VEH118 RFR Final~1.pdf

COMMONWEALTH OF MASSACHUSETTS

OPERATIONAL SERVICES DIVISION

Request for Response (RFR)

Document Title: Fleet Management Software (FMS)

Agency Document Number: VEH118

COMMBUYS Bid#: BD-23-1080-OSD03-OSD03-83794

March 28, 2023 Amended: April 26, 2023

Document Sensitivity Level: High during development; Low once published. Template v 3.0.0

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. Bidders are responsible for reviewing and complying with all Bid requirements. Bidders may contact the OSD Help Desk at OSDHelpdesk@mass.gov or at 1-888-MA-STATE for technical assistance with COMMBUYS. The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern time, as applicable, except on federal and state holidays.

Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case-by-case basis. A Bidder requesting accommodation must submit a written statement which describes the Bidder’s disability and the requested accommodation to the contact person for the RFR. The SST reserves the right to reject unreasonable requests.

http://www.commbuys.com/ mailto:OSDHelpdesk@mass.gov https://www.sec.state.ma.us/cis/cishol/holidx.htm https://www.sec.state.ma.us/cis/cishol/holidx.htm

REQUEST FOR RESPONSE VEH118 Fleet Management Software (FMS)

Revision History

Version Number

Date Author Brief Description

1.0 03/28/2023 N Santana Initial release

1.1 04/26/2023 N Santana Section 3.5 Adjusted date range

Table of Contents Page 1 Document Sensitivity Level: High during development; Low once published.

