RFP 2027-002.pdf

Request For Proposal No. 2027-002 Fleet Management Software

Due Date: October 7, 2026 Time: 10:00 AM Local Time

Submittal Location: Electronic Submission (Refer to Section 2)

Union County Procurement Department

610 Patton Avenue, Monroe, NC 28110

Procurement Contact:

Juan Rodriguez-Cruz Procurement Specialist 704.283.3519 Juan.Rodriguez-Cruz@unioncountync.gov mailto:Juan.Rodriguez-Cruz@unioncountync.gov

Union County, North Carolina RFP 2027-002 Fleet Management Software

Contents Request For Proposal No. 2027-002 Fleet Management Software

1 NOTICE OF ADVERTISEMENT

2. SUBMITTAL DETAILS

2.1 Proposal Submission Deadline

2.2 Proposal Submission Requirements

2.3 Proposal Questions

2.4 Proposal Addendum

2.5 Communication

3 INTRODUCTION

3.1 County

3.2 Purpose

4 SCOPE OF WORK

4.1 WEB-BASED FLEET MANAGEMENT SOFTWARE REQUIREMENTS

4.2 REQUIRED SOFTWARE FUNCTIONS

4.2.1 Asset Records

4.2.2 System Configuration

4.2.3 Employee Management and User Permissions

4.2.4 Work Orders

4.2.5 Inventory Management

4.2.6 Preventive Maintenance

4.2.7 Reporting

4.2.8 Search Functions

4.3 PREFERRED FEATURES

4.4 IMPLEMENTATION REQUIREMENTS AND DELIVERABLES

4.4.1 Working Prototypes and Demonstrations

4.4.2 System Design and Configuration Documentation

4.4.3 User Access

4.4.4 Training and Training Materials

4.4.5 Data Accessibility and Reporting

4.4.6 Warranty

4.4.7 TRANSITION AND CUTOVER

5 DETAILED SUBMITTAL REQUIREMENTS AND INSTRUCTIONS

5.1 Terms of Submission

5.2 Proposal Format

6 EVALUATION CRITERIA AND SELECTION PROCESS

6.1 Selection Participants

6.2 Evaluation Selection Process

6.3 Award Procedure

7 GENERAL CONDITIONS AND REQUIREMENTS

7.1 Terms and Conditions

7.2 Contractual Obligations

7.3 Cost Adjustments

7.4 Sub-Contractor/Partner Disclosure

7.5 Exception to the RFP

7.6 Modification or Withdrawal of Proposal

7.7 Equal Employment Opportunity

7.8 Minority and Small Business Participation Plan

7.9 Licenses

7.10 E-Verify

7.11 Drug-Free Workplace

7.12 Insurance

7.13 Indemnification

8 APPENDIX A – PRICE SCHEDULE

9 APPENDIX B – PROPOSAL SUBMISSION FORM

10 APPENDIX C – ADDENDUM AND ANTI-COLLUSION FORM

11 APPENDIX D – TEMPLATE CONTRACT

1 Notice of Advertisement

Request for Proposals No. 2027-002

Fleet Management Software

Electronic proposals will be received by Union County’s Procurement and Contract Management Department until October 7, 2026 10:00 AM Local Time, in accordance with the electronic submission requirements in Section 2 of this RFP.

Union County, North Carolina, is seeking proposals from experienced and qualified firms to provide and implement a web-based fleet management software system to support the County’s fleet management operations. Services shall include data migration, system configuration, employee training, and ongoing software maintenance and technical support.

Copies of the solicitation may be obtained from the locations listed below:

1. Download the Solicitation Documents from the Union County website:

https://www.unioncountync.gov/departments/bids-procurement/current-bids

2. Download the Solicitation Documents from the State of North Carolina eVP. website:

https://evp.nc.gov/solicitations/ (Search County of Union)

All questions about the meaning or intent of the RFP Documents are to be submitted in writing to the Procurement Representative listed on the cover page (Juan.Rodriguez-Cruz@unioncountync.gov) no later than September 24, 2026 at 3:00 PM Local Time.

Union County reserves the right to reject any or all proposals, to waive technicalities, to make such selection deemed in its best interest and the right to award to multiple vendors.

Offerors are required to comply with the non-collusion requirements set forth in the Solicitation Documents.

Union County encourages good faith effort outreach to Minority Businesses (HUB Certified) & Small Businesses and Disadvantaged Business Enterprise (DBE).

--End of Advertisement--https://www.unioncountync.gov/departments/bids-procurement/current-bids https://evp.nc.gov/solicitations/ http://www.ips.state.nc.us/ mailto:Juan.Rodriguez-Cruz@unioncountync.gov

2. Submittal Details

2.1 Proposal Submission Deadline

All Proposals are to be received electronically by the Union County Procurement Department no later than October 7, 2026, at 10:00 AM Local Time, per the instructions below. Any proposals received after this date and time shall be rejected without exception.

2.2 Proposal Submission Requirements

The proposal must be submitted electronically using the following link:

https://lfportal.unioncountync.gov/Forms/procurementsubmit. The proposal must be signed by a person who is authorized to bind the proposing Company. Instructions for preparing the proposal are provided herein.

