Inactive

This is a Request for Information (RFI) announcement. This RFI will support our on-going market research to identify potential sources that can provide a web-based, all-inclusive (off the shelf) fleet... This is a Request for Information (RFI) announcement. This RFI will support our on-going market research to identify potential sources that can provide a web-based, all-inclusive (off the shelf) fleet management software/hardware package purchase or lease for one year with four one-year renewable options. The software/hardware package must provide tracking, scheduling and reporting of government vehicles (GOV’s) utilization. It must be FedRAMP-compliant. Additionally, the fleet management software/hardware package shall have the ability to assist with right-sizing of the CSOSA fleet. 2. The fleet management software/hardware package shall: a. Be web-based and provide the ability to reserve a GOV. This should include touchscreen kiosk and key box unit. b. Include Dashboard Screen for Administrator which indicates: i. Fleet Statistics – totals for vehicles in fleet, number of users, today’s requests, current/last year requests, average requests per day, and maximum requests per day. ii. Current Vehicle Availability per vehicle type iii. Vehicles Departure/Return – includes requestor, time reserved, departure and returned, and indicators to identify which requests have been approved and assigned. iv. Fleet Activity – includes requests that are pending, approved, changed, cancelled, late pick-up/return. v. Fleet capacity/Demand Chart/Graph – indicates the time of day when utilization peaks. c. Include pulldown tabs for fleet manage, reports, tools, helpdesk, settings. d. Include “welcoming page” for log on, new user registration, and global messages from the system administrator. e. Have access control levels that consist of: i. System Administrator – Ability to add/delete GOVs from inventory, disable GOV availability for maintenance/repair services or issues, assign GOVs when Site Coordinator/Dispatcher is unavailable, generate/manage fleet reports, create/cancel vehicle requests, and access to the display screen to view the entire fleet. This is the highest level of accessibility. ii. Site Coordinator/Dispatcher – Ability to assign GOVs to end-users, disable GOV availability for maintenance and repair issues at a specific field site, ability to create/cancel vehicle requests, and access to the display screen to view fleet at a specific field site. iii. Supervisor – Ability to approve/disapprove end-users vehicle requests, and access to display screen to view their staff’s vehicle requests and activities. iv. User/Requestor – Ability to create/cancel vehicle requests, and access to display screen to view their vehicle requests and activiti f. Provide at each field site an electronic, lockable key box along with a touchscreen kiosk which will automatically unlock the key box to retrieve and return vehicle keys during Check-Out and Check-In. g.Display real time vehicle availability information for the requester, reserve the vehicle, and go through approval process, all on line (workflow enabled). Additionally, it should allow the requester to Check-Out and Check-In the vehicle automatically. h. Have an automated clearing of unused partial day reservations within 2 hours and full day reservations within 24 hours. i. Have automated messaging to the system administrator when drivers leave comments about the vehicle during the time of check-in. j. Provide user created profiles with the ability to store and track all drivers’ information, to include at a minimum, the Driver’s Name, Driver’s License Number, State and expiration date (as confidential information only); the Driver’s office location, phone number, cell number and immediate supervisor’s name. These fields should be required in profile. System should alert administrator, end-user and supervisor when expiration date expires. Until expiration date is updated, the system should automatically disable vehicle assignment and approval. k. Allow end-uses to enter comments when checking in vehicle for issues they experienced while driving the vehicle. The system should alert the system administrator, via email, when this field is populated. l. Mandate the end-user to enter mileage and fuel levels during check-in of vehicle. The fuel level must be provided during check-in. m. Allow end-users to indicate parking space numbers, when stacking assignments are required at field site parking facility. n. Upload/Export of external files (Word, Excel, PDF files, etc.) in order to track accidents, traffic violations and other fleet related information such as history on maintenance and repair services. In addition, it should have the ability to attach photos and documents within reports. o. Provide traffic violation management feature that would track the driver’s name, license #, team, the date, time, and location