· Web view17.16 Ability to automatically apply/default to a predetermined task specific time...

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900410

SPECIFICATIONS, TERMS & CONDITIONSFor

FLEET MANAGEMENT INFORMATION SYSTEM

NETWORKING/BIDDERS CONFERENCESAt

10:00 a.m.on

March 11, 2009 At

Alameda County, General Services AgencyRoom 1105, 11th Floor

1401 Lakeside Dr.Oakland, CA 94612

2:00 p.m.on

March 12, 2009At

Alameda County Public WorksRoom 230C

951 Turner Ct.Hayward, CA 94545

For complete information regarding this project see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the person

listed below. Thank you for your interest!

Contact Person: Kelley Smith, Contracts Specialist II

Phone Number: (510) 891-5670

E-mail Address: [email protected]

RESPONSE DUEBy

2:00 p.m.On

April 3, 2009At

Alameda County, GSA-Purchasing1401 Lakeside Drive, Suite 907

Oakland, CA 94612

1401 LAKESIDE DRIVE, SUITE 907, OAKLAND, CALIFORNIA 94612510 208 9600 FAX 510 208 9626 www.acgov.org/gsa

/tt/file_convert/5b390f967f8b9a4a728dcd43/document.doc

http://www.acgov.org/gsa

http://www.acgov.org/jsp_app/gsa/purchasing/bid_content/contractopportunities.jsp

COUNTY OF ALAMEDAREQUEST FOR PROPOSAL No. 900410



TABLE OF CONTENTSPage 1 of 2

Page

I. ACRONYM AND TERM GLOSSARY...........................................................4II. STATEMENT OF WORK

A. Intent.........................................................................................................5B. Background...............................................................................................5C. Scope........................................................................................................6D. Current System Overview.........................................................................6E. Specific Requirements..............................................................................8F. Implementation.........................................................................................9G. Requirements List...................................................................................11H. Vendor Qualification Criteria..................................................................27I. Debarment and Suspension.....................................................................27J. General Environmental Requirements.....................................................27

III. INSTRUCTIONS TO BIDDERSK. County Contacts......................................................................................29L. Calendar of Events..................................................................................30M. Networking/Bidders Conference.............................................................30N. Submittal of Bids....................................................................................31O. Response Format.....................................................................................33P. Evaluation Criteria/Selection Committee ...............................................33Q. Contract Evaluation and Assessment ......................................................37R. Notice of Award......................................................................................38S. Bid Protest / Appeals Process..................................................................38

IV. TERMS AND CONDITIONST. Term / Termination / Renewal................................................................40U. Brand Names and Approved Equivalents................................................40V. Quantities................................................................................................40W. Pricing.....................................................................................................40X. Award.....................................................................................................42Y. Method of Ordering................................................................................42Z. Invoicing.................................................................................................43AA. County Provisions...................................................................................44BB. Online Contract Compliance Management System.................................47CC. Compliance Information and Records.....................................................48DD. Account Manager/Support Staff..............................................................48EE. General Requirements.............................................................................48

COUNTY OF ALAMEDAREQUEST FOR PROPOSAL No. 900410



TABLE OF CONTENTSPage 2 of 2

ATTACHMENTS Exhibit A – AcknowledgementExhibit B – Bid FormExhibit C – Insurance RequirementsExhibit D1 – Current ReferencesExhibit D2 – Former ReferencesExhibit E – SLEB Certification Application PackageExhibit F – Small and Local Business Subcontracting InformationExhibit G – Request for Small and Local or Emerging PreferenceExhibit H – First Source AgreementExhibit I – Exceptions, Clarifications, AmendmentsExhibit J – Standard Agreement Contract DraftExhibit K – Environmental CertificationExhibit L – RFP Vendor Bid ListExhibit M – Response/Content Submittal; Completeness Check ListExhibit N – Debarment and Suspension Certification

Specifications, Terms & Conditionsfor Fleet Management Information System

I. ACRONYM AND TERM GLOSSARY Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.

ASCII American Standard Code for Information InterchangeMVD Alameda County Motor Vehicle Division FMIS Fleet Management Information System (also described herein as

“System”) shall mean the system proposed by the vendor which shall meet all requirements and perform all functionalities described in this RFP.

Bid Shall mean the bidders’/contractors’ response to this RequestBidder Shall mean the specific person or entity responding to this RFPBoard Shall refer to the County of Alameda Board of SupervisorsCSC Shall refer to County Selection CommitteeContractor When capitalized, shall refer to selected bidder that is awarded a

contractCounty When capitalized, shall refer to the County of AlamedaEnvironmentally Preferable Products

Products manufactured in a manner such that the impact on the environment is minimized throughout the entire lifecycle of the product by implementing sustainable practices during material sourcing, manufacturing, transportation, and by providing products that can be used and disposed of in an environmentally sound manner

EPA United States Environmental Protection AgencyFederal Refers to United States Federal Government, its departments and/or

agenciesF.O.B Shall mean without charge for delivery to destination and placing on

board a carrier at a specified point (Free On Board). Destination shall be the County Motor Vehicle sites refrenced in this RFP.

Labor Code Refers to California Labor CodeMbps Megabits per secondMSDS As used herein shall refers to Material Safety Data Sheets

OSHA Refers to California Occupational Safety and Health AdministrationsPBTs Persistent, Bioaccumulative Toxins including compounds such as

dioxins, polychlorinated biphenyls, and mercury as defined by the United States Environmental Protection Agency and listed on the EPA’s website at www.epa.gov/opptintr/pbt/

PO Shall refer to Purchase Order(s)Quotation Shall mean bidder’s response to this RFPRequest for Proposal Shall mean this document, which is the County of Alameda’s request

for contractors’/bidders’ proposal to provide the goods and/or services being solicited herein. Also referred herein as RFP.

Response Shall refer to bidder’s proposal or quotation submitted in reply to RFPRFP Request for Proposal

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http://www.epa.gov/opptintr/pbt/


SLEB Small Local Emerging BusinessSource Reduction Refers to products that result in a net reduction in the generation of

waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging.

State Refers to State of California, its departments and/or agencies

II. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms and conditions to describe the Fleet Management Information System (FMIS) requested by the County. The Alameda County Motor Vehicle Division (MVD) requires a Fleet Management Information System to support its operations. The County requires a turnkey solution in which the vendor shall deliver, install and pass an acceptance test on a total FMIS package which will include the necessary equipment, hardware, software, training, documentation, and maintenance services to meet the requirements described in this RFP.

The County intends to award a three (3) year contract (with option (s) to renew) to the bidder selected as most capable of meeting the County’s requirements.

B. BACKGROUND

The Motor Vehicle Division (MVD) of the Alameda County General Services Agency (GSA) is authorized by Board of Supervisors and the County’s Administrative Code to conduct fleet management programs. The MVD provides supportive services to over 12 County departments with a combined fleet total of approximately 1200 units and 1500 components with the responsibility for fueling services, motor pools, alternative fuel program, and vehicle replacement planning.

The MVD currently uses the FleetAnywhere™ database system for asset management and the Fleet Data System™ and Wright Express™ for fuel management.

The MVD requires a comprehensive fleet-specific management information system to collect data and track assets, monitor costs and evaluate trends, analyze statistics and generate reports, enable client department access to databases and reports, and to facilitate planning, improve efficiencies and reduce costs. The FMIS is further defined in the scope and specific requirements herein.

The MVD’s objectives include, but are not limited to:1. Obtain management reports on the costs and resources necessary to provide timely

and appropriate levels of service;

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2. Calculate charge-back rates for vehicle leasing, maintenance and repair, fueling and other services;

3. Manage, process and invoice customers for work orders;4. Track and audit vehicle assets, repair activities, inventory parts and other cost centers;5. Maintain vehicle historical costs, assignments, usages, activities, status, and other

information individually and by type, group and class;6. Manage motor pool vehicles, reservations, dispatches, and billings;7. Plan, schedule, track, and report on preventative maintenance activities;8. Project, plan and schedule vehicle replacements and budgets; and9. Have a secured internet-based customer interface into the FMIS.

C. SCOPE

The Alameda County MVD requires a FMIS with the specific capabilities described herein to aid in their day to day operations. The FMIS shall be capable of managing a fleet of 1200 vehicles and 1500 components, providing services that include, but are not limited to, a database which will manage the County automotive fleet, parts, work orders, fuels systems and motor pool operations. The FMIS shall have the ability to provide online access for both reservations and fleet management. All of aforementioned functions shall be tracked by the system and a user friendly reporting interface shall be available for MVD staff to develop and output reports.

The MVD is housed in three locations and is comprised of three general work sections: automotive, sheriff, and truck. The department’s administrative office and the main repair shop are located at 165 – 13th Street, Oakland, CA 94612.

The MVD has a staff of approximately 14 full-time employees including management, administrative supports, shop supervisor, auto mechanics, and service workers. The department offers a full array of maintenance and repair services on automobiles. One main and two satellite storerooms provide all the necessary replacement parts. The number of work orders totals approximately 4,500 annually.

The MVD manages four refueling stations and offers unleaded and diesel to various departments as well as other outside agencies. Fueling activity tracking is managed through the Fleet Data System. We also receive data through our Wright Express card access. The number of fuel transactions totals approximately 25,000 annually.

D. CURRENT SYSTEM OVERVIEW

The following Current System Overview is provided in order to help the bidder to address each item in Specific Requirements, Section E, of this Proposal. This section gives a high-level overview of the current infrastructure configuration that the County of Alameda uses to support its departments. This is the environment in which all future application systems will exist or interface.

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The County’s vision is for web-enabled applications. This includes accessing information through a zero-client browser interface and having the ability to publish reports onto a user intranet site for ease of retrieval. The County has, and will continue to deploy, client/server based applications in the interim.

Network ArchitectureCurrent Network Architecture Applications:

Attribute ValueDomain acgov.orgNetwork FDDI BackboneRouters CiscoProtocols TCP/IP, OSPFDesktop IP addressing

Mostly DHCP (Dynamic Host Configuration Protocol) but some static

Printer Configurations

Network/Local printers

Directory services (logons) are handled through Windows.

The County’s standards for application servers are the following platforms: Microsoft Windows 2003 Server or higher.

End User Workstation DetailsThe typical Alameda County system configuration is:• HP Compaq, model dc7800 (Duo core) workstation • 2 GB RAM• 160 GB hard disk capacities• Windows Vista Business

Data The Department currently uses the FleetAnywhere™ database system for asset tracking, work order functions, parts inventory control, fuel accounting, and monthly billings. This data includes approximately:

a. 1,150 vehicles plus 1,500 componentsb. 200,000 number of parts inventory recordsc. 75,000 number of vendor/supplier recordsd. 5,000,000 number of fuel key account records

The FMIS is used at the following locations:

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Administration (165- 13th St.) has approximately 5 locations where supervisors and office staff will use the system.

Alameda County Parking Garage (ALCOPark) (165-13th St., Oakland) has approximately 6 locations where mechanics and parts room employees will access the system.

Hayward Garage (10 Moran Ct., Hayward) has approximately 3 locations where supervisor, mechanics and parts room employees will access the system.

Santa Rita Garage (6175 Madigan Rd., Dublin) has approximately 3 locations where supervisor, mechanics and parts room employees will access the system.

Each location is connected internally via 10 or 100 Mbps Ethernet. Administration is connected to the County Information Technology Department (ITD) via fiber uplink. Administration is connected to ALCO Park Garage via Fiber. Administration is connected to Hayward Garage via Frame-relay and Santa Rita Garage with T1 circuit.

ALCO Park’s Fleet Anywhere platform production domain is currently being hosted by Asset Works.

Additionally, most Motor Vehicle Division Shops serve customers (County Employees) who will have similar network infrastructure as those for the Motor Vehicle Division Shops end users described above. The County requires that the FMIS be capable of providing these customers access to limited features which they will require to order fleet management services (e.g., managing departmental assets, running a report, requesting repairs, reserving a pool vehicle, etc.).

E. SPECIFIC REQUIREMENTS

In order for a proposal to be deemed complete, the bidder must provide detailed information, on bidder’s capabilities as related to items 1 thru 6 of Section E, Specific Requirements. Bidder is required to address and describe their capabilities which will allow them to meet each of the requirements stated in the below. Bidder is required to respond to each of the items in this section or their bid may be subject to disqualification.

The department’s needs are further defined in the Requirements List (see section G, REQUIREMENTS LIST). Bidder must also submit a completed Requirements List with their proposal.

1. FMIS System The Fleet Management Information System shall be a comprehensive, automotive fleet-specific, off-the-shelf, Microsoft Windows and internet web-browser based, turn-key management solution, which consists of software, maintenance, and support.

2. Fuel System Interface and Data Transfer

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a. Proposed system must interface with Fleet Data System™ and Wright Express™ fuel cards.

b. Data from the current Fleet Data System™ transaction is currently available in an ASCII format. This data shall be uploaded into the proposed system database.

c. Data from the Wright Express™ shall be imported to the proposed system database.

3. Database The Fleet Management Information System must store data in a database that meets the County’s standards Microsoft SQL 2000 or higher.

4. Operating Systems The Fleet Management Information System must use application server(s) that meet the County’s standards, Microsoft Windows 2003 Server or higher.

5. Other Interface Requirements The bidder will be solely responsible for assuring that its Fleet Management Information System successfully interfaces with:

Fleet Data System (fuel management system) Wright Express (fuel management system)

6. Performance Requirements

a. Response Time: 95% percent of transactions must complete within 3 seconds (these are end to end response times). 100% of all transactions must complete within 10 seconds.

b. Throughput: Capability to process 6,000 transactions per hour.c. User Load: Capability to support 35 concurrent users, with a peak of 100

simultaneous users while meeting the required response times and throughput rates.

F. IMPLEMENTATION

In order for a proposal to be deemed complete, the bidder must provide detailed information, on bidder’s capabilities as related to items 1 thru 4 of Section F, Implementation. Bidder is required to address and describe their capabilities which will allow them to meet each of the requirements stated in the below. Bidder is required to respond to each of the items in this section or their bid may be subject to disqualification.

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The department’s needs are further defined in the Requirements List (see section G, REQUIREMENTS LIST). Bidder must also submit a completed Requirements List with their proposal.

1. Acceptance Testing and Standards

County will work with the successful Proposer to establish the criteria for accepting (“Acceptance Criteria”) Proposer’s Fleet Management Information System. This Acceptance Criteria must be established as part of the Final Implementation Plan and prior to kickoff of the Project.

2. Implementation Plan and Schedule Bidder shall describe how they will provide the deliverables this RFP requires, and their vision of the County’s role for each specific activity/deliverable.

Please provide a project implementation schedule including milestones, meetings, tasks (at a minimum to include software installation, data conversion, training, acceptance testing), responsibility, and duration in person days. Provide a narrative of each task as it relates to the project. Be sure to include tasks the Respondent expects the County of Alameda to perform. A final project implementation plan and schedule shall be agreed upon between the Contractor and the County upon execution of the contract.

The hourly rate for system customization outside of the parameters of bidders proposed system shall be quoted on Exhibit B (Bid Form) of this RFP in the line item marked “Hourly Rate for System Customization”.

3. System Transfer

The Department intends to transfer all active records to the Fleet Management System and to archive the historical data in MS Access and/or Excel files. The Department will export the data from Fleet Anywhere, transfer the data on to Microsoft Access and/or Excel files, and furnish the files to the successful Contractor. The Contractor is required to successfully import and map the County’s existing data to the bidders FMIS and create an audit trail of this transfer.

4. Training

Bidder must provide, in their proposal, a training plan for the proposed system. The plan must include user group levels, course duration, course description, any course prerequisites, and classroom technical needs. All training should be onsite at County of Alameda facilities. The Contractor must provide written training manuals for each individual who is to be trained.

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Live training sessions, as described in the Requirements List of this RFP shall be included in bidder’s proposal and will occur at locations within Alameda County. Contractor shall also:

Provide the County with adequate and user-friendly training and trouble shooting materials on hardcopy and disk.

Pptimized the Fleet MIS system to meet the County’s specific needs after user-groups have tested and troubleshot the system.

G. REQUIREMENTS LIST

In order for a bid to be considered for award, a completed “Requirements List”, pages 12 thru 26 of this RFP, must be submitted with their bid. In the following “Requirements List”, bidder must state “yes” or “no” for each item in under the “Complies?” column.

A “Yes” response to a specification sentence in the “Complies?” column will mean that the bidder intends to comply with the specification. If the bidder is able to comply with the specification stated, and states “yes” in the “Complies?” column, no further action is required.

A “No” response to a specification sentence in the “Complies?” column will mean that the bidder is unable to comply with the specification provided by the County.