Select the solicitation drop down arrow and choose this RFP from the list. Complete the form, upload your proposal as one (1) complete PDF document, and select submit. The maximum size accepted is 30 MB.

A delivery notification email, from LF-Forms@co.union.nc.us, will be sent as your confirmation of receipt. Please add this address to your contact list.

Paper Submissions and/or Email Submissions Will Not Be Accepted.

There is no expressed or implied obligation for Union County to reimburse for any expenses incurred in preparing proposals in response to this request.

Union County reserves the right to reject any or all proposals, to waive technicalities and to make such selection deemed in its best interest, cancel this solicitation and award to multiple vendors.

2.3 Proposal Questions

Proposal questions will be due on or before September 24, 2026, at 3:00 PM Local Time.

The primary purpose of this is to provide participating vendors with the opportunity to ask questions, in writing, related to the RFP.

Submit questions by email to Procurement POC at Juan.Rodriguez-Cruz@unioncountync.gov by the deadline shown above. The email should identify the proposal number and title. All questions and answers may be posted as addenda on www.unioncountync.gov and https://evp.nc.gov/solicitations/.

2.4 Proposal Addendum

Union County may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum. Should an Offeror find discrepancies or omissions in this RFP, or https://lfportal.unioncountync.gov/Forms/procurementsubmit mailto:LF-Forms@co.union.nc.us mailto:Juan.Rodriguez-Cruz@unioncountync.gov http://www.unioncountync.gov/ https://evp.nc.gov/solicitations/ any other documents provided by Union County, the Offeror should immediately notify the County of such potential discrepancy in writing via email as noted above.

Any addenda to these documents shall be issued in writing. No oral statements, explanations, or commitments by anyone shall be of effect unless incorporated in the written addenda.

Receipt of Addenda shall be acknowledged by the Offeror on Appendix C, Addendum and Anti-Collusion Form.

2.5 Communication

All communications, any modifications, clarifications, amendments, questions, responses or any other matters related to this Request for Proposals must be made only through the Procurement Contact noted on the cover of this RFP. A violation of this provision is cause for the County to reject a Company’s proposal. No contact regarding this document with the Board of County Commissioners or other County employees is permitted and may be grounds for disqualification.

3 Introduction

3.1 County

The County (estimated population 257,682) is located in the central, southern piedmont. The County provides its citizens with a full array of services that include public safety, water/wastewater utilities and sanitation, human services, cultural and recreational activities, and general government administration.

3.2 Purpose

Union County, North Carolina, is seeking proposals from experienced and qualified firms to provide, implement, and support a web-based fleet management software system for the County’s fleet management operations.

The resulting contract will include software implementation and configuration, migration of existing fleet data and historical records, employee training, and ongoing software maintenance and technical support. The system will support fleet asset management, work orders, preventive maintenance, parts inventory, fuel and mileage data, and cost tracking and reporting.

Union County intends to continue operating its existing fleet management system during implementation of the new system until data migration, configuration, testing, training, and final transition activities have been successfully completed, and the County approves the new system for production use.

Objectives

The objectives of the resulting contract are to:

• Support fleet asset management, work orders, preventive maintenance scheduling, and parts inventory;

• Preserve existing fleet data and historical records through migration to the proposed system;

• Import fuel and mileage data for use in fleet records and reports;

• Track labor, parts, outside repair costs, and other expenses associated with fleet maintenance;

• Generate reports supporting departmental billing, maintenance tracking, asset history, and asset life expectancy;

• Provide user access and permissions appropriate to employees’ responsibilities; and

• Provide employee training, user documentation, and ongoing technical support for the system.

4 Scope of Work The selected firm shall provide and implement a web-based fleet management software system for Union County. The scope includes system configuration, migration of existing fleet data and historical records, employee training, and ongoing software maintenance and technical support in accordance with the requirements below.

4.1 WEB-BASED FLEET MANAGEMENT SOFTWARE

REQUIREMENTS

The software provider must:

• Have the ability to import the County’s existing fleet data and historical records from Hiperweb;

• Train Union County employees to use the software; and

• Have the ability to import fuel data and current mileage from WEX fueling.

For proposal preparation and pricing, the County’s current fleet and user quantities are as follows:

• Active assets: 1,045

• Inactive (historical) asset records: 1,058

• Users with data entry rights: 11

• Users with viewing rights only: 4

These quantities provide a common basis for proposal pricing and may fluctuate during the contract term. Offerors shall base their pricing on these quantities and explain their licensing and pricing model, including whether inactive asset records and view-only users incur charges. The Cost Proposal shall identify applicable rates, pricing tiers, and minimum charges associated with changes in asset or user quantities.

4.2 REQUIRED SOFTWARE FUNCTIONS

The software must allow authorized users to perform the following functions.

