Arlington County Government Sealed Solicitation
Title: 23-DES-RFI-540 Fleet Management Software Solution
Deadline: 3/16/2023 1:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status:
Solicitation Number: 23-DES-RFI-540
Description: The County is seeking qualified vendors having experience and abilities in cloud-based, hosted software solutions for a Fleet Management system that combines software, hardware, and services to support the broad spectrum of functions performed by Arlington County’s Department of Environmental Services Equipment Bureau
Documents:
| Documents as of 2/14/2023 |
|---|
| RFI No. 23-DES-RFI-540 Fleet Management System.pdf |
Addition 1
Posted: 3/16/2023
Type of Addition: No Action
Question 1
Posted: 2/17/2023
Question: how many vehicles is this for? is this county wide or just for DES/EB?
Response: This is for the EB, but all of the County’s equipment; up to 1500 vehicles and up to 4500 vehicle related pieces of equipment.
Question 2
Posted: 2/17/2023
Question: Please provide a breakdown of your vehicles/asset under management in the fleet software to the following categories. Please do NOT include “child” assets in these counts. A “child “asset is any asset regardless of the cost that is either temporarily, or permanently attached to another piece of equipment. You are welcome to keep “child” assets in the fleet software database for tracking purposes, but these “child” assets are at no cost to the Customer.: Standard Active Assets -are active parent assets (do not include child assets in this count) that are being maintained and tracked in the new software. In other words, active assets that have an original cost of $5,000 or greater and are not child asset to another piece of equipment. – Your Count ???? A Non-Standard Active Asset- is any parent asset (do not include child assets in this count) that is actively being maintained in your fleet which are originally valued at less than $5000 and more than $500. Again, please do not include child assets in this count. – Your Count ???? Fuel Only -These are vehicles where fuel data is tracked in FASTER. These are separate and distinct from the two other asset categories above. These counts should not be included in the above counts.
Response: This includes cars, trucks, trailers, etc. Currently we have 2 screens to store information: a fleet screen that allows for 1500 active vehicles and a components screen that allows for 4500 active components.
Question 3
Posted: 2/20/2023
Question: In reference to Section H - Pricing Structure, please provide a breakdown of your vehicles/assets under management in the proposed fleet software to the following categories. Please do NOT include “child” assets in these counts. A “child “asset is any asset regardless of the cost that is either temporarily, or permanently attached to another piece of equipment. You are welcome to keep “child” assets in the fleet software database for tracking purposes, but these “child” assets are at no cost to the Customer.: • Standard Active Assets -are active parent assets (do not include child assets in this count) that are being maintained and tracked in the new software. In other words, active assets that have an original cost of $5,000 or greater and are not child asset to another piece of equipment. – Your Count ???? • A Non-Standard Active Asset- is any parent asset (do not include child assets in this count) that is actively being maintained in your fleet which are originally valued at less than $5000 and more than $500. Again, please do not include child assets in this count. – Your Count ???? • Fuel Only -These are vehicles where fuel data is tracked in FASTER. These are separate and distinct from the two other asset categories above. These counts should not be included in the above counts. Since FASTER will NOT be licensed for these assets to be used for maintenance or other accounting tracking, the price is discounted. - Your Count ????
Response: This includes cars, trucks, trailers, etc. Currently we have 2 screens to store information: a fleet screen that allows for 1500 active vehicles and a components screen that allows for 4500 active components.
Question 4
Posted: 2/21/2023
Question: are we allowed to have a quick call with the county or not until after submissions?
Response: Per the RFI, All communications relating to this solicitation must be submitted online using Vendor Registry. No other communication is allowed.
Question 5
Posted: 2/21/2023
Question: to clarify, you would wnat prcing on all 1500 vehicles and 4500 vehicle related pieces of equipment.
Response: The County is seeking a software solution for fleet management software. The County currently has a system that allows for 1500 active vehicles and 4500 active vehicle-related pieces of equipment. Any asset that goes out of service stays in the system as an inactive record, not counting towards those active numbers, but staying as a record. Pricing should reflect whatever the annual hosting would be for all items.
Question 6
Posted: 2/23/2023
Question: Is the County seeking a telematics platform as part of this bid? Also, does the County have an existing telematics platform that can integrate into the asset management system?
Response: The County is seeking information on a Fleet Management System and proposed solutions. This is not a bid.
Question 7
Posted: 2/27/2023
Question: In reference to Motor Pool Functionality What Motor Pool Management system does the County currently use? How many pool locations does the County operate, or plan to operate? Do any pool locations have key cabinets/kiosks? Does the County charge and bill back for reservations?
Response: Currently, the County’s motor pool functionality is integrated with our fleet management software, Fleet Anywhere. At this time, the motor pool doesn’t use it.
Question 8
Posted: 2/27/2023
Question: In reference to Integrated Fluid Management System: Who is the County’s current Fluid Management Vendor, what system is in use?
Response: Lincoln Lube has integrated into our fleet management system Fleet Anywhere.
Question 9
Posted: 2/27/2023
Question: In reference to Fuel Managment System: What is the County’s current Fuel Management System? Are there multiple Vendors? I.e. in-house and Commerical Cards.
