RFP Fleet Management Services.docx
DOCX document 97 KB Posted
- Attached to
- Vehicle Fleet Management Services
- Solicitation number
- S-X06001-00014322
- Issued by
- Columbia County, Condon City, Oregon
About this file
This document is a Request for Proposal (RFP) issued by the Confederated Tribes of Coos, Lower Umpqua and Siuslaw Indians (CTCLUSI) for comprehensive vehicle fleet management services. The tribe is seeking a vendor to manage its current fleet of 55 vehicles, with potential growth of 20-25 additional vehicles, and requires services including vehicle acquisition and disposal, tracking, maintenance, fuel management, licensing, reporting, and sustainability tracking. The RFP was released with a proposal submission deadline of July 29th, and questions were due by July 24th. The anticipated contract term is three years, with an option for a one-year renewal, and the award announcement is expected by July 31st, 2025.
The proposals will be evaluated across five weighted criteria: experience and qualifications (25%), technical approach and tools (25%), pricing and value (25%), references and past performance (15%), and support and training offerings (10%). While the lowest bid is not guaranteed selection, vendors must submit a comprehensive proposal including company overview, client experience, fleet management approach, proposed technologies, pricing structure, service level agreements, and references. The tribe reserves the right to accept or reject any quotation, emphasizing that the RFP does not constitute a contractual offer and that vendors will not be reimbursed for proposal preparation expenses.
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| File | Type | Posted |
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| 900117-20250828 Bid Tabulation~1.pdf |
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Text version
CONFEDERATED TRIBES OF
COOS, LOWER UMPQUA AND SIUSLAW INDIANS
1245 Fulton Avenue - Coos Bay, Oregon 97420 Telephone (541)888-9577 Toll Free 1-888-280-0726 Fax: (541)888-2853
Request for Proposal (RFP) Vehicle Fleet Management Services
Introduction and Purpose Confederated Tribes of Coos, Lower Umpqua and Siuslaw Indians (CTCLUSI) is seeking proposals from qualified vendors to provide a comprehensive fleet management services for its vehicle fleet. The objective is to secure a vendor capable of delivering efficient, cost-effective, and data-driven fleet solutions that improve operational efficiency, reduce lifecycle costs, and enhance sustainability.
Scope of Work - currently CTCLUSI has a fleet of fifty-five (55) vehicles with a growth potential of twenty to twenty-five (20-25) additional vehicles.
The selected vendor will be responsible for providing the following services:
· Acquisition and disposal of vehicles
· Vehicle tracking and telematics
· Maintenance and repair management
· Fuel management
· Licensing, registration, and compliance tracking
· Vehicle utilization reporting and analytics
· Lifecycle cost management
· Sustainability tracking (e.g., emissions, fuel efficiency)
· Customer support and driver training (as needed) Proposal Submission Guidelines All proposals must include the following:
· Company Overview
· Experience with Similar Clients
· Approach to Fleet Management
· Proposed Technologies and Tools
· Pricing Structure (Fixed, Subscription, or Usage-Based)
· Service Level Agreements (SLAs)
· References (at least 3 comparable organizations)
Questions and Clarifications All questions must be submitted by email Subject Line “Vehicle Fleet Maintenance” by: Tuesday, July 24th by Noon PST to the following email:
· Norbert Johnson, MBA, MHEd
· Procurement Manager
· njohnson@ctclusi.org
· Questions along with answers will be posted on the Oregon Buys website. Responses will be shared with all prospective vendors.
Evaluation Criteria Proposals will be evaluated based on the following weighted criteria:
| Criteria |
| Weight |
| Experience and Qualifications |
| 25% |
| Technical Approach and Tools |
| 25% |
| Pricing and Value |
| 25% |
| References and Past Performance |
| 15% |
| Support and Training Offerings |
| 10% |
Contract Term The anticipated contract term is three (2) years, with an option to renew for an additional 1 year at the discretion of CTCLUSI.
Submission Instructions Please submit your email quotation Subject Line “Vehicle Fleet Manage Proposal” by: July 29th by Noon PST to the following email:
Norbert Johnson, MBA, MHEd Procurement Manager njohnson@ctclusi.org Late submissions, mail or fax copies will not be considered
Terms and Conditions
· CTCLUSI reserves the right to accept or reject any quotation, in whole or in part.
· The lowest bid will not necessarily be selected.
· This RFP does not constitute a contractual offer, and no contract shall arise until a formal contract is executed.
· CTCLUSI has no express or implied obligation to reimburse any Vendor for any expenses incurred in preparing quotes in response to this request.
Award Announcement
· The selection decision is expected to be announced on or before July 31st, 2025.
CTCLUSI appreciates your interest, and we look forward to receiving your proposal.
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