4.2.1 ASSET RECORDS

Create, modify, and delete asset records containing the following information and features:

• Asset number

• Asset type

• Vehicle identification number (VIN)

• Model year

• Make

• Model

• Description

• Color

• Vehicle weight

• Fuel type

• License plate number

• Registration expiration date

• Transponder number

• Fuel card number

• Spare key number

• Departments, such as Sheriff, Water, or Library

• Location, such as Sheriff–Town Contract, Water–Administrative, or Library– Main

• Budget code

• Purchase price

• Purchase date

• In-service date

• Out-of-service date

• Current mileage

• Record status

• Purchase order (PO) number

• Invoice number

• Life expectancy in years and miles

• Asset history

• Maintenance information, including the ability to assign maintenance frequencies to each asset

• Repair cost

• Overall condition rated from 1 to 4

• Selection identifying the asset as active or inactive

• Notes section for supervisors to add information

• Attachments section for photographs of assets or damage

4.2.2 SYSTEM CONFIGURATION

The software must allow authorized users to create, modify, and delete the following:

• Job conditions, such as drive-in repairs, scheduled repairs, and outside repairs;

• Job groups, such as preventive maintenance and cooling systems;

• Tasks, such as PMA multipoint inspections, PMB fuel filter changes, and water pump replacement;

• Vendors;

• Departments;

• Asset locations; and

• Budget codes.

The software must also allow authorized users to correct mileage entered incorrectly on a previous work order.

4.2.3 EMPLOYEE MANAGEMENT AND USER PERMISSIONS

The software must allow authorized users to:

• Create, modify, and delete employee records;

• Track monthly and annual labor, work orders, and tasks for each employee;

and

• Change each employee’s hourly charge rate.

The system must support the following employee access levels:

• Supervisors: Full system access.

• Mechanics: Ability to create work orders only for specified job conditions;

view and search asset records and asset history; view and search work orders and work order history; and access inventory.

• Installers: Ability to create work orders only for specified job conditions;

view and search asset records and asset history; view and search work orders and work order history; and access inventory.

The system must also support administrative, view-only, and viewing-with-reporting permissions.

4.2.4 WORK ORDERS

The software must allow authorized users to create, modify, complete, and delete work orders. Work order functionality must:

• Allow users to select the asset, job group, applicable tasks, and job condition when creating a work order;

• Require mileage to be entered on every work order;

• Require an overall asset condition rating from 1 to 4 on every work order;

• Allow the cost of parts purchased from outside vendors to be charged to work orders, with the ability to search vendors by name;

• Allow stock parts to be charged and released from inventory to work orders;

• Allow outside contractor costs to be charged to work orders, with the ability to search vendors by name;

• Record employee labor time and charge employee labor costs to work orders;

• Provide a notes section for employees to add information;

• Allow entry of safety measurements, such as tire tread depth and brake lining thickness;

• Allow multiple tasks on a single work order; and

• Allow photographs of assets or damage to be attached for documentation.

4.2.5 INVENTORY MANAGEMENT

The software must allow authorized users to:

• Maintain an inventory of stocked items;

• Adjust inventory item costs and quantities; and

• Generate history reports for stocked items.

4.2.6 PREVENTIVE MAINTENANCE

• The software must allow authorized users to create preventive maintenance schedules and generate reports identifying assets that are overdue for preventive maintenance.

4.2.7 REPORTING

The software must allow authorized users to generate the following reports:

• Monthly billing reports for departments, asset locations, and budget codes;

• Monthly cost reports for vendors;

• History and cost reports for each asset;

• History and cost reports for each work order within a selected date range;

• History and cost reports for each task within a selected date range;

• History and cost reports by job group within a selected date range;

• History and cost reports by job condition within a selected date range;

• An asset life expectancy report using a formula provided by Union

County Fleet Management;

• Maintenance cost detail and summary reports by fleet, department, and asset;

• Asset list change reports;

• Maintenance due reports;

• Inspection due reports;

• Customizable reports to address future fleet management reporting needs.

4.2.8 SEARCH FUNCTIONS

The software must allow authorized users to search asset records by:

• Description

• Model year

• Make

• Model

• Department

• Asset location

• Partial serial number

• License plate number

• Transponder number

• Spare key number

• Fuel card number

• Active or inactive status

• Purchase order (PO) number

• Class

The software must allow authorized users to search work orders by:

• Asset number

• Work order number

• Date created, with a selectable date range

• Employee

• Task

• Job group

• Job condition

4.3 PREFERRED FEATURES

The County prefers a system with the following capabilities:

• The ability to submit work and appointment requests through a web-based interface;

• A built-in calendar that displays work and appointment requests as a schedule for mechanics;

• The ability to complete work orders using a tablet or mobile device; and

• A single page for completing work orders and entering labor, parts, notes, and related information.

4.4 IMPLEMENTATION REQUIREMENTS AND DELIVERABLES

4.4.1 WORKING PROTOTYPES AND DEMONSTRATIONS

The vendor should be able to provide working prototypes and demonstrations of functionality at various stages, including before contract negotiations and during implementation. Acceptance of this deliverable requires approval of the prototypes by the County’s internal project team.