If a bidder intends to state any exceptions or clarifications to the Requirements List as described in Exhibit I, Exceptions, Clarifications, Amendments the bidder is to state “No” in the “Complies?” column and “Yes” in the “Exceptions" column. Bidder must then provide detailed information of their exceptions or clarifications on Exhibit I. All exceptions or clarifications shall be described in full, using additional pages, as necessary, to provide complete descriptions. Bidder must clearly reference each alternative by its corresponding item number from the “Number” column. The County, at its sole discretion, shall have the right to deem acceptable any exceptions or clarifications stated by the bidder.

A response of “N/A” or no response to any specification item may lead the proposal to be deemed non-responsive and therefore may be disqualified. The County, at its sole discretion will qualify or disqualify bids based upon satisfactory or unsatisfactory completion of the “Requirements List’.

EXCEPTIONS TO SPECIFICATIONSAny and all deviations or alternatives to the following specifications in the “Requirements List” must be clearly stated or proposal may be disqualified.

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Number Requirements List Complies.Yes/No

Exceptions or Clarifications

Yes/No

1.00 System Technology1.01 Data resides on MS SQL Server, IBM or PeopleSoft databases.1.02 MS Window, zero-client, web-browser based environment.

1.03Password protection via MS Windows network authentication and/or app-level password protection.

1.04Multiple levels of user defined system security to protect information and system integrity.

1.05Multiple levels of system security rights to include insert, delete, edit, view, update, and others.

1.06 Real-time update of all data at the time of transaction.

1.07Allow multiple tasks on each workstation to include simultaneous report generations.

1.08 Allow batching to process work creations, changes and updates.1.09 Provide system validations to ensure data integrity (e.g., negative mileage).

1.10Allow unlimited number of records (e.g., assets, drivers, work orders, inventories, departments, etc).

1.11

Utilize common, fleet industry recognized classification coding conventions throughout the system (e.g., vehicle classes, task codes, employee codes, location codes, etc).

1.12Maintains user defined customization and automatically migrate to future releases & enhancements.

1.13 Ability to interface with other applications such as fuel, telemetric, and others.1.14 Supports bar code technology (e.g., readers, scanners, and printers).

1.15Supports mobile computing technology (e.g., wireless devices, handhelds, RFID, laptops, Blackberry, etc).

1.16 Supports third-party reporting tools (e.g., Crystal, Cognos, etc).1.17 Supports "dashboard" graphical reporting tools.2.00 System Capabilities

2.01Ability to have unlimited number of active and inactive/retired records (e.g., assets, departments, drivers, work orders, vendors, parts, etc).

2.02Maintain historical information on inactive/retired assets no longer part of the fleet.

2.03Ability to cut, copy and paste within the fleet management information system and across applications.

2.04 Ability to import and export data, records, tables and files.2.05 Allow user to export data to Access and/or Excel formats.2.06 Ability to generate reports in Excel and print hardcopies.2.07 Ability to use multiple filters to query and search data fields on screens.2.08 Ability for user to add and save custom filters on screens.

2.09Ability to view, query, capture, perform, record and save work (interact with system online/screen) in real-time.

2.10 Ability to print hardcopies as required.

2.11Ability to perform work simultaneously in multiple screens without first existing the current screen.

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Yes/No

2.12

Ability to perform multiple functions on various workstations simultaneously on a single asset (e.g., posting work order labor, authorizing pump at fuel station, updating department assignment, etc).

2.13

Ability to run multiple reports and perform standard functions simultaneously in real time (e.g., run PM Due report, post work order labor, authorize pump at fuel station, check parts inventory, etc).

2.14Ability to automatically populate data fields as required (e.g., date, time, default location, etc).

2.15 Ability to use "wildcards" to search for data (e.g., Chev*, Chry*ler, etc).

2.16Ability to move and/or hide columns, rows, individual data fields display on screen.

2.17 Ability to use color-codes to highlight data display on screens.

2.18Identify source and date of data record (e.g., meter reading of 12,345 originated from 1/25/2008 fuel transaction) and display the same on screens.

2.19Ability to copy and paste a complete asset's primary record (e.g., year, make, model, description, color, price, PO#, PO date, warranty, etc).

2.20Provide standard English nomenclature for year, make, model, serial number, costs, etc.

2.21Ability to fully implement and utilize any and all future application releases, upgrades, and/or enhancements.

3.00 Financial and Accounting3.01 Allow calendar year and user-defined fiscal year.3.02 Support governmental accounting and financial reporting methods.3.03 Support straight-line, time, declining balance, and other depreciation methods.

3.04Support moving average, First In First Out (FIFO), Last In First Out (LIFO) cost accounting methods.

3.05 Support lease finance, lease purchase and other capital procurement methods.3.06 Ability to allocate costs between 2 or more cost centers/departments.3.07 Ability to audit any and all records.4.00 System Administration

4.01Provide System Administrator capability and supports multiple user-defined System Administrators.

4.02 Provide System Administrator unrestricted access to the whole system.4.03 Allow online system archives / backups with fast and easy data recovery.

4.04Ability to customize the system calendar for non-work days, non-work hours, holidays, etc.

4.05Ability to restrict users to specific departments, groups, functions, menus, character fields, etc, as required.

4.06Ability to restrict users to specific tasks such as view only or update only as required.

4.07Ability to globally assign sales tax, tax exemptions, and discounts to vendor records.

4.08Allow global changes to specific data fields (e.g., department ID number, billing rates).

4.09 Allow renumbering of asset identification numbers.

4.10Allow re-zeroing of work order numbers every year (e.g., work order #001 for year 2008 and #001 for year 2009 and so on).

5.00 User Interface

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Yes/No

5.01 Utilize zero-client, web-browser based interface on each workstation.

5.02View and print any work in detail, regardless of completion, so long as work is in system.

5.03Browse function for accessing records, work orders, transactions, vehicle assignments, etc.

5.04User-friendly menus & features that prompt infrequent users and have short cuts for experienced users.

5.05Provides clear, concise error messages and allow user to respond to critical error messages.

5.06 Visually distinguish between required fields and view only fields.5.07 Allow ad hoc query and report definitions to be saved and used again.

5.08Allow for the creation of custom tailored user screens, menus, and character fields.

5.09Ability to perform all data entry via keyboard and allow for mice and keyboard combination.

5.10 Provides a calendar pop-up for date fields.5.11 Provide drop-down menus and choice-lists to ensure data entry accuracy.5.12 Provide unrestricted notes/memo fields for general comments.5.13 Utilizes word-wrap, cut, copy, and paste in memo fields.5.14 Provide lookups, filters, sorts, and other common MS Window tools.5.15 Utilizes system icons to launch and tabs to navigate applications.5.16 Allow user to create, define and save personalized quick launch icons.5.17 Utilizes color-codes to distinguish between required and view only fields.5.18 Allow user to change and save font size and colors on each workstation.

5.19Provide standard English nomenclature for year, make, model, serial number, costs, descriptions, etc.

6.00 Technical and Customer Supports6.01 Live, 24 hour/7 day-a-week/365 day-a-year telephone technical support.

6.02Live telephone support, 7 A.M. to 5 P.M., PST, Monday - Friday (business hours), except national holidays.

6.03Business-hours technical & customer support staff must have through product knowledge, experience and problem-solving abilities.

6.04 Telephone technical and customer support’s hold time to not exceed 3 minutes.6.05 Support staff have remote system login and diagnostic capabilities.

6.06System documentations and technical supports available via internet, including local changes & modifications.

6.07Provide system documentations and user handbook in electronic format (e.g., CD, DVD).

6.08 Extensive on-line tutorials and help screens must be available.6.09 One or more application releases, upgrades, and/or enhancements per year.

6.10Application releases, upgrades and patches provided at no cost during the terms of the agreement.

6.11Website allows download of the application releases, release notes, upgrades, patches.

6.12 Every users must have access to technical & customer support.6.13 Dedicated account representative shall be assigned to the County.

6.14Provide a minimum of 2 senior-level emergency contact names and mobile telephone numbers to support a declared emergency operations.

6.15 Professional services available for customization work.

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Yes/No

7.00 Training - General and Continuing Educations7.01 Trainers must be a qualified company employee or certified representative.7.02 Continuing education (e.g. user conference, Webinar, etc.) shall be available.7.03 Onsite training shall be available upon request after installation.7.04 Educational materials shall be available online and downloadable.8.00 Training - Installation and Implementation

8.01Onsite training and materials must be provided for initial system installation and implementation.

8.02 Onsite trainer must be a qualified company employee or certified representative.8.03 Initial onsite training requirements shall be no less than the following:8.04 24 hours for System Administrators.8.05 24 hours for Information System support team.8.06 16 hours for Shop Supervisors.8.07 16 hours for Shop Technicians.9.00 Asset Management

9.01Ability to capture, track, maintain, report and forecast unlimited number of assets (e.g., inventory, usage, etc).

9.02

Ability to capture, track, maintain, report and forecast fleet lifecycle costs at the individual, group, class, subclass asset levels to include acquisition, depreciation, maintenance, repair, fuel, fluids, disposition, etc.

9.03Ability to capture, track, maintain and report costs by month-to-date, year-to-date, life-to-date, cost-per-mile, cost-per-hour, cost-per-cycle, etc.

9.04

Ability to define and report fleet profile by asset age, year, make, model, class, type, status, assignment, fuel type, emission class, color, GVWR, and etc. as required.

9.05

Ability to capture, track, maintain and report fleet activities at the individual, group, class, subclass asset levels to include assignment, status, usage, meter readings, domicile, etc.

9.06Allow "parent-child" asset relationships on mounted equipments (e.g., genset, crane) and have full tracking and reporting capabilities.

9.07

Ability to associate/link assets to other external applications/files (e.g., equipment specifications in Words, accident damage photos in JPIG, manufacturer line sheet in PDF, etc).

9.08Allow unique user defined primary and secondary asset numbers to track assets.

9.09 Asset number to be minimum 12-character alphanumeric.9.10 Allow at least 2 license plate numbers to each asset.

9.11Have at least 2 meter reading records for each asset (user to define miles, hours, gallons, cycles, etc).

9.12 Meter readings shall have at least 6-positions (e.g., 999,999 miles) .9.13 Provide data validation where necessary (e.g., meter roll-back prevention).

9.14Provide usage/status codes for purchase order, acquisition, disposal, billing, maintenance, etc.

9.15Ability to assign each vehicle to a user department, an operator, repair shop, maintenance schedule, parking space, etc.

9.16

Ability to capture, track, maintain and report fleet disposal activities at the individual, group, class, subclass asset levels to include disposal dates, methods, locations, residual value, sale prices, buyer info, auctioneer info, etc.

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Yes/No

9.17 Provide unrestricted memo/notes field for general comments.9.18 Track information on multiple add-on equipments to an asset.

10.00 Motor Pool Management10.01 Allow unlimited number of motor pool assets and motor pool locations.10.02 Provide real-time reservation/confirmation and dispatch/return functions.10.03 Allow drivers to go online to view motor pool availability by types and locations.10.04 Allow drivers to make online reservations, confirmations, and cancellations.10.05 Allow multiple user defined rental rates and calendars.

10.06

Allow unlimited number of driver records to include driver license numbers, expiration dates, classes, departments, billing codes, addresses, phones, emails, etc.

10.07Ability to capture, track, maintain, and report motor pool costs and activities to include hours, miles, cycles, locations, dispatches, cancels, no-shows, etc.

10.08Ability to interface with self-served systems (e.g., Invers, Agiles) and car-sharing companies (e.g., CarShare, Zipcar).

10.09

Ability to capture, track, maintain, and report commercial rental car and car-sharing (non county owned) pools costs and activities to include hours, miles, cycles, locations, dispatches, cancels, no-shows, penalties, etc.

10.10 Allow telemetric / GPS interface.11.00 Customer Billing and Invoicing11.01 Ability to itemize any and all billings and invoices.

11.02Allow cost-allocations and no-charge provisions (e.g., 60% to dept A and 40% to dept B).

11.03Ability to bill for entire acquisition cost to include administrative and capital costs, equipment modifications, specification developments, etc.

11.04Ability to calculate charges and fees, with line items for amortization, replacement, O&M, fuel, etc.

11.05Ability to bill on flat rate, usage rate, time bases, cycles, cost of labor, parts, fuel, insurance, and any and all combination of fixed, variable, and actual costs.

11.06 Ability to bill for driver-caused work (driver misuse, accident damage, etc).11.07 Ability to bill for work completed, partially completed and to be performed.11.08 Ability to verify sufficient funds as part of the transaction.11.09 Ability to hold work until funding is available.11.10 Ability to issue credits (refunds).11.11 Allow for manual (user) override and adjustment of charges.11.12 Ability to not charge for any rework.

11.13Ability to bill for non-fleet work and/or labor (e.g., special projects that take staff away from repairs).

11.14Ability to issue and charge parts to an individual and/or department (e.g., decals for a street fair).

11.15Allow user-defined multiple charge rates (e.g., by shop, shift, location, employee, task, etc).

11.16 Ability to bill at cost or mark-up.11.17 Allow user to define mark-up by percentage and/or flat rate.11.18 Allow for manual entry of cost and cost adjustments.12.00 Customer Service Management

12.01Allow customer departments to have limited access to own assets and run reports, based on criteria established by County.

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Yes/No

12.02Allow customers to view work order status, view PM schedule, and create service requests.

12.03 Ability to automatically email customers when work order is completed.12.04 Ability to automatically email customers when asset is due for service.

12.05Ability to automatically re-notify customers and his supervisor by email when asset failed to come in for service.

12.06Ability to maintain customer contact information and select preferred methods of contact (e.g., mobile phone, Blackberry, email).

12.07Ability to survey customers via email or web and compile and report on results (e.g., repair satisfaction, turn-around compliance).

12.08Ability to generate a spreadsheet report of customers who need to bring assets in for service.

12.09Ability to generate a spreadsheet exception report of customers who failed to bring assets in for service.

13.00 Work Orders

13.01Provide comprehensive work order features and functionalities commonly found in a maintenance and repair shop environment.

13.02

Ability to capture, track, maintain and report fleet maintenance and repair activities, events and costs at the individual, group, class, subclass asset levels to include time and materials, in-house and commercial repairs, mechanical and accident repairs, deferred work, warranty work, schedule/non-schedule work, etc.

13.03

Utilize customizable, hierarchical, alpha-numeric identification coding systems (e.g., location codes, employee codes, task codes, priority codes, repair types, repair status, etc).

13.04Ability to utilize fleet industry-standard task codes (e.g., VMRS, APWA, NAFA, NTEA).

13.05 Allow unlimited numbers of active and historical work orders.

13.06Allow multiple open work orders on the same asset, in various phases of work completion.

13.07Allow multiple employees to charge/post labor and materials to any one work order or task.

13.08 Allow work order assignments and change of assignments at any time.

13.09Ability to allocate costs to more than one department in any one work order or task.

13.10 Ability to provide job estimates and record authorizations granted.

13.11Ability to capture, track, maintain and report all Complaint, Cause and Correction events.

13.12Ability to capture, track, maintain and report all abuse, neglect, and accident events.

13.13

Allow user defined access rights to manage workflow (e.g., service writer to initiate work order, mechanic to post labor, storekeeper to post parts, supervisor to close work order, manager to audit work, etc).

13.14Have required data fields (e.g., meter readings) and allow user to define requirement on others (e.g., driver contact).

13.15Ability to search work order by asset, number, date, location, tasks, type, status, employee, etc.

13.16Ability to re-open closed/completed work order and allow user-defined employees to make changes, edits and modifications.

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Yes/No

13.17 Notify at work order initiation when another open work order exist.

13.18

Notify at work order initiation and at posting of work within user defined parameters, any PM due, deferred work, planned retirement, potential warranty/come-back, etc. Warnings shall be both audio and visual.

13.19 Ability to reschedule tasks not completed on the work order.

13.20Ability to cancel an entire work order and have cancel recorded for audit purposes.

13.21 Ability to modify and/or cancel work requests.13.22 Ability to enter/request additional work on an existing work order.

13.23Ability to turn a work request into a work order and print out with instructions and part requirements.

13.24Ability to provide on-line review of work order detail for quality control when work order is completed.

13.25Ability to list and print predetermined parts and tasks required for a specific repair task/type.

13.26Allow changes to individual task without the need to complete or cancel the whole work order.

13.27 Ability to have audit trails of any and all work order records.13.28 Allow for work orders to be printed as required.13.29 Allow completion of work orders without printing hard copies.13.30 Ability to affix notes to each work order tasks and/or to the entire work order.

13.31Facilitate the use of task time standards (e.g., standard time of 40 minutes on a 4-cyliner sedan oil change).

13.32Ability to enter data of work completed when system was unavailable, with times based on when work was completed and not on when data was entered.

13.33Allow mechanics and supervisor access to the inventory master to obtain stock status and to order parts not in stock.

13.34 Allow supervisors to issue parts to a work order and to reserve parts.

13.35Ability to post/record commercial or sublet repairs without first initiating a work order and requiring the completion of a work order.

13.36Ability to post/issue incidental parts (e.g., a bulb) without first initiating a work order and requiring the completion of a work order.

