RFP 27-27GS -Asset Management Solution-Fleet.pdf

REQUEST FOR PROPOSALS – NON-PROFESSIONAL SERVICES

ISSUE DATE: SEPTEMBER 21,

RFP #: 27-27/GS

NGIP CODE: 20900, 92000

DATE/TIME OF CLOSING:

OCTOBER 20, 2026 AT 11:00 AM

EST

BUYER NAME:

GARY SIGHTLER

COMMODITY: SOFTWARE AS

SERVICE – ASSET MANAGEMENT

SOLUTION

THE CITY OF HAMPTON (“CITY”) IS SEEKING PROPOSALS FROM QUALIFIED OFFERORS TO PROVIDE AN ASSET MANAGEMENT SYSTEM/SOFTWARE SOLUTION FOR THE DEPARTMENT OF PUBLIC WORKS FLEET

SERVICES DIVISION.

ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A B C D (Please initial)

ACKNOWLEDGE RECEIPT OF ADDENDUM (S): 1 2 3 4 (Please initial)

Pre-Proposal Conference – N/A

OFFEROR NAME:

COMPETITIVE NEGOTIATION. This Request for Proposals (“RFP”) is subject to the competitive negotiation provisions outlined in Virginia Code §2.2-4302.2. In addition, the City requires that proposals be sealed. Sealed proposals will be received in the Issuing Office until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids will also be received electronically only via DemandStar (www.demandstar.com). Proposals received by telephone, email, facsimile, or any other means of electronic transfer will not be accepted. The City of Hampton is not responsible for late delivery by the United States Postal Service or any other courier. All inquiries for information regarding this RFP are to be directed to the Issuing Office as defined herein.

THIS IS NOT AN ORDER. The City of Hampton, hereafter referred to as “the City”, reserves the right to accept or reject any and all proposals in whole or in part and waives any informality in the competitive negotiation process.

Further, the City reserves the right to enter into any one or more contracts deemed to be in its best interest. The entire contents of the RFP, and addenda, offeror’s proposal and negotiated changes shall be incorporated by reference into any resulting contract.

The City of Hampton does not discriminate against faith-based organizations or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

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Offeror Information:

Name of Offeror: Address:

Phone Number: Fax Number:

Email Address: State Corporation Commission ID:

City of Hampton Business Prof. License Tax No.:

Federal Tax Identification Number: ___________________; OR Social Security Number (Sole Proprietor):________________ NOTE: Numbers identified as social security numbers will be redacted in public documents.

Business Classification:

Is Offeror a “minority” business? Yes No African American Hispanic American Native American Asian American Other; Please Explain: ______________________________________________________ Is Offeror Woman Owned? Yes No Is Offeror a Small Business? Yes No Is Offeror a Faith-Based Organization? Yes No Is Offeror a Disabled Veteran Business? (for informational purposes only) Yes No Check One: INDIVIDUAL PARTNERSHIP CORPORATION LLC State in which Registered or Incorporated _____________________________

By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above, in the Proposal Terms and Conditions, and General Terms and Conditions as described in Attachment A.

Authorized Signature: Date:

Printed Name: Title:

Issuing Office: Wherever used in this Request for Proposal, the Issuing Office Will Be:

Gary Sightler, Director of Procurement Phone: 757-727-2206 Consolidated Procurement Division 1 Franklin Street, Suite 345 Email: gary.sightler@hampton.gov Hampton, Virginia 23669

Wherever used in this Request for Proposal, the City Contract Administrator will be:

Nestor Sosa, Fleet Services Superintendent Phone: 757-727-6136 City of Hampton Fleet Services Email: nestor.sosa@hampton.gov 413 North Armistead Ave Hampton, Virginia 23669 mailto:gary.sightler@hampton.gov mailto:nestor.sosa@hampton.gov

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I. BACKGROUND

A. Hampton, Virginia Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering the Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is water, with a total population of more than 137,000.

The City boasts a strong military and technology presence. The nation’s first air base, Langley Air Force Base, is home of the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes nearly $4 billion a year to the regional economy. NASA Langley Research Center, where America’s first astronauts were trained, is a major center for aviation research. In addition, the National Institute for Aerospace, run by a consortium of universities, conducts research on both manned and unmanned systems. The most recent research center is Huntington Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to focus on military and business applications for underwater drones. Virginia Tech has an expanded research center focused on seafood and aquaculture and opened an office and lab space as part of its Center for Coastal Studies.

In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-eminent HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University’s Peninsula Center; and Bryant & Stratton College.

The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran’s Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer treatment, centers affiliated with Riverside Regional Medical Center and the Children’s Hospital of the Kings’ Daughters, as well as military and retiree care at the Langley base.

Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec, Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point National Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton location (in addition to the Unmanned Center). Tourism is also an important economic driver.

The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport and the smaller Newport News/Williamsburg International Airport.

Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest metropolitan region in the nation.