4.4.2 SYSTEM DESIGN AND CONFIGURATION DOCUMENTATION

The selected firm will be expected to facilitate discovery sessions with the County’s project team to review and clarify requirements, address gaps between County expectations and the proposed design, and develop final system design and configuration specifications. Approval of the design and configuration documentation by the County’s project team constitutes acceptance of this deliverable.

4.4.3 USER ACCESS

The selected firm will be expected to provide system access for internal and external users, including system administrators, program staff, and the program manager.

4.4.4 TRAINING AND TRAINING MATERIALS

The selected firm shall provide administrator and end-user training for County staff during implementation, including knowledge transfer to enable County staff to train future users.

The firm shall also plan and facilitate initial training for external users.

The selected firm shall provide training materials, such as user manuals, training videos, knowledge bases, or other relevant documentation that can be used for future training.

4.4.5 DATA ACCESSIBILITY AND REPORTING

The system must permit data access and support the creation and generation of reports from data captured within the application. The selected firm shall demonstrate these capabilities for approval by the County’s project team.

4.4.6 WARRANTY

The selected firm will be expected to provide ongoing support to troubleshoot issues that arise during the first year after delivery. This warranty does not include change requests.

4.4.7 TRANSITION AND CUTOVER

The selected firm shall develop and coordinate a transition and cutover plan for migration from the County’s existing Hiperweb fleet management system to the proposed system.

At a minimum, the transition plan shall address:

• Data extraction, conversion, and migration requirements;

• Required data formats, system access, and dependencies necessary for migration;

• Validation of migrated current and historical fleet data;

• System configuration and testing;

• Employee training prior to production use;

• Coordination of activities necessary to minimize disruption to Fleet Management operations;

• Identification and resolution of data migration or system configuration issues prior to final cutover; and

• Final production cutover and implementation support.

The County intends to continue operating its existing fleet management system during implementation of the new system. Final cutover shall not occur until migrated data has been validated, required testing and training have been completed, and Union County has approved the new system for production use.

5 Detailed Submittal Requirements and Instructions

5.1 Terms of Submission

All material received from a person or company (“Offeror”) in response to this solicitation will become the property of Union County and will not be returned. All costs incurred in preparing, submitting, or presenting a proposal are the sole responsibility of the Offeror and will not be reimbursed by Union County.

All proposals will be considered public records and subject to disclosure under applicable North Carolina public records laws.

Any material that an Offeror considers a trade secret and exempt from public disclosure under applicable law, including N.C.G.S. §§ 132-1.2 and 66-152, must be clearly and properly designated. The Offeror must:

1. Submit the confidential or trade-secret material in a separate file clearly marked “Confidential and Proprietary Information”; and

2. Identify the specific legal basis supporting the requested exemption from public disclosure.

Marking the entire proposal confidential is unacceptable and may not be honored by the County.

By submitting a proposal, the Offeror certifies that it has reviewed and understands the requirements of this RFP and that its proposal will remain valid for 120 calendar days following the proposal submission deadline.

5.2 Proposal Format

The County desires all responses to be identical in format in order to facilitate comparison. While the County’s format may represent a departure from the Offeror’s preference, the County requests adherence to the format. All responses are to be in the format described below.

Proposals should be clear, concise, and organized in the order shown below. The proposal must be submitted as one complete PDF document and should include a table of contents with corresponding page numbers.

Marketing materials may be included only when directly relevant to the requested information.

Proposals containing excessive generic or irrelevant material may receive a lower evaluation score.

The proposal should be organized and identified by sections as follows:

• Section A – Cover Letter

• Section B – Company Background and Experience

• Section C – Proposed Software and User Ability

• Section D – Project Team/ Personnel and Implementation Plan

• Section E – Maintenance and Support Program

• Section F – References

• Section G – Cost Proposal

• Section H – Required Forms

There are eight (8) Sections to this proposal. The instructions for each Section are outlined below.

Omissions and incomplete answers may be deemed unresponsive.

5.2.1 Section A – Cover Letter

The cover letter must:

• Identify the legal name and principal business address of the Offeror.

• Identify the name, title, telephone number, and email address of the individual authorized to represent the Offeror;

• Identify the individual authorized to negotiate and contractually bind the Offeror;

• Confirm the Offeror’s ability and commitment to satisfy the requirements of this RFP, including fleet management software implementation, training, and ongoing support.

• Confirm that the proposal will remain valid for 120 calendar days following the submission deadline;

• Identify any proposed subcontractors or partners;

• Be signed by an individual authorized to bind the Offeror (Required)

5.2.2 Section B – Company Background and Experience

The Offeror must provide:

• A brief history and description of the company;

• The number of years the company has provided fleet management software and related implementation and support services;

• Experience providing software for government fleets or comparable fleet operations;

• A record of successful fleet management software implementations and satisfied customers;

• Examples of three (3) to ten (10) projects involving similar software systems for which the Offeror has provided services during the five (5) years preceding issuance of this RFP;

• The location of the office or facility from which software implementation and support services will be provided to Union County;

• A description of any litigation, regulatory action, contract termination, or material claim occurring within the previous five years that may affect the company’s ability to perform; and

• Any additional qualifications demonstrating the Offeror’s ability to provide the requested services.