13.37Allow multiple repair types on a work order (e.g., scheduled oil change and non-scheduled flat tire repair).

13.38Ability to associate purchase orders/invoices to work order for non-stock purchases and outside contractor services.

13.39Ability to assign work to commercial vendors and monitor job performance (e.g., turn-around time).

13.40System integrates with Mitchell collision-estimating software and allow printing of repair estimates.

13.41 Ability to automatically print user-defined mechanic check-lists with work orders.14.00 Downtime Management

14.01Ability to capture, track, maintain and report fleet downtime by 6 or more user defined reasons (e.g., lack of labor, service bay, parts, etc.)

14.02

Provide tracking for multiple downtime events (vehicle dropped off for repair, time work began, time work completed, time customer notified, time customer picks up vehicle, etc).

14.03Allow multiple user defined downtime calendars (e.g., 8-hour availability for admin office, 24-hour for police patrol).

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Yes/No

14.04Allow downtime assignments by asset classes, departments, user groups, etc (e.g., sedans, sheriff, building maintenance).

14.05 Automated downtime tracking with override provisions.

14.06Allow multiple downtime stop/re-start provisions on a work order (e.g., completed one task and come back to finish another next day).

15.00 Preventative Maintenance (PM)

15.01Provide features and functionality to manage a safe and cost effective PM program.

15.02Ability to have multiple user-defined PM intervals/schedules to include mandatory inspections (DOT, Smog, etc).

15.03Ability to have hierarchical, nested and tiered PM schedules (e.g., Service A, B, C).

15.04 Ability to assign, maintain, track, forecast PM intervals/schedules on all assets.15.05 Allow PM assignment by individual asset and by class, group, types, etc.

15.06Allow PM frequency by miles, time, cycles, fuel consumed, etc, or any and all combination.

15.07 Allow multiple PM intervals/schedules on one asset.

15.08Ability to generate PM Due report based on user selected criterion (e.g., 60-day, 100-gallon, by dept, class, location, date, type, age, etc).

15.09 Ability to generate PM Due report in Excel.

15.10Ability to generate PM Due report and automatically email drivers and/or dept coordinators.

15.11 Ability to generate hardcopy PM Due report.

15.12

Ability to automatically create work orders from PM Due List with tasks to be perform to include time standards, parts, check-lists, instructional/description texts.

15.13Ability to associate a list of tasks to each types of PM (e.g., for Service A, perform tasks 1, 2, and 3).

15.14Automatically update the PM schedule when a PM is completed and advance to the next PM in sequence (e.g., from Service B to C).

15.15 Ability to defer PM tasks and allow work order process to continue.

15.16Ability to report PM performance by assets, asset classes, asset types, departments, locations, drivers, etc.

15.17Ability to analyze PM performed over time and recommend necessary adjustments.

15.18Support individual custom PM scheduling due to manufacturer, age, usage, and other unique requirement.

15.19 Track OEM & add-on warranties for the entire vehicle or a specific component. 16.00 Commercial Vendor / Sublet Management

16.01Ability to maintain vendor records to include purchase order numbers, compliance status, labor rate, discount levels, tax rates, etc.

16.02Ability to assign, capture, track, maintain and report outsourced work to commercial vendors.

16.03Ability to incorporate in-house repairs and outsourced work into a single work order.

16.04 Ability to report on commercial vendor activities, events and costs.16.05 Ability to associate commercial vendor repairs to work orders.

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Yes/No

16.06Provide comparative cost data and/or analyses to include sublet shop name, repair type, labor, parts, total costs, etc.

16.07Provide a means to compare the shop estimate of time and cost to the vendor’s actual numbers.

16.08

Ability to maintain, analyze and report on OEM and aftermarket replacement part vendors performances to include order types, quantities, fill rates, cycling rates, fulfillments, back-orders, stock and non-stock materials requests.

17.00 Labor Management

17.01

Maintain employee records to include ID number, driver license number, license class, medical certificate, renewal dates, DMV Pull Notice, hire date, work injury, DOT tests, assign location, shift, skill level, training, skill certificates, standard rate, premium rate, and overtime labor rate, etc.

17.02

Ability to capture, track, maintain, report and forecast fleet labor costs at the individual, group, class, subclass levels to include direct, indirect, and sublet time.

17.03

Capture, record, bill and report all labor hours to include direct, indirect, and sublet time (e.g., safety meeting, shop cleaning, supervisor time, vehicle ferry, etc).

17.04Ability to capture, record, and itemize any and all labor activities and be able to report and audit same.

17.05Ability to measure and report labor performances and compare with user-defined and/or industry standards.

17.06Plan, schedule, prioritize, and preload shop schedules at multiple locations with user defined criteria (availability of personnel, service bay, tools, etc.).

17.07Ability to apply multiple labor rates (by craft, employee, shift, agency, department, division, account, job task, vehicle class/type, etc.).

17.08Ability to apply multiple sublet labor rates (by craft, vendor, agency, department, division, account, job task, vehicle class/type, etc.).

17.09Ability to have a timecard function to account for all labor hours as the work occurs in real time.

17.10 Enter labor directly to the work order as the work occurs in real time.17.11 Automatically stop labor on one job when the mechanic signs on to another job.

17.12Enter labor directly to the work order after the work occurred, and allow for the recording of actual time of repair work and not time of data entry.

17.13Allow supervisors/office staff to batch labor entries into multiple work orders on a single screen without having to go to each individual work order.

17.14Allow task specific time standards for performance measures, reports and audits.

17.15Allow supervisors to assign tasks to employees and change assignments at any time.

17.16Ability to automatically apply/default to a predetermined task specific time standard (e.g., 0.6-hours for an oil change).

17.17Ability for supervisor to override and adjust time records (e.g., employee errors, failure to logout, etc).

17.18Allow supervisors to adjust/correct error entries to include adjustment of billable hours, markups, warranties, etc.

17.19 Ability to view all available labor across multiple shop locations.17.20 Ability to support bar code and other keyless labor entries17.21 Allow supervisors default setting overrides.

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Yes/No

18.00 Inventory Management - System and Interface

18.01Provide comprehensive inventory management tools for a diverse fleet with multiple storerooms and locations.

18.02

Provide full capabilities to include, but not limited to, the acquisition, receipts, warehousing, issuance, transfer/return, warranty, costing, tracking, reporting, and auditing of inventories.

18.03Provide full auditing capabilities to include any adjustments to unit costs, counts, issues, returns, transfers, warranties, storerooms, operators, date, time, etc.

18.04

Ability to search, filter and view online all parts by commodities, part numbers, OEM part numbers, alternate part numbers, and a user-defined alpha/numeric reference fields, etc, and also show minimum and maximum stocking levels, locations, and quantities on hand.

18.05Utilize bar codes technology and mobile wireless devices to perform inventory management functions.

18.06Ability to associate part records to assets to eliminate and purge parts obsolesces.

18.07Ability to identify and apply mark-ups globally and/or by part numbers, commodities, departments, locations.

18.08 Ability to print bar code labels for parts and bins.18.09 Allow multiple vendors for each inventory item.18.10 Allow multiple manufacturers for each inventory item.

18.11Ability to cross-reference multiple vendors and manufacturers for each inventory item.

18.12 Ability to utilize EOQ and other inventory management tools.18.13 Ability to facilitate periodic physical inventory count and reconciliation.18.14 Ability to manually update and adjust inventory.

18.15Ability to associate parts with equipment classes, and to restrict parts to certain equipment classes.

18.16 Provide a notes field for each part.19.00 Inventory Management - Purchase Orders

19.01Ability to generate parts re-order lists and stock replenishment reports by vendors, commodities, part numbers, and/or storerooms.

19.02Ability to track, list, and report all receipts by vendor for all parts, a category of parts, or a specific part.

19.03Ability to track, monitor and report all purchase order and back-order activities by vendors, commodities, part numbers, quantities, storerooms, etc.

19.04Allow automatic purchase order creation from the requisition process for items to be ordered.

19.05 Allow automatic purchase order creation from the stock replenishment process.

19.06Generate purchase order receipt listings sorted by bin locations to facilitate the stocking of parts received.

19.07 Ability to print purchase orders directly from the purchase order entry process.19.08 Ability to show prior and current costs for any given part.19.09 Allow direct purchase without a purchase order.20.00 Inventory Management - Parts and Work Orders20.01 Ability to issue, return, and requisition parts from storerooms.20.02 Ability to automatically costing parts to each work orders.

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Yes/No

20.03Ability to query inventory to ensure assigned task has available parts before assigning work order to mechanic.

20.04Allow returns against work orders and automatically adjust costs as well as usage.

20.05Allow addition of parts against a work order at storerooms that were not initially part of the work order.

20.06 Provide stock reservation and allocation against the work order.

20.07Allow for “staging” of materials and parts at storerooms against pending work orders and produce part pick lists.

20.08Prompts user to issue the part(s) to the work order(s) when parts are received, if needed for an open work order.

20.09Ability for storerooms to view open work orders and issue and/or order parts for the work order, directly from the same screen.

20.10

Ability to define parts that are allowed and not allowed to be issued without a work order.

20.11Allow storerooms to issue and return parts from multiple inventory locations to work orders.

21.00 Inventory Management - Parts Information and Planning

21.01

Maintain all current and historical data on each part to include standard parts information, part application codes, part usage codes, commodity codes, issues, returns, transfers, adjustments, warranties, month-to-date, year-to-date and life-to-date cost histories, etc.

21.02Ability to track the issuance of all stocked and non-stocked parts to a specific piece of equipment and mechanic.

21.03Ability to track all activity of non-stocked parts to include frequency of issue and user-defined date ranges.

21.04Ability to change a part number and have that change be reflected for all historical data.

21.05

Provide for “A, B, C” classification of parts where “A” represents the 10% of parts inventory with the highest dollar value; “B” represents the next 20% of the highest dollar value; and “C” represents the 70% of parts inventory comprised of lower cost items.

21.06 Track aging of inventory and stock turns to identify under/over-stocks.

21.07Allow for the monitoring of equipment and component failures and warranties, identifying the number of occurrences, causes of failures, and costs.

21.08

The system must provide cycle inventory capabilities to include user-defined cycles, must generate a work list of randomly selected part numbers and automatically generate a variance report when the physical count is entered.

21.09

Ability to provide user-defined parts "kits or pick-lists” of all parts associated with a predefined maintenance operation (e.g., 6000 mile preventive maintenance service). All kits are to have a unique identification and bin location.

21.10Provide a means to maintain minimum inventory to meet emergency needs (disaster responses, etc).

21.11 Ability to inventory all shop equipment and tools.

21.12Ability to track shop equipment and tool warranties (smog analyzers, computer analyzers, etc.)

21.13Ability to identify, monitor and report on hazardous materials to include usage and disposal.

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Yes/No

21.14Ability to restrict issuance of hazardous materials (e.g., persons with certified safety training).

22.00 Fuel Management - System and Interface

22.01Ability to capture, track, record, maintain, and report on unlimited number of internal and retail fuel keys/credit cards.

22.02Support the concurrent use of both internal and retail fuel keys/credit cards for each asset.

22.03

Ability to maintain a perpetual inventory both of fuel and other fluids at all times. Ability to track all receipts, issuances, stick readings, etc, and have the capability to cost and charge fuel.

22.04Ability to capture, track, record, maintain and report multiple storage tank and fuel site activities (e.g., inventory levels, delivery receipts, tank readings, etc).

22.05

Ability to capture, track, record, maintain, cost and report all asset fueling activities (e.g., fuel activity date, time, type, volume, dispense used, hose used, etc).

22.06

Ability to capture, track, record, maintain, cost and report all storage tank and asset exception activities (e.g., odometer rollbacks, gallons dispensed in excess of default amount, driver drive-off, etc).

22.07Ability to maintain and report on fueling infrastructure lifecycle costs by location, fuel island, etc.

22.08

Ability to interface with a comprehensive automated fuel management system (EJ Wards, Petrovend and others) to include meter updates, validations, RFID, etc.

22.09Ability to track assets that do not use the automated fuel management system (retail credit card purchases).

22.10Ability to accept and process retail fueling activities electronically via an ASCII or Excel batch file.

22.11Allow manual entries of tank and fueling activates, adjustments, corrections, credits, etc.

22.12 Ability to track fuel and report activity by individual user or asset.22.13 Ability to support all alternate fuels.23.00 Risk Management

23.01

Ability to capture, track, record, maintain, and report on unlimited number of auto related accidents to include asset numbers, drivers, departments, costs, accident types, preventable, non-preventable, etc.

23.02 Ability to associate/link Mitchell body repair estimates to assets.23.03 Ability to associate/link accident damage photos to assets.24.00 Reports - General24.01 Include standard system reporting tools.24.02 Ability to utilize third-party reporting tools (e.g., Crystal Reports, Cognos, etc).

24.03Ability to run ad-hoc reports with any and all combination of established data elements and to save for subsequent runs with refreshed data.

24.04Ability to simultaneously run multiple reports from various workstations without taking system off-line.

24.05 All reports viewable on-screen as well as printed.24.06 Ability to generate or export reports to Access and/or Excel.

24.07

Provide a complete suite of standard management reports to include, at a minimum, management of fleet costs, assets, utilization, labor, productivity, work orders, motor pools, billings, customer service, downtime, maintenance

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Yes/No

and repair, inventory, fuel, commercial sublets, planning and exception reports. These reports must be available with user-defined options that will allow customization to meet department requirement (e.g., by assets, date ranges, locations, shifts, mechanics, work types, vehicle classes, vendors, departments, etc).

24.08

Ability to report on monthly, fiscal year-to-date, life-to-date, or other date-based and activity-based information for a single piece of equipment, a class of equipment, a department, a shop location, the entire fleet, or for other aggregations as required.

24.09

Ability to query and view searches online individual assets or in groups of assets to include VIN, asset, license, manufacturer, year, model, codes, status, shops, mechanic, as well as other user-defined fields.

24.10

Provide performance and comparative data on reports. Reporting on the performance of one (e.g., asset, mechanic, shop, etc) and comparing the performance of one against a class and/or the whole fleet.

24.11

Provide exception reports to identify events outside of a threshold and/or parameter (e.g., miles per month, cost per mile, gallons per fillup, MPG, downtime, labor cost, or other user-defined criteria).

24.12Ability to report on user-defined key performance indicators (e.g., cost per mile, shop productivity, downtime, clean-air compliance, etc).

24.13Ability to drill-down on reported data to identify areas of deficiencies and problem-solve.

25.00 Reports - Asset / Equipment

25.01

Provide performance, comparative, and exception reports on each individual asset and/or groups of assets to include utilization, maintenance and repair, fuel consumption, downtime, accidents, and other user-defined criteria.

25.02Provide asset assignment and utilization histories to include current and all prior records.

25.03

Costs and/or values associated with each assets, class of assets, entire fleet, etc, to include capital, depreciation, operating, upfitting, disposition, and other criteria.

25.04Replacement cost at end of life by class, user, department, or other group of vehicles.

26.00 Reports - Motor Pool

26.01Detail, summary, and exceptions utilization reports by assets, drivers, departments, accounts, locations, etc, for a user-defined period.

26.02 Reserved, dispatched, late pick-up, no-show, late-return, etc, status report.

26.03 Cost recovery by asset, class, location, department, etc.27.00 Reports - Billing and Invoicing

27.01Detail, summary, and exceptions reports by assets, drivers, departments, accounts, activities, etc, for a user-defined period.

28.00 Reports - Customer Service

28.01Service requests by status codes, count, age, class, drivers, departments, etc, for a user-defined period.

29.00 Reports - Work Orders29.01 Open work orders by status and shop location.

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Yes/No

29.02

All work in progress, and all work completed that day (or specific period), work awaiting labor, shop space, parts or materials, or commercial contract repairs; with an aging report for each class and overall. (The system must be able to allow for planning of work orders based on available resources.)

29.03Ability to isolate all work of a specific type by any defined period and restrict the analysis to any department, user, mechanic and any class of equipment.

29.04 Work order backlogs.29.05 Work order parts-on-order or parts-received.29.06 Work order completed cost details and summaries.

29.07 Work order completed hour and performance summaries (actual versus expected standards).

30.00 Report - Downtime

30.01

Downtime analysis: total and averages by equipment, mechanic, class of equipment, work order number, or by department/division using user-defined downtime reasons such as commercial repair. Downtime may include or exclude non-working hours, weekends, and holidays.

31.00 Report - PM Compliance31.01 PM compliance by asset, class, driver, department, location, etc.

31.02All PMs due and past due for the next week, two weeks, month, and quarter, or any other timeframe.

31.03 PM exception reports for past due PM work.31.04 Smog, BIT, Date and other inspections performed, due and past due.32.00 Report - Vendors / Sublets32.01 Vendor compliance status (e.g., living wage, equal benefit, location, etc).

32.02Detail, summary, and exceptions reports by vendors, sublet repairs, costs, etc, for a user-defined period.