1 INTRODUCTION AND BID OVERVIEW

1.1 SUMMARY DESCRIPTION OF PROCUREMENT

1.2 ESTIMATED PROCUREMENT CALENDAR

1.2.1 SUBMISSION OF BID QUESTIONS

1.2.2 BID AMENDMENT DEADLINE

1.2.3 BIDDERS’ CONFERENCE

1.2.4 LATE BIDS WILL NOT BE CONSIDERED

1.2.5 DEBRIEFING

1.3 ADDITIONAL BID INFORMATION

1.3.1 ANTICIPATED CONTRACT DURATION

1.3.2 PERFORMANCE AND PAYMENT TIME FRAMES WHICH EXCEED CONTRACT DURATION

1.3.3 ESTIMATED VALUE OF THE CONTRACT

1.3.4 ESTIMATED NUMBER OF AWARDS

1.3.5 ADDING CONTRACTORS AFTER INITIAL CONTRACT AWARD

1.3.6 ACQUISITION METHOD(S):

1.3.7 ENTITIES ELIGIBLE TO USE THE RESULTING CONTRACT

2 ADDITIONAL INFORMATION ON PROCUREMENT SCOPE

2.1 BACKGROUND INFORMATION

3 BIDDER QUALIFICATIONS

3.1 COMPANY EXPERIENCE

3.1.1 YEARS IN THE INDUSTRY OF THE BID

3.2 CONTINUITY OF OPERATIONS PLAN (COOP)

3.3 EMERGENCY RESPONSE CAPABILITIES

3.4 FINANCIAL STABILITY INCLUDING BANKRUPTCY, LITIGATION, AND CONTRACT DEFAULTS

3.4.1 BANKRUPTCY, LITIGATION, AND CONTRACT DEFAULTS

3.5 REFERENCES AND REFERENCE INFORMATION AND/OR REQUIREMENTS

3.5.1 IMPLEMENTATION HISTORY

4 SERVICE, ENVIRONMENTAL, AND COST SPECIFICATIONS

4.1 SERVICE SPECIFICATIONS

4.2 DATA FIELDS

4.2.1 DATA SETS/GROUPS

4.3 REPORTS AND REPORTING

4.4 BROWSER COMPATIBILITY

4.5 PRE-INSTALLATION REQUIREMENTS

4.6 DATA MIGRATION

4.7 TRAINING

4.7.1 USER MANUALS & MATERIALS

4.8 SYSTEM DOWNTIME

4.9 UPGRADES

4.10 TECHNICAL SUPPORT

Table of Contents Page 2

4.11 CONSULTATIVE SERVICES

4.12 SERVICE LEVEL AGREEMENTS (SLAS)

4.13 STATEMENT OF WORK (SOW) REQUIREMENTS

4.13.1 RESPONSIBILITIES OF THE BUYER

4.13.2 RESPONSIBILITIES OF THE CONTRACTOR

4.13.3 WORK SCHEDULE AND PERFORMANCE DATES

4.13.4 SCHEDULED PAYMENTS AND COMPENSATION

4.13.5 CHANGE MANAGEMENT PROCESS

4.14 GEOGRAPHIC COVERAGE

4.15 ORDERING AND QUOTES

4.16 ENVIRONMENTAL SPECIFICATIONS

4.16.1 ENVIRONMENTAL BENEFIT CLAIMS/LABELING

4.16.2 BIDDER ENVIRONMENTAL PRACTICES FORM

4.16.3 ENVIRONMENTAL PLAN

4.17 COMPENSATION STRUCTURE/PRICING

4.17.1 COST TABLES

4.17.2 BUSINESS EXPENSES

4.17.3 PROMPT PAY DISCOUNT

4.17.4 AUTHORIZED PRICE CHANGES

4.18 INFORMATION TECHNOLOGY

4.19 ENGAGEMENT INITIATION AND TERMINATION

5 SUPPLIER DIVERSITY PLAN (SDP)

6 EVALUATION CRITERIA

6.1 MANDATORY REQUIREMENTS

6.2 DESIRABLE SPECIFICATION

6.3 ALTERNATIVES

6.4 EVALUATION COMPONENTS

6.5 BEST VALUE SELECTION AND NEGOTIATION

7 INSTRUCTIONS FOR SUBMISSION OF RESPONSES

7.1 ELECTRONIC SIGNATURES

7.2 ACCEPTABLE FORMS OF SIGNATURE

7.3 LIMITS AND RESTRICTIONS

7.3.1 DOCUMENT PAGES

7.3.2 FILE FORMAT RESTRICTIONS

7.3.3 FILE NAMING CONVENTIONS

7.4 GENERAL QUOTE REQUIREMENTS, PROVISIONS, AND PROHIBITIONS

7.4.1 QUOTE CONTENT

7.4.2 NON-COLLUSION

7.4.3 MULTIPLE QUOTES

7.4.4 MINIMUM QUOTE DURATION

7.4.5 BIDDER’S CONTACT INFORMATION

7.4.6 OWNERSHIP OF SUBMITTED QUOTES

7.4.7 PROHIBITIONS

7.4.8 PUBLIC RECORDS LAW

7.4.9 REASONABLE ACCOMMODATION

Table of Contents Page 3

8 REQUIREMENTS FOR DOING BUSINESS AFTER CONTRACT AWARD

8.1 REQUIRED FORMS

8.2 USE OF COMMBUYS

8.3 STATEWIDE CONTRACT VENDOR COMMUNICATIONS PROTOCOL

8.3.1 CHANGES TO CONTRACTOR’S INFORMATION

8.3.2 CONTRACTOR ACCOUNT TEAM

8.3.3 SINGLE POINT OF CONTACT

8.3.4 REPLACEMENT OF CONTRACTOR STAFF

8.3.5 ADDING COMMODITIES AND/OR SERVICES ONLY IN ACCORDANCE WITH THE STATEWIDE

CONTRACT

8.4 PERFORMANCE MEASURES

8.4.1 CONTINUED QUALIFICATION BASED ON PERFORMANCE

8.4.2 FAILURE TO PERFORM CONTRACTUAL OBLIGATIONS

8.5 REPORTING REQUIREMENTS AND DUE DATES

8.5.1 REPORTING AND PAYMENT DUE DATES

8.5.2 QUARTERLY SALES, SUPPLIER DIVERSITY PROGRAM EXPENDITURE, AND ENVIRONMENTALLY

PREFERABLE PRODUCTS REPORT

8.5.3 STATEWIDE CONTRACT ADMINISTRATION QUARTERLY FEE PAYMENT AND REPORT

8.5.4 AUDIT

8.5.5 OTHER TERMS

8.5.6 AD HOC REPORTS

8.6 PAYMENT RELATED TERMS

8.6.1 BILL PAYMENT

8.6.2 LATE PAYMENT FEES

8.6.3 ELECTRONIC FUNDS TRANSFER (EFT)

8.6.4 CREDITWORTHINESS

8.6.5 TAX EXEMPTION

9 RFR APPENDICES

9.1 APPENDIX 1 – REQUIRED TERMS FOR ALL STATEWIDE RFRS

9.1.1 APPLICABLE PROCUREMENT LAW

9.1.2 GENERAL PROCUREMENT INFORMATION

9.1.3 TERMS AND REQUIREMENTS PERTAINING TO AWARDED STATEWIDE CONTRACTS

9.2 APPENDIX 2– REQUIRED TERMS FOR ALL INFORMATION TECHNOLOGY STATEWIDE

RFRS

9.2.1 ENTERPRISE POLICY AND STANDARDS

9.3 APPENDIX 3 INSTRUCTIONS FOR VENDORS RESPONDING TO BIDS ELECTRONICALLY

THROUGH COMMBUYS

10 GLOSSARY

RFR VEH118 COMMBUYS BID NUMBER BD-23-1080-OSD03-OSD03-83794 Page 1

1 INTRODUCTION AND BID OVERVIEW

1.1 Summary Description of Procurement

The Commonwealth of Massachusetts and the VEH118 Strategic Sourcing Team (SST) are soliciting Bidders for the acquisition of a cloud-based and fully hosted Fleet Management Software (FMS). The resulting Contract will serve as the primary Statewide Contract (SWC) used by Executive Agencies of the Commonwealth for the goods and services covered by the Contract. The resulting Contract will replace SWC VEH99 Fleet Information Management System (FIMS).

A major change from the previous VEH99 contract is the elimination of contract categories separating fleets managed by the Executive Branch and other Entity-managed fleets. VEH118 seeks to identify Fleet Management Software vendors that can provide services to the Commonwealth and all Eligible Entities described in Section 1.3.6 of this RFR.

1.2 Estimated Procurement Calendar

Action Date

Announcement of Intent to Procure January 30, 2023

Bid Release Date March 28, 2023

Bidders’ Conference April 13, 2023

1:00 PM – 2:00 PM

Registration Link:

https://register.gotowebinar.com/register/545 1393373076624982

Deadline for submission of written questions through COMMBUYS “Bid Q & A”

April 19, 2023

11:00 AM

Official answers for Bid Q & A published (Estimated)

April 25, 2023

Training for Online Submission – Contractors that have not previously submitted electronic quotes via COMMBUYS are strongly encouraged to attend training

Dates and Times Available:

Tuesday, April 4, 2023 Live Webinar (Online)

Wednesday, April 19, 2023

Wednesday, May 3, 2023

Wednesday, May 17, 2023

Online Webinar:

This interactive webcast provides instructions on several activities: Locating and responding to bids; Using the bid Q&A feature; Creating a quote response; Revising a Quote response. Access the webcast here.

https://register.gotowebinar.com/register/5451393373076624982 https://register.gotowebinar.com/register/5451393373076624982 https://www.screencast.com/t/GMJLKkilF12

RFR VEH118 COMMBUYS BID NUMBER BD-23-1080-OSD03-OSD03-83794 Page 2

Bid Amendment Deadline. Bid documents will not be amended after this date.