The city’s public school system has been recognized nationally, and the city’s government has been recognized for its flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen engagement.

Hampton is a welcoming and diverse city – large enough to provide a wide variety of festivals, music, arts and culture – but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest continually occupied city in the original 13 Colonies) and has a rich history.

Approximately half of the residents are African-American, and 37% are white, with the remainder split among multiple races and other categories. About 6% of the population is Hispanic. Additional demographic data may be accessed by the hyperlink: http://hampton.gov/90/Demographics http://hampton.gov/90/Demographics

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B. PROJECT BACKGROUND

The City is seeking proposals from qualified firms to provide, implement, configure, support and providing training for a comprehensive, cloud-based Fleet Operations Management Platform for the Public Works Fleet Services Division.

The City maintains a diverse fleet consisting of light-duty vehicles, heavy-duty trucks, off-road equipment, trailers, emergency response vehicles, and specialized equipment such as lawnmowers and trailers supporting multiple City departments.

At present, approximately 100 technicians and shop personnel are anticipated to use the new Asset Management solution and approximately 100 other individuals are expected to view vehicle information/status. There are approximately 1600 assets, including vehicles and equipment, managed by Fleet Division.

The Offeror selected for award of the contract (“Contractor”) shall provide an integrated platform to manage the complete lifecycle of fleet assets, data integrity, regulatory compliance, reporting capabilities, and long-term replacement planning.

The City desires a commercial-off-the-shelf solution that provides the necessary functionality required by the Fleet Services Division.

The Contractor shall provide a fully integrated fleet management solution that will provide the following project objectives:

• Automate preventive maintenance scheduling.

• Track technician productivity/time.

• Provide inventory management and purchasing related functions.

• Track fleet availability.

• Track labor, parts, fuel, and equipment lifecycle costs.

• Provide executive dashboards and operational reporting.

• Support data-driven fleet replacement planning.

• Support Equipment Replacement Fund (ERF) planning and forecasting.

• Provide mobile capabilities for technicians and supervisors.

• Provide customer communication link / data access for departments.

• Provide integration capabilities with existing City enterprise systems.

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II. PROPOSAL TERMS AND CONDITIONS

A. Contract Documents. This RFP, its addenda(s), Offeror’s proposal, any additional information requested, negotiated changes, and the final awarded contract will constitute the final contract hereafter referred to as the “Contract”. These documents will be incorporated by reference into the City Purchase Order(s) related to the Contract. The Contract shall be governed by the contract documents in the following order of precedence:

1. The final negotiated Contract

2. The RFP, its attachments, and its addenda

3. Any negotiated changes to the foregoing documents

4. Offeror’s proposal

In the event that there is a Conflict between this RFP, its attachments and addenda, Bidder’s Bid, or any related documents and the final negotiated Contract, the final negotiated Contract shall supersede and control.

B. Copies of Contract Documents. If Offeror is awarded the Contract, Offeror will receive electronic copies of all documents. All original documents will be maintained at the Issuing Office. If Offeror requires a certified copy of any document to which Offeror is entitled, the Issuing Office will accommodate that request.

C. Proposal Binding for One Hundred Twenty (120) Days. Offeror agrees that its proposal shall be binding and may not be withdrawn for a period of one hundred twenty (120) calendar days after the scheduled closing date of this RFP.

D. Proprietary Information/Non-Disclosure. Offeror is advised that the Virginia Public Procurement Act (Section 2.2-4342, Code of Virginia, 1950 as amended) shall govern public inspection of all records submitted by Offeror.

• Offeror may invoke the protections of §2.2-4342 of the Code of Virginia to protect trade secrets, proprietary information and other confidential information provided by the Offeror:

i. Invoke the protections of this Section prior to, or upon submission of, the data or other materials.

ii. Provide a statement that identifies the data or other materials to be protected and that states the reasons why protection is necessary.

iii. Submit trade secrets or other proprietary information under separate cover in a sealed envelope clearly marked “PROPRIETARY”.

iv. References to the proprietary information may be made within the body of the proposal; however, all information contained within the body of the proposal shall be public information in accordance with State statutes.

v. An all-inclusive statement that the entire proposal is proprietary is unacceptable.

A statement that Offeror’s costs and/or proposal pricing are to be protected is unacceptable. Offeror will be requested to remove any such statement(s) in order to be eligible for further consideration.

• The City reserves the right to submit such information to the City Attorney for concurrence of the Offeror’s claim that it is in fact proprietary. Information submitted that does not meet the above requirements will be considered public information in accordance with the VFOIA.

D. Offeror Obligation. Offeror shall carefully examine the contents of this RFP and any subsequent addenda(s). Failure to do so shall not relieve the Offeror of its obligation to fulfill the requirements of any contract awarded as a result of this RFP.

E. Conditions of Work. Offeror shall inform itself fully of the conditions related to services required herein. Failure to do so will not relieve an Offeror of the obligation to furnish all goods and/or services necessary to carry out the provisions of the Contract.