33.00 Reports - Labor

33.01Efficiency information measuring a mechanic’s individual performance compared with user-defined standards.

33.02Efficiency information measuring a shop's individual performance compared with user-defined standards.

33.03Report on the entire maintenance division's performance compared with user-defined standards.

33.04 Rework report that details rework and who performed the work originally.33.05 Report on averages of each mechanic, shop, repair task/type, etc.

33.06

Management reports must include a mechanic’s accountability report that details all direct and indirect work by mechanic for any defined period. Optional selection criteria should be available to restrict the data by shop, department, operator, equipment, or by repair code (or any combination of these factors). Reports should be available in both detail and aggregate format.

34.00 Reports - Inventory

34.01Detail, summary, and exceptions reports on cost, receipt, usage, adjustment, transfer, etc, for a user-defined period.

34.02 Shrinkage report by part number, location, etc.

34.03Detail current inventory count and value, to include parts brands, names, and descriptions.

34.04 Analysis of inventory activities and turns.34.05 Transaction history report.

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Yes/No

34.06 Physical inventory count sheets.34.07 Stock replenishment worksheets.34.08 Parts by vendor.34.09 Purchase order status.34.10 Purchase order histories by vendor.34.11 Parts warranty.35.00 Reports - Fuel

35.01Detail, summary, and exceptions reports on cost, receipt, activity, adjustment, etc, for a user-defined asset, class, account, department, period and location.

35.02 Infrastructure and related costs.36.00 Reports - Risk Management

36.01

Detail, summary, and exceptions reports on auto accident to include costs, types, frequency per driver/department, subrogation recovered, cycle per million miles, etc.

37.00 Reports - Accounting and Financial

37.01Full suite of comprehensive accounting and financial reports for a government fleet.

37.02Detail and summary costs reports by asset, driver, department, account, etc. for a user-defined period.

37.03Detail and summary reports that identify costs (labor and materials) by repair types (e.g., scheduled, unscheduled, road calls, accident, abuse, etc).

37.04 Cost recovery by shop and mechanic.37.05 Purchase order remaining balance.

H. VENDOR QUALIFICATION CRITERIA

Required minimum qualification criteria include, but are not limited, to the following:

1. Bidder shall be regularly and continuously engaged in the business of providing Fleet Management Information Systems (FMIS) for a minimum of five (5) years.

2. Bidder must be able to demonstrate in their response, success in the installation and servicing of FMIS units for fleets of similar or equal size to those of Alameda County. Installation and service experience must be presented in the response and supported by accompanying references.

3. Bidder must be an FMIS manufacturer or dealer.

4. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP.

5. Bidder must have the ability to perform / provide all services as outlined in this RFP.

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6. Bidder must, within the last two years, have successfully implemented an application solution comparable to the requirements of this RFP. (County is particularly interested in implementation in similarly-sized government or utility fleets in California).

I. DEBARMENT/SUSPENSION POLICY

In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFP response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.

The County will verify bidder, its principal and their named subcontractors are not on the Federal debarred, suspended or otherwise excluded list of vendors located at www.epls.gov; and

Bidders are to complete a Debarment and Suspension Certification form, Exhibit N attached, certifying bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government.

J. GENERAL ENVIRONMENTAL REQUIREMENTS The requirements outlined in this section apply to all product categories contained in this bid.

1. Measure D Requirements

It is the objective of the County to purchase products with the lowest overall environmental impact from manufacturing through end of life and to procure services that achieve this same objective. To meet this objective, environmental factors and product attributes are evaluated in the procurement process. The County is mandated under Measure D to divert seventy five percent (75%) of material from landfill by the year 2010 through recycling and source reduction and to encourage markets for environmentally preferable goods through its procurement process.

Regulatory Compliance

Manufacturers and service providers will be in compliance with all local, state, and federal environmental and worker health and safety regulations that apply to their operation.

2. Source Reduction and Packaging

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http://www.epls.gov/


The County has a strong commitment to source reduction, minimizing waste generation, and reducing the County’s expenditure on waste disposal and recycling. Bidders shall provide bulk packaging, reusable, or minimal packaging in providing products to the County. Packaging will be both made from recycled materials and be recyclable. Contractors should explore and provide opportunities for the reuse of packaging materials. In the bid response, Bidders shall include a written summary of their planned efforts to minimize the amount of packaging and shipping materials and should describe the post-consumer recycled content of those materials.

Packaging shall not contain inks, dyes, pigments, stabilizers, or any other additives to which any lead, cadmium, mercury, and hexavalent chromium has been intentionally introduced. The sum of the concentration levels of lead, cadmium, mercury, and hexavalent chromium shall not exceed one hundred (100) parts per million by weight. Packaging is discussed further in the “Technical and Performance Specification” section.

3. Pallets and Large-Volume Packaging

Pallets and large-volume packaging materials will be taken back by the Contractors. The County encourages the use of pallets that meet the EPA’s minimum post-consumer recycled content guidelines for pallets that can be found at http://www.epa.gov/epaoswer/non-hw/procure/products/pallets.htm. In the case of large-volume packaging, the County prefers that the vendor reuse or recycle the material.

4. Persistent Bioaccumulative Toxins

In January 2002, the County passed a resolution “to encourage the reduction and where feasible, the elimination of [persistent, bioaccumulative and toxic chemical] (PBT) emissions…” The United States Environmental Protection Agency has established a list of twelve priority PBTs including dioxins, polychlorinated biphenyls, mercury and its compounds, lead and others. The most current list can be found at the EPA’s website at www.epa.gov/opptintr/pbt/. Additionally, PBTs are listed in the CCR in Section 66261.24.

Contractors must provide products and services that allow the County to comply with the PBT Resolution and must complete the certification statement included in the Attachments. The Resolution requires that the County eliminate and reduce the procurement of products and services which contain or cause the generation and release of PBTs into the environment during their manufacture, use, or destruction/disposal. Bidders should provide products that do not contain, use, or generate PBTs. If no alternative materials are available, Bidders should notify the

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http://www.epa.gov/opptintr/pbt/

http://www.epa.gov/epaoswer/non-hw/procure/products/pallets.htm


County in writing prior to providing such materials to the County or using these materials when providing services to the County.

III. INSTRUCTIONS TO BIDDERS

K. COUNTY CONTACTS

GSA-Purchasing is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA-Purchasing Department only.

The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of bidder.

All questions regarding these specifications, terms and conditions are to be submitted in writing, preferably via e-mail by 12:00 Noon on March 10, 2009 to:

Kelley Smith, Contracts Specialist IIAlameda County, GSA-Purchasing1401 Lakeside Drive, Suite 907Oakland, CA 94612E-Mail: [email protected]: 510-208-9626

The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp to view current contracting opportunities.

L. CALENDAR OF EVENTS

Event Date/LocationRequest Issued February 23, 2009Written Questions Due

BY 12:00 Noon on March 10, 2009

Networking/Bidders Conference

March 11, 2009 @ 10:00 AM AT : Alameda CountyGeneral Services AgencyRoom 1105, 11th Floor1401 Lakeside Dr.Oakland, CA 94612

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http://www.acgov.org/jsp_app/gsa/purchasing/bid_content/contractopportunities.jsp


Networking/Bidders Conference

March 12, 2009 @ 2:00 PM AT : Alameda County Public WorksRoom 230C951 Turner Ct.Hayward, CA 94545

Addendum Issued March 20, 2009Response Due APRIL 3, 2009 BY 2:00 p.m.Evaluation Period April 3-6 2009Vendor Interviews April 13-17, 2009Board Letter Issued April 24, 2009Board Award Date June 2, 2009Contract Start Date June 15, 2009

Note: Award and start dates are approximate.

It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

M. NETWORKING/BIDDERS CONFERENCE

A networking/bidders conference(s) will be held to: Provide an opportunity for small and local and emerging businesses (SLEBs) and large

firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.

Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.

Provide the County with an opportunity to receive feedback regarding the project and RFP.

Written questions submitted prior to the networking/bidders conference(s), in accordance with the Calendar of Events, and verbal questions received at the networking/bidders conference(s), will be addressed whenever possible at the networking/bidders conference(s). All questions will be addressed and the list of attendees will be included in an RFP Addendum following the networking/bidders conference(s) in accordance with the Calendar of Events.

Potential bidders are strongly encouraged, but not required, to attend a networking/bidders conference in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List (see ).

Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these

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specifications, terms and conditions. Attendance at a networking/bidders conference is strongly encouraged and recommended but is not mandatory.

Networking/bidders conference(s), walk-through, site-visit will be held on:

March 11, 2009 at 10:00 AM atAlameda County – GSARoom 1105, 11th Floor1401 Lakeside DriveOakland, CA 94612

March 12, 2009 at 2:00 p.m.atAlameda County Public WorksRoom 230C951 Turner Ct.Hayward, CA 94545

Additional Information: Please allow enough time for parking at metered street parking or public parking lot and entry into secure building.

Additional Information: Please allow enough time for parking.

N. SUBMITTAL OF BIDS

1. All bids must be SEALED and must be received at the Office of the Purchasing Agent of Alameda County BY 2:00 p.m. on the due date specified in the Calendar of Events.

NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Purchasing Department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

1. Bids are to be addressed and delivered as follows:

Fleet Management Information System RFP No. 900410

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Alameda County, GSA-Purchasing1401 Lakeside Drive, Suite 907Oakland, CA 94612

2. Bidders are to submit an original, three (3) copies and an electronic copy on a CD or DVD. Electronic copy shall be enclosed with the sealed bid. Original proposal is to be clearly marked and is to be either loose leaf or in a 3-ring binder, not bound.

3. Bidder's name and return address must also appear on the mailing package.

4. No telegraphic, email (electronic) or facsimile bids will be considered.

5. Bidder agrees and acknowledges all RFP specifications, terms and conditions and indicates ability to perform by submission of its bid.

6. Submitted bids shall be valid for a minimum period of ninety (90) days.

7. All costs required for the preparation and submission of a bid shall be borne by Bidder.

8. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state’s Corporations Code or an equivalent statute.

9. Proprietary or Confidential Information : No part of any bid response is to be marked as confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFP may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Additionally, all bid responses shall become the property of County. County reserves the right to make use of any information or ideas contained in submitted bid responses. This provision is not intended to require the disclosure of records that are exempt from disclosure under the California Public Records Act (Government Code Section 6250, et seq.) or of “trade secrets” protected by the Uniform Trade Secrets Act (Civil Code Section 3426, et seq.).

10. All other information regarding the bid responses will be held as confidential until such time as the County Selection Committee has completed their evaluation and, or if, an award has been made. Bidders will receive mailed award/non-award notification(s), which will include the name of the bidder to be awarded this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.

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11. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.

O. RESPONSE FORMAT

1. Bid responses are to be straightforward, clear, concise and specific to the information requested.

2. In order for bids to be considered complete, Bidder must provide all information requested. See Exhibit M, Response Content and Submittals, Completeness Checklist.

P. EVALUATION CRITERIA/SELECTION COMMITTEE

All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in Fleet Management Information Systems. The CSC will select a contractor in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

All contact during the evaluation phase shall be through the GSA-Purchasing Department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.

The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.

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The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.

Each of the following Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on a five-point scale. The scores for all the Evaluation Criteria will then be added according to their assigned weight (below) to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points including local and small and local or emerging and local preference points.

The zero to five-point scale range is defined as follows:

0 Not Acceptable

Non-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory requirement this score will result in disqualification of proposal.

1 PoorBelow average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.

2 Fair Has a reasonable probability of success, however, some objectives may not be met.

3 Average

Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members.

4 Above Average/Good

Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.

5 Excellent/Exceptional

Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.

The Evaluation Criteria and their respective weights are as follows:

Evaluation Criteria Weight

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A. Completeness of Response:Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration.

Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process. Pass/Fail

B. Financial Stability (See RFP, Exhibit M, Section G) Pass/Fail

C. Debarment and Suspension:Bidders, its principal and named subcontractors are not identified on the list of Federally debarred, suspended or other excluded parties located at www.epls.gov. Pass/Fail

D. Specific Requirements:A thorough review of bidders’ responses to Section E, Specific Requirements and Section G, Requirements List will be made in order to rate the probability of success of and risks associated with, bidders’ proposed system. Evaluation will assess bidders’ responses to the items required to be addressed within Section C and their relation to the County’s needs described therein. Credit will be given for responsiveness and technical expertise.

25 Points

E. Cost:The points for Cost will be computed by dividing the amount of the lowest responsive bid received by each bidder’s total proposed cost.

While not reflected in the Cost evaluation points, an evaluation may also be made of reasonableness (i.e., does the proposed pricing accurately reflect the bidder’s effort to meet requirements and objectives?) 15 Points

F. Implementation Plan and Schedule:

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An evaluation of Section F, Implementation will be made as well as the Bidder’s implementation plan and schedule in order to determine that the system’s implementation will meet the County’s needs. Additional credit may be given for the identification and planning for mitigation of schedule risks which Bidder believes may adversely affect any portion of the County’s schedule.

15 Points

G. Relevant Experience:Proposals will be evaluated against the RFP specifications and the questions below:-Do the individuals assigned to the project have experience on similar projects?-Are resumes complete and do they demonstrate backgrounds that would be desirable for individuals engaged in the work the project requires?-How extensive is the applicable education and experience of the personnel designated to work on the project? 10 Points

H. References (See RFP Section D-1 and D-2) 10 Points

I. Overall Proposal 5 Points

J. Oral Presentation and Interview:Following evaluation of the written proposals, the five (5) bidders receiving the highest scores may be invited to an oral presentation and interview. The scores at that time will not be communicated to bidders. After the oral presentations, proposals may then be re-evaluated and re-scored based on the oral presentation and interview.

10 Points

K. Understanding of the Project:Proposals will be evaluated against the RFP specifications and the questions below:-Has proposer demonstrated a thorough understanding of

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the purpose and scope of the project?-How well has the proposer identified pertinent issues and potential problems related to the project?-Has the proposer demonstrated that it understands the deliverables the County expects it to provide? 5 Points

L. Methodology:Proposals will be evaluated against the RFP specifications and the questions below:-Does the methodology depict a logical approach to fulfilling the requirements of the RFP?-Does the methodology match and contribute to achieving the objectives set out in the RFP?

5 PointsLocal Preference Five Percent (5%)Small and Local or Emerging and Local Preference Five Percent (5%)

Q. CONTRACT EVALUATION AND ASSESSMENT

During the initial sixty (60) day period of any contract, which may be awarded to Contractor, the CSC and/or other persons designated by the County will meet with the Contractor to evaluate the equipment/system performance and to identify any issues or potential problems.

The County reserves the right to determine, at its sole discretion, (a) whether Contractor has complied with all terms of this RFP and (b) whether any problems or potential problems with the proposed equipment/system were evidenced which make it unlikely (even with possible modifications) that such proposed equipment/system have met the County requirements. If, as a result of such determination the County concludes that it is not satisfied with Contractor, Contractor’s performance under any awarded contract and/or Contractor’s goods and/or services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice. Contractor shall be responsible for the removal of equipment/system and shall return County facilities to their pre-installation state at no charge to the County. The County will have the right to invite the next highest ranked bidder to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so.

R. NOTICE OF AWARD

1. At the conclusion of the RFP response evaluation process (“Evaluation Process”), all bidders will be notified in writing by certified mail, return receipt requested, of

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the contract award recommendation, if any, of GSA – Purchasing. The document providing this notification is the Notice of Award.

The Notice of Award will provide the following information:

The name of the bidder being recommended for contract award; The names of all other bidders; and, In summary form (Bid numbers, evaluation points for each bidder)

2. Debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid with the Buyer.

a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder, etc.

b. Debriefing may include review of successful bidder’s proposal.

S. BID PROTEST / APPEALS PROCESS

GSA-Purchasing prides itself on the establishment of fair and competitive contracting procedures and the commitment made to following those procedures. The following is provided in the event that bidders wish to protest the bid process or appeal the recommendation to award a contract for this project.

1. Any bid protest must be submitted in writing to the Assistant Director of GSA, 1401 Lakeside Drive, Suite 907, Oakland, CA 94612. The bid protest must be submitted before 5:00 p.m. of the tenth (10th) business day following the date of the Notice of Award.

a. The bid protest must contain a complete statement of the basis for the protest.

b. The protest must include the name, address and telephone number of the person representing the protesting party.

c. The party filing the protest must concurrently transmit a copy of the protest and any attached documentation to all other parties with a direct financial interest which may be adversely affected by the outcome of the protest. At a minimum, those parties listed in the Notices of Award/Non-Award shall be notified of such protest and the specific grounds therefore.

d. The procedure and time limits are mandatory and are the Bidder’s sole and exclusive remedy in the event of Bid Protest.

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2. Bidder’s failure to comply with these procedures shall constitute a waiver of any right to further pursue the Bid Protest, including filing a Government Code claim or legal proceedings.