April 28, 2023

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in

COMMBUYS)

May 25, 2023

2:00 PM

Late bids will not be considered.

Notification of Apparent Successful Bidder(s) (Estimated)

June 29, 2023

Estimated Contract Start Date (actual start date will be the contract effective date, which is the date the contract is executed by the parties)

August 1, 2023

*See Appendix 3: Instructions for Vendors Responding to Bids Electronically through COMMBUYS for instructions on how to register for live webinar and additional trainings that may be helpful to prospective bidders.

Visit https://www.mass.gov/doc/vendor-training-schedule/download for additional Instructor-Led Training and Webinar dates.

Times are Eastern Time (US), as displayed on the COMMBUYS system clock after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q & A, on COMMBUYS for Procurement Calendar updates.

1.2.1 Submission of Bid Questions

The “Bid Q & A” function in COMMBUYS allows Bidders to ask written questions and receive written answers regarding this Bid. To locate the Bid Q & A, log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q & A” button allows Bidder’s access to the Bid Q & A page.

All questions must be submitted through the Bid Q & A page. Questions must be asked prior to the Deadline stated in the Estimated Procurement Calendar. The Strategic Sourcing Team (SST) reserves the right not to respond to late questions. Bidders are responsible for verifying that their questions are recorded in COMMBUYS and appear on the Bid Q & A page.

Questions submitted to the SST outside of COMMBUYS will not be answered.

Content entered must be suitable for public viewing. Bidders must not include inappropriate content, including but not limited to, information that could be considered personal, security sensitive, inflammatory, incorrect, or collusory. The SST reserves the right to edit or delete any inappropriate content.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

1.2.2 Bid Amendment Deadline

Although Bidders may submit quotes any time after the Bid Release Date and prior to the Bid Opening Date, Bidders should ensure that their quotes are based upon the final versions of the RFR and its attachments. Final versions of RFR and its attachments are available after the Bid Amendment Deadline date.

The SST reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q & A records related to this Bid. The SST and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

At the SST’s discretion, the Bid Amendment Deadline may be extended. As stated above, it is the responsibility of the Bidder to check the Bid record in COMMBUYS for revisions and updates.

https://www.mass.gov/doc/vendor-training-schedule/download

RFR VEH118 COMMBUYS BID NUMBER BD-23-1080-OSD03-OSD03-83794 Page 3

1.2.3 Bidders’ Conference

The Bidders’ Conference is a physical, web, or telephone conference conducted by the SST for the purpose of informing prospective Bidders about general Bid information. All questions related to the scope and technical requirements should be submitted using the Bid Q & A module in COMMBUYS.

Attendance is mandatory. Please refer to the Bidders’ Conference section of the Header Information for this Bid in COMMBUYS for any updated information, including the location, time, and date of the Bidders’ Conference.

1.2.4 Late Bids will not be Considered

Bid responses must be received in full by the bid opening date and time shown on COMMBUYS ("Bid Opening Date/Time", i.e., the Deadline for Quotes/Bid Responses). Proposals received after the deadline will be ineligible for consideration and deemed non-responsive. Each bidder/offeror must submit all required bid response forms electronically through COMMBUYS. When submitting a quote electronically through COMMBUYS, please allow sufficient time to complete any online forms and upload documents. If you are in the middle of uploading your proposal when the deadline is reached, the system will stop the process and you will be unable to submit your Quote. It is recommended that Quotes be submitted as far in advance as possible before the deadline to allow time to obtain assistance from the OSD Help Desk if needed.

1.2.5 Debriefing

The SST will conduct debriefings for unsuccessful Bidders, if requested within 14 calendar days of notification that their Quote has not been selected for an award. Debriefing guidelines will be provided in advance prior to the debriefing.

1.3 Additional Bid Information

1.3.1 Anticipated Contract Duration:

The initial term of this Contract is 4 (four) years. In addition, this Contract has 1 (one) option to renew of up to 3 (three) years with a maximum possible contract duration of 7 (seven) years.

1.3.2 Performance and payment time frames which exceed Contract duration All term leases, rentals, maintenance, or other agreements for services entered into during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No written agreement shall extend more than 12 months beyond the final termination date of this Statewide Contract. No new leases, rentals, maintenance, or other agreements for services may be executed after the Contract has expired. Any contractor entering new engagements with eligible entities after contract expiration will be subject to remedial measures, which may include but are not limited to mandatory point deduction for future bid submissions and suspension of other contracts with OSD.

1.3.3 Estimated Value of the Contract

The estimated value of purchase(s) resulting from this Bid is $1 million. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

This Estimated Value was derived by reviewing Contractor sales reports to Commonwealth of Massachusetts eligible entities for all quarters FY 2019 to FY 2022.

1.3.4 Estimated Number of Awards

There is no predetermined maximum number of awards for this procurement. Bidders will be selected for award once the established evaluation criteria are met. The SST has discretion to determine an appropriate number based on meeting the needs of the Commonwealth.