5.2.3 Section C – Proposed Software and User Ability

The Offeror must:

• Provide a detailed description of the proposed fleet management software;

• Briefly explain its ability to support the application once it is in production;

• Describe its qualifications to perform all Scope of Work requirements;

• Demonstrate its understanding and experience applying best practices for fleet management software deployment and support;

• Address each requirement in Sections 4.1 and 4.2, explaining how the proposed software and services will meet it; and

• Identify which preferred features listed in Section 4.3 are available in the proposed system.

Proposals for software that is in the concept stage or needs to be built will not be considered.

Union County must be notified of material changes to key personnel or subcontractors assigned to the contract.

5.2.4 Section D – Project Team/Personnel and Implementation Plan

The Offeror must describe its proposed project team and approach to implementing the fleet management software. At a minimum, the response must address:

• The proposed contract manager and project team, including each team member’s name, role, level and duration of involvement, and relevant experience;

• How the organization ensures that personnel performing the services are qualified and proficient;

• Experience implementing and configuring comparable software systems;

• The approach to software configuration, data migration, employee training, and completion of the deliverables identified in Section 4.4;

• The proposed transition and cutover approach, including data migration and validation, testing, continuity of County operations during implementation, dependencies on the County or existing system, and criteria for final production cutover

• A summary project delivery schedule aligned with the Scope of Work;

• Specialized staffing resources available in fleet management, equipment maintenance, and other management tasks;

• Communication and coordination with the County’s project team, complaint resolution, and quality-control procedures;

• Documentation of implementation activities and deliverables; and

• Any subcontractors proposed to perform services.

The Offeror should clearly identify any assumptions concerning Union County’s responsibilities, access to existing data and systems, staff participation, and implementation requirements.

5.2.5 Section E – Maintenance and Support Program

The Offeror must describe its proposed maintenance and support program for the fleet management software. At a minimum, the response must address:

• Details and duration of any manufacturer or vendor warranty applicable to the proposed software system;

• The frequency of software updates and upgrades and the Offeror’s approach to keeping the system current;

• The services included in the annual maintenance and support program;

• The extent and nature of technical support services, including web-based and cloud-based support;

• Available technical support channels, including telephone, email, and web portal support;

• Hours during which technical support is available

• Guaranteed response times for telephone, email, and web-based support

• The ability to provide direct remote support and how that support is provided

• The Offeror’s policy regarding on-site support

• Any customer-accessible knowledge base containing known issues, frequently asked questions, or other support resources

5.2.6 Section F – References

The Offeror must provide, at a minimum, three (3) comparable clients for whom it has provided fleet management software and related services similar in scope and complexity to those described in this RFP.

For each reference, provide:

• Client/Organization Name;

• Contact Name and Title;

• Address;

• Direct Phone Number;

• Email Address;

• Length of Relationship; and

• Summary of the Fleet Management Software and Services Provided.

Union County may contact any listed or independently identified reference to verify the Offeror’s experience and past performance.

5.2.7 Section G – Cost Proposal

The Cost Proposal shall include the following items in an itemized format:

• Total cost for implementation, including data conversion and migration;

• Cost of onsite and virtual training sessions for administrators and users; and

• Total annual licensing fee, including all hardware and software items required for complete operation of the proposed fleet management system.

Pricing shall be based on the asset and user quantities identified in Section 4.1. The annual licensing fee shall include all licensing charges applicable to those quantities.

Provide a supporting breakdown identifying the licensing model, billable quantities, applicable unit rates or pricing tiers, and minimum charges.

Explain how active assets, inactive (historical) asset records, users with data entry rights, and view-only users are treated under the proposed pricing model. Identify how increases or decreases in these quantities affect pricing.

For each preferred feature identified in Section 4.3, state whether it is included in the proposed price, available at an additional cost, or unavailable. Itemize any additional charges separately, identifying whether each charge is one-time or recurring and the applicable billing frequency.

Include supporting pricing details as additional pages to Appendix A within the proposal PDF.

The Offeror must complete and submit Appendix A – Price Schedule.

5.2.8 Section H – Required Forms

Offerors must complete and include signed copies of the following documents:

• Appendix B – Proposal Submission Form; and

• Appendix C – Addendum and Anti-Collusion Form.

6 Evaluation Criteria and Selection Process

6.1 Selection Participants

1. Maintaining the integrity of the RFP process is of paramount importance for the County.

To this end, please do not contact any members of Union County or its staff regarding the subject matter of this RFP until a selection has been made, other than the County’s designated contact person identified in the introduction to this RFP.

2. Representatives of Union County (Evaluation Team) will read, review, and evaluate the RFP independently based on the evaluation criteria. Union County reserves the right to conduct interviews with a shortlist of selected Offerors. Failure to abide by this requirement shall be grounds for disqualification from this selection process.

3. At its sole discretion, the Owner may ask written questions of Offerors, seek written clarification, and conduct discussions with Offerors on the RFPs.