3. Upon receipt of written protest/appeal Assistant Director, GSA will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise an appeal/protest decision within five (5) working days of review date.

a. Responses will be issued and/or discussed at least five (5) days prior to Board hearing date.

b. Responses will inform the bidder whether or not the recommendation to the Board is going to change.

4. The decision of the Assistant Director, GSA may be appealed to the Auditor- Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612, Fax: (510) 272-6502. All appeals to the Auditor-Controller’s OCC shall be in writing and submitted within five (5) calendar days of notification of decision by the Assistant Director, GSA-Purchasing.

5. The decision of the Auditor-Controller’s OCC is the final step of the appeal process.

IV. TERMS AND CONDITIONS

T. TERM / TERMINATION / RENEWAL

1. The term of the contract, which may be awarded pursuant to this RFP, will be for three years.

2. By mutual agreement, any contract which may be awarded pursuant to this RFP, may be extended for two additional one year terms at agreed prices with all other terms and conditions remaining the same.

U. BRAND NAMES AND APPROVED EQUIVALENTS

1. Any references to manufacturers, trade names, brand names and/or catalog numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must:

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a. Clearly describe the alternate offered and indicate how it differs from the product specified; and,

b. Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid.

2. The County reserves the right to be the sole judge of what is equal and acceptable and may require Bidder to provide additional information and/or samples.

3. If Bidder does not specify otherwise, it is understood that the referenced brand will be supplied.

V. QUANTITIES

Quantities listed herein are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

W. PRICING

1. Prices quoted shall be firm for the first twelve (12) months of any contract that may be awarded pursuant to this RFP.

2. Price escalation for the second and third years of any contract awarded as a result of this RFP, shall not exceed the percentage increase stated by Bidder on the Bid Form, Exhibit B.

3. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFP.

4. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.

5. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

6. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.

7. The price(s) quoted shall be the total cost the County will pay for this project including taxes and all other charges.

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8. All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.

9. Bidder shall include a quote of time and materials and schedule of fees for any additional work they believe to be necessary which is outside of the scope of work requested in the bid form.

10. Price quotes shall include any and all payment incentives available to the County.

11. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the hourly rate quoted is correct in the case of a discrepancy between the unit price and an extension.

12. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

13. Prevailing Wages: Pursuant to Labor Code Sections 1770 et seq., Contractor shall pay to persons performing labor in and about Work provided for in Contract not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for legal holiday and overtime work in said locality, which per diem wages shall not be less than the stipulated rates contained in a schedule thereof which has been ascertained and determined by the Director of the State Department of Industrial Relations to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this contract.

X. AWARD

1. Proposals will be evaluated by a committee and will be ranked in accordance with the RFP section entitled “Evaluation Criteria/Selection Committee.”

2. The committee will recommend award to the bidder who, in its opinion, has submitted the proposal that best serves the overall interests of the County and attains the highest overall point score. Award may not necessarily be made to the bidder with the lowest price.

3. The County reserves the right to reject any or all responses that materially differ from any terms contained herein or from any Exhibits attached hereto and to waive informalities and minor irregularities in responses received.

4. The County reserves the right to award to a single or multiple contractors.

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5. The County has the right to decline to award this contract or any part thereof for any reason.

6. Board approval to award a contract is required.

7. Contractor shall sign an acceptance of award letter prior to Board approval. A Standard Agreement contract must be signed following Board approval.

8. Final Standard Agreement terms and conditions will be negotiated with the selected bidder. Attached Exhibit J contains minimal Agreement boilerplate language only.

9. The RFP specifications, terms, conditions and Exhibits, RFP Addenda and Bidder’s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

Y. METHOD OF ORDERING

1. Written POs will be issued upon approval of written itemized quotations received from the Contractor.

2. Individual order price quotations shall be provided upon request per project and shall include, but not be limited to, an identifying (quotation) number, date, requestor name and phone number, ship to location, itemization of products and/or services with complete description (including model numbers, fabric and finish grade, description, color, etc.) and price per item and a summary of total cost for product, services, shipping and tax.

3. A written PO and signed Standard Agreement contract will be issued upon Board approval.

4. POs and Standard Agreements will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to place an order.

5. POs and payments for products and/or services will be issued only in the name of Contractor.

6. Contractor shall adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

7. Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County.

Z. INVOICING

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1. Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of services.

2. Payment will be made within thirty (30) days following receipt of invoice and upon complete satisfactory receipt of product and performance of services.

3. County shall notify Contractor of any adjustments required to invoice.

4. Invoices shall contain County PO number, invoice number, remit to address and itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery.

5. Contractor shall utilize standardized invoice upon request.

6. Invoices shall only be issued by the Contractor who is awarded a contract.

7. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs.

8. The County will pay Contractor monthly or as agreed upon, not to exceed the total lump sum price quoted in the bid response.

AA. COUNTY PROVISIONS

1. Preference for Local Products and Vendors : A five percent (5%) preference shall be granted to Alameda County products or Alameda County vendors on all sealed bids on contracts except with respect to those contracts which state law requires be granted to the lowest responsible bidder. An Alameda County vendor is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by the County or a city within the County. Alameda County products are those which are grown, mined, fabricated, manufactured, processed or produced within the County. Locality must be maintained for the term of the contract. Evidence of locality shall be provided immediately upon request and at any time during the term of any contract that may be awarded to Contractor pursuant to this RFP.

2. Small and Emerging Locally Owned Business: A small business for purposes of this RFP is defined by the United States Small Business Administration as having no more than $13 million in average annual gross receipts over the last three (3) years. An emerging business, as defined by the County is one having annual gross

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receipts of less than one-half (1/2) of the above amount over the same period of time. In order to participate herein, the small or emerging business must also satisfy the locality requirements and be certified by the County as a Small or Emerging, local business. A certification application package (consisting of Instructions, Application and Renewal Application) has been attached hereto as Exhibit E and must be completed and returned by a qualifying contractor.

A locally owned business, for purposes of satisfying the locality requirements of this provision, is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by the County or a city within the County.

The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services. As a result of the County’s commitment to advance the economic opportunities of these businesses the following provisions shall apply to this RFP:

a. If Bidder is certified by the County as either a small and local or an emerging and local business, the County will provide a five percent (5%) bid preference, in addition to that set forth in paragraph 1., above, for a total bid preference of ten percent (10%). However, a bid preference cannot override a State law, which requires the granting of an award to the lowest responsible bidder.

b. Bidders not meeting the small or emerging local business requirements set forth above do not qualify for a bid preference and must subcontract with one or more County certified small and/or emerging local businesses for at least twenty percent (20%) of Bidder’s total bid amount in order to be considered for the contract award. Bidder, in its bid response, must submit written documentation evidencing a firm contractual commitment to meeting this minimum local participation requirement. Participation of a small and/or emerging local business must be maintained for the term of any contract resulting from this RFP. Evidence of participation shall be provided immediately upon request at any time during the term of such contract.

The County reserves the right to waive these small/emerging local business participation requirements in this RFP, if the additional estimated cost to the County, which may result from inclusion of these requirements, exceeds five percent (5%) of the total estimated contract amount or Ten Thousand Dollars ($10,000), whichever is less.

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The following entities are exempt from the Small and Emerging Local Business (SLEB) requirements as described above and are not required to subcontract with a SLEB. If you apply and are certified as a SLEB, you will receive a 5% SLEB bid preference:

non-profit community based organizations (CBO); non-profit churches or non-profit religious organizations (NPO); public schools; and universities; and government agencies

Non-profits must provide proof of their tax exempt status. These are defined as organizations that are certified by the U.S. Internal Revenue Service as 501(c) 3.

If additional information is needed regarding this requirement, please contact the Auditor- Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at [email protected].

3. First Source Program: The First Source Program has been developed to create a public/private partnership that links CalWORKs job seekers, unemployed and under employed County residents to sustainable employment through the County’s relationships/connections with business, including contracts that have been awarded through the competitive process, and economic development activity in the County. Welfare reform policies and the new Workforce Investment Act requires that the County do a better job of connecting historically disconnected potential workers to employers. The First Source program will allow the County to create and sustain these connections.

Vendors awarded contracts for goods and services in excess of One Hundred Thousand Dollars ($100,000) as a result of any subsequently issued RFQ are to allow Alameda County ten (10) working days to refer potential candidates to vendor to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Potential candidates referred by County to Vendor will be pre-screened, qualified applicants based on vendor specifications. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but the final decision of whether or not to offer employment, and the terms and conditions thereof, rest solely within the discretion of the Vendor.

Bidders are required to complete, sign and submit in their bid response, the First Source Agreement that has been attached hereto as Exhibit H, whereby they agree to notify the First Source Program of job openings prior to advertising elsewhere (ten day window) in the event that they are awarded a contract as a result of this

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mailto:[email protected]


RFP. Exhibit H will be completed and signed by County upon contract award and made a part of the final contract document.

If compliance with the First Source Program will interfere with Contractor’s pre-existing labor agreements, recruiting practices, or will otherwise obstruct the Contractor’s ability to carry out the terms of the contract, the Contractor will provide to the County a written justification of non-compliance.

If additional information is needed regarding this requirement, please contact the Auditor- Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at [email protected].

4. Environmentally Friendly Packaging : Alameda County is an environmentally responsible employer and seeks all practical opportunities for waste reduction and recycling. The County, therefore, encourages its contractors to reduce waste volume and toxicity by using environmentally friendly packaging material whenever possible. Options may include backhauling product packaging to the supplier for reuse or recycling, shipping in bulk or reduced packaging, using soy bean-based inks for packaging printing, using recycled product packaging or using recyclable or reusable packaging material. The County encourages all bidders and contractors for goods and services to adhere to these principles where practicable.

BB. ONLINE CONTRACT COMPLIANCE SYSTEM

As part of the Alameda County General Services Agency’s commitment to assist contractors to conveniently comply with legal and contractual requirements, the County has established an online Contract Compliance System. The system was designed to help reduce contractors’ administrative costs and to provide various work-flow automation features that improve the project reporting process.

The Alameda County Contract Compliance System will be implemented to monitor contract compliance for County contracts through the use of a new interactive website, Elation Systems. The prime contractor and all participating subcontractors awarded contracts as a result of this bid process for this project, are required to use the secure web-based system to submit SLEB Program information including, but not limited to, monthly progress payment reports and other information related to SLEB participation.

The Alameda County Contract Compliance System has been designed to provide online functionality that streamlines the process, reduces paperwork and assists contractors and subcontractors in complying with the County’s SLEB Program and its reporting requirements. Utilizing the Alameda County Contract Compliance System will reduce

Page 46 of 49



the amount of time currently required to submit hard copy documentation regarding contract compliance information and is provided for use by County contractors and subcontractors at no cost.

Procedural differences between the previous conventional reporting and the new web-based system include:

Monthly progress payment status reports will be submitted via the web-based system. Paper copies will no longer be required. Contractor will be required to enter data for payments made and subcontractors will

be required to enter data for payments received into the web-based system.

Alameda County Contract Compliance System training and ongoing support are provided at no charge to contractors and participating sub-contractors awarded a contract as a result of this bid process for this project. Contractors having contracts with the County should schedule a representative from their office/company, along with each of their subcontractors, to attend training. Training sessions are approximately one hour and will be held periodically in a number of locations throughout Alameda County.

Upon award of contract, please view the training schedule http://www.elationsys.com/elationsys/support_1.htm or call Elation Systems at (510) 764-1870. A special access code will be provided to contractors and subcontractors participating in any contract awarded as a result of this bid process to allow use of the System free of charge. It is the Contractor’s responsibility to ensure that they and their subcontractors are registered and trained as required to utilize the Alameda County Contract Compliance System.

Please contact the Auditor- Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at [email protected] if you have any other questions regarding utilization of the Alameda County Contract Compliance System.

CC. COMPLIANCE INFORMATION AND RECORDS

As needed and upon request, for the purposes of determining compliance with the SLEB Program, the Contractor shall provide the County with access to all records and documents that relate to SLEB participation and/or certification. Proprietary information will be safeguarded. All subcontractor submittals must be through the prime contractor.

DD. ACCOUNT MANAGER/SUPPORT STAFF

1. Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding

Page 47 of 49


http://www.elationsys.com/elationsys/support_1.htm


Bidder’s response to this RFP and any contract which may arise pursuant to this RFP.

2. Contractor shall also provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems.

3. Contractor account manager shall be familiar with County requirements and standards and work with Alameda County Motor Vehicle staff to ensure that established standards are adhered to.

4. Contractor account manager shall keep the County Buyer informed of requests from departments as required.

EE. GENERAL REQUIREMENTS

1. Proper conduct is expected of Contractor’s personnel when on County premises. This includes adhering to no-smoking ordinances, the drug-free work place policy, not using alcoholic beverages and treating employees courteously.

2. County has the right to request removal of any Contractor employee or subcontractor who does not properly conduct himself/herself/itself or perform quality work.

3. Contractor personnel shall be easily identifiable as non-County employees (i.e. work uniforms, badges, etc.).

Page 48 of 49

COUNTY OF ALAMEDA EXHIBIT A – BID ACKNOWLEDGEMENT

RFP No. 900410 - Automate Materials Handling System

The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above referenced RFP number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response. Obligations assumed by such signature must be fulfilled.1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and

corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFP. No alterations or changes or any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total.

2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not bidding.

3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFP, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.

4. Award: (a) Unless otherwise specified by the bidder or the RFP gives notice of an all-or-none award, the County may accept any item or group of items of any bid. (b) Bids are subject to acceptance at any time within ninety (90) days of opening, unless otherwise specified in the RFP. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California.

5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request (made when the sample is furnished), be returned at the bidder’s expense.

7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same, and it shall thereupon become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to do the County shall thereupon have the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the County. In the event that vendor fails to make prompt delivery as specified for any item, the same conditions as to the rights of the County to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government. (b)Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the vendor. (c) The rights and remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

8. Discounts: (a) Terms of less than ten (10) days for cash discount will considered as net. (b) In connection with any discount offered, time will be computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFP, or from date correct invoices are received by the County at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the County warrant check.

9. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.

10. No guarantee or warranty: The County of Alameda makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded in on this order.

THE undersigned acknowledges receipt of above referenced RFP and/or Addenda and offers and agrees to furnish the articles and/or services specified on behalf of the vendor indicated below, in accordance with the specifications, terms and conditions of this RFP and Bid Acknowledgement.

Firm:Address:State/ZipWhat advertising source(s) made you aware of this RFP?

By:_______________ ________________________________________________ Date____________ Phone_____________________

Printed Name Signed Above:_______________________________________________________________________________________

Title:__________________________________________________________________________________________________________

EXHIBIT B

COUNTY OF ALAMEDARFP No. 900410

For

Fleet Management Information SystemBID FORM

All costs shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below in the Total Cost box shall be FOB and include all taxes and other charges and is the total cost the County will pay for the term of any contract that is a result of this bid.

DESCRIPTIONUNIT OF

MEASUREUNITCOST

ESTIMATEDQUANTITY

(number of units to complete the

project specified in this RFP)

EXTENDEDCOST

(Unit Cost multiplied by Estimated

Quantity)Fleet Management Information System (total price of all hardware and software which will complete a system meeting all specifications and functionalities as described in this RFP).

EachOne (1)

Complete System

Design and Installation-Hourly Labor Rate (in the “Estimate Quantity” box, vendor is to estimate the number of hours necessary to complete the project as described in this RFP).

Hourly Rate

Testing, Optimization and Training-Hourly Labor Rate (in the “Estimate Quantity” box, vendor is to estimate the number of hours necessary to complete the project as described in this RFP).

Hourly Rate

Pricing and Rates quoted below will not be calculated into bid cost for purposes of evaluation, but shall be valid throughout the term of the contract.Hourly Rate for System Customization (after initial installation and optimization).

HourlyRate

**

SUB TOTALTAX

TOTAL COST*In blank space provided, please state pricing of any options which you believe may be of future use/interest to the County with regard to this contract such as add-on modules, upgrade features etc. Use further sheets as necessary in order to add line items to this section. Pricing stated in these spaces will not be calculated into bid’s total cost and is solely for informational purposes.

Bidder agrees that the price(s) quoted are the maximum they will charge during the term of any contract awarded.FIRM: ____________________________SIGNATURE:________________DATE:_______

PRINTED NAME: _____________________TITLE:__________________________

Exhibit BPage 1 of 1

EXHIBIT CCOUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS

Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following insurance coverage, limits and endorsements:

TYPE OF INSURANCE COVERAGES MINIMUM LIMITSA Commercial General Liability

Premises Liability; Products and Completed Operations; Contractual Liability; Personal Injury and Advertising Liability

$1,000,000 per occurrence (CSL)Bodily Injury and Property Damage

B Commercial or Business Automobile LiabilityAll owned vehicles, hired or leased vehicles, non-owned, borrowed and permissive uses. Personal Automobile Liability is acceptable for individual contractors with no transportation or hauling related activities

$1,000,000 per occurrence (CSL)Any AutoBodily Injury and Property Damage

C Workers’ Compensation (WC) and Employers Liability (EL)Required for all contractors with employees

WC: Statutory LimitsEL: $100,000 per accident for bodily injury or disease

D Endorsements and Conditions : 1. ADDITIONAL INSURED: All insurance required above with the exception of Personal Automobile Liability, Workers’

Compensation and Employers Liability, shall be endorsed to name as additional insured: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees and representatives.

