RFP 27-27GS-Attachment F- RFP_Requirements_Matrix.xlsx
XLSX spreadsheet 25 KB Posted
- Solicitation number
- RFP-128811
- Issued by
- Virginia
About this file
This file is a Requirements Matrix attachment for Request for Proposals 27-27/GS issued by the City of Hampton, Virginia, seeking a Software-as-a-Service asset management solution for the Department of Public Works Fleet Services Division. The matrix, compiled from the Scope of Work pages 7-14 of the RFP, establishes comprehensive functional and technical requirements across nineteen major categories including data migration, fleet maintenance management, preventive maintenance management, digital inspections, asset lifecycle management, equipment replacement planning, inventory management, purchasing and procurement, fuel management, mobile functionality, reporting and analytics, system integrations, notifications and alerts, training, project management, system requirements, key deliverables, support and maintenance, offeror qualifications, and acceptance criteria. Offerors must complete the matrix by assigning response codes to each requirement (EF for Existing Functionality, UD for Under Development, TP for Third Party, FD for Future Development, or NA for Not Available) and provide comments detailing how requirements will be met.
The matrix requires offerors to identify data quality issues and provide data cleansing recommendations, deliver a fully configured Fleet Operations Management Platform, and provide comprehensive training in multiple formats including instructor-led sessions, train-the-trainer programs, and online resources. The solution must be cloud-hosted, browser-based, mobile-compatible, support role-based security with multi-factor authentication, maintain audit trails, include encrypted data storage, and meet current cybersecurity standards. The contractor must supply a dedicated project manager, implementation schedule, communication plan, risk management plan, go-live support, and post-implementation support, with acceptance contingent upon successful data migration, training completion, production deployment, critical issue resolution, and final approval by the City of Hampton Fleet Services Division.
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| File | Type | Posted |
|---|---|---|
| RFP 27-27GS -Asset Management Solution-Fleet.pdf |
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Contents
| ATTACHMENT F - City of Hampton — Fleet Software Solution: Requirements Matrix | ||
| Requirements matrix built from the Scope of Work/Statement of Needs, pages 7–14, of the Request for Proposals 27-27/GS. This Matrix shall be returned with the proposal and shall be in adition to the information requested in Section IV. Instruction to Offerors, Paragraph F, Proposal Content Evaluation. | ||
| Tab | Contents | Source Pages |
| Instructions | Response-code, priority, and offeror-description legend | |
| Fleet Requirements Matrix | Scope of Work sections B (continued) through U: Data Migration, Fleet Maintenance Management, PM Management, Digital Inspections, Asset Lifecycle Management, Equipment Replacement Planning, Inventory Management, Purchasing and Procurement, Fuel Management, Mobile Functionality, Reporting/Dashboards/Analytics, System Integrations, Notifications and Alerts, Training, Project Management, System Requirements, Key Deliverables, Support and Maintenance, Offeror Qualifications, and Acceptance Criteria. | 7-13 |
Instructions
| INSTRUCTIONS | |
| Offeror Response Code | Enter one of the following Response Codes for each requirement in the column captioned “Offeror Response Code”: |
| “EF” – Existing Functionality: The requirement is met by proposed software that is installed and operational at other sites, as a core feature, without extensive user intervention. | |
| “UD” – Under Development: The requirement will be met by software currently under development, in beta test, or not yet released. Provide a target release date. | |