Contract renewals will be offered at the sole discretion of OSD. At a minimum, offers to renew will be contingent upon satisfactory contractor performance, compliance with reporting requirements, and adequate sales volume.

1.3.5 Adding Contractors after initial Contract Award

If, over the life of the Contract, the SST determines that additional Contractors should be added to meet the requirements of the Commonwealth, these may first be drawn from qualified companies which responded to this Bid but were not awarded contracts and/or the Bid may be reopened to obtain additional Quotes.

RFR VEH118 COMMBUYS BID NUMBER BD-23-1080-OSD03-OSD03-83794 Page 4

1.3.6 Acquisition Method(s):

Check All

Applicable (“X”):

Category

X Fee-For-Service Outright Purchase Rental (not to exceed 6 months) Term Lease License Other:

1.3.7 Entities Eligible to Use the Resulting Contract

Any Contract(s) resulting from this Bid will be open for use by the following entities:

• Cities, towns, districts, counties, and other political subdivisions

• Executive, Legislative and Judicial Branches, including all Departments and elected offices therein

• Independent public authorities, commissions, and quasi-public agencies

• Local public libraries, public school districts and charter schools

• Public hospitals owned by the Commonwealth

• Public institutions of higher education

• Public purchasing cooperatives

• Non-profit organizations that are doing business with the Commonwealth;

• Other states and territories with no prior approval by the State Purchasing Agent; and

• Other entities when designated in writing by the State Purchasing Agent.

Each eligible entity is responsible for executing its own purchase orders and paying its own invoices for goods and/or services acquired from this Contract. Contractors will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities.

2 ADDITIONAL INFORMATION ON PROCUREMENT SCOPE

2.1 Background Information

The largest customer for Fleet Management Software is the Office of Vehicle Management (OVM), which manages the vehicles of the Executive Branch Agencies (Agencies) for the Commonwealth along with additional assets. The overall number of vehicles within the FMS is currently over 6,000 including assets of varying types. OVM’s responsibilities include the purchase of vehicles, the leasing and monthly lease charge back to Agencies, the provision of vehicle maintenance, accident repair and subrogation, and vehicle registrations. Any new acquisitions are expected to replace an existing vehicle in the Agency’s fleet. Vehicles that are replaced may be turned in and redeployed or may be taken out of use and sold at an auction. Bidder must be able to identify which vehicles are managed by OVM or by other Agencies. Agencies must have full access and oversight of their own vehicles and view-only access of OVM managed vehicles and vice versa.

Bidder must offer a cloud-based software that can be managed through multiple devices, including but not limited to pc, mac, windows, tablets, and mobile phones, etc. The FMS must be able to collect and integrate necessary data from supporting vendors offering services not limited to fuel cards, maintenance, accident and subrogation, windshield, tires, telematics, etc.

Other customers for Fleet Management Software include but are not limited to the 351 cities and towns in Massachusetts along with other Eligible Entities as defined in Section 1.3.6. These Eligible Entities are both centralized and de-centralized in the management of their vehicles.

https://www.mass.gov/service-details/non-profit-purchasing-programs

RFR VEH118 COMMBUYS BID NUMBER BD-23-1080-OSD03-OSD03-83794 Page 5

3 BIDDER QUALIFICATIONS

3.1 Company experience

3.1.1 Years in the industry of the Bid

Bidders must have been in the business of providing fleet management software for at least the five most recent consecutive years prior to the RFR submission deadline (See RFR Section 1.2, Estimated Procurement Calendar).

In the case of companies formed fewer than five years prior to this date via merger, acquisition or some other means, the SST may consider the experience of all companies involved in the merger or acquisition.

3.2 Continuity of Operations Plan (COOP)

Bidders should indicate whether there is a written Continuity of Operations Plan (COOP) that describes their technological capability to transition business operations seamlessly in a situation of business disruption.

3.3 Emergency Response Capabilities

Bidders must include a list of emergency contact information including name, position/title, email, and cell phone of a contact that the Commonwealth’s Eligible Entities may contact in times of emergency.

3.4 Financial stability including bankruptcy, litigation, and contract defaults Bidders are required to submit, as a part of this RFR submission, a certification from the Commonwealth of Massachusetts’ Department of Revenue which indicates that the Bidder is compliant with their fiscal obligations.

Additionally, a Certificate of Good Standing from the Commonwealth of Massachusetts’ Secretary of State is required as a part of this Bid submission. No contract will be awarded without the provision of these documents.

3.4.1 Bankruptcy, litigation, and contract defaults

Bidders must provide a list of any outstanding contingencies, such as lawsuits or other claims or charges, against the Bidder related to performance of the services sought under this RFR.

3.5 References and reference information and/or requirements

Bidders are required to provide contact information for at least five business references for whom they have provided similar services as the service of the bid, within the last three years (2020-2023). Two of the references must be the two largest customers, based upon fleet size, in Massachusetts, if available. Additional points may be given for Bidders who can supply up to three public sector references. The SST reserves the right to utilize information gathered from references and historical information when scoring responses.

3.5.1 Implementation History

A summary of at least three implementations within the past two years (2021-2023) shall be included with the Bidder response. Bidders should summarize the most similar recent implementation including estimated project plan time along with actuals, and lessons learned or changes to best practices as a result of that implementation.

Bidder should include the name and contact information of the implementation contract managers. The SST reserves the right to use contact information of, at minimum, one implemented customer for reference.