2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement.

3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties.

4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a A.M. Best Rating of no less than A:VII or equivalent shall be admitted to the State of California unless otherwise waived by Risk Management, and with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.

5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods:– Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured (covered party),

or at minimum named as an “Additional Insured” on the other’s policies.– Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured.

7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation.

8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to:

- Department/Agency issuing the contract- With a copy to Risk Management Unit (125 – 12th Street, 3rd Floor, Oakland, CA 94607)

Certificate C-1 Page 1 of 1 Form 2001-1 (Rev. 03/15/06)

EXHIBIT D-1


ForFleet Management Information System

CURRENT REFERENCES

Company Name:Address:City, State, Zip Code:Contact Person:Telephone Number:Service Provided:Dates/Type of Service:



Company Name:

Exhibit DPage 1 of 2

EXHIBIT D-2



FORMER REFERENCES




Company Name:

Exhibit DPage 2 of 2

3 Easy Steps

EXHIBIT E (Page 1 of 3)RFP No. 900410

forFLEET MANAGEMENT INFORMATION SYSTEM

COUNTY OF ALAMEDA SMALL, LOCAL AND EMERGING BUSINESS PROGRAM SLEB CERTIFICATION INSTRUCTIONS

1. Complete the application formProgram DefinitionsLocal Business: A business having a fixed office with a street address in Alameda County for a minimum

period of 6 months and a valid business license issued by the County or a City within Alameda County

Small Business: A business which has been certified by the County as local and meets the U.S. Business Administration (SBA) size standards for its classification. Size standards and classification codes information available at http://www.naics.com/search.htm

Emerging Business: A business which has been certified by the County as local and meets one half of the U.S. SBA size standards for its classification and has been in business less than 5 years.

If you own less than 51% interest in your business, please indicate other owner(s) name(s), title(s) and percentage of ownership. List all current business and professional licenses. If you have been in business for less than three years, please provide your actual gross receipts received for the period that you have been in business. If you have not been in business for a complete tax year, please provide actual gross receipts to date. If any item on the application form is not applicable, please put “N/A” in the designated area. If additional space is needed, please attach additional sheet(s).

2. Please sign* and mail Application to: Alameda County Auditor-Controller Agency

Office of Contract Compliance1221 Oak Street, Room 249

Oakland, CA 94612

*The application form must be signed by the owner, principal partner or authorized officer of the corporation. We will contact you within 10 days to schedule a site visit upon receipt of your application.

3. On-site VisitThe following items must be available for our review during the visit to your business address:

Signed Federal Tax Returns showing Gross Business Receipts for the last 3 years** Business Licenses Current Identification (i.e. Driver’s License, Identification Card) Deed, Rental or Lease Agreement showing Business Address

**Personal Net Worth Statement (if the business has never filed taxes)

If you have questions regarding your certification, please contact:

Office of Contract Compliance Tel: (510) 891-5500 or Email: [email protected]

Thank you for your interest in doing business with Alameda County.

SLEB CertInstructions 07/2008


http://www.naics.com/search.htm



COUNTY OF ALAMEDA SMALL, LOCAL AND EMERGING BUSINESS PROGRAM SLEB CERTIFICATION APPLICATION

Section A: Business InformationBusiness Type: Sole Proprietorship Partnership Corporation

Business Name: Business Owner Name:

DBA (Circle One): Yes or No Federal Tax Identification Number:

Business Address: Business Start Date:

How long at this address:

Business Telephone Number: Business Fax Number:

Business Description: Number of Employees:

Gross Business Receipts for Last Three Years (If first year in business, please list gross receipts received to date):

$_____________________ 20____ $ ___________________ 20_____ $____________________ 20____

Section B: Contact Information

Name: Title:

Address: Email Address:

Phone: Fax number:Composition of Ownership

Are you a publicly traded entity, a public school, or a government? Yes No Are you a non-profit, or a church? Yes No If “Yes” to one of the above, skip Ethnicity and Gender below. The Collection of ethnicity and gender data is for statistical and demographic purposes only. Please check the ONE most applicable in each category:Ethnicity African American or Black (greater than 50%) Hispanic or Latino (greater than 50%) American Indian or Alaskan Native (greater than 50%) Native Hawaiian/Pacific Islander (greater than 50%) Asian (greater than 50%) Multi-ethnic minority ownership (greater than 50%) Caucasian or White (greater than 50%) Multi-ethnic ownership (50% Minority–50% Non-Minority) Filipino (greater than 50%)Gender Female (greater than 50% Ownership) Male (greater than 50% Ownership)

Section C: North America Industry Classification System Codes (NAICS Codes) http://www.naics.com/search.htm

NAICS Code(s)

_______________________________ _______________________________ _______________________________

_______________________________ _______________________________ _______________________________

Section D: Business and License InformationPlease List All Current Business and Professional Licenses:License Type: Date Issued/Expires: Jurisdiction/Issuing Authority:

______________________________ ______________________________ _______________________________

______________________________ ______________________________ _______________________________I declare, under penalty or perjury all of the foregoing statements are true and correct.

http://www.naics.com/search.htm

__________________________ _____________________ _____________________________ Signature Printed Name Title (Proprietor / Partner / Officer)


ForFLEET MANAGEMENT INFORMATION SYSTEM

COUNTY OF ALAMEDA SMALL, LOCAL AND EMERGING BUSINESS PROGRAM SLEB RENEWAL CERTIFICATION APPLICATION

SLEB Certification Number: _____________________ Date of Initial Certification: ____________________

Business Name: Federal Tax Identification Number: ______________

Business Address: How long at this address:

Business Telephone Number:

Main Contact Name: Business Fax Number:

Phone Number: Number of Employees:

Email Address: Ownership changed since last certification: Yes No

Gross Business Receipts for Last Three Years:

$_____________________ 20____ $ ___________________ 20____ $____________________ 20____

Composition of OwnershipAre you a publicly traded entity, a public school, or a government? Yes No Are you a non-profit, or a church? Yes No If “Yes” to one of the above, skip Ethnicity and Gender below. The Collection of ethnicity and gender data is for statistical and demographic purposes only. Please check the ONE most applicable in each category:

Ethnicity African American or Black (greater than 50%) Hispanic or Latino (greater than 50%) American Indian or Alaskan Native (greater than 50%) Native Hawaiian/Pacific Islander (greater than 50%) Asian (greater than 50%) Multi-ethnic minority ownership (greater than 50%) Caucasian or White (greater than 50%) Multi-ethnic ownership (50% Minority–50% Non-Minority) Filipino (greater than 50%)

Gender Female (greater than 50% Ownership) Male (greater than 50% Ownership

North America Industry Classification System Codes (NAICS )

________________________________________________________ _________________________________________________________

________________________________________________________ _________________________________________________________

________________________________________________________ _________________________________________________________RENEWAL AFFIDAVITI declare, under penalty or perjury all of the foregoing statements are true and correct.

__________________ __________________________ ______________________________ Signature Printed Name Title (Proprietor / Partner / Officer)

Please complete, sign and mail Application to:

Alameda County Auditor-Controller AgencyOffice of Contract Compliance

1221 Oak Street, Room 249, Oakland, CA 94612Tel: (510) 891-5500 Email: [email protected]

EXHIBIT F



SMALL LOCAL EMERGING BUSINESS (SLEB) SUBCONTRACTING INFORMATION SHEET

In order to meet the small local emerging business (SLEB) requirements of this RFP, all bidders must complete this form as required below.

Bidders not meeting the definition of a SLEB (per this RFP County Provisions) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. This form must be submitted for each business that bidders will work with, evidencing a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.)

Bidders are encouraged to subcontract with a SLEB that can participate directly with this contract. One of the benefits of subcontracting will be economic, but this subcontracting will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own.

Once a contract has been awarded, contractor will not be able to substitute the subcontractor without prior written approval from the Alameda County Auditor-Controller’s Office of Contract Compliance (OCC).

The OCC will monitor the contract for compliance with the SLEB requirements.BIDDER:___________________________________________________________________________________

is a SLEB.

is not a SLEB and will subcontract __________% with the SLEB named below for the following service(s):_______________________________________________________________________________________

SLEB Business Name: ___________________________________________________________________

Street Address: ___________________________________________________________________

City, State, Zip: ___________________________________________________________________

Phone: ___________________________Fax:__________________E-mail:_____________

Tax ID Number: _____________________________________________________

Principal Name: ______________________________________________________

SLEB Principal Signature: _________________________________________________ ________________ (Date)

Bidder Signature: _________________________________________________ ________________(Date)

EXHIBIT G



REQUEST FOR PREFERENCEFor

LOCAL BUSINESSAnd

SMALL AND LOCAL OR EMERGING AND LOCAL BUSINESSIF YOU WOULD LIKE TO REQUEST THE LOCAL BUSINESS, SMALL AND LOCAL BUSINESS, OR EMERGING AND LOCAL BUSINESS PREFERENCE, COMPLETE THIS FORM AND RETURN IT WITH YOUR BID. IN ADDITION, IF APPLYING FOR LOCAL PREFERENCE, SUBMIT THE FOLLOWING:

Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and

Proof of six (6) month business residency, identifying the name of the vendor and the local address: utility bills, deed of trust or lease agreement.

A five-percent (5%) preference will be granted to Alameda County products or vendors on all sealed bids on contracts except with respect to those contracts which State law requires be granted to the lowest responsible bidder. An Alameda County vendor is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the date upon which a request for sealed bids or proposals is issued; and which holds a valid business license issued by the County or a city with the County. Alameda County products are those which are grown, mined, fabricated, manufactured, processed or produced within the County.In addition, a five percent (5%) preference, for a total bid preference of ten percent (10%), shall be granted (except as noted above) if the bidder is certified by the County as either a small and local or an emerging and local business. Check the appropriate (2 maximum) boxes and provide the requested information below.

Request for 5% local preference Request for 5% small and local preference OR Request for 5% emerging and local preference

Company Name:

Street Address:

Telephone Number:

Business License Number:

The Undersigned declares that the foregoing information is true and correct:

Print/Type Name:

Title:

Signature:

Date:

EXHIBIT H



ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENTVENDOR INFORMATION

ALCOLINK Vendor Number (if known): 00000 SLEB Vendor Number:

Full Legal Name:

DBA

Type of Entity: Individual Sole Proprietor Partnership

Corporation Tax-Exempted Government or TrustCheck the boxes that apply:

Goods Only Goods & Services Rents/Leases Legal Services Rents/Leases paid to you as the agent Medical Services Non-Medical Services – Describe

Other

Federal Tax ID Number (required):

P.O. Box/Street Address:

Vendor Contact’s Name:

Vendor Contact’s Telephone: Fax:

Vendor Contact’s E-mail address:

Please check all that apply:LOC Local Vendor (Holds business license within Alameda County)SML Small Business (as defined by Small Business Administration)I American Indian or Alaskan Native (>50%)A Asian (>50%)B Black or African American (>50%)F Filipino (>50%)H Hispanic or Latino (>50%)N Native Hawaiian or other Pacific Islander (>50%)W White (>50%)

Number of Entry Level Positions available through the life of the contract:___________

Number of other positions available through the life of the contact:_________________

This information to be completed by County:Contract #______________________Contract Amount: _______________________

Contract Term: _______________________

EXHIBIT H



ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENTVENDOR INFORMATION

Vendor agrees to provide Alameda County (through East Bay Works and Social Services Agency), ten (10) working days to refer to Vendor, potential candidates to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Vendor will also provide the County with specific job requirements for new or vacant positions. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but final decision of whether or not to offer employment, and the terms and conditions thereof, to the candidate(s) rest solely within the discretion of the Vendor.

Alameda County (through East Bay Works and Social Services Agency) agrees to only refer pre-screened qualified applicants, based on vendor specifications, to vendor for interviews for prospective employment by Vendor (see Incentives for Vendor Participation under Vendor/First Source Program located on the Small Local Emerging Business (SLEB) Website, http://www.co.alameda.ca.us/gsa/sleb/vendor.shtml

If compliance with the First Source Program will interfere with Vendor’s pre-existing labor agreements, recruiting practices, or will otherwise obstruct Vendor’s ability to carry out the terms of the contract, Vendor will provide to the County a written justification of non-compliance in the space provided below.

(Company Name)________________________________________ _______________________

(Vendor Signature) (Date)

________________________________________ _______________________(East Bay Works / One-Stop Representative Signature) (Date)

Justification of Non-Compliance:_______________________________________________________________________

________________________________________________________________________

http://www.co.alameda.ca.us/gsa/sleb/vendor.shtml

EXHIBIT I



Exceptions, Clarifications, Amendments

List below requests for clarifications, exceptions and amendments, if any, to the RFP and its exhibits, including Exhibit J, and submit with your bid response.

The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Item No.

Reference To:DescriptionPage No. Paragraph

No.

_________________________________ _____________________________ ____________ Bidder Name Bidder Signature Date

Contract No. ______________________

EXHIBIT JStandard Agreement Contract Draft

COUNTY OF ALAMEDASTANDARD SERVICES AGREEMENT

This Agreement, dated as of ___________________, 2007, is by and between the County of Alameda, hereinafter referred to as the “County”, and___________________, hereinafter referred to as the “Contractor”.

WITNESSETH

Whereas, County desires to obtain ________________________________services which are more fully described in Exhibit A hereto (“_____________Services”); and

(Insert short name or delete)

Whereas, Contractor is professionally qualified to provide such services and is willing to provide same to County; and

Now, therefore it is agreed that County does hereby retain Contractor to provide ___________Services, and Contractor accepts such engagement, on the General Terms and Conditions hereinafter specified in this Agreement, the Additional Provisions attached hereto, and the following described exhibits, all of which are incorporated into this Agreement by this reference:

Exhibit A Definition of ServicesExhibit B Payment TermsExhibit C Insurance RequirementsExhibit D Debarment and Suspension Certification

The term of this Agreement shall be from ___________________through ___________

The compensation payable to Contractor hereunder shall not exceed (dollar amount written out) ($____________) for the term of this Agreement

Page 1 of 16

Contract No. ______________________


IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written.

COUNTY OF ALAMEDA CONTRACTOR/COMPANY NAME

By:______________________________Signature

By:_____________________________Signature

Name:____________________________(Printed)

Name:__________________________(Printed)

Title: President of the Board of Supervisors Title:___________________________

Date:___________________________

Approved as to Form:

By:________________________________County Counsel Signature

By signing above, signatory warrants and represents that he/she executed this Agreement in his/her authorized capacity and that by his/her signature on this Agreement, he/she or the entity upon behalf of which he/she acted, executed this Agreement

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IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written.

COUNTY OF ALAMEDA CONTRACTOR/COMPANY NAME

By:______________________________Signature

By:____________________________Signature

Name:____________________________(Printed)

Name:_________________________(Printed)

Title: _______Purchasing Agent_______ Title:__________________________

Date:_____________________________ Date:__________________________

By signing above, signatory warrants and represents that he/she executed this Agreement in his/her authorized capacity and that by his/her signature on this Agreement, he/she or the entity upon behalf of which he/she acted, executed this Agreement.

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GENERAL TERMS AND CONDITIONS

1. INDEPENDENT CONTRACTOR: No relationship of employer and employee is created by this Agreement; it being understood and agreed that Contractor is an independent contractor. Contractor is not the agent or employee of the County in any capacity whatsoever, and County shall not be liable for any acts or omissions by Contractor nor for any obligations or liabilities incurred by Contractor.

Contractor shall have no claim under this Agreement or otherwise, for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance medical care, hospital care, retirement benefits, social security, disability, Workers’ Compensation, or unemployment insurance benefits, civil service protection, or employee benefits of any kind.

Contractor shall be solely liable for and obligated to pay directly all applicable payroll taxes (including federal and state income taxes) or contributions for unemployment insurance or old age pensions or annuities which are imposed by any governmental entity in connection with the labor used or which are measured by wages, salaries or other remuneration paid to its officers, agents or employees and agrees to indemnify and hold County harmless from any and all liability which County may incur because of Contractor’s failure to pay such amounts.

In carrying out the work contemplated herein, Contractor shall comply with all applicable federal and state workers’ compensation and liability laws and regulations with respect to the officers, agents and/or employees conducting and participating in the work; and agrees that such officers, agents, and/or employees will be considered as independent contractors and shall not be treated or considered in any way as officers, agents and/or employees of County.