| “TP” – Third Party: The requirement will be met through a third-party solution or interface. Identify the partnership and provide supporting references. | |
| “FD” – Future Development: The requirement will be developed as part of a future release. Describe the feature and estimated timeline. | |
| “NA” – Not Available: The requirement cannot be provided. | |
| An omitted response will be treated as an “NA” response. Offerors are encouraged to use the Comments column to reference sections of their response with more detail, or to explain their response. | |
| Priority | To be completed by the City of Hampton. The RFP scope of work (pages 7–13) does not assign priority levels to individual requirements, so this column has been left blank for the City to classify each requirement (e.g., Urgent, High, Medium, or Low) prior to issuing the matrix to offerors. |
| Offeror Description Required | To be completed by the City of Hampton. If set to “Yes,” the Offeror must provide further detail on how the requirement will be met. If set to “No,” the Offeror is not required to provide further detail, but may choose to. |
| Indented / italic rows | Rows shown in italics and listed immediately beneath a parent requirement are sub-requirements of that parent (for example, the individual factors that make up “Replacement scoring”, or the metrics that make up “Executive Dashboards”). |
| Source | Content is transcribed from the Scope of Work, Section III (pages 7–13), of RFP Fleet Software Solution.docx, City of Hampton. Section and item order follow the source document; minor punctuation/typo corrections were made for clarity. |
Fleet Requirements Matrix
| Offeror Response Codes: EF = Existing Functionality | UD = Under Development | TP = Third Party | FD = Future Development | NA = Not Available. See the Instructions tab for full definitions. Priority and Offeror Description Required are to be completed by the City of Hampton. Yellow cells are for Offeror entry. | |||||
| ID | Requirement / Description | Offeror Response Code | Priority | Offeror Description Required | Offeror Comments/Description |
| B. Data Migration (continued from page 6) | |||||
| B.1 | Warranty information | ||||
| B.2 | Meter readings | ||||
| B.3 | Document or record attachments associated with system existing system information | ||||
| B.4 | Registrations | ||||
| B.5 | The Contractor shall identify data quality issues and provide recommendations for cleansing and validation prior to migration. | ||||
| C. Fleet Maintenance Management | |||||
| C.1 | Electronic work order management | ||||
| C.2 | Corrective maintenance | ||||
| C.3 | Preventive maintenance | ||||
| C.4 | Campaign management | ||||
| C.5 | Recall management | ||||
| C.6 | Technician scheduling | ||||
| C.7 | Labor tracking | ||||
| C.8 | Shop scheduling | ||||
| C.9 | Work order prioritization | ||||
| C.10 | Vehicle downtime tracking | ||||
| C.11 | Warranty tracking | ||||
| C.12 | Warranty recovery | ||||
| C.13 | Vendor repairs | ||||
| C.14 | Outside repair tracking | ||||
| C.15 | Repair history | ||||
| C.16 | Digital repair approvals | ||||
| C.17 | Cost tracking by repair | ||||
| C.18 | Cost tracking by vehicle | ||||
| C.19 | Cost tracking by department | ||||
| D. Preventive Maintenance (PM) Management | |||||
| D.1 | Generate PM work orders | ||||
| D.2 | Support multiple PM schedules | ||||
| D.3 | Track PM compliance | ||||
| D.4 | Notify supervisors of overdue PMs | ||||
| D.5 | Track inspections | ||||
| D.6 | Support mileage-based PMs | ||||
| D.7 | Support engine-hour PMs | ||||
| D.8 | Support calendar-based PMs | ||||
| D.9 | Notify departments of upcoming maintenance | ||||
| D.10 | Automatically schedule preventive maintenance | ||||
| D.11 | Support seasonal equipment maintenance | ||||
| E. Digital Inspections | |||||
| E.1 | Technician inspections | ||||
| E.2 | Annual inspections | ||||
| E.3 | DOT inspections | ||||
| E.4 | Fire apparatus inspections | ||||
| E.5 | Custom inspection forms | ||||
| E.6 | Electronic signatures | ||||
| E.7 | Photo attachments | ||||
| E.8 | Defect tracking | ||||