F. Cooperative Procurement. Section 2.2-4304 Code of Virginia (VPPA) will apply to this solicitation. Other Public Bodies may utilize any contract(s) issued pursuant to this solicitation by placing its own order(s) directly with the Contractor(s) awarded the Contract(s). The City of

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Hampton acts only as the issuing agent and is not responsible for placement of orders, payment or discrepancies of other participating Public Bodies.

G. Offeror Representations and Acknowledgements. The attached “Offeror Representations and Acknowledgements” at Attachment C to this RFP, shall be executed by Offeror and is to be submitted with Offeror’s Proposal. The requirements set forth on said form shall be considered to be binding terms and conditions in any contract resulting from this RFP. A contract will not be awarded to an Offeror who has not signed the Offeror Representations and Acknowledgements.

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III. SCOPE OF WORK/STATEMENT OF NEEDS

The Contractor shall provide all labor, software, licensing, implementation, configuration, project management, training, documentation, support, and maintenance necessary to implement a complete Fleet Operations Management Platform.

To the greatest extent possible, the City seeks a solution that will provide integrations with other solutions that may be or will be used in the future.

The proposed software solution and related services should include, but not be limited to, the following:

A. Software Implementation

The Contractor should provide the following actions related to implementation of the proposed solutions:

• Configure and deploy a cloud-based Software-as-a-Service (SaaS) solution

• Configure workflows & approval levels

• Configure preventive maintenance schedules

• Configure notifications

• Configure user roles and permissions

• Configure security settings

• Configure business rules

• Configure dashboards

• Configure reports

• Assist the City with implementation planning

• Conduct system testing

• Provide production deployment assistance and training

B. Data Migration

The Contractor shall migrate all available fleet-related information from the City's current system, Lucity and other historical data from Asset Works.

Data migration shall include, but not be limited to:

• Fleet assets

• Historical work orders

• Titles

• Fuel history

• Employee information

• Odometer history

• Photos

• Preventative maintenance schedules

• Parts inventory/integration with solution and services currently provided by an outside contractor for the City

• Vehicle specifications

• Maintenance history

• Vendors

• Labor history

• Technician information

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• Engine hour history

• Manuals

• Equipment specifications

• Documents

• Fuel transactions

• Warranty information

• Meter readings

• Document or record attachments associated existing system information

• Registrations

The Contractor shall identify data quality issues and provide recommendations for cleansing and validation prior to migration.

C. Fleet Maintenance Management The proposed solution should provide a comprehensive maintenance management solution that includes, but is not limited to, the following:

• Electronic work order management

• Corrective maintenance

• Preventive maintenance

• Campaign management

• Recall management

• Technician scheduling

• Labor tracking

• Shop scheduling

• Work order prioritization

• Vehicle downtime tracking

• Warranty tracking

• Warranty recovery

• Vendor repairs

• Outside repair tracking

• Repair history

• Digital repair approvals

• Cost tracking by repair

• Cost tracking by vehicle

• Cost tracking by department

D. Preventive Maintenance (PM) Management The proposed solutions should provide the following functionality:

• Generate PM work orders

• Support multiple PM schedules

• Track PM compliance

• Notify supervisors of overdue PMs

• Track inspections

• Support mileage-based PMs

• Support engine-hour PMs

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• Support calendar-based PMs

• Notify departments of upcoming maintenance

• Automatically schedule preventive maintenance

• Support seasonal equipment maintenance

E. Digital Inspections

The proposed solution should support customizable electronic inspections including:

• Technician inspections

• Annual inspections

• DOT inspections

• Fire apparatus inspections

• Custom inspection forms

• Electronic signatures

• Photo attachments

• Defect tracking

• Driver Vehicle Inspection Reports (DVIR)

• Automatic work order generation from inspection deficiencies

F. Asset Lifecycle Management The proposed solution should maintain a complete lifecycle history for every asset and include:

• Acquisition tracking

• Asset specifications

• Maintenance history

• Fuel history

• Accident history

• Warranty history

• Recalls

• Campaigns

• Registration tracking

• Insurance information

• Photos

• Manuals

• Disposal tracking

• Replacement history

G. Equipment Replacement Planning (ERF)

The City places significant importance on long-term fleet replacement planning. The proposed solution should support:

• Equipment Replacement Fund (ERF) tracking

• Annual contribution tracking

• Replacement reserve balances

• Capital replacement forecasting

• Five-year replacement plans

• Ten-year replacement plans

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• Budget forecasting

• Funding gap analysis

• Replacement cost estimation

• Executive replacement reports

• Replacement prioritization

• Replacement scoring based upon:

o Age o Mileage o Engine hour o Maintenance costs o Downtime o Mission criticality o Department priority

