7030--fleet management software and equipment

The Great Lakes Acquisition Center, on behalf of the Jesse Brown VAMC is seeking to acquire Fleet Management Software and Equipment for its fleet of Vehicles. This sources sought is to determine the market s capability of providing these items. If your company can provide the following services, that meet the technical requirements specified in the Statement of work below, please respond to aaron.rogers1@va.gov . This procurement is for the initial purchase of equipment, installation and up to 4 option years of continuing the services.

Statement of Work and Technical Proposal for the Jesse Brown VA Medical Center

The JBVAMC has defined goals for the computer automation solution as a first step in implementing its specific fleet management system needs. The goals include providing the following:

Business Goals:

Increase the efficiency with which the JBVAMC provides transportation/vehicles to doctors, nurses, and others charged with fulfilling the mission of the JBVAMC

Implement a fleet management information system (FMIS) designed to reduce the JBVAMC's asset costs by providing ways to track and manage motor pool reservations, mileage/trip reporting, and driver qualifications; reduce personnel requirements for dispatching vehicles, and other asset-related information. The main function of the FMIS is to reduce asset costs through quick analysis of asset utilization.

Reduce or eliminate administrative activities that add no value, such as redundant keying and reconciliation of data.

Address the JBVAMC's business, functional, and technical requirements.

Improve the JBVAMC's ability to budget and measure program success.

Establish comprehensive and easy-to-use query, reporting; and outcome analysis capabilities that can be individually tailored.

Technical Goals:

Flexible, stable, and reliable system that can accommodate future growth and changes at the JBVAMC.

Minimize the number of automated and manual systems currently in place in order to streamline processing, reduce redundant data entry, and maintain data integrity.

Reduce/eliminate the number of separate information systems, and the interfaces that connect them, running on different computers, written in different programming languages, and utilizing separate databases.

Eliminate customizations to the software to hold down implementation and upgrade costs, to support standardization of business practices, and to preserve the ability to upgrade to new versions as they are released.

Assure the availability of historical financial and operational data in a format that permits trend analysis

The JBVAMC desires to procure fleet, telematics, and motor pool management software and hardware that accomplishes the aforementioned goals and performs the following functions.

Operates in a cloud-based (Internet) environment

Management of vehicle profiles

Management of fleet user profiles

Distributed and centralized management of vehicles and fleet users each site will be able to manage its vehicles and users without having access to other sites' vehicles and users unless authorized to do so.

Management of inter-relationships between users and vehicles.

>The software captures vehicle utilization data using the concept of types of usage. This capability is key to tracking unique vehicle use data.

>The software uniquely defines vehicles and users by access groups, thereby preventing users from receiving a vehicle for which the user is not allowed to use based on JBVAMC's policies and rules.

Direct end-user involvement to reduce burden on fleet services personnel by allowing users to make their own online reservations and to report mileage and other information for assigned vehicles.

Automated confirmation emails to users concerning the status of motor pool reservations

Automatically updating motor pool and key control dashboards to push fleet data/metrics to a graphical display thereby relieving fleet staff from having to manually mine the data

Hour-by-hour fleet utilization graph on the dashboard

Day-by-day fleet utilization reports

Vehicle-by-vehicle fleet utilization reports

Vehicle aging reports by miles and time

Reporting across all modules at the location, single site, multi-site, and enterprise levels

User email tools allowing administrators to easily contact unique users

Integrated and automated key control capability for unattended operation of motor pool dispatch out and dispatch in functions

Specific key control functionality:

Does not require a user to know a confirmation code (it's not secure and many users will forget this information)

>Require user to provide his/her usemame and password

Display the following information to the user at the time of check-out before the key is released:

>Reservation confirmation number

>Scheduled leaving date and time

>Scheduled returning date and time

D Current leaving date and time

>Vehicle name

>Parking space D Current odometer

>Vehicle's year, color, make, model D Fuel level

>License tag

D Optional equipment on the vehicle

D Vehicle's condition

Provide the capability of a printed trip ticket at the key control system upon check-out with the same information listed above

Allow the user to cancel a reservation at the kiosk

Provide an option to allow any user to return the keys to a vehicle.

Provide the ability for the user to provide comments about the vehicle, the reservation, etc. to the administrator from the kiosk.

Once the user logs in, the user's reservations should be immediately available for dispatching and key disbursement.

Specific GPS telematics functionality:

Two-minute updates or shorter

Real-time mapping

Mobile application

Breadcrumb mapping

Geo-fencing

Timed reports

Diagnostic trouble codes

Utilization reporting

Idling reporting

Unlimited historical data

Retroactive landmark reporting

Dashboards

Landmarks

Customer maps

Stop detail

Real-time alerts for:

oDiagnostic trouble codes

oIdling

oLandmark

oOdd-hour driving

oExceeding posted speed limits

oLong stops

oOut of range

Within 30 seconds of the vehicle's engine being turned off, the GPS solution shall automatically send (without the motor pool module having to request it) the vehicle's odometer to the vehicle's profile that is within the FMIS motor pool module.