4 SERVICE, ENVIRONMENTAL, AND COST SPECIFICATIONS

4.1 Service Specifications

The intention of the FMS is to facilitate fleet services and house all data records for each Purchasing Entity asset not limited to acquisition, registration, lease, usage, telematics, maintenance, repair, claim, fuel, disposal, recall, violation, and safety program data. The FMS will manage all aspects of asset inventory, or incorporate such data via system interface, in a user friendly, web-based, or application-based, environment that allows cross-referencing and interactive information-gathering for reporting purposes. Some services may be provided via other statewide contracts whose resulting data must be collected via system interface, while other services will be completed in-house and must be supported via manual entry within the FMS. To achieve this, the FMS must interface with outside data sources (i.e., fuel management, maintenance, accidents and subrogation reporting data, telematics, safety program), and future Statewide Contractors/third party vendors, as well as allow for manual entry of all data points.

The FMS must be able to interface with internal data sources (such as Access, Excel, etc. for uploading/importing into the FMS) and business intelligence tools (such as Power BI, Tableau, QlikSense, etc.).

RFR VEH118 COMMBUYS BID NUMBER BD-23-1080-OSD03-OSD03-83794 Page 6

The FMS must offer unlimited users / licenses per Purchasing Entity to manage inventory, services, work orders, and maintenance records for vehicles and equipment (and potentially parts inventory) via pc, mac, tablet, and/or other mobile devices. Bidders must advise if there are per user or per license fees in their Response. A minimum of four different levels of web-based system access must be available for Purchasing Entities. Such access levels should include Universal (full / “super user”) access, Administrator (limited) access, applicable using a hierarchy established by the end-user, Role or Data-Set access (i.e. Accident, Maintenance, Violations, Record Updates, Report Creation), and Read-Only access. Universal users must have override capability over any downloaded, uploaded or imported information. The FMS should also allow technical staff back-end access and override capability for downloaded, uploaded or imported data. Bidders must identify the maximum number of user access levels available in their Response.

The home screen for all users should include a field for comments/announcements from Universal access users.

The FMS must have a customizable “home” screen whose default should display an overview of all assets and allows users to sort and filter by one or multiple data points. Dashboard functionality should be customizable upon request by the Purchasing Entity.

A system-generated unique identifier or Asset ID # should be created for each asset. The unique identifier will be the anchor to attach all historical data to the identified asset, including any data (such as maintenance or fuel records) which may have been created using different registration and/or license plate numbers. There must be the ability to attach a minimum of six levels of owner hierarchy information (i.e., Commonwealth, Secretariat, Agency, Region, Unit Code, Bill-To Contact) to each asset. Bidders must provide the maximum number of hierarchy levels available to be assigned to each asset in their Response.

The system must allow for searches by unique identifier or Asset ID #, VIN, plate numbers, hierarchy information, and other data points. The FMS must allow users to archive sold or inactive assets to preserve historical information.

The FMS must have the ability to save, download or export documents and pictures directly to the system which will attach to or reference the asset to which the document is related.

VIN decoding capability upon entry of a new asset is desired, which can identify if an incorrect entry is made and should provide year, make, model, trim, drive train, engine liters & cylinders or battery capacity & motor power, # of passengers, primary & secondary fuel types, etc.

It is desired that the FMS configure and price manufacturer’s vehicles and have the vehicle information electronically imported to the fleet management system (i.e., via interface with OEMs, AutoData, etc.), have vehicle templates available to be selected by users and be able to accept, retain, and compare vehicle requests to reassignment possibilities and create a vehicle order request within the system.

The FMS must have the ability to interface with third-party maintenance and accident vendors, and act as a work order/repair order platform for internal entities completing repairs in-house, including assignment, communication, and approvals. All communications and data regarding maintenance and accidents must be documented within the system, including housing historical communications. The FMS must support ATA (American Transportation Association) product codes and be barcode system compatible. It must provide for preventive maintenance and mechanic productivity schedules. Bidder must provide an option for work order generation and the ability to enter completed work manually. Bidders should also have the ability to include or data-push Preventive Maintenance schedules to users and to provide daily work order downloads which can be attached to the relevant asset records.

Bidders must include a list of any and all formats which will meet this specification.

It is desired that the FMS provides a multi-location motor pool module/resource, including vehicle reservations status, based on date entered, inventory assignment, and date-in and date-out status

The FMS should have the ability to capture end-user lease pricing and other fees that will be used to develop chargeback billing to asset users, including an automatic count down to zero months/chargeback due notifications.

4.2 Data Fields

During FMS set-up, and at times, thereafter, Purchasing Entities must have the capability to identify data points that will be system-generated, drop-down lists using information supplied by them, or open data fields. Bidders shall supply a list of standard data fields, including location within the system, formatting, and how users interact with them (“Data Fields”). Examples are below, but submission may be reformatted by Bidder:

RFR VEH118 COMMBUYS BID NUMBER BD-23-1080-OSD03-OSD03-83794 Page 7

Field Name Location Data Size/Type (Format) Created By User Interaction Asset ID # Vehicles Up to 10 numeric characters System-generated upon record creation

Changes by users are not allowed

Year Vehicles 4 numeric characters Populated by VIN-decoding Appropriate user access allows editing

Delivering Dealer

Vehicles Up to 50 alpha-numeric characters

User entry via selection from pre-identified (drop-down) list or manual entry

Appropriate user access allows creation of pre-identified list and/or editing

First Name Drivers Up to 25 alpha characters User entry via upload or manual entry

Appropriate user access allows upload and editing

Claim # Accidents Up to 20 alpha-numeric characters

Entry via interface with accident vendor

Changes by users are not allowed

4.2.1 Data Sets/Groups

The following are the data sets/groups Purchasing Entities expect to be available within the FMS. Bidders must identify if any data set/group is not available in their Response. It is expected that the FMS will allow uploads of documents to attach to records within each data set/group. Bidders must identify the maximum number of attachments/uploads available per data set/group in their Response.