H. Inventory Management The proposed solution should support:

• Multiple warehouse locations

• Multiple shop inventories

• Barcode support

• Bin locations

• Serialized inventory

• Tire inventory

• Fluid inventory

• Core tracking

• Warranty tracking

• Inventory adjustments

• Inventory transfers

• Minimum and maximum stock levels

• Automatic reorder notifications

• Cycle counting

• Physical inventory

• Vendor pricing

• Purchase history

• Parts issue directly to work orders

I. Purchasing and Procurement

• Purchase requests

• Purchase Orders

• Receiving

• Vendor quotations

• Vendor management

• Contract pricing

• Invoice tracking

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• Approval workflows

• Purchasing history

• Cooperative purchasing contracts

J. Fuel Management

• Fuel transaction imports

• Fuel island integration

• Fuel card integration

• Fuel inventory

• Fuel usage reporting

• Fuel economy calculations

• Odometer validation

• Engine hour validation

• Exception reporting

• Unauthorized fueling alerts

• Fuel tax reporting

• Missed odometer reporting

K. Mobile Functionality

The solution should provide native mobile capability for technicians and supervisors including but not limited to:

• Work order assignments

• Labor entry

• Parts issuance

• Digital inspections

• Barcode scanning

• VIN scanning

• Photo uploads

• Voice-to-text notes

• Electronic signatures

• GPS location (optional)

• Offline functionality with automatic synchronization

L. Reporting, Dashboards and Analytics

The system shall provide customizable dashboards and reporting including:

• Executive Dashboards o Fleet availability o Vehicles out of service o PM compliance o Shop workload o Fleet replacement needs o Budget summaries o Department maintenance costs

• Operational Reports:

o Maintenance Cost

City of Hampton Page 12 of 49 o Fuel Consumption o Technician utilization o Vehicle utilization o Inventory turns o Emergency repairs o Department chargebacks o Cost per mile o Fuel economy o Shop efficiency o Open work orders o Warranty recovery o Work order completion time o Fleet replacement planning o Cost per hour o Labor productivity o Vehicle downtime o Inventory downtime o Inventory Usage o Road Calls

• The proposed solution should support:

o Scheduled reports o PDF export o Excel export o CSV export o Automatic email distribution o Custom report builder o Business intelligence integration (Power BI/equivalent)

M. System Integrations The proposed solution should provide APIs or other integration methods capable of interfacing with current and future City systems including:

• Financial systems

• Enterprise Resource Planning systems

• Purchasing systems

• Fuel management systems

• Payroll systems

• Offer Single Sign-On (SSO) capability

• Human Resources systems

• GIS platforms

• Telematics integration (future)

• Micro Entra ID (Azure Active Directory

N. Notifications and Alerts The proposed solution should provide configurable notifications for:

• Warranty expiration

• Registration expiration

• Inspection due

• Inventory shortages

• Vehicle downtime

• Approval requests

• Fuel exceptions

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• Recall notices

• Preventative maintenance due

O . Training

The Contractor shall provide comprehensive training for the following position categories:

• System Administrators

• Fleet Management

• Fleet Supervisors

• Lead Technicians

• Technicians

• Inventory Personnel

• Parts Personnel

• Reporting Users

• Executive Users

The training offered should include Instructor-led training, train-the-trainer sessions, online training resources and include User Manuals, Technical Documentation and Administrative Documentation.

P. Project Management The Contractor shall provide a project management and implementation plan which may include, but not be limited to, providing a dedicated Project Manager or management team and include regularly scheduled meetings, an implementation schedule, a communication plan, a risk management plan, issue tracking, go-live support and post-implementation support plans.

Q. System Requirements The proposed solution should include the following system configuration and functionality:

• Be browser-based

• Be mobile compatible

• Support role-based security -

• Maintain audit trails

• Provide automatic software updates

• Include disaster recovery

• Include encrypted data storage

• Support multi-factor authentication

• Be cloud-hosted (Software as a Service)

• Meet current cybersecurity standards

• Be scalable for future growth

R. Key Deliverables

The Contractor shall provide the following services during implementation and post implementation:

• Manage data migration

• Ongoing maintenance

• Configuration documentation

• Training materials

• System documentation

• Go-live support

• Post-implementation support

• Provide a fully configured Fleet Operations Management Platform

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S. Support and Maintenance - The Contractor shall provide ongoing software maintenance and support, dedicated support contacts and offer Help Desk services, software updates, technical support and an online knowledge base. In addition, the Contractor should offer a Service Level Agreement (SLA).

T. Offeror Qualifications - Offerors shall demonstrate experience and capability and offer a fully functional solution that meets the needs of the City. The City desires proposals from firms who have financial stability, who have demonstrated experience implementing software solutions to local government within a reasonable timeframe and offers a qualified and capable implementation team. References shall be provided with the proposal as indicated below.

