries for Information Should Be Directed To: jessica.money@mountrogers.org Phone: (276) 223-3200 x3279.

IF PROPOSALS ARE MAILED or ELECTRONICALLY, SENT DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF BIDS ARE HAND DELIVERED, DELIVER TO: 770 West Ridge Road, E.W.

Cline JR, 1st Floor, Main Entrance, Receptionist.

In compliance with this Request for Proposals (RFP) and all conditions imposed in this RFP, the undersigned firm hereby offers and agrees to furnish all goods and services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation, and the undersigned firm hereby certifies that all information provided below and, in any schedule, attached hereto is true, correct, and complete.

Name & Address of Firm:

Signature: ______________________________________________Date: _______________________

Title: _________________________________________ eVA Vendor ID or DUNS #: _____________________

E-mail Address: ________________________Telephone Number: (___) _________________________

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

5 | P a g e

SCOPE OF WORK

SCOPE OF WORK:

Cloud-based fleet management platforms, GPS tracking, trip history, geofencing, driver behavior monitoring, maintenance management, reporting, mobile access, implementation, training, and technical support. Desired options, but not limited, Al dash camera integration, asset tracking, inspections, API’s, Microsoft Entra ID SSO, and Power BI compatibility. An attachment to this solicitation is the Scope of Work Spreadsheet, Vendor Info Sheet, & Pricing Schedule. This spreadsheet contains all additional details needed for the submittal of proposals.

1. Please provide detailed pricing estimate including any long-term required commitments.

2. Please provide 3 references and examples from previous work completed.

3. Pricing required in the provided Pricing Schedule Document.

6 | P a g e

PREBID CONFERENCE

PREBID CONFERENCE:

NO PREBID Conference will be held for this procurement.

7 | P a g e

INSTRUCTIONS / REQUIREMENTS

BID INSTRUCTIONS:

-All items listed under required attachments need to be included in proposal. Please make sure all items have been signed that require a signature or initial.

-Proposals shall be submitted in a suitable mailing or electronically submitted referencing label appropriately.

Required Attachments:

1. Request For Proposal/Coversheet (signed/initialed).

2. Request For Proposal RFP- (signed/initialed).

3. Invitation to Bid (Document)

4. Scope of Work/Specifications (signed/initialed).

5. Pre-Bid Conference (signed/initialed).

6. Request For Proposal Instructions & Requirements (signed/initialed).

7. General/Special Terms & Conditions (signed/initialed).

8. Method of Payment (signed/initialed).

9. Pricing Schedule- (signed/initialed/Use for cost calculations).

10. Attachments with listed attachments (signed/initialed).

Questions: Any questions concerning conditions, specifications or requirements shall be directed to the MRCS Procurement Officer via email: jessica.money@mountrogers.org

Signing below signifies all required attachments are included. If you have excluded any of the attachments (1-9) please list which ones and the reason why below.

Not Included in bid package:

Signature: _____________________________________________

8 | P a g e

GENERAL / SPECIAL TERMS & CONDITIONS

GENERAL & SPECIAL TERMS & CONDITIONS:

N/A for this procurement.

General & Special terms and conditions can be provided upon request or can be obtained from link below:

https://dgs.virginia.gov/procurement/policy-consulting--review/policy/

(APASM - APPENDIX B, SECTION I)

*Mount Rogers CS reserves the right to reject any or all bids.

Any questions please contact MRCS Procurement Officer.

Email: jessica.money@mountrogers.org https://dgs.virginia.gov/procurement/policy-consulting--review/policy/

9 | P a g e

METHOD OF PAYMENT

METHOD OF PAYMENT:

Invoices shall be submitted to Mount Rogers Community Services, 770 West Ridge Road, Wytheville, Va. 24382 via mail or budgetandfinance@mountrogers.org via email. Payment will be made in electronic form.

mailto:budgetandfinance@mountrogers.org

10 | P a g e

AWARD OF SOLICITATION

AWARD CRITERIA:

An award will be given to the responsive and responsible bidder meeting the requirements of the proposal. Evaluation of this proposal will involve the following criteria, and these criteria shall include scope of work requirements, total cost, ease of functionality, implementation & support, and vendor experience & reference. Mount Rogers Community Services reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award. Mount Rogers Community Services reserves the right to conduct any tests it may deem advisable and to make all evaluations.

FOR GOODS POINT VALUE

1. Scope of Work Requirements 30

2. Ease of Functionality 25

3. Total Cost 20

4. Implementation & Support 15

5. Vendor Experience & Reference 10

TOTAL 100