A. Vehicle/Asset inventory fields must include all general details (Plate, VIN, Year, Make, Model, Engine, Wheelbase, GVWR, etc.), as well as status (e.g. Active, Pending Auction, or Sold), owner information (hierarchy, as mentioned above: Secretariat, Agency, Unit Code, etc.), acquisition information (In-Service Date, Delivering Dealer, Quoted and/or Purchase Cost, etc.), disposal information (Turn-In Date, Sold Date, Buyer, Sales Price, etc.), and a history of changes to each vehicle record (status, owner, or other changes).

i. Client may require additional fields, such as garage location, chargeback information, usage type, etc. Bidder shall include the number of additional customizable fields available for vehicle inventory.

B. Driver inventory fields must include all general details (First and Last Name, Employee ID, Employer (owner hierarchy, as mentioned above), Title, Office Address, Start Date, etc.) and vehicle assignment information.

i. Client may require Driver inventory to allow for multiple drivers to be assigned to the same vehicle and/or drivers which are not assigned to any vehicle. Bidder shall advise if this functionality is available.

ii. Client may require additional fields, such as home address (NOTE: Personally Identifiable Information must include security measures according to User Access) or safety information (MVR results, 1-800-How’s My Driving data, training, etc.). Bidder shall include the number of additional customizable fields available for vehicle inventory.

C. Maintenance fields must include all general details (Vehicle info, Repair Number, Repair Start and End Dates, Repair Vendor/Location, specific line-item details and their costs {both parts and labor}, etc.), as well as current status and review/approval history.

i. Bidder is required to allow for maintenance record creation via interface with a third-party maintenance vendor and/or manual entry by users.

a. Tire and glass repair records may be provided by a different third-party vendor and/or manual entry by users.

ii. Client may require additional fields, such as notes on CCCs (Concern, Cause, and Correction), etc.

Bidder shall include the number of additional customizable fields available for maintenance records.

D. Accident fields must include all general details (Vehicle info, Date of Loss, Claim Number, Other Party details, Repair Start and End Dates, Repair Vendor/Location, specific line item details and their costs {both parts and labor}, etc.), as well as current status and review/approval history.

i. Bidder is required to allow for accident record creation via interface with a third-party accident management vendor and/or manual entry by users.

ii. Client may require additional fields, such as full description of loss, preventability, subrogation availability and results, etc. Bidder shall include the number of additional customizable fields available for accident records.

E. Fuel transaction fields must include all general details (“Level Three Data,” such as Vehicle Info, Date of Transaction, Type of Fuel, Fuel Cost, etc.).

i. Bidder is required to allow for fuel transaction record creation via interface with third-party fuel management vendors.

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a. Fuel is considered any fuel source for vehicles, including gasoline, alternative liquid or gaseous fuel, electricity, etc.

ii. Client may require additional fields, such as vendor location, tax adjustments, etc. Bidder shall include the number of additional customizable fields available for fuel transaction records.

F. Telematics fields must include all general details (eligibility status, device number and install date, current odometer reading and date, etc.).

i. Bidder is required to allow for telematics record creation via interface with third-party vendors.

ii. Bidder may be required to allow for telematics record creation via interface with multiple third-party telematics vendors. Bidder shall advise if multiple sources of data may be imported.

G. Asset Review Reporting Process (vehicle audit process)

i. Purchasing Entities may employ a review or audit process to document the physical condition and policy compliance level of assets within their fleet. Standard audit data fields may include, but not be limited to confirmation of hierarchy, vehicle options or upfits, physical condition, and/or policy compliance. Additional fields should be available to capture notes/memos from the auditor.

ii. It is desired that the FMS facilitate communications around the review/audit process, specifically by gathering records into a report and issuing said report to users identified by the Purchasing Entity.

iii. Bidders must specify their capabilities in their Response.

4.3 Reports and Reporting

The FMS must provide a full array of standard reporting. Bidder must supply a list of all standard reports (collectively, “Batch Sample Reports”), and identify the number of allowable customizable reports per Purchasing Entity, as part of their Response. Users must be able to create reports from a query mode based on data points (and their sets/groups) and should have the ability to discard after single-use or save as an available report for future use.

Standard and ad-hoc reports must be exportable to excel spreadsheets or be saved in readable format (i.e., PDF) and user must have the ability to create, save and email all reports directly within the system. Batch reporting, through a system “batch manager” should be available to prepare or print reports, and create presentation quality graphs, pie charts, and bar graphs. All reports must be able to include data from both active and archived records and be run based on specific date parameters.

It is desired that the FMS allow Purchasing Entities to identify reports that will automatically run on a standard time basis, be saved within the system, and pushed to (notify) defined users via email.

Full data extracts, such as the database schema and a copy of all records in the database, must be made available to technical staff to complete or resolve any internal requirements or issues of the Purchasing Entity. Bidders must provide monthly reports of historical changes (edits and/or updates of any asset, report, etc., when & by whom).

4.4 Browser Compatibility

The system must be compatible with all current versions of common web browsers, including Chrome, Firefox, Opera, Microsoft Edge, and Safari. Bidders must identify the browsers with which their system is compatible. Any browser add-ons or extensions required by the browser to access the fleet management software must be forward compatible with the current version of the browser and any future browser versions or variants produced.