U. Acceptance Criteria

The City has identified the following key components for the project to be accepted

• Successful data migration

• Completion of all training

• Successful production deployment

• Resolution of critical issues

• Final acceptance by the City of Hampton Fleet Services Division

• Completion of agreed-upon post-implementation support period

V. Additional Software Terms and Conditions

• Offeror warrants that it and its employees, subcontractors, partners and third-party providers have taken all necessary and reasonable measures to ensure that the application, licensed services, supplier product, and any related deliverables do not include any degradation, known security vulnerabilities, or breach of privacy or security. Supplier agrees to notify the City of any occurrence of such as soon as possible after discovery and provide the City with fixes or upgrades for security vulnerabilities within 90 days of discovery.

• All contractual terms shall comply with § 2.2-4311.3 of the Virginia Public Procurement Act.

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IV. INSTRUCTIONS TO OFFERORS

A. Contact with City/City Staff, Representatives, and/or Agents. Direct contact with City staff, representatives, and/or agents other than the Consolidated Procurement Division staff on the subject of this RFP or any subject related to this RFP is expressly prohibited except with the prior knowledge and permission of the Purchasing Agent or designated representative.

B. Questions. Offerors must submit questions regarding the RFP in writing to the Issuing Office via fax (757) 727-2207 or via email to gary.sightler@hampton.gov no later than 2:00 PM EST on October 5, 2026.

Necessary replies will be issued to all Offerors of Record as addenda that shall become part of the contract documents. Oral instructions do not form a part of the proposal documents. Offeror is responsible for checking website http://www.Hampton.gov/bids-contracts or contacting the Issuing Office within 48 hours prior to proposal closing to secure any addenda issued for this RFP.

C. Changes or Modifications. Changes or modifications to this RFP made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the space provided on the cover page of this RFP. Oral communications are not a part of the proposal documents.

This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

D. RFP Closing. Offeror shall ensure its sealed proposal is time stamped by the Issuing Office no later than the Closing Date and Time shown on the cover page of the RFP. Proposals received after the specified date and time (time stamped 11:01 AM or later) will not be considered and will be returned to the Offeror unopened.

E. Proposal Submittal Requirements:

1. Each proposal submission shall be submitted to the Issuing Office and shall include the following:

i. Pages 1-2 of this RFP and it will contain:

a. Original signature of an agent authorized to bind the company

b. Requested contact information

c. Company Federal Employer Identification Number

d. Acknowledgement of any addenda received

ii. Proposals are to be organized according to the following tabs:

a. Tab 1 - Scope of Work

b. Tab 2 - Past Project Experience & References

c. Tab 3 - Capability & Skills

d. Tab 4 - Project Schedule & Proposed Timeline

e. Tab 5 - Project Fee Structure & Cost Estimate

f. Tab 6- Exceptions/Alternatives

g. Tab 7 - Small, Minority and Woman Owned Business participation

iii. All proposal pages must be numbered

iv. Attachments:

a. Attachments C, D and E

b. Attachment F, The City of Hampton Fleet Software Solution Requirements Matrix (Matrix) attached as an excel document or available upon request. Please note that the Matrix is not a substitute for the detailed information required in this section.

2. Proposals must be submitted utilizing the following requirements:

i. Offerors shall submit sealed proposals in a labeled envelope or package with the Request for

Proposal’s Item Number and the name and address of the Offeror. Offerors may also submit proposals electronically via DemandStar. Proposals received by telephone, email, facsimile, or any other means of electronic transfer will not be accepted.

ii. Submit the original and one (1) flash drive of the proposal. (Not required if submitted via DemandStar.)

mailto:gary.sightler@hampton.gov

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iii. All proposals must be received and time stamped in DemandStar OR the Issuing Office no later than the Closing Date and Time shown on the cover page of this RFP. Any proposal received after the specified date and time (11:01 AM EST or later) will not be considered and will be returned to the Offeror unopened.

iv. Proposals must include all elements noted in the “Preparation of Proposals” section below.

v. If the proposal contains trade secrets and/or proprietary information, please submit proprietary information or trade secrets in a separate envelope and mark it “proprietary.” Any information included in the envelope, shall be conspicuously labeled ‘proprietary in red ink at the top of each page. Please note in your proposal where information has been included in the separate proprietary envelope and include a statement setting forth the basis for protection of proprietary information, if any, as detailed in the “Proprietary Information/Disclosure” section.

3. Offerors are encouraged to submit proposals on recycled paper.

4. Offerors should be thorough in addressing the Specific Requirements and the Proposal Submittal

Requirements as outlined in this RFP.

F. Proposal Content Evaluation

1. Scope of Work - Services to be Provided - Provide a detailed description of the solution to be provided under the Contract. Said description is to address, at a minimum:

i. An Introduction with an overview of Offeror’s understanding of the scope of work and services to be provided.

ii. Best practice approaches to providing services to the City that enhance efficiency and effectiveness.