4. The County reserves the right to determine the suitability of proposals on the basis of a proposal meeting scope and submittal criteria listed in the RFP. Evaluation criteria and other relevant RFP information will be used to assist in determining the finalist Vendor.

6.2 Evaluation Selection Process

A weighted analysis of the evaluation criteria will be utilized to determine the Vendor that represents the best value solution for the County.

In the evaluation and scoring/ranking of Offerors, the Owner will consider the information submitted in the RFP as well as the meetings (if applicable) with the respect to the evaluation criteria set forth in the RFP.

The initial evaluation criteria/factors and relative weights listed below will be used to recommend selection of the Proposed Offeror or for the purpose of selecting Short-Listed Offerors. The County may choose to award without engaging in interview discussions.

RFP Evaluation Criteria Weights Company Background, Relevant Experience, and References

15%

Proposed Software, User Ability, Project Team and Implementation Plan

50%

Maintenance and Support Program 20% Cost Proposal and Compliance with Submittal Requirements

15%

Vendors may be invited to provide a demonstration of the capabilities of the proposed software solution to the Union County Evaluation Team. The demonstration, if requested, along with responses to questions from the Evaluation Team, may be considered as part of the overall evaluation.

After identification of Short-Listed Offerors, the County may or may not decide to invite Short- Listed Offerors to participate in vendor demonstrations and/or interviews. If demonstrations or interviews are scheduled with the Short-Listed Offerors, previous evaluation scores and rankings will not be carried forward. For the purpose of selecting a Preferred Offeror, the evaluation criteria will be given the following relative weights:

Interview Evaluation Criteria Weights Proposed Software Solution, Implementation Plan and Staff

65%

Price, Quality and Relevance of Interview as it Relates to the Scope of the RFP

35%

Additional meetings may be held to clarify issues or address comments, as deemed appropriate. Offerors will be notified in advance of the time and format of such meetings.

6.3 Award Procedure

The County reserves the right to make an award without further discussion of the proposals received. Therefore, it is important that the proposal be submitted initially on the most favorable terms. It is understood that any proposal submitted will become part of the public record.

The County reserves the right to award to multiple vendors.

Union County (UC) reserves the right to reject any or all proposals, to waive technicalities and to make such selection deemed in its best interest.

A proposal may be rejected if it is incomplete. Union County may reject any or all proposals and may waive any immaterial deviation in a proposal.

The County may accept that proposal that best serves its needs, as determined by County officials in their sole discretion.

More than one proposal from an individual, firm, partnership, corporation or association under the same or different names, will not be considered.

County may select and enter into negotiations with the next most advantageous Offeror if negotiations with the initially chosen Offeror are not successful.

The award document will be a Contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the Offeror’s proposal as negotiated.

7 General Conditions and Requirements

7.1 Terms and Conditions

The contract award may have an initial term of three (3) years with two (2) one-year renewal option at the County’s discretion, pending annual budget approval.

All payroll taxes, liability and worker’s compensation are the sole responsibility of the Offeror.

The Offeror understands that an employer/employee relationship does not exist under this contract.

All proposals submitted in response to this request shall become the property of Union County and as such, may be subject to public review.

Union County has the right to reject any or all proposals, to engage in further negotiations with any Company submitting a proposal, and/or to request additional information or clarification. The County is not obligated to accept the lowest cost proposal. The County may accept that proposal that best serves its needs, as determined by County officials in their sole discretion.

7.2 Contractual Obligations

The contents of this Proposal and the commitments set forth in the Proposal shall be considered contractual obligations if a contract ensues. Failure to accept these obligations may result in cancellation of the award. All legally required terms and conditions shall be incorporated into final contract agreements with the selected Service.

7.3 Cost Adjustments

The Unit Pricing for the Initial Term shall be based upon the response to this solicitation.

However, the Unit Pricing for any Renewal Term may be adjusted at the beginning of such Renewal Term by multiplying the Unit Pricing effective in the previous term by the quotient of the All Urban Consumers Price Index (CPI-U) (South Region), Others Goods and Services, with the Index Period of 2025 - 2030 as published by the Bureau of Labor Statistics, United States Department of Labor, in effect ninety (90) days prior to the commencement date of the new Renewal Term divided by such CPI in effect for the same month one (1) year prior to such date. However, any Unit Pricing increase pursuant to the previous sentence shall be capped at a five percent (5%) increase from one term to the next. Any such Unit Pricing adjustment for a Renewal Term must be requested by the Vendor or County within thirty (30) days from the date of the County’s notice of its exercise of an option to renew the Contract for a Renewal Term.

7.4 Sub-Contractor/Partner Disclosure

A single Company may propose the entire solution. If the proposal by any Company requires the use of subcontractors, partners, and/or third-party products or services, this must be clearly stated in the proposal. The Company submitting the proposal shall remain solely responsible for the performance of all work, including work that is done by subcontractors.