of the violation, ticket/citation number, the violation type, the fine assessed and its payment status, the vehicle tag number, and accident tracking # (if an accident is involved). The fleet management system should be able to track the total number of tickets by drivers. This information can be obtained from uploaded file document. p. Provide an accident management feature that would track driver and passenger information, police report number, damage category to vehicle, such as: none; minor – no repair needed, minor – repair needed, major damage, vehicle totaled, vehicle tow status (yes/no,) and tow cost, cost for repair, other vehicle involved (yes/no); other driver name and contact number, vehicle and passengers; and a comment/note section, as well as status section with options, such as: 1) referred to counsel yes/no, and 2) pending additional information; and, 3) no further action required. This information can be obtained from uploaded file document. q. Able to generate reports that include but are not limited to following listed data: i. Accidents – all data fields as needed ii. Vehicle Status – availability iii. Mileage – per vehicle or as fleet; per month/quarter/year, etc. iv. Vehicle Use (report or reports needed to if there are excess vehicles or the potential need for additional vehicles) v. Maintenance – all fields as needed vi. Traffic Violations- by driver, vehicle, team, time period vii. Warranty Status – per vehicle and number of years remain viii. Repairs – by type, vehicle, team, cost, service date ix. Recalls – number of current/past r. Include onsite comprehensive staff training, and off site helpdesk support for the life of the contract. s. Provide maintenance plans for both software and hardware. t. Provide information on GPS capabilities, if available. u. Provide preventive Key Box hardware maintenance. v. The vendor shall repair the key boxes, as required. w. The vendor shall name the provider for the key boxes, if other than the vendor. x. The vendor shall respond to helpdesk calls within two hours. y. The vendor shall a provide hands on demo of the software and the key boxes. 3. All responsible sources who believe they have a fleet management software solution to the above requirement may contact CSOSA to schedule a demonstration of a fleet management software solution in accordance with paragraph 4 below. The Government is not responsible for any cost related to conducting a demonstration nor is the Government committed to purchase any software solution presented. 4. Requests for an appointment to conduct a demonstration of the fleet management software solution can be made through January 24, 2020, 3:00 PM Eastern Daylight Time (EDT). Presentations will be conducted at CSOSA, 800 North Capitol St., NW, Washington, D.C., 20002-4260. An internet connection will be provided. All other equipment/materials are to be provided by the vendor. Each presentation is limited to one hour (45 minutes for the presentation + 15 minutes for questions and answers). A maximum number of three (3) personnel representing the vendor may participate in the presentation. 5. All presentation requests shall be made via email to kendra.freeman@csosa.gov. The email shall include in the subject line: “Response to Fleet Management Software Solution” and shall include the following informatio a. Complete company name; b..Complete business address; c.. Company point of contact name, phone number, and email address; d. Company Tax ID (TIN); e. Company DUNs; f. Small Business Size Standard for the NAICS identified below; g. Whether company is registered in SAM. If not registered in SAM, identify plans for completing this registration. h. Whether the fleet management software solution is available on any strategic source vehicle, such as GSA Schedule (if so, identify the schedule and Special Item Number (SIN)), NASA SEWP, NITAAC (if so, identify the category, e.g. CIO-SP2i or CIO-SP3, etc.). If the solution is not available on any strategic sourcing vehicle, then the response for this element should be “Not available on any strategic sourcing vehicle.” Requests for demonstrations that do not include all of the above information will be returned and may be resubmitted with all of the required information. 6. Information received as a result of this RFI will be considered solely for the purpose of developing a competitive requirement. This RFI does not constitute a solicitation for bids, quotes, or proposals, and it is not to be construed as a commitment by the Government to enter into a contract, nor will the Government pay for the information submitted in response to this RFI. All information contained in this RFI is preliminary as well as subject to modification and is in no way binding on the Government. The North American Industry Classification System (NAICS) Code is 541511, Software Publishers, and the U.S. Small Business Administration small business size