Compatibility must be operational within six months of the browser software release and/or update. When vendors release new versions, related add-ons or extensions, the system must ensure backward compatibility with the end-user’s currently deployed browser version. For reference, as of the writing of this RFR, Google Chrome Version

110.0.5481.178 is the de facto browser for many Commonwealth entities.

4.5 Pre-Installation Requirements

Bidders must provide an initial project plan as part of their RFR response that encompasses the entire FMS solution proposed by the Bidder. The initial project plan must consider all required tasks/project aspects defined and identify other recommended tasks, milestones, and key deliverables. The estimated start and finish time for each task must be identified. The project plan must contain milestones that directly correlate to the itemized prices in the price proposal (but pricing is not to be included in the initial project plan, only in the cost proposal). The project plan will define the implementation timeline and requirements, as well as the roles and responsibilities of the vendor, the Purchasing Entity, and the current vendor. The initial project plan must include the steps for managing the transition from both OVM’s existing Chevin’s FleetWave as well as a possible transition plan for other eligible entities and describe how the proposed initial project plan will meet the project management expectations.

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Awarded Bidders will establish a project plan with the Purchasing Entities, it will be at their discretion and final approval that hierarchy and data relationships will be established. The project plan will be approved and overseen by the Purchasing Entity.

4.6 Data Migration

Bidder must be able to migrate data from the Eligible Entity’s current FMS or from a .csv template of existing vehicle information, along with other external data sources that will be required in the migration. Bidder must be able to support the on-going integration and import of external data sources into the FMS. Bidders must provide a template for data migration as part of their RFR response.

4.7 Training

Purchasing Entity’s must receive, at minimum, one full day (8 hour) onsite comprehensive training visit upon launch of the FMS. The onsite visit must have adequate support staff in attendance to review and correct any changes and/or issues to the software and be able to fully support the initial training of those in attendance.

Training opportunities must be made available to the Purchasing Entity as needed and upon request. The expectation is that the vendor will be continually enhancing their offerings throughout the life of the contract.

Enhancements should be provided at no additional cost, should not adversely impact, or change current processes, and be accompanied by updates to the user manual.

Training should be customizable to user access level (i.e., Full Access (system administrator), Agency, Accident, Maintenance, Violations, Record Updates, Report Creation and Read-Only Access).

4.7.1 User Manuals & Materials

One hard copy and/or electronic copy of the user manual, in the format specified by the Purchasing Entity, must be provided free of charge if requested. Any additional user manuals or training materials that will aid in the support of the Purchasing Entity’s ability to use the system should be provided at no additional cost.

4.8 System Downtime

Upon the request of the Purchasing Entity, the Contractor must supply the last 12 months of scheduled or unscheduled system downtime, as well as the scheduled downtime for the next 12 months. The downtime report should consist of, at a minimum, the following information: day of the week, time downtime started and ended, and the reason for the downtime.

4.9 Upgrades

Purchasing entities will be notified by the vendor of any releases or upgrades to the system. All upgrades will be scheduled based on a mutually agreed upon time.

4.10 Technical Support

The Contractor will provide technical support services, at no additional cost, to both the end-user as well as Commonwealth’s technical support. The Contractor must provide a single point of contact with a back-up for technical support-related issues, problems, or outages. Technical support must be accessible via email or phone during Commonwealth normal business hours: Monday through Friday from 8:00 AM until 6:00 PM EST/EDT. The Contractor must offer a prioritization of issues, problems, and outages within a defined ticketing system. A clearly defined response process must be created to communicate to customers when tickets are opened and closed;

additionally, a defined path for escalating issues, problems, or outages. Upon receipt of the submitted ticket, the Contractor must acknowledge and commence technical support within 1 (one) hour and provide a resolution within 12 hours. Any delays in addressing open tickets must be communicated to the Purchasing Entity with an explanation and anticipated resolution and timeframe.

If requested, a quarterly report of all open and closed tickets must be supplied to OSD’s Contract Manager that should include the resolution time for each ticket.

4.11 Consultative Services

There will be times that additional consultative services will be required both post and prior to implementation. As part of their submission, bidders will provide an hourly or daily rate for consultative services. The purpose of this service will be to facilitate client learning and improve the effectiveness of the FMS for each Purchasing Entity.

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4.12 Service Level Agreements (SLAs)

The Fleet Management Software must be meticulously managed to ensure a quality product. To that end, the VEH118 SST requires that the Bidder identify as part of their quote submission their Quality Assurance methodology that encompasses a description of roles and responsibilities, techniques utilized to monitor the project, walkthroughs and reviews, independent project audits, and risk management planning.

The Bidder should include a description of the Quality Assurance Policy of the organization expressed by top-level management. It is desirable that the Bidder describes the standards and metrics, internal or industry-wide, used for estimating work effort and quality judgment.

The Bidder will identify any third-party off-the-shelf monitoring tools, including project management tools and configuration management tools required to implement the proposed solution. The Bidder should describe the process used to track and communicate changes, defects or enhancements during project implementation and testing. The Bidder will identify its methodology for the review of its tasks prior to approval and/or acceptance by the Purchasing Entity, including walkthroughs of tasks and reviews of any specific function. This task also requires the Bidder to identify any milestones where demos and reviews are required that have not already been identified by the Purchasing Entity.

Bidder will adhere to agreed-upon SLAs developed with the Purchasing Entity. The metrics outlined in the SLAs must be clearly stated and fully quantifiable.