Innovative solutions will be considered by the City.

iii. EACH of the Specific Requirements set forth under the Scope of Work and Statement of Needs specified in this RFP.

iv. A detail of any assistance, equipment, or other items the Offeror will require the City to furnish under the Contract.

v. A statement explaining why the Offeror’s proposed solution would be the most advantageous to the City.

vi. Describe the one attribute that places the Offeror ahead of the competition.

2. Proposed Solution Details and Implementation – Provide the following information about the proposed solution and service details:

i. A detailed explanation of the proposed solutions functionality and capability to meet the needs of the City.

ii. A detailed implementation approach and plan.

iii. A test management plan (test plans, phases, scripts and sign-offs).

iv. Details of data backup/restore/recovery procedures and redundancy standards for preventing data loss and overall security standards.

v. A proposed Service Level Agreement (SLA).

vi. A sample software license agreement.

vii. Details regarding existing Application Program Interfaces for integration into other systems.

3. Past Project Experience & References - Provide a concise description of all work experiences as they relate to the scope of work outlined herein. Said description should include, but not be limited to:

i. Offeror’s established experience record in providing comparable services/software solutions to organizations similar to the City of Hampton.

ii. Number and types of customers the Offeror has served with comparable services.

iii. Number of years Offeror has been providing these types of services.

iv. A minimum of five (5) references for which Offeror has completed services comparable to those described in this RFP. Include references for work performed in an environment comparable to the City of Hampton. For each reference, detail:

a. Name of firm

b. Address of firm

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c. Name, title, address, email address, telephone and fax numbers of a contact for the firm

d. Number of years the Offeror has served the firm

e. Brief summary of scope of services provided to the firm

v. Other available documentation to verified Offeror’s experience

vi. A statement detailing why the Offeror is the best candidate to provide the City of Hampton with the services requested in this RFP.

4. Capability and Skill – Credentials and Experience of Team: Describe the qualifications and skills of the organization to provide the services. Said description should provide, but not be limited to, the following information:

i. Background information about the organization, e.g., philosophy, ownership, size, facilities and locations, etc.

ii. Offerors management structure of the firm, e.g. organization chart of the firm, project team, etc.

iii. Size and location of the office that will serve the City of Hampton

iv. Qualifications and resumes of team members and other employees who will be managing and performing the services under the Contract. Projects and client services lists for team members may be submitted.

v. Name, title, address, email address, telephone and fax numbers, and work hours of the Offeror’s Representative for the following functions:

a. Contact person for prompt contract administration upon award of the Contract

b. Contact person during the period of evaluation

c. Authorized agent to accept any notices provided for in the Contract

vi. Indicate the type of organization you represent, i.e. individual, partnership or corporation. If the Offeror is a corporation, list the names of the President, Vice-President, Secretary, Treasurer and all Principals. If the Offeror is a partnership, include the names of all principals or partners.

vii. A detailed history of all mergers or acquisitions.

viii. A copy of the certificate verifying the firm is authorized to do business in the Commonwealth of

Virginia, including State Corporation Commission Registration Number.

ix. A copy of the Offeror’s license to do business in Hampton, Virginia.

x. Offeror’s current financial condition. If Offeror’s company is privately held, supply sufficient information to document the company’s financial status and capability to perform under the Contract. Include any financial ratings held by the firm.

xi. If Offeror intends to subcontract any part of the work under the Contract, indicate services to be subcontracted and subcontractor(s) to provide said services.

5. Project Schedule & Proposed Timeline: Submit a schedule for project and a proposed implementation timeline.

6. Project Fee Structure & Cost Estimate -Submit cost proposal to provide services specified. Offeror’s prices will be subject to negotiations. After negotiations and award of this contract, Offeror’s pricing for the services provided under this contract shall be a firm fixed price during the term of the contract and any extensions.

7. Minority/Woman Owned Programs. Provide details about your status as a minority or woman owned business.

8. Exceptions/Alternatives.

i. Detail any exceptions taken to the Scope of Work and Terms and Conditions sections of this RFP.

For each exception, specify the RFP page number, section number, and the exception taken.

Offeror must not incorporate its standard contract document into its proposal, by reference or in full text, without listing each exception it represents to the terms and conditions of this RFP, as described in the Exceptions/Alternatives section of this RFP.

ii. Detail any proposed alternatives the City’s requirements as outlined in this RFP.

G. Proposal Scoring. The following numerical scale will be used to evaluate the proposal:

1. Exceptional (5): The submission exceeds expectations, excellent probability of success and in achieving all objectives. Very innovative.

2. Good (4): Very good probability of success. Achieves all objectives in reasonable fashion.

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3. Acceptable (3): Has reasonable probability of success. Some objectives may not be met.

4. Poor (2): Falls short of expectations and has a low probability of success.

5. Unacceptable (1): Submission fails to meet requirements and the approach has no probability of success.

Criteria Maximum Points Demonstrated Understanding, Technical Approach and Methodology: Overall quality of the recommended approach and implementation methodology of the proposed solution.

