VEH113 Bidder Response Final.docx

VEH113- Fleet Management Services Bidder Response Form The information contained in this form is mandatory in order to qualify under this RFR. Failure to provide the requested information may be cause for the bid to be deemed as non-responsive and may result in disqualification. Bidders should follow the instructions carefully in submitting their Bid Response.

RFR Checklist:

|_| Bidder’s Business Reference Form |_| Bidder’s In-Network Supplier List

|_| Certifications |_| Additional Documents Submitted for Review

Bidder Information:

Company Name:

Company Address:

Company Phone:

Company Email:

Contract Manager Contact Information (this will be the contact for post-go live of contract):

Name:

Phone:

Email:

Sales and Administration Fee Contact Information:

Name:

Phone:

Email:

Services Bidding Please select the service(s) that your company is bidding on. Checking off Fleet Management Services will mean your company is bidding on all three services.

|_|All Categories- Fleet Management Services |_| Category 1- Vehicle Maintenance Management |_| Category 2- Crash Management and Subrogation |_| Category 3- Risk Management

RFR-Specific Mandatory Information

1. Business Experience (see section 3.1.1 of RFR) Describe your experience servicing commercial and/or public sector accounts. Include information on any unique or specialized services your company can provide under this contract.

2. Number of Years in Business (see section 3.1.2 of RFR) Bidders must indicate the number of years which they have been in business.

Number of years in business:

3. Employee and/or business technical/business experience, certifications, licenses (see section 3.2 of RFR) The bidder shall submit a brief description of the designated contract manager’s experience that will be responsible for the overall management, reporting and ensuring adherence to the performance measures of this contract during normal business hours.

4. Emergency Preparedness: COOP Plan (See section 3.3 of RFR) Indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency. This information will not be considered in the evaluation of the response.

|_| Check this box if there is a written Continuity of Operations Plan (COOP) currently in place that describes how the company will continue to do business in case of an emergency

5. Emergency Response Capabilities (see section 3.4 of RFR) Bidders must indicate the list of emergency contacts in case of a state of emergency and include name, position, phone, email, and cell phone.

6. Financial Information

Provide a description of the bidder’s financial strength and reliability. Bidders may also provide such other financial assurances as may serve to assure the SST that, if awarded a contract, the bidder would be able to meet its obligations to the Commonwealth. This information should be provided in the form of a narrative.

Financial Information Narrative:

Is your company compliant with both state and federal taxes (|_|Yes |_|No):

7. Adverse Conditions Litigation, Penalties and Bankruptcy: The bidder shall submit a description of any and all investigations, indictments or pending litigation by any federal, state or local jurisdiction relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related company. Provide a list of all criminal convictions within the last five years relating to the bidder, any officer, director, partner, or member thereof, any affiliate or any related entity. A list of all civil penalties, judgments, consent decrees and other sanctions within the last five years, as a result of any violation of any law, rule, regulation or ordinance in connection with its business activities relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity. Provide a list of all actions occurring within the last five years which have resulted in revocation or suspension of any permit or authority to do business in any jurisdiction relating to the submitting entity, any officer, director, partner or member thereof, any affiliate or any related entity. A list of all actions occurring within the last five years that have resulted in the barring from public bidding relating to the bidder, an officer, director, partner, or member thereof, any affiliate or any related entity. Provide a list of all bankruptcy, other similar proceedings within the past five years relating to the bidder, any officer, director, partner, or member thereof, any affiliate or any related entity.

Defaults: The bidder shall provide a description, in detail, of any situation in which the bidder’s firm (either alone or as part of a joint venture), or a subsidiary of the bidder’s firm, defaulted or was deemed to be in noncompliance of any contractual obligations to deliver heating oil or other ancillary customer service, explaining the situation, its outcome and all other relevant facts associated with the event described. Please also provide the name, title, and telephone number of the principal manager of the contract user who asserted the event of default or noncompliance.

Other Adverse Situations: The bidder shall provide a description of any present facts known to the bidder that might reasonably be expected to effect adversely either its ability to perform any aspect of a Fleet Management Services agreement or the viability of any affiliated entity that might reasonably be expected to supply financial support.

Describe any Litigation, Penalties or Bankruptcy:

Describe any Defaults:

Describe any other Adverse Conditions:

Vehicle Maintenance Management & Crash Management and Subrogation

1. Vehicle Towing Please explain the process of requesting & dispatching towing and roadside services. If applicable, please provide any third-party partners including contact names, titles, and phone numbers. Please provide metrics outlining dispatch times, Estimated Time of Arrival (ETA), and Actual Time of Arrival (ATA) for the past 12 months.

2. Call Center (See section 4.4) Please provide a toll-free “800” telephone number connected to a network of call center representatives. The Service Dispatchers will refer each caller to an appropriate network service provider. Please provide staffing availability and staff certification.

3. Description of the Services Bidders should provide a general description of the services they plan to provide under this contract. Check off services offered on check list attached to Bid.

4. Transaction Approval (see section 4.4.2) Please describe your company’s process for Transaction Authorization Approval. Please indicate whether your company is able to customize transaction level based on accounts.

5. Warranty and Recalls (see section 4.7) Please describe your company’s process for handling warranty coverage and vehicle recalls.

6. Statewide Coverage Please describe your company’s in network coverage. A list of all in network locations should be submitted separately.

7. Adding Additional/Requested In-Network Providers Please describe your company’s process/ability to add requested or additional In-Network providers.

Risk Management:

1. Please describe in detail the types or driver/operator safety training your company can provide, venue for training (in person, online etc.) subject(s) covered, tracking/record keeping associated to such training and the associated cost per individual trained.

2. Please describe if your company has the ability to create and maintain driver qualification (DQ) files and provide pertinent details and cost structure per driver per time period.

3. Please describe if your company can create, manage, and track required substance abuse tracking pool(s) for CDL drivers and cost per individual per time period.

4. Please describe if your company can notify agency, manage, and perform required substance abuse testing for CDL drivers and costs per individual tested.

5. Please provide information on other option Risk Management services that your company can provide with detailed pertinent information and associated cost structure.

One Ashburton Place, Suite 1017 Boston, MA, 02108-1552 Tel: (617) 720 - 3300 | www.mass.gov/osd | TDD: (617) 727 - 2716 | Twitter: @Mass_OSD | Fax: (617) 727 – 4527 image1.png