| E.9 | Driver Vehicle Inspection Reports (DVIR) | ||||
| E.10 | Automatic work order generation from inspection deficiencies | ||||
| F. Asset Lifecycle Management | |||||
| F.1 | Acquisition tracking | ||||
| F.2 | Asset specifications | ||||
| F.3 | Maintenance history | ||||
| F.4 | Fuel history | ||||
| F.5 | Accident history | ||||
| F.6 | Warranty history | ||||
| F.7 | Recalls | ||||
| F.8 | Campaigns | ||||
| F.9 | Registration tracking | ||||
| F.10 | Insurance information | ||||
| F.11 | Photos | ||||
| F.12 | Manuals | ||||
| F.13 | Attachments | ||||
| F.14 | Disposal tracking | ||||
| F.15 | Replacement history | ||||
| G. Equipment Replacement Planning (ERF) | |||||
| G.1 | Equipment Replacement Fund (ERF) tracking | ||||
| G.2 | Annual contribution tracking | ||||
| G.3 | Replacement reserve balances | ||||
| G.4 | Capital replacement forecasting | ||||
| G.5 | Five-year replacement plans | ||||
| G.6 | Ten-year replacement plans | ||||
| G.7 | Budget forecasting | ||||
| G.8 | Funding gap analysis | ||||
| G.9 | Replacement cost estimation | ||||
| G.10 | Executive replacement reports | ||||
| G.11 | Replacement prioritization | ||||
| G.12 | Replacement scoring based upon the following factors: | ||||
| G.13 | Age | ||||
| G.14 | Mileage | ||||
| G.15 | Engine hour | ||||
| G.16 | Maintenance costs | ||||
| G.17 | Downtime | ||||
| G.18 | Mission criticality | ||||
| G.19 | Department priority | ||||
| H. Inventory Management | |||||
| H.1 | Multiple warehouse locations | ||||
| H.2 | Multiple shop inventories | ||||
| H.3 | Barcode support | ||||
| H.4 | Bin locations | ||||
| H.5 | Serialized inventory | ||||
| H.6 | Tire inventory | ||||
| H.7 | Fluid inventory | ||||
| H.8 | Core tracking | ||||
| H.9 | Warranty tracking | ||||
| H.10 | Inventory adjustments | ||||
| H.11 | Inventory transfers | ||||
| H.12 | Minimum and maximum stock levels | ||||
| H.13 | Automatic reorder notifications | ||||
| H.14 | Cycle counting | ||||
| H.15 | Physical inventory | ||||
| H.16 | Vendor pricing | ||||
| H.17 | Purchase history | ||||
| H.18 | Parts issue directly to work orders | ||||
| I. Purchasing and Procurement | |||||
| I.1 | Purchase requests | ||||
| I.2 | Purchase Orders | ||||
| I.3 | Receiving | ||||
| I.4 | Vendor quotations | ||||
| I.5 | Vendor management | ||||
| I.6 | Contract pricing | ||||
| I.7 | Invoice tracking | ||||
| I.8 | Approval workflows | ||||
| I.9 | Purchasing history | ||||
| I.10 | Cooperative purchasing contracts | ||||
| J. Fuel Management | |||||
| J.1 | Fuel transaction imports | ||||
| J.2 | Fuel island integration | ||||
| J.3 | Fuel card integration | ||||
| J.4 | Fuel inventory | ||||
| J.5 | Fuel usage reporting | ||||
| J.6 | Fuel economy calculations | ||||
| J.7 | Odometer validation | ||||
| J.8 | Engine hour validation | ||||
| J.9 | Exception reporting | ||||
| J.10 | Unauthorized fueling alerts | ||||
| J.11 | Fuel tax reporting | ||||
| J.12 | Missed odometer reporting | ||||
| K. Mobile Functionality | |||||
| K.1 | Work order assignments | ||||
| K.2 | Labor entry | ||||
| K.3 | Parts issuance | ||||
| K.4 | Digital inspections | ||||
| K.5 | Barcode scanning | ||||
| K.6 | VIN scanning | ||||
| K.7 | Photo uploads | ||||
| K.8 | Voice-to-text notes | ||||
| K.9 | Electronic signatures | ||||
| K.10 | GPS location (optional) | ||||
| K.11 | Offline functionality with automatic synchronization | ||||
| L. Reporting, Dashboards and Analytics | |||||
| L.1 | Executive Dashboards, including: | ||||
| L.2 | Fleet availability | ||||
| L.3 | Vehicles out of service | ||||
| L.4 | PM compliance | ||||
| L.5 | Shop workload | ||||
| L.6 | Fleet replacement needs | ||||
| L.7 | Budget summaries | ||||
| L.8 | Department maintenance costs | ||||
| L.9 | Operational Reports, including: | ||||
| L.10 | Maintenance Cost | ||||
| L.11 | Fuel Consumption | ||||
| L.12 | Technician utilization | ||||
| L.13 | Vehicle utilization | ||||
| L.14 | Inventory turns | ||||
| L.15 | Emergency repairs | ||||
| L.16 | Department chargebacks | ||||