Response: Currently, we are contracted with Mansfield for our consigned fuel management system. The need in that regard is the ability to take transactions from that vendor’s database and upload them into ours
Question 10
Posted: 2/27/2023
Question: In reference to GPS/Telematics: Does the County currently utilize telematics? If so, is the data imported/integrated with the current FMIS?
Response: The County does not currently use the GPS/Telematics functionality.
Posted: 3/16/2023
Type of Addition: No Action
Posted: 2/17/2023
Question: how many vehicles is this for? is this county wide or just for DES/EB?
Response: This is for the EB, but all of the County’s equipment; up to 1500 vehicles and up to 4500 vehicle related pieces of equipment.
Posted: 2/17/2023
Question: Please provide a breakdown of your vehicles/asset under management in the fleet software to the following categories. Please do NOT include “child” assets in these counts. A “child “asset is any asset regardless of the cost that is either temporarily, or permanently attached to another piece of equipment. You are welcome to keep “child” assets in the fleet software database for tracking purposes, but these “child” assets are at no cost to the Customer.: Standard Active Assets -are active parent assets (do not include child assets in this count) that are being maintained and tracked in the new software. In other words, active assets that have an original cost of $5,000 or greater and are not child asset to another piece of equipment. – Your Count ???? A Non-Standard Active Asset- is any parent asset (do not include child assets in this count) that is actively being maintained in your fleet which are originally valued at less than $5000 and more than $500. Again, please do not include child assets in this count. – Your Count ???? Fuel Only -These are vehicles where fuel data is tracked in FASTER. These are separate and distinct from the two other asset categories above. These counts should not be included in the above counts.
Response: This includes cars, trucks, trailers, etc. Currently we have 2 screens to store information: a fleet screen that allows for 1500 active vehicles and a components screen that allows for 4500 active components.
Posted: 2/20/2023
Question: In reference to Section H - Pricing Structure, please provide a breakdown of your vehicles/assets under management in the proposed fleet software to the following categories. Please do NOT include “child” assets in these counts. A “child “asset is any asset regardless of the cost that is either temporarily, or permanently attached to another piece of equipment. You are welcome to keep “child” assets in the fleet software database for tracking purposes, but these “child” assets are at no cost to the Customer.: • Standard Active Assets -are active parent assets (do not include child assets in this count) that are being maintained and tracked in the new software. In other words, active assets that have an original cost of $5,000 or greater and are not child asset to another piece of equipment. – Your Count ???? • A Non-Standard Active Asset- is any parent asset (do not include child assets in this count) that is actively being maintained in your fleet which are originally valued at less than $5000 and more than $500. Again, please do not include child assets in this count. – Your Count ???? • Fuel Only -These are vehicles where fuel data is tracked in FASTER. These are separate and distinct from the two other asset categories above. These counts should not be included in the above counts. Since FASTER will NOT be licensed for these assets to be used for maintenance or other accounting tracking, the price is discounted. - Your Count ????
Response: This includes cars, trucks, trailers, etc. Currently we have 2 screens to store information: a fleet screen that allows for 1500 active vehicles and a components screen that allows for 4500 active components.
Posted: 2/21/2023
Question: are we allowed to have a quick call with the county or not until after submissions?
Response: Per the RFI, All communications relating to this solicitation must be submitted online using Vendor Registry. No other communication is allowed.
Posted: 2/21/2023
Question: to clarify, you would wnat prcing on all 1500 vehicles and 4500 vehicle related pieces of equipment.
Response: The County is seeking a software solution for fleet management software. The County currently has a system that allows for 1500 active vehicles and 4500 active vehicle-related pieces of equipment. Any asset that goes out of service stays in the system as an inactive record, not counting towards those active numbers, but staying as a record. Pricing should reflect whatever the annual hosting would be for all items.
Posted: 2/23/2023
Question: Is the County seeking a telematics platform as part of this bid? Also, does the County have an existing telematics platform that can integrate into the asset management system?
Response: The County is seeking information on a Fleet Management System and proposed solutions. This is not a bid.
Posted: 2/27/2023
Question: In reference to Motor Pool Functionality What Motor Pool Management system does the County currently use? How many pool locations does the County operate, or plan to operate? Do any pool locations have key cabinets/kiosks? Does the County charge and bill back for reservations?
Response: Currently, the County’s motor pool functionality is integrated with our fleet management software, Fleet Anywhere. At this time, the motor pool doesn’t use it.
Posted: 2/27/2023
Question: In reference to Integrated Fluid Management System: Who is the County’s current Fluid Management Vendor, what system is in use?
Response: Lincoln Lube has integrated into our fleet management system Fleet Anywhere.
Posted: 2/27/2023
Question: In reference to Fuel Managment System: What is the County’s current Fuel Management System? Are there multiple Vendors? I.e. in-house and Commerical Cards.
Response: Currently, we are contracted with Mansfield for our consigned fuel management system. The need in that regard is the ability to take transactions from that vendor’s database and upload them into ours
Posted: 2/27/2023
Question: In reference to GPS/Telematics: Does the County currently utilize telematics? If so, is the data imported/integrated with the current FMIS?
Response: The County does not currently use the GPS/Telematics functionality.