Eligible Entities will be encouraged to notify the OSD Contract Manager if the commitments made in the SLAs are not met. The OSD Contract Manager will follow up with the Contractor’s Contract Manager and may require that a corrective action plan be submitted. Continued failure to meet service level commitments may result in contract suspension or termination.

4.13 Statement of Work (SOW) Requirements

Eligible Entities that use the contract may do so through the development of a Statement of Work (SOW) and by establishing best value evaluation criteria, followed by the use of the Request for Quote process in COMMBUYS to obtain quotes from any of the pre-qualified vendors of the contract.

All engagements entered under VEH118 will require a Statement of Work (SOW). Bidders shall agree to provide their own SOW form or to use a SOW form generated by OSD or by the Purchasing Entity. The SOW shall include roles and responsibilities for each party, specific and measurable deliverables, and timelines for the project.

Examples are provided in the following attachments to this RFR:

Attachment 1: SOW Firm Fixed Price (FFP) template

Attachment 2: SOW Time and Materials (T&M) template

Attachment 3: SOW T&M and FFP template

4.13.1 Responsibilities of the Buyer

To communicate the Purchasing Entity’s current process, roles and responsibilities, and to establish and articulate their expectations of the system via the SOW. The SOW should clearly define work performance requirements for the contractor. Entities must communicate their needs with the Contractor and keep them informed of changes in their needs or issues that are developing.

4.13.2 Responsibilities of the Contractor

To work with the Purchasing Entity in the creation and execution of the SOW. The contractor agrees to execute based on established time frames and deliverables. Bidders must agree to identify any and all costs or charges that will be billed under the SOW.

4.13.3 Work Schedule and Performance Dates

The SOW should include benchmarks for the implementation with clearly manageable and defined timelines for both the Purchasing Entity and the Contractor. If a benchmark is not met within the established and mutually agreed upon timeframe, the Contractor should provide the Purchasing Entity with a root cause analysis and implement the identified solution in an adjusted SOW within 3 (three) business days of acknowledgment by the Purchasing Entity.

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4.13.4 Scheduled Payments and Compensation

Payments will be established within the SOW; no payment being required until a minimum of 50% of the implementation is met and not to be fully paid until implementation is fully completed.

4.13.5 Change Management Process

Any changes to the SOW will be managed in writing and signed by both parties.

4.14 Geographic coverage

Awarded Bidders must ensure complete coverage throughout the Commonwealth of Massachusetts.

4.15 Ordering and Quotes

Responding to Buyer’s quote requests is a requirement of this contract. Contractors choosing not to bid must respond to COMMBUYS quote requests with a “no bid” by selecting the “Is No Bid” checkbox on the General tab of the quote.

Similarly, Contractors choosing not to bid on quote requests received outside of COMMBUYS must respond with a “no bid”.

Contractors must provide a quote that clearly identifies all commodities, materials, services and/or requirements which may incur costs for the Eligible Entity. All quotes must be for only products and/or services that Contractor is awarded to sell under this Statewide Contract. Furthermore, Contractors may not bill Eligible Entities for costs not identified in the quote, accepted by the SST, and agreed to by the Eligible Entity unless otherwise specified.

4.16 Environmental Specifications

In 2009, Executive Order 515, establishing an Environmental Purchasing Policy for Executive Departments, was signed. View the Environmentally Preferable Products (EPPs) Procurement Program General Information, Requirements and Guidance for detailed information about the program at https://www.mass.gov/doc/epp-general-information-requirements-and-guidance/download.

Bidders should also be aware that in 2021, Senate Bill 9 - An Act Creating a Next Generation Roadmap for Massachusetts Climate Policy was signed to achieve Net Zero emissions in 2050 and furthers the Commonwealth’s efforts to combat climate change and protect vulnerable communities. The full Act may be viewed at https://malegislature.gov/Bills/192/S9. In 2021, Executive Order 594, Leading By Example: Decarbonizing and Minimizing Environmental Impacts of State Government, was signed. EO594 requires all eligible state agencies to assess and implement strategies to mitigate greenhouse gas emissions and other environmental impacts when planning for and executing projects related to the design, construction, operations, and maintenance of state facilities, and the procurement of goods and services, including vehicles. View EO594: Leading By Example requirements at https://www.mass.gov/executive-orders/no-594-leading-by-example-decarbonizing-and-minimizing-environmental-impacts-of-state-government.

4.16.1 Environmental Benefit Claims/Labeling

Environmental benefit claims concerning products or services must be consistent with the Federal Trade Commissions’ Guides for the Use of Environmental Marketing Terms. Product environmental claims are to include the industry standard the product meets and certifier. Vendors must agree to offer and clearly label products with sustainability certifications and attributes, when available, within specific product categories. Documentation of the certification claimed by the vendor must be supplied upon request if it is not publicly available for verification (on either the vendor’s or certifier’s website).

Vendors claiming environmental benefits of their products shall list the appropriate benefits or industry standard it meets in the quarterly sales reports, if applicable, or on separate annual reports.

4.16.2 Bidder Environmental Practices Form

Bidders must complete this form, Environmental Practice Form tab on the Bidder Response Form, and submit it with their Quote. The form allows Bidders to communicate existing business practices that foster a sustainable approach to conducting their operations and reduce environment or public health impacts. Bidders may receive additional points in the evaluation phase of the RFR for the environmental initiatives they identify, however, bidders must substantiate all answers to receive additional points.

4.16.3 Environmental plan

Awarded Bidders must agree to work with…