| L.17 | Cost per mile | ||||
| L.18 | Fuel economy | ||||
| L.19 | Shop efficiency | ||||
| L.20 | Open work orders | ||||
| L.21 | Warranty recovery | ||||
| L.22 | Work order completion time | ||||
| L.23 | Fleet replacement planning | ||||
| L.24 | Cost per hour | ||||
| L.25 | Labor productivity | ||||
| L.26 | Vehicle downtime | ||||
| L.27 | Inventory downtime | ||||
| L.28 | Inventory Usage | ||||
| L.29 | Road Calls | ||||
| L.30 | Scheduled reports | ||||
| L.31 | PDF export | ||||
| L.32 | Excel export | ||||
| L.33 | CSV export | ||||
| L.34 | Automatic email distribution | ||||
| L.35 | Custom report builder | ||||
| L.36 | Business intelligence integration (Power BI/equivalent) | ||||
| M. System Integrations | |||||
| M.1 | Financial systems | ||||
| M.2 | Enterprise Resource Planning systems | ||||
| M.3 | Purchasing systems | ||||
| M.4 | Fuel management systems | ||||
| M.5 | Payroll systems | ||||
| M.6 | Offer Single Sign-On (SSO) capability | ||||
| M.7 | Human Resources systems | ||||
| M.8 | GIS platforms | ||||
| M.9 | Telematics integration (future) | ||||
| M.10 | Micro Entra ID (Azure Active Directory) | ||||
| N. Notifications and Alerts | |||||
| N.1 | Warranty expiration | ||||
| N.2 | Registration expiration | ||||
| N.3 | Inspection due | ||||
| N.4 | Inventory shortages | ||||
| N.5 | Vehicle downtime | ||||
| N.6 | Approval requests | ||||
| N.7 | Fuel exceptions | ||||
| N.8 | Recall notices | ||||
| N.9 | Preventative maintenance due | ||||
| O. Training | |||||
| O.1 | System Administrators | ||||
| O.2 | Fleet Management | ||||
| O.3 | Fleet Supervisors | ||||
| O.4 | Lead Technicians | ||||
| O.5 | Technicians | ||||
| O.6 | Inventory Personnel | ||||
| O.7 | Parts Personnel | ||||
| O.8 | Reporting Users | ||||
| O.9 | Executive Users | ||||
| O.10 | The training offered shall include instructor-led training, train-the-trainer sessions, and online training resources, and shall include User Manuals, Technical Documentation, and Administrative Documentation. | ||||
| P. Project Management | |||||
| P.1 | 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 shall include regularly scheduled meetings, an implementation schedule, a communication plan, a risk management plan, issue tracking, go-live support, and a post-implementation support plan. | ||||
| Q. System Requirements | |||||
| Q.1 | Be browser-based | ||||
| Q.2 | Be mobile compatible | ||||
| Q.3 | Support role-based security | ||||
| Q.4 | Maintain audit trails | ||||
| Q.5 | Provide automatic software updates | ||||
| Q.6 | Include disaster recovery | ||||
| Q.7 | Include encrypted data storage | ||||
| Q.8 | Support multi-factor authentication | ||||
| Q.9 | Be cloud-hosted (Software as a Service) | ||||
| Q.10 | Meet current cybersecurity standards | ||||
| Q.11 | Be scalable for future growth | ||||
| R. Key Deliverables | |||||
| R.1 | Data migration | ||||
| R.2 | Ongoing maintenance | ||||
| R.3 | Configuration documentation | ||||
| R.4 | Training materials | ||||
| R.5 | System documentation | ||||
| R.6 | Go-live support | ||||
| R.7 | Post-implementation support | ||||
| R.8 | Provide a fully configured Fleet Operations Management Platform | ||||
| S. Support and Maintenance | |||||
| S.1 | 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 | |||||
| T.1 | 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 with financial stability who have demonstrated experience implementing software solutions for local government within a reasonable timeframe and who offer a qualified and capable implementation team. References shall be provided with the proposal as indicated in the RFP. | ||||
| U. Acceptance Criteria | |||||
| U.1 | Successful data migration. | ||||
| U.2 | Completion of all training. | ||||
| U.3 | Successful production deployment. | ||||
| U.4 | Resolution of critical issues. | ||||
| U.5 | Final acceptance by the City of Hampton Fleet Services Division. | ||||
| U.6 | Completion of agreed-upon post-implementation support period. |
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