Request for Proposal. Global Positioning System (GPS)

Transcription

1 Request for Proposal Global Positioning System (GPS) MD of Bonnyville # 87 is seeking proposals from qualified firms for global positioning system (GPS) tracking service for its fleet of on-road motor vehicles. The deadline for receipt of sealed proposals is: December 21, 2016 at 11:00 AM. Sealed proposals must be received by this deadline at the following location: MD of Bonnyville # 87 Atten: Harpiar Gandhi, P.Eng Bag 1010, RR 455 Bonnyville, AB, T9N 2J7 Any proposal received after the date and time listed above will be returned and will not be considered. Questions pertaining to this Request for Proposal (RFP) must be communicated to the undersigned. Harpiar Gandhi, P.Eng Manager of Transportation hgandhi@md.bonnyville.ab.ca Phone # x 9312 Fax # For any IT related questions, please contact: Mark Parsons mparsons@md.bonnyville.ab.ca Phone # x

2 Section 1 Project Summary 1. Request for Proposal Summary MD of Bonnyville # 87is seeking proposals from qualified firms for Global Positioning System (GPS) in accordance with the Scope of Work specified in this Request for Proposal (RFP). 2. Entity Submitting RFP. The terms vendor, proposer, offerer, firm, vendor, company or contractor used in this RFP or any subsequent documents or communications related to this RFP are interchangeable and mean the entity submitting a proposal and seeking to enter into a contract for the goods and/or services requested in this RFP. 2

3 Section 2 Scope of Work 1. Project Scope The primary purpose is to give the MD of Bonnyville Transportation Department, the ability to track and locate, via web interface mapping and reporting, each MD vehicle 24 hours/7 days a week. Additionally, optional system features may be added depending on costs and fit with operational needs. These features include the ability to remotely attain telematics data available from vehicle OBD-II systems, interface with the MD of Bonnyville management system and fuel card management system, and the ability to schedule motor pool vehicles online. The MD of Bonnyville may or may not purchase these features if available, or may look to implementing them at a later time if the selected GPS system allows for expansion. 2. Background The MD of Bonnyville fleet is currently comprised approximately 50 light duty vehicles and 40 heavy duty vehicle and 16 graders. The fleet is assessed annually to ensure the needs and demands of the MD s various groups and departments are efficiently met, and as such the total vehicle count and type may fluctuate slightly. 3. Technical Requirements The selected vendor will be responsible for installing new GPS modules into each vehicle. The MD of Bonnyville Transportation Department will coordinate with the vendor to schedule appropriate dates and times to perform the installs while limiting the impact on the MD s operations. Most of the fleet vehicles are currently equipped with early generation GPS modules. All current modules are owned by the MD of Bonnyville and may be completely removed during installation of new modules, or disabled and left in the vehicles providing no consequences of doing so exists. If removed, the modules will remain the property of the MD of Bonnyville. The selected vendor may perform the installations or contract with a 3rd party installer capable of meeting the above requirements and the MD of Bonnyville # 87 s insurance and liability requirements stated in this request. 3

4 SPECIFICATIONS: The MD of Bonnyville is requesting the below preferred specifications for the system Does Preferred Specifications Track Multiple Vehicles Simultaneously Map Multiple Vehicles Simultaneously Track Current Vehicle Location Track and Report Speed Track and Report Start/Stops Track and Report Vehicle Mileage Track and Report Vehicle distance Travelled Ability to add New Vehicles Track and Report Hard accelerating Ability to create Geo Fences 24 Hour Vehicle Tracking Web based User Interface(No software) View and manage Account online Ability to Create, Add and Remove Vehicle Groups Ability to create user defined detailed reports Track and report Engine Idling Track and report Hard Braking Meet Not Exceeds Comments 4

5 Compatible with Mobile Monitoring with mobile devices Any Additional Features 5

6 Section 3 Proposal Preparation and Submittal Proposals must conform to all requirements stated below, and elsewhere in this RFP. Disregarding these requirements may result in disqualification of the proposal. Before submitting a proposal, each firm shall familiarize itself with the entire RFP, including Scope of Work, contract form and all laws, regulations and other factors affecting contract performance. The firm shall be responsible for fully understanding the requirements of a subsequent contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a proposal will constitute a representation of compliance by the firm. There will be no subsequent financial adjustment for lack of such familiarization. All proposal materials must be placed in a sealed package (envelope, box, etc.) clearly marked with the proposal name and number and the firm s name. It is the responsibility of the firm to ensure that proposals are received by December 21, 2016 at AM. The firm is responsible for delivery of their proposal by the deadline notwithstanding any claims of error or failure to perform by a mail, courier or package delivery service. Proposals could also be submitted electronically to hgandhi@md.bonnyvill.ab.ca or by fax #

7 Cost Proposal PRICING The MD of Bonnyville # 87 is requesting two options regarding pricing for preferred specifications, an equipment purchase option and an equipment lease option. One of the two options will be selected. A purchase option will allow the MD of Bonnyville # 87 to purchase the GPS equipment upfront and as needed for additional vehicles along with any activation fees if applicable. The MD of Bonnyville # 87 would have ownership of the equipment and pay only a monthly fee for the tracking service(s). A lease option would allow the MD of Bonnyville # 87 to pay only a monthly fee that includes the tracking service and GPS equipment. Ownership and upgrading of the equipment would depend on the lease terms. Equipment installation costs may be included in the pricing or itemized separately. It s understood by the MD of Bonnyville # 87 that vendors typically have equipment that either connect to the vehicle OBD-II system or power from the vehicle battery/charging system. Therefore vendors may price accordingly. Pricing for Optional Features should be listed in the Optional Features section in the Specifications section above. PREFERRED SPECIFICATIONS EQUIPMENT PURCHASE OPTION Per Unit GPS equipment is purchased upfront and owned by the MD of Bonnyville # 87. Service fees are charged separately Vehicle Type Equipment Cost Monthly Fees Other Required Fees Total Light Trucks Heavy Equipment Graders 7

8 PREFERRED SPECIFICATIONS EQUIPMENT MULTI YEAR LEASE OPTION Per Unit GPS equipment is not directly purchased by the MD of Bonnyville. The MD leases or subsidize the equipment through the monthly services fees. Vehicle Type Equipment Cost Monthly Fees Other Required Fees Total Light Trucks Heavy Equipment Graders 8