7.5 Exception to the RFP

An “exception” is defined as the Contractor’s inability or unwillingness to meet a term, condition, specification, or requirement in the manner specified in the RFP. All exceptions taken must be identified and explained in writing and must specifically reference the relevant section(s) of this RFP. Other than exceptions that are stated in compliance with this Section, each proposal shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this RFP. If the Contractor provides an alternate solution when taking an exception to a requirement, the benefits of this alternate solution and impact, if any, on any part of the remainder of the Contractor’s solution, must be described in detail.

7.6 Modification or Withdrawal of Proposal

Prior to the scheduled closing time for receiving proposals, any Offeror may withdraw their proposal. After the scheduled closing time for receiving proposals, no proposal may be withdrawn for 120 days. Only written requests for the modification or correction of a previously submitted proposal that are addressed in the same manner as proposals and are received by the County prior to the closing time for receiving proposals will be accepted.

7.7 Equal Employment Opportunity

All Firms will be required to follow Federal Equal Employment Opportunity (EEO) policies.

Union County will affirmatively assure that on any project constructed pursuant to this advertisement, equal employment opportunity will be offered to all persons without regard to race, color, creed, religion, national origin, sex, and marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation, or age.

7.8 Minority and Small Business Participation Plan

It is the policy of Union County that Minority Businesses (MBEs), Disadvantaged Business Enterprises (DBEs) and other small businesses shall have the opportunity to compete fairly in contracts financed in whole or in part with public funds. Consistent with this policy, Union County will not allow any person or business to be excluded from participation in, denied the benefits of, or otherwise be discriminated against in connection with the award and performance of any contract because of sex, race, religion, or national origin.

7.9 Licenses

The successful Firm(s) shall have and maintain a valid and appropriate business license (if applicable), meet all local, state, and federal codes, and have current all required local, state, and federal licenses.

7.10 E-Verify

E-Verify is the federal program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program, used to verify the work authorization of newly hired employees pursuant to federal law. Offeror/Firm shall ensure that Firm and any Sub-Contractor performing work under this contract: (a) uses E- Verify if required to do so; and (ii) otherwise complies with applicable law.

7.11 Drug-Free Workplace

During the performance of this Request, the Offeror agrees to provide a drug-free workplace for his employees; post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the workplace and specify the actions that will be taken against employees for violations of such prohibition; and state in all solicitations or advertisements for employees placed by or on behalf of the firm that the Offeror maintains a drug-free workplace.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Service Provider/Firm in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the Request.

7.12 Insurance

One or more of the following insurance limits may be required if it is applicable to the project.

The County reserves the right to require additional insurance depending on the nature of the agreement.

At Contractor’s sole expense, Contractor shall procure and maintain the following minimum insurances with insurers authorized to do business in North Carolina and rated A-VII or better by A.M. Best.

A. Workers’ Compensation (for any agreement unless otherwise waived by the Risk Manager) Statutory limits (where Contractor has three or more employees) covering all employees, including Employer’s Liability with limits of:

$500,000 Each Accident $500,000 Disease - Each Employee $500,000 Disease - Policy Limit

B. Commercial General Liability (for any agreement unless otherwise waived by the Risk Manager) Covering Ongoing and Completed Operations involved in this Agreement.

$2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $1,000,000 Each Occurrence $1,000,000 Personal and Advertising Injury Limit $5,000 Medical Expense Limit

C. Commercial Automobile Liability (for any agreement involving the use of a contractor vehicle while conducting services associated with the agreement)

$1,000,000 Combined Single Limit - Any Auto

D. Professional Liability (for any agreement providing professional service such as engineering, architecture, surveying, consulting services, etic)

$1,000,000 Claims Made

Contractor shall provide evidence of continuation or renewal of Professional Liability Insurance for a period of two (2) years following termination of the Agreement.

E. Pollution Liability Insurance (for any agreement involving the clean-up or transportation of pollutants)

$1,000,000 Claims Made

Contractor shall provide evidence of continuation or renewal of Pollution Liability Insurance for a period of two (2) years following termination of the Agreement.

F. Network Security & Privacy Liability (Cyber) (for any agreement involving software applications)

$1,000,000 Claims Made

Contractor shall provide evidence of continuation or renewal of Technology Errors & Omissions Insurance for a period of two (2) years following termination of the Agreement.

G. Builder’s Risk (for any agreement involving above ground construction projects) Amount of Contract

Additional Insurance Requirements

A. The Contractor’s General Liability policy shall be endorsed, specifically or generally, to include the following as Additional Insured:

Union County, Its Officers, Agents and Employees Are Included as Additional Insured With Respects to The General Liability Insurance Policy.

Additional Insured status for Completed Operations shall extend for a period of not less than three (3) years from the date of final payment.

B. Before commencement of any work or event, Contractor shall provide a Certificate of Insurance in satisfactory form as evidence of the insurances required above.

C. Contractor shall have no right of recovery or subrogation against Union County (including its officers, agents and employees).

D. It is the intention of the parties that the insurance policies afforded by Contractor shall protect both parties and be primary and non-contributory coverage for any and all losses covered by the above-described insurance.