30 points

Suitability of the proposed solution to meet the needs of the City.

25 points

Demonstrated Successful Experience and Capability for the firm and the proposed team.

20 points

Cost/Fees 20 points Minority/Woman Owned r 5 points Total 100 points

H. Procedure for Evaluation of Proposals

1. After the proposal opening, the City will select for further consideration two or more Offerors deemed to be fully qualified and best suited among those submitting proposals based on Offerors’ responses to the information requested in this RFP.

i. The City may, in its sole discretion, determine in writing that only one offeror is fully qualified or is clearly more highly qualified and suitable than others under consideration, and may negotiate and award the Contract to that Offeror.

2. Based on the initial evaluation, the City may request the selected Offerors to make oral presentations.

Thereafter, the City will conduct negotiations with each of the selected short-listed Offerors. Individuals representing the Offeror during negotiations shall have the authority to negotiate and contractually bind the company to a contract.

i. If in the City’s opinion, presentations or demonstrations of the Offeror’s proposed system’s features and capabilities are warranted, the City will notify the appropriate Offerors. Such presentation or demonstration will be at the City site at a date and time mutually agreed to between the City and Offeror and will be at the Offeror’s expense. Offerors considered for award following a review of the proposals, shall demonstrate the proposed solution and the demonstrations shall be based on realistic fleet scenarios. It is expected that said demonstrations shall minimally include the following areas:

• Creating a new fleet asset

• Scheduling preventive maintenance

• Automatically generating a PM work order

• Assigning work to a technician using the mobile application

• Recording labor and issuing parts

• Completing a repair and closing a work order

• Performing a digital vehicle inspection with photo attachments

• Tracking warranty claims and recoveries

• Producing fleet replacement rankings and ERF reports

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• Displaying executive dashboards and key performance indicators

• Building a custom report during the demonstration

• Asset creation and complete asset history

• PM scheduling, meter-based PMs, and PM compliance

• Work order creation from multiple sources, including breakdowns

• Prioritization of work and assignment based on technician/shop capabilities

• Technician mobile workflow, including offline/mobile usability if applicable

• Labor, parts, outside services/sublet, and costs

• Digital inspections with photos and deficiencies that generate follow-up work

• Warranty tracking and recovery

• Parts/inventory management and reorder controls

• Vendor/sublet tracking

• Downtime and vehicle availability

• Fleet utilization and underutilized assets

• Replacement/lifecycle planning

• ERF planning and reporting

• Cost-per-unit / cost-per-mile / cost-of-operation analysis

• Fuel management and fuel exception reporting, if FuelFocus functionality is being incorporated

• Executive dashboards and operational dashboards

• Standard reports and ad-hoc/custom reporting

• Data exports and data ownership

• User roles, approvals, and audit history

• Integration capabilities

• Data migration from existing systems/spreadsheets

• Ability to configure workflows without requiring the vendor for every change

3. The City shall negotiate with Offerors, beginning with the Offeror ranked first. If a contract satisfactory and advantageous to the public body can be negotiated at a price considered fair and reasonable and pursuant to contractual terms and conditions acceptable to the public body, the award shall be made to that Offeror. If not, negotiations with the Offeror ranked first shall be formally terminated and negotiations shall be conducted with Offeror ranked second.

i. This process shall continue until a contract acceptable to the City can be negotiated and awarded. Note that negotiations may result in the award of multiple contracts. In that case, negotiations with prior Offerors may not be formally terminated before negotiations begin with a subsequently ranked Offeror.

4. The City is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous.

I. Award

1. The City intends to award the Contract to a fully qualified Offeror submitting the best proposal based on the criteria set forth herein and as determined by the City in its sole discretion.

i. Split Awards: At the City’s sole discretion, the City may reject any or all proposals in whole or in part if such action is determined to be in the City’s best interest.

ii. Multiple Awards: The City reserves the right to make awards under this RFP to more than one

Offeror if the City determines that doing so is in the best interests of the City. If the City makes

City of Hampton Page 20 of 49 multiple awards under this solicitation, each Contract awarded will specify the portion of the scope of services awarded to each Offeror.

2. Any contract resulting from this RFP will be publicly posted for inspection in the Consolidated Procurement Division, 1 Franklin Street, Suite 345, Hampton, Virginia 23669.

3. The vendor(s) awarded this contract must be registered with eVA before the contract can be fully executed

J. Disposition of Proposals. All materials submitted in response to this RFP will become the property of the City. One (1) copy of each proposal will be retained for official files, will become a matter of public record after award of the Contract, and will be open to public inspection subject to the Proprietary Information/Disclosure section of this RFP.

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Attachment A – General Terms and Conditions

These General Terms and Conditions are a sample of what may be included in the final contract awarded to Offeror and are subject to change.