Contractor does, by this Agreement, agree to perform his/her said work and functions at all times in strict accordance with currently approved methods and practices in his/her field and that the sole interest of County is to insure that said service shall be performed and rendered in a competent, efficient, timely and satisfactory manner and in accordance with the standards required by the County agency concerned.

Notwithstanding the foregoing, if the County determines that pursuant to state and federal law Contractor is an employee for purposes of income tax withholding, County may upon two week’s notice to Contractor, withhold from payments to Contractor hereunder federal and state income taxes and pay said sums to the federal and state governments

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2. INDEMNIFICATION: To the fullest extent permitted by law, Contractor shall hold harmless, defend and indemnify the County of Alameda, its Board of Supervisors, employees and agents from and against any and all claims, losses, damages, liabilities and expenses, including but not limited to attorneys’ fees, arising out of or resulting from the performance of services under this Agreement, provided that any such claim, loss, damage, liability or expense is attributable to bodily injury, sickness, disease, death or to injury to or destruction of property, including the loss there from, or to any violation of federal, state or municipal law or regulation, which arises out of or is any way connected with the performance of this agreement (collectively “Liabilities”) except where such Liabilities are caused solely by the negligence or willful misconduct of any indemnities. The County may participate in the defense of any such claim without relieving Contractor of any obligation hereunder.

In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement is determined by a court of competent jurisdiction or the Alameda County Employees’ Retirement Association (ACERA) or California Public Employees’ Retirement System (PERS) to be eligible for enrollment in ACERA and PERS as an employee of County, Contractor shall indemnify, defend, and hold harmless County for the payment of any employee and/or employer contributions for ACERA and PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of County.

3. INSURANCE AND BOND: Contractor shall at all times during the term of the Agreement with the County maintain in force those insurance policies and bonds as designated in the attached Exhibit C, and will comply with all those requirements as stated therein.

4. PREVAILING WAGES: Pursuant to Labor Code Sections 1770 et seq., Contractor shall pay to persons performing labor in and about Work provided for in Contract not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for legal holiday and overtime work in said locality, which per diem wages shall not be less than the stipulated rates contained in a schedule thereof which has been ascertained and determined by the Director of the State Department of Industrial Relations to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this contract.

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5. WORKERS’ COMPENSATION: Contractor shall provide Workers' Compensation insurance, as applicable, at Contractor's own cost and expense and further, neither the Contractor nor its carrier shall be entitled to recover from County any costs, settlements, or expenses of Workers' Compensation claims arising out of this Agreement.

6. CONFORMITY WITH LAW AND SAFETY:

a. In performing services under this Agreement, Contractor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including federal, state, municipal, and local governing bodies, having jurisdiction over the scope of services, including all applicable provisions of the California Occupational Safety and Health Act. Contractor shall indemnify and hold County harmless from any and all liability, fines, penalties and consequences from any of Contractor’s failures to comply with such laws, ordinances, codes and regulations.

b. Accidents: If a death, serious personal injury or substantial property damage occurs in connection with Contractor’s performance of this Agreement, Contractor shall immediately notify the Alameda County Risk Manager's Office by telephone. Contractor shall promptly submit to County a written report, in such form as may be required by County of all accidents which occur in connection with this Agreement. This report must include the following information: (1) name and address of the injured or deceased person(s); (2) name and address of Contractor's sub-Contractor, if any; (3) name and address of Contractor's liability insurance carrier; and (4) a detailed description of the accident and whether any of County's equipment, tools, material, or staff were involved.

c. Contractor further agrees to take all reasonable steps to preserve all physical evidence and information which may be relevant to the circumstances surrounding a potential claim, while maintaining public safety, and to grant to the County the opportunity to review and inspect such evidence, including the scene of the accident.

7. DEBARMENT AND SUSPENSION CERTIFICATION: (Applicable to all agreements funded in part or whole with federal funds and contracts over $25,000).

a. By signing this agreement and Exhibit D, Debarment and Suspension Certification, Contractor/Grantee agrees to comply with applicable federal suspension and debarment regulations, including but not limited to 7 Code

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of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.

b. By signing this agreement, Contractor certifies to the best of its knowledge and belief, that it and its principals:

(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntary excluded by any federal department or agency;

(2) Shall not knowingly enter into any covered transaction with a person who is proposed for debarment under federal regulations, debarred, suspended, declared ineligible, or voluntarily excluded from participation in such transaction.

8. PAYMENT: For services performed in accordance with this Agreement, payment shall be made to Contractor as provided in Exhibit B hereto.

9. TRAVEL EXPENSES: Contractor shall not be allowed or paid travel expenses unless set forth in this Agreement.

10. TAXES: Payment of all applicable federal, state, and local taxes shall be the sole responsibility of the Contractor.

11. OWNERSHIP OF DOCUMENTS: Contractor hereby assigns to the County and its assignees all copyright and other use rights in any and all proposals, plans, specification, designs, drawings, sketches, renderings, models, reports and related documents (including computerized or electronic copies) respecting in any way the subject matter of this Agreement, whether prepared by the County, the Contractor, the Contractor’s sub-Contractors or third parties at the request of the Contractor (collectively, “Documents and Materials”). This explicitly includes the electronic copies of all above stated documentation.

Contractor also hereby assigns to the County and its assignees all copyright and other use rights in any Documents and Materials including electronic copies stored in Contractor’s Information System, respecting in any way the subject matter of this Agreement.

Contractor shall be permitted to retain copies, including reproducible copies and computerized copies, of said Documents and Materials. Contractor agrees to take such further steps as may be reasonably requested by County to implement the aforesaid assignment. If for any reason said assignment is not effective,

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Contractor hereby grants the County and any assignee of the County an express royalty – free license to retain and use said Documents and Materials. The County’s rights under this paragraph shall apply regardless of the degree of completion of the Documents and Materials and whether or not Contractor’s services as set forth in Exhibit “A” of this Agreement have been fully performed or paid for.

In Contractor’s contracts with other Contractors, Contractor shall expressly obligate its Sub-Contractors to grant the County the aforesaid assignment and license rights as to that Contractor’s Documents and Materials. Contractor agrees to defend, indemnify and hold the County harmless from any damage caused by a failure of the Contractor to obtain such rights from its Contractors and/or Sub-Contractors.

Contractor shall pay all royalties and license fees which may be due for any patented or copyrighted materials, methods or systems selected by the Contractor and incorporated into the work as set forth in Exhibit “A”, and shall defend, indemnify and hold the County harmless from any claims for infringement of patent or copyright arising out of such selection. The County’s rights under this Paragraph 11 shall not extend to any computer software used to create such Documents and Materials.

12. CONFLICT OF INTEREST; CONFIDENTIALITY: The Contractor covenants that it presently has no interest, and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of services required under this Agreement. Without limitation, Contractor represents to and agrees with the County that Contractor has no present, and will have no future, conflict of interest between providing the County services hereunder and any other person or entity (including but not limited to any federal or state wildlife, environmental or regulatory agency) which has any interest adverse or potentially adverse to the County, as determined in the reasonable judgment of the Board of Supervisors of the County.

The Contractor agrees that any information, whether proprietary or not, made known to or discovered by it during the performance of or in connection with this Agreement for the County will be kept confidential and not be disclosed to any other person. The Contractor agrees to immediately notify the County by notices provided in accordance with Paragraph 13 of this Agreement, if it is requested to disclose any information made known to or discovered by it during the performance of or in connection with this Agreement. These conflict of interest and future service provisions and limitations shall remain fully effective five (5) years after termination of services to the County hereunder.

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13. NOTICES: All notices, requests, demands, or other communications under this Agreement shall be in writing. Notices shall be given for all purposes as follows:

Personal delivery: When personally delivered to the recipient, notices are effective on delivery.

First Class Mail: When mailed first class to the last address of the recipient known to the party giving notice, notice is effective three (3) mail delivery days after deposit in a United States Postal Service office or mailbox. Certified Mail: When mailed certified mail, return receipt requested, notice is effective on receipt, if delivery is confirmed by a return receipt.

Overnight Delivery: When delivered by overnight delivery (Federal Express/Airborne/United Parcel Service/DHL WorldWide Express) with charges prepaid or charged to the sender’s account, notice is effective on delivery, if delivery is confirmed by the delivery service. Telex or facsimile transmission: When sent by telex or facsimile to the last telex or facsimile number of the recipient known to the party giving notice, notice is effective on receipt, provided that (a) a duplicate copy of the notice is promptly given by first-class or certified mail or by overnight delivery, or (b) the receiving party delivers a written confirmation of receipt. Any notice given by telex or facsimile shall be deemed received on the next business day if it is received after 5:00 p.m. (recipient’s time) or on a non-business day.

Addresses for purpose of giving notice are as follows:

To County: COUNTY OF ALAMEDA __________________________________________________________Attn:________________________

To Contractor: _______________________________________________________________________________________Attn:________________________

Any correctly addressed notice that is refused, unclaimed, or undeliverable because of an act or omission of the party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities, messenger, or overnight delivery service.

Any party may change its address or telex or facsimile number by giving the other party notice of the change in any manner permitted by this Agreement.

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14. USE OF COUNTY PROPERTY: Contractor shall not use County property (including equipment, instruments and supplies) or personnel for any purpose other than in the performance of his/her obligations under this Agreement.

15. EQUAL EMPLOYMENT OPPORTUNITY PRACTICES PROVISIONS: Contractor assures that he/she/it will comply with Title VII of the Civil Rights Act of 1964 and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement.

a. Contractor shall, in all solicitations or advertisements for applicants for employment placed as a result of this Agreement, state that it is an “Equal Opportunity Employer” or that all qualified applicants will receive consideration for employment without regard to their race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor.

b. Contractor shall, if requested to so do by the County, certify that it has not, in the performance of this Agreement, discriminated against applicants or employees because of their race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor.

c. If requested to do so by the County, Contractor shall provide the County with access to copies of all of its records pertaining or relating to its employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law.

d. Contractor shall recruit vigorously and encourage minority - and women-owned businesses to bid its subcontracts.

e. Nothing contained in this Agreement shall be construed in any manner so as to require or permit any act, which is prohibited by law.

f. The Contractor shall include the provisions set forth in paragraphs A through E (above) in each of its subcontracts.

16. DRUG-FREE WORKPLACE: Contractor and Contractor's employees shall comply with the County's policy of maintaining a drug-free workplace. Neither Contractor

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nor Contractor's employees shall unlawfully manufacture, distribute, dispense, possess or use controlled substances, as defined in 21 U.S. Code § 812, including, but not limited to, marijuana, heroin, cocaine, and amphetamines, at any County facility or work site. If Contractor or any employee of Contractor is convicted or pleads nolo contendere to a criminal drug statute violation occurring at a County facility or work site, the Contractor within five days thereafter shall notify the head of the County department/agency for which the contract services are performed. Violation of this provision shall constitute a material breach of this Agreement

17. AUDITS; ACCESS TO RECORDS: The Contractor shall make available to the County, its authorized agents, officers, or employees, for examination any and all ledgers, books of accounts, invoices, vouchers, cancelled checks, and other records or documents evidencing or relating to the expenditures and disbursements charged to the County, and shall furnish to the County, its authorized agents, officers or employees such other evidence or information as the County may require with regard to any such expenditure or disbursement charged by the Contractor.

The Contractor shall maintain full and adequate records in accordance with County requirements to show the actual costs incurred by the Contractor in the performance of this Agreement. If such books and records are not kept and maintained by Contractor within the County of Alameda, California, Contractor shall, upon request of the County, make such books and records available to the County for inspection at a location within County or Contractor shall pay to the County the reasonable, and necessary costs incurred by the County in inspecting Contractor’s books and records, including, but not limited to, travel, lodging and subsistence costs. Contractor shall provide such assistance as may be reasonably required in the course of such inspection. The County further reserves the right to examine and reexamine said books, records and data during the three (3) year period following termination of this Agreement or completion of all work hereunder, as evidenced in writing by the County, and the Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatsoever for three (3) years after the County makes the final or last payment or within three (3) years after any pending issues between the County and Contractor with respect to this Agreement are closed, whichever is later.

18. DOCUMENTS AND MATERIALS: Contractor shall maintain and make available to County for its inspection and use during the term of this Agreement, all Documents and Materials, as defined in Paragraph 11 of this Agreement. Contractor’s obligations under the preceding sentence shall continue for three (3) years following termination or expiration of this Agreement or the completion of

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all work hereunder (as evidenced in writing by County), and Contractor shall in no event dispose of, destroy, alter or mutilate said Documents and Materials, for three (3) years following the County’s last payment to Contractor under this Agreement.

19. TIME OF ESSENCE: Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a party of the benefits of any grace or use period allowed in this Agreement.

20. TERMINATION: The County has and reserves the right to suspend, terminate or abandon the execution of any work by the Contractor without cause at any time upon giving to the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor’s work, the Contractor shall be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination or abandonment. Said payment shall be computed in accordance with Exhibit B hereto, provided that the maximum amount payable to Contractor for its ___________ Services shall not exceed $________________payment for services provided hereunder prior to the effective date of said suspension, termination or abandonment.

21. SMALL LOCAL AND EMERGING BUSINESS PARTICIPATION: Contractor shall subcontract with company name (street address, city, state,; Principal, name), for services to be provided under this Agreement in an amount of at least twenty percent (20%) (or adjust percentage if more than or less than) of the contract value of this Agreement in accordance with County’s Small and Emerging Local Business provision.

Participation of a small and/or emerging local business must be maintained for the term of this contract. Contractor shall not substitute the small and/or emerging local business(s) listed in this agreement without prior written approval from the County. County will be under no obligation to pay contractor for the percent committed to a small and/or local business if the work is not performed or not performed by the listed small and/or emerging local business. Said requests to substitute a small and/or emerging local business shall be submitted in writing to the County department contract representative identified under Item #13 above. Contractor will not be able to substitute the subcontractor without prior written approval from the Alameda County Auditor Controller Agency, Office of Contract Compliance Officer.

Contractor shall provide SLEB utilization reports when invoicing the County utilizing the Alameda County Compliance System. Contractor and Contractor’s small and/or emerging local businesses participating as subcontractors on the

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awarded contract are required to use the County web-based compliance system as described in Exhibit E (Contract Compliance Reporting Requirements) to report and validate payments made by Prime Contractors to the certified small and/or emerging local businesses. It is the Contractor’s responsibility to ensure that they and their subcontractors are registered and trained as required to utilize the Alameda County Contract Compliance System.

Contact the County County County Auditor- Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at [email protected] if you have any other questions regarding utilization of the Alameda County Contract Compliance System.

Alternate Language: Delete above two paragraphs and use the following alternate language if the prime contractor is a certified small or emerging local business.Delete the following paragraph and use the above language if the prime contractor is not a certified small or emerging local business:SMALL, LOCAL AND EMERGING BUSINESS PARTICIPATION: Contractor has been certified by the County as a small or emerging local business. As a result, there is no requirement to subcontract with another business in order to satisfy the County’s Small and Emerging Locally owned Business provision. However, should Contractor’s status as a certified small or emerging local business change at any time during the term of this Agreement, Contractor shall comply with the County’s Small and Emerging Locally owned Business provision.

22. FIRST SOURCE PROGRAM: For contracts over $100,000, Contractor shall provide County ten (10) working days to refer to Contractor, potential candidates to be considered by Contractor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County that Contractor has available during the contract term before advertising to the general public.

23. CHOICE OF LAW: This Agreement shall be governed by the laws of the State of California.

24. WAIVER: No waiver of a breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure, right or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

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25. ENTIRE AGREEMENT: This Agreement, including all attachments, exhibits, and any other documents specifically incorporated into this Agreement, shall constitute the entire agreement between County and Contractor relating to the subject matter of this Agreement. As used herein, Agreement refers to and includes any documents incorporated herein by reference and any exhibits or attachments. This Agreement supersedes and merges all previous understandings, and all other agreements, written or oral, between the parties and sets forth the entire understanding of the parties regarding the subject matter thereof. The Agreement may not be modified except by a written document signed by both parties.

26. HEADINGS herein are for convenience of reference only and shall in no way affect interpretation of the Agreement.

27. ADVERTISING OR PUBLICITY: Contractor shall not use the name of County, its officers, directors, employees or agents, in advertising or publicity releases or otherwise without securing the prior written consent of County in each instance.

28. MODIFICATION OF AGREEMENT: This Agreement may be supplemented, amended or modified only by the mutual agreement of the parties. No supplement, amendment or modification of this Agreement shall be binding unless it is in writing and signed by authorized representatives of both parties.

29. ASSURANCE OF PERFORMANCE: If at any time County believes Contractor may not be adequately performing its obligations under this Agreement or that Contractor may fail to complete the Services as required by this Agreement, County may request from Contractor prompt written assurances of performance and a written plan acceptable to County, to correct the observed deficiencies in Contractor’s performance. Contractor shall provide such written assurances and written plan within ten (10) calendar days of its receipt of County’s request and shall thereafter diligently commence and fully perform such written plan. Contractor acknowledges and agrees that any failure to provide such written assurances and written plan within the required time is a material breach under this Agreement.