Within 3 minutes of the vehicle's engine being turned off, the GPS solution shall automatically send (without the motor pool module having to request it) additional vehicle utilization information to the vehicle's profile that is within the FMIS motor pool module. This information should include:

oEngine Start Date/Time

oEngine End Date/Time

oDistance

oDuration (Min.)

oMax Speed

oAverage Speed

oMax RPM

oAvg. RPM

oMax Accel (G-force)

oMax Decel (G-Force)

oMoving Fuel Efficiency

oIdling Fuel Efficiency

oTotal Fuel Efficiency

oIdling Duration

oIdling Fuel Used

oTotal Fuel Used

oMiles Per Gallon

The FMIS should efficiently enable JBVAMC to:

Reduce or eliminate paper-based forms and processes

Determine correct number of vehicles to accomplish mission

Determine correct composition of vehicles to accomplish mission

Provide accurate projections of future vehicle usage

Provide accurate reports of past vehicle usage

Eliminate double-booking of vehicles; thereby reducing the frustration of users and staff and the extra work to procure additional vehicles

Automate the scheduling and tracking of vehicle inspections

Track vehicle damages to the offending individual and charge back to the offending organization or individual

Automate collection of vehicle odometer readings on a timely basis

Enable online interaction with users: make reservation requests, confirmation of reservations; changes to reservations (modifications, cancellations, etc.)

Provide pertinent reports in a timely manner

Provide all levels of the organization with accurate, up to the minute information

Allow the district staffs to be used more effectively

Create an effective and more manageable fleet

Automate processes to minimize human error

Automate the distribution and collection of vehicle keys and the collection of vehicle usage data upon vehicle's return

Increase end-user satisfaction

Products and Services to be Delivered

The vendor will provide the following software, hardware, and services to the JBVAMC in Chicago, IL:

Software to be provided:

Motor Pool/Car Sharing module for 138 vehicles. This module should allow users to quickly and effortlessly reserve vehicles 24-hours-a-day via the Internet. It should have a calendar screen that graphically displays the status of the vehicles and reservations to provide the manager with an overview of the fleet. It must have utilization reports to assist us in right-sizing our pools.

Key Control module to manage unlimited key control systems; to manage the logic and communication between the other FMIS modules and the key control systems.

Kiosk software for the 3 kiosks to provide security and user interface management.

Hardware to be provided:

Key Control Systems: Supply one key control system to secure 12 sets of keys and fuel cards, one key control system to secure 20 sets of keys and fuel cards and one to secure 112 sets of keys and fuel cards. Next to each key control system should

be one all-in-one, wall-mounted, touchscreen kiosk that will act as a user-friendly interface for the drivers.

GPS Devices: Supply 135 GPS devices for light-duty vehicles and 15 GPS devices for heavy-duty vehicles for tracking driver behavior (e.g. hard stops, jackrabbit

starts, speeding, leaving a geo-fence, etc.) and other features as described in this document.

Driver ID Kits: Supply 20 driver ID kits to include readers and user fobs that will allow users to identify themselves when using a vehicle.

Driver ID Buzzer: Supply 20 driver ID buzzers that will sound if the user does not identify herself when using a vehicle.

Cellular routers: Supply 3 cellular routers for the key control systems to ensure that all data from the key control solutions do not transit the VA network.

RFID Badge Reader: Provide one RFID badge reader per kiosk for ease of login at the kiosk. Provide three enrollment badge readers for PCs to provide ease of user enrollment.

RFID Badges: Provide 600 RFID badges for distribution to users for access to key control systems.

Services to be provided:

Site set-up: Provide the JBVAMC with templates to collect data for vehicles, users, departments, account codes, etc. Create a website dedicated to the JBVAMC. Vendor will import that data and work with JBVAMC personnel to configure the site appropriately.

Training: Using web-conferencing tools, vendor will instruct up to 10 customer representatives on the administrative operation of the FMIS application and GPS solution.

Hosting: The FMIS software will be hosted by the vendor. Vendor will be responsible for providing the hardware platform, operating system, SQL software and the local administrative support for the operating system, the SQL software, the hardware and data backup. Vendor will also supply the SSL certificates and provide personnel that can apply the FMIS and GPS updates.

GPS Annual Communication Service: Annual service to collect data from the GPS. devices via cellular connectivity.

Data Connection Service: Provide annual data connection service between the GPS solution and the FMIS.

GPS Installation: Provide services to install the GPS devices in the vehicles.

Cellular Router Service: Provide annual service for the cellular router connectivity.

Standard Technical Support: Vendor will provide e-mail and telephone support. Support is offered Monday through Friday 7:00 a.m. to 7:00 p.m. Eastern, exclusive of federal holidays, with an eight (8) hour response time. All support requests to vendor personnel will be directed through one JBVAMC contact.

Software Maintenance: Vendor will provide the JBVAMC with any patches, updates, releases and versions of the application modules (including appropriate documentation) for which the JBVAMC has purchased and is licensed.