I. Term and Renewals. This Contract shall continue in force for the term of three (3) years, however, the initial term may be modified as deemed appropriate based on the implementation timeline and go-live schedule and the final initial term will be negotiated between the City and the Contractor. This Contract may be extended upon the mutual agreement of both parties for up to seven (7) optional, one (1) year periods upon the same prices, terms, and conditions as set forth in this Contract and the RFP. Each additional year is referred to as a “Renewal Period”. Said Renewal Period shall occur automatically unless written notice is given by the City or the Contractor no later than thirty (30) days before the expiration of the current period. Prices for the initial term shall remain fixed for the entire period unless otherwise negotiated. Ongoing licensing support and maintenance costs during Renewal Periods shall be negotiated. An extension of one-year beyond the initial term and all Renewal Periods may be authorized under the same terms and conditions of the contract that results from this Request for Proposals.

II. Contractor Representations and Obligations.

A. Performance by Contractor. Contractor shall act as the prime contractor for the goods and services to be provided under the Contract and shall be the sole point of contact with regard to all obligations due under the Contract. To the extent Contractor employs subcontractors to perform obligations under the Contract, Contractor agrees that it will:

1. Inform subcontractor of the proposed use and disposition of the subcontractor’s products or services, and obtain a written statement from subcontractor that it has no objection and that the City is not liable to the subcontractor for any work performed under the Contract.

2. Obtain prior written approval from the City at least ten (10) calendar days prior to the work subcontractor work being performed.

3. Be solely responsible for all work performed and materials provided by subcontractors and for the liability of subcontractors for the types and limits required of the Contractor under the Contract.

B. Authority to Transact Business.

1. At the commencement of the Contract, Contractor shall be authorized to transact business in the

Commonwealth of Virginia as a domestic or foreign business entity if so required under Title 13.1 or Title 50 of the Virginia code or as otherwise required by law.

2. Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth to be revoked or cancelled at any time during the term of the Contract.

C. Compliance with Law.

1. Contractor shall comply with all federal, state and local statutes, ordinances, and regulations now in effect or hereafter adopted, in the performance of the scope work set forth herein. Contractor represents that it possesses all necessary licenses and permits required to conduct its business and will acquire any additional licenses and permits necessary for performance of the Contract prior to the initiation of work.

Contractor shall maintain all such licenses and permits throughout the term of this Contract. Failure to maintain such licenses and permits and to provide copies to the City shall constitute a material breach of this Contract.

2. Contractor does not, and shall not during the performance of the Contract, knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.

D. Nondiscrimination.

1. During the performance of the Contract, Contractor shall:

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i. Not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification/consideration reasonably necessary to the normal operation of Contractor.

Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause; and

ii. State that Contractor is an equal opportunity employer in all solicitations or advertisements for employees placed by or on behalf of Contractor. Notices, advertisements, and solicitations placed in accordance with Federal law, rule, or regulation are sufficient to meet the requirements of this section.

2. Contractor shall include the provisions of Article II.D.1 in every subcontract or purchase order over $10,000.

E. Drug-Free Workplace.

1. For purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with the Contract with Contractor, 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 Contract.

2. During the performance of the Contract, Contractor shall:

i. Provide a drug-free workplace for Contractor's employees;

ii. Post a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition. This statement must be posted in a conspicuous location available to all employees and applicants for employment.

iii. State that Contractor maintains a drug-free workplace in all solicitations or advertisements for employees placed by or on behalf of Contractor.

3. Contractor will include the provisions of Article II.E.2 in every subcontract or purchase order of over $10,000.

F. Payments to Subcontractors. Contractor shall make payment to all subcontractors, as defined in the code, within seven (7) days after receipt of payment from the City; or shall notify the City and subcontractors in writing of the intention to withhold all or a part of the amount due along with the reason for nonpayment. In the event payment is not made as noted, Contractor shall pay interest at the rate of one (1) percent per month, unless otherwise provided, to the subcontractors on all amounts that remain unpaid after seven (7) days except for the amounts withheld as provided herein. Contractor’s obligation to pay an interest charge to a subcontractor pursuant to this section shall not be construed to be an obligation of the City. A contract modification may not be made for the purpose of providing reimbursement for such interest charge. A cost reimbursement claim may not include any amount for reimbursement for such interest charge.

G. Insurance.

1. If applicable, Contractor shall submit to the City certificates of insurance with applicable endorsements to the policy attached, prior to beginning work under the Contract or no later than ten (10) days after the intent to award is issued, whichever occurs first.

2. All policies of insurance required herein shall be written by insurance companies licensed to conduct the business of insurance in Virginia, and acceptable to the City, and shall carry the provision that the insurance will not be cancelled or materially modified by the Contractor without thirty (30) days prior written notice to the City.

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3. The certificate of insurance shall list the City of Hampton, 22 Lincoln Street, Hampton, Virginia 23669 and its elected and appointed officials, agents, employees and volunteers as additional insureds for the specified Project.