E. Union County shall have no liability with respect to Contractor’s personal property whether insured or not insured. Any deductible or self-insured retention is the sole responsibility of Contractor.

F. Notwithstanding the notification requirements of the Insurer, Contractor hereby agrees to notify County’s Risk Manager at 500 N. Main Street # 130, Monroe, NC 28112, within two

(2) days of the cancellation or substantive change of any insurance policy set out herein.

Union, in its sole discretion, may deem failure to provide such notice as a breach of this Agreement.

G. The Certificate of Insurance should note in the Description of Operations the following:

Department: _____________________ Contract #: _____________________

H. Insurance procured by Contractor shall not reduce nor limit Contractor’s contractual obligation to indemnify, save harmless and defend Union County for claims made or suits brought which result from or are in connection with the performance of this Agreement.

I. Certificate Holder shall be listed as follows:

Union County Risk Management 500 N. Main Street Monroe, NC 28112

J. If Contractor is authorized to assign or subcontract any of its rights or duties hereunder and in fact does so, Contractor shall ensure that the assignee or subcontractor satisfies all requirements of this Agreement, including, but not limited to, maintenance of the required insurances coverage and provision of certificate(s) of insurance and additional insured endorsement(s), in proper form prior to commencement of services.

7.13 Indemnification

Contractor agrees to protect, defend, indemnify and hold Union County, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings, or causes of action of every kind in connection with or arising out of this agreement and/or the performance hereof that are due, in whole or in part, to the negligence of the Contractor, its officers, employees, subcontractors or agents. Contractor further agrees to investigate, handle, respond to, provide defense for, and defend the same at its sole expense and agrees to bear all other costs and expenses related thereto.

8 Appendix A – Price Schedule

Submit With Proposal

Company Name ______________________________

The undersigned, having carefully examined RFP 2027-002, hereby submits the following cost proposal for the implementation, licensing, training, and support of the proposed Fleet Management Software system.

The Cost Proposal shall include the following items in an itemized format:

Total cost for implementation, including data conversion and migration: $____________________

Cost of onsite and virtual training sessions for administrators and users: $____________________

Total annual licensing fee, including all hardware and software items required for complete operation of the proposed Fleet Management Software system: $____________________

Pricing shall be based on the asset and user quantities identified in Section 4.1. The annual licensing fee shall include all licensing charges applicable to those quantities. Provide a supporting breakdown identifying the licensing model, billable quantities, applicable unit rates or pricing tiers, and minimum charges.

Explain how active assets, inactive (historical) asset records, users with data entry rights, and view-only users are treated under the proposed pricing model. Identify how increases or decreases in these quantities affect pricing.

For each preferred feature identified in Section 4.3, state whether it is included in the proposed price, available at an additional cost, or unavailable. Itemize any additional charges separately, identifying whether each charge is one-time or recurring and the applicable billing frequency.

Include supporting pricing details as additional pages to Appendix A within the proposal PDF.

The Offeror shall identify any additional recurring, optional, or one-time costs not included above and provide a description of each charge.

Additional Costs, if any:

Description: ______________________________________________

Cost: $____________________

Description: ______________________________________________

Cost: $____________________

I hereby certify that the statements herein are a clear representation of the firm submitting the price proposal.

Printed Name

Title

Signature

Date

9 Appendix B – Proposal Submission Form

Submit With Proposal

This Proposal is submitted by:

Company Legal Name:

Representative Name:

Representative Signature:

Representative Title:

Address:

City/State/Zip:

Email Address:

Phone Number:

Website Address:

It is understood that Union County reserves the right to reject any and all proposals, to make awards according to the best interest of the County, to waive formalities, technicalities, to recover and resubmit this project. Proposal is valid for 120 calendar days from the Proposal due date and is submitted by an executive of the company that has authority to contract with Union County, NC.

Name:

Title:

Signature:

Date:

10 Appendix C – Addendum and Anti-Collusion Form

Submit With Proposal

Please acknowledge receipt of all addenda by including this form with your Proposal. Any questions or changes received will be posted as an addendum www.unioncountync.gov/ and/or https://evp.nc.gov/solicitations/. It is your responsibility to check for this information.

Addendum No. Date Downloaded

I certify that this proposal is made in good faith and without collusion with any other offeror or officer or employee of Union County.

Company Name:

Name:

Title:

Email Address:

Signature:

Date:

http://www.unioncountync.gov/ https://evp.nc.gov/solicitations/

11 Appendix D – Template Contract

Do not submit with Proposal

Simple Services (Updated 02.06.24) 1

STATE OF NORTH CAROLINA

AGREEMENT

COUNTY OF UNION

THIS AGREEMENT is made and entered into as of __________________________, by and between UNION COUNTY, a political subdivision of the State of North Carolina, whose address is 500 North Main Street, Monroe, NC 28112, hereinafter “Union,” and [Contractor’s full legal name], a [type of business (corporation, limited liability company, etc.) and state where incorporated], whose address is ____________________________________, hereinafter “Contractor.”

W I T N E S S E T H

WHEREAS, Union desires that Contractor perform certain [briefly describe services here]…