30. SUBCONTRACTING/ASSIGNMENT: Contractor shall not subcontract, assign or delegate any portion of this Agreement or any duties or obligations hereunder without the County’s prior written approval.

a. Neither party shall, on the basis of this Agreement, contract on behalf of or in the name of the other party. Any agreement that violates this Section shall confer no rights on any party and shall be null and void.

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b. Contractor shall use the subcontractors identified in Exhibit A and shall not substitute subcontractors without County’s prior written approval.

c. Contractor shall remain fully responsible for compliance by its subcontractors with all the terms of this Agreement, regardless of the terms of any agreement between Contractor and its subcontractors.

31. SURVIVAL: The obligations of this Agreement, which by their nature would continue beyond the termination on expiration of the Agreement, including without limitation, the obligations regarding Indemnification (Paragraph 2), Ownership of Documents (Paragraph 11), and Conflict of Interest (Paragraph 12), shall survive termination or expiration.

32. SEVERABILITY: If a court of competent jurisdiction holds any provision of this Agreement to be illegal, unenforceable, or invalid in whole or in part for any reason, the validity and enforceability of the remaining provisions, or portions of them, will not be affected, unless an essential purpose of this Agreement would be defeated by the loss of the illegal, unenforceable, or invalid provision.

33. PATENT AND COPYRIGHT INDEMNITY: Contractor represents that it knows of no allegations, claims, or threatened claims that the materials, services, hardware or software (“Contractor Products”) provided to County under this Agreement infringe any patent, copyright or other proprietary right. Contractor shall defend, indemnify and hold harmless County of, from and against all losses, claims, damages, liabilities, costs expenses and amounts (collectively, “Losses”) arising out of or in connection with an assertion that any Contractor Products or the use thereof, infringe any patent, copyright or other proprietary right of any third party. County will: (1) notify Contractor promptly of such claim, suit or assertion; (2) permit Contractor to defend, compromise, or settle the claim; and, (3) provide, on a reasonable basis, information to enable Contractor to do so. Contractor shall not agree without County’s prior written consent, to any settlement, which would require County to pay money or perform some affirmative act in order to continue using the Contractor Products.

a. If Contractor is obligated to defend County pursuant to this Section 33 and fails to do so after reasonable notice from County, County may defend itself and/or settle such proceeding, and Contractor shall pay to County any and all losses, damages and expenses (including attorney’s fees and costs) incurred in relationship with County’s defense and/or settlement of such proceeding.

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b. In the case of any such claim of infringement, Contractor shall either, at its option, (1) procure for County the right to continue using the Contractor Products; or (2) replace or modify the Contractor Products so that that they become non-infringing, but equivalent in functionality and performance.

c. Notwithstanding this Section 33, County retains the right and ability to defend itself, at its own expense, against any claims that Contractor Products infringe any patent, copyright, or other intellectual property right.

34. OTHER AGENCIES: Other tax supported agencies within the State of California who have not contracted for their own requirements may desire to participate in this contract. The Contractor is requested to service these agencies and will be given the opportunity to accept or reject the additional requirements. If the Contractor elects to supply other agencies, orders will be placed directly by the agency and payments made directly by the agency.

35. SIGNATORY: By signing this agreement, signatory warrants and represents that he/she executed this Agreement in his/her authorized capacity and that by his/her signature on this Agreement, he/she or the entity upon behalf of which he/she acted, executed this Agreement

[END OF GENERAL TERMS AND CONDITIONS]

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EXHIBIT K

COUNTY OF ALAMEDARFQ No. 900410


ENVIRONMENTAL CERTIFICATION

The bidder certifies under penalty of perjury the following:

The products we are proposing to supply are not manufactured with and do not contain, use, or generate PBTs as defined in Acronym and Term Glossary of this RFQ.

Our company, and any product provided to the County as part of this contract, is in compliance with all local, state, and federal environmental and worker health and safety regulations that apply to their operation.

The bidder shall provide the following with its response:

A brief description of planned efforts to minimize the amount of packaging and shipping materials and a description of the post-consumer recycled content of those materials:

Print Name/Title: _____________________________________________________________________

Company Name: _____________________________________________________________________

Signature: _____________________________________________________________________

Date: _____________________________________________________________________

RFP No. 900410

EXHIBIT LRFP VENDOR BID LIST

Below is the Vendor Bid List for this project consisting of vendors who have responded to RFI No. 900410 and/or been issued a copy of this RFP. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program (described within this RFP). For additional information regarding the SLEB Program, please visit our website at http://www.acgov.org/gsa/sleb/ and/or contact the Auditor- Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at [email protected]

Potential bidders are strongly encouraged, but not required, to attend the Networking/Bidders Conferences in order to further facilitate subcontracting relationships. Vendors who attend the Networking/Bidders Conferences will be added to the Vendor Bid List. Please see the RFP sections entitled ‘Calendar of Events’ and ‘Networking/Bidders Conferences’ for additional information. The Networking/Bidders Conferences scheduled for all current projects are posted on the GSA Calendar of Events website at http://www.acgov.org/gsa/Calendar.jsp. An RFP Addendum will be issued to all vendors on the Vendor Bid List following the Networking/Bidders Conferences and will include contact information for each vendor attendee.

RFQ No. 900410 - Fleet Management Information SystemBusiness Name Street Address City State Contact Phone EmailIBM 425 Market Street San Francisco CA Seshu Kota (415) 545-4181 [email protected]

ADVOCO649 Mission Street, Suite 500 San Francisco CA Darryl Burton (415) 902-8564 [email protected]

IBM 425 Market Street San Francisco CA James Garban (858)384-3266 [email protected]

IBM 425 Market Street San Francisco CA Jay Suwara (805)371-9734 [email protected]

Faster Systems 153 Star Point Ln. Weatherford TXAlan Richardson (800)753-2783 [email protected]

AT&T Mobility Walnut Creek CA Frank Rudnick (925)487-0206 [email protected]

Faster Systems 153 Star Point Ln. Weatherford TXCharmaine Berina (800)753-2783 [email protected]

TechnoparkCorp568 Ninth Street Sout 202 Naples FL Olga Yatsina (239) 243-0206 [email protected]

CCG Systems, Inc.2730 Ellsmere Avenue Norfolk VA

Charmaine Berina (800) 753-2783 [email protected]

Maximus Jim Schnepp 858-663-7481 [email protected]

Information Builders1731 Technology Drive San Jose CA Shaun Walton 408.453.7600 x225 [email protected]

Agile Access Control, Inc.

1999 S. Bascom Ave. Ste. 700 Campbell CA Matthew Wade 408-213-9555 x555 [email protected]

Chevin Fleet Solutions 43 Orchard Hill DR. Sharon MA Ron Katz 781-793-0788 [email protected] Solutions, Inc. Cole Clements 916-626-1570 [email protected]

AEKO Consulting 1939 Harrison Street Oakland CAGobyega Aladegbami (510) 763-2356 x13 [email protected]

Aurostar46560 Fremont Blvd #201 Fremont CA Vasu (510) 249-9422 [email protected]

MaintStar, Inc. 28 Hammond, Unit D Irvine CA Louis J. Tonetti (949) 458-7560 [email protected] Associates International Corporation

1783 Tribute Road, Suite D Sacramento CA Michael Nutt (916) 265-1227 x1404 [email protected]

KISP Inc. 151 Placer Ct. Toronto,

ON, Canada Mitch Cutler 416-499-2457 x2243 [email protected]


http://www.acgov.org/gsa/Calendar.jsp


http://www.acgov.org/gsa/sleb/

EXHIBIT M

RFP No. 900410for


RESPONSE CONTENT AND SUBMITTALSCOMPLETENESS CHECKLIST

Bidders are to submit an original, three (3) copies and an electronic copy on a CD, DVD or “thumb drive”. Electronic copy shall be enclosed with the sealed bid. Original proposal is to be clearly marked and is to be either loose leaf or in a 3-ring binder, NOT bound .

1. Bid responses must be signed in ink and include evidence that the person or persons signing the proposal is/are authorized to execute the proposal on behalf of the bidder.

2. Bidders shall provide all of the below noted Bid documentation and exhibits. Any material deviation from these requirements may be cause for rejection of the proposal, as determined in the County’s sole discretion. The content and sequence for each required Bid document/exhibit shall be as follows:

CHECK LIST

A. Title Page: Show RFP number and title, your company name and address, name of the contact person (for all matters regarding the RFP response), telephone number and quotation/proposal date.

B. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the quotation/proposal and their corresponding page numbers. Tabs should separate each of the individual sections.

C. Cover Letter: Bid responses shall include a cover letter describing Bidder and include all of the following:

1) The official name of Bidder;

2) Bidder’s organizational structure (e.g. corporation, partnership, limited liability company, etc.);

3) The jurisdiction in which Bidder is organized and the date of such organization;

4) The address of Bidder’s headquarters, any local office involved in the Bid Proposal/Quotation; and the address/location where the actual production of goods and/or services will be performed;

Exhibit MPage 1 of 5

5) Bidder’s Federal Tax Identification Number;

6) The name, address, telephone, fax numbers and e-mail address of the person(s) who will serve as the contact(s) to the County, with regards to the RFP response, with authorization to make representations on behalf of and to bind Bidder;

7) A representation that Bidder is in good standing in the State of California and will have all necessary licenses, permits, certifications, approvals and authorizations necessary in order to perform all of its obligations in connection with this RFP. This requirement includes the necessity for some out of state companies to be registered with the State of California by the effective date of the agreement. Information regarding this requirement can be located at the Secretary of State website, http://www.sos.ca.gov/.; and

8) An acceptance of all conditions and requirements contained in this RFP.

D. Letter of Transmittal: Bid responses shall include a description of Bidder’s approach in providing its goods and/or services to the County in one or two pages stating its understanding of the work to be done and a positive commitment to perform the work as specified.

E. Executive Summary: A brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood.

F. Bidder’s Qualifications and Experience:

Provide a description of Bidder’s capabilities pertaining to this RFP. This description should not exceed five (5) pages and should include a detailed summary of Bidder’s experience relative to RFP requirements described herein, including references.

G. Financial Statements. Responses are to include:

Bidder’s most recent Dun & Bradstreet Supplier Evaluation Report. Dun & Bradstreet Supplier Qualifier Report (formerly Supplier Evaluation Report) must be ranked a 6 or lower for bidder to be considered for contract award. For information on how to obtain a Supplier Evaluation Report, contact Dun & Bradstreet at 1-866-719-7158 or www.dnb.com.

H. Key Personnel - Qualifications and Experience:

Bidder must provide an overview of its proposed project team structure. Overview should indicate how the project team lead will report in the company organization.

Bid responses shall include a complete list of and resumes for all key personnel associated with the RFP. This list must include all key personnel and/or sub-


http://www.dnb.com/

contractors who will provide installation services, training, maintenance and support to Alameda County under the terms of this RFP. For each person on this list, the following information shall be included: (1) the person’s relationship with Bidder, including job title and years of employment with Bidder; (2) the role that the person will play in connection with the RFP (3) address, telephone, fax numbers, and e-mail address; (4) the person’s educational background; (5) the person’s relevant experience; and (6) relevant awards, certificates or other achievements. This section of the bid response should include no more than two pages of information for each listed person.

I. Responses to Section E, Specific Requirements, Section F, Implementation and Section G, Requirements List:

Bid response must contain full descriptions of bidders capabilities as related to Section E “Specific Requirements” items 1 thru 6. Bidder must include in their bid, a response to each item in this section. Responses should follow the format of Section E, items 1 thru 6.

Bid response must contain full descriptions of bidders capabilities as related to Section F “Implementation” items 1 thru 4. Bidder must include in their bid, a response to each item in this section. Responses should follow the format of Section F, items 1 thru 4.

Bidder must submit a completed Section G “Requirements List” in order for their bid to be considered complete. Bidder shall include any and all exceptions or clarifications to the Requirements List. Attach separate sheets describing any and all exceptions and clarifications itemized by their number in the Requirements List.

J. Description of the Proposed Equipment/System:

Bid response shall include a description of the proposed equipment/system, as it will be finally configured during the term of the contract. The description shall specify how the proposed equipment/system will meet or exceed the requirements of the County and shall explain any advantages that this proposed equipment/system would have over other possible equipment/systems. The description shall include any disadvantages or limitations that the County should be aware of in evaluating the proposal/quotation. Finally, the description shall describe all product warranties provided by Bidder which were not covered in Section D responses.

K. Implementation Plan and Schedule:

The bid response shall include an implementation plan and schedule as further described in Specific Requirements, section E of this RFP. The plan for implementing the proposed equipment/system and services shall include a County Acceptance Test Plan (ATP). In addition, the plan shall include a detailed schedule indicating how Bidder will ensure adherence to the timetables set forth herein for the final equipment/system and/or services.


L. References, Exhibit D1 and D2:

1) Bidders are to provide a list of three (3) current and three (3) former clients on Exhibit D1 and D2, attached hereto. References must be satisfactory as deemed solely by County. References should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions.

2) Reference information is to include:

Company/Agency name Contact person (name and title), contact person is

to be someone directly involved with the services Complete street address Telephone number Type of business Dates of service

3) The County may contact some or all of the references provided in order to determine Bidder’s performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process.

4) Bidder shall provide a complete client list with current contact names and phone numbers on a separate sheet(s).

5) Bidder shall provide on a separate sheet(s), complete reference information for all public institutions or agencies for which it provides or has provided comparable product, systems and services. Each reference shall include the project name and location, the scope of services performed and the name, address, telephone and fax numbers of the person who may be contacted for reference information.

M. Bid Form, Exhibit B:

A completed Exhibit B document must be submitted with your bid. A missing or incomplete Exhibit B may be grounds for bid disqualification.

Pricing for the procurement of goods and services by the County shall include all taxes, freight and all other costs, or credits, associated with the procurement and delivery to the County of Bidder’s goods and services. Refer to “PRICING” under Section IV designated “TERMS AND CONDITIONS”.

N. Evidence of Insurance

Certificates of insurance are required per the attached Exhibit C from a reputable insurer evidencing all coverages required for the term of any contract that may be


awarded pursuant to this RFP. The County’s insurance requirements for Additional Insured reads, “All insurance required above with the exception… shall be endorsed to name as additional insured…”An endorsement is an amendment to a contract, such as an insurance policy, by which the original terms are changed. The insurance certificate (also known as the “Accord”) carries a disclaimer, “This certificate is issued as a matter of information only and confers no rights upon the certificate holder. This certificate does not amend, extend or alter the coverage afforded by the policy below.” Additional insureds listed in the description box are not a proper risk transfer. Any amendment or extension of the coverage such as an additional insured should be provided by a separate endorsement page or copy of the policy

O. Other required Submittals/Exhibits not included above that are required in the bid response:

Exhibit A, Acknowledgement form for the RFP and for each Addendum, must be signed and returned.

Exhibit E, SLEB Certification Application Package, completed, signed, required documentation attached (applicable to a small or emerging business, located within the boundaries of Alameda County, seeking certification or renewal certification).

Exhibit F, Small Local Emerging Business (SLEB) Subcontracting Information Sheet, must be completed and signed.

Exhibit G, Request for Preference for Local Business and Small Local or Emerging Local Business, completed and signed (read Exhibit G for applicability). If applying for local preference, submit the following: Copy of a verifiable business license, issued by the County of

Alameda or a City within the County; and Proof of six (6) month business residency, identifying the name of the

vendor and the local address: utility bills, deed of trust or lease agreement.

Exhibit H, First Source Agreement, must be completed and signed Exhibit I, Exceptions, Clarifications and Amendments Form, must be

completed and signed. Any exceptions, clarifications and amendments should also address the attached Exhibits, particularly Exhibit J, Standard Agreement (The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification).

Exhibit K, Environmental Certification. Exhibit N, Debarment and Suspension Certification.


EXHIBIT N


ForFLEET MANAGEMENT INFORMATION SYSTEM

DEBARMENT AND SUSPENSION CERTIFICATION

The bidder, under penalty of perjury, certifies that, except as noted below, bidder, its principal, and any named subcontractor:

Is not currently under suspension, debarment, voluntary exclusion, or determination of

ineligibility by any federal agency;

Has not been suspended, debarred, voluntarily excluded or determined ineligible by

any federal agency within the past three years;

Does not have a proposed debarment pending; and

Has not been indicted, convicted, or had a civil judgment rendered against it by a

court of competent jurisdiction in any matter involving fraud or official misconduct

within the past three years.

If there are any exceptions to this certification, insert the exceptions in the following space.

Exceptions will not necessary result in denial of award, but will be considered in determining bidder responsibility. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action.

Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Certification.

BIDDER: _________________________________________________________________

PRINCIPAL: _______________________________ TITLE: ________________________

SIGNATURE: ______________________________ DATE: ________________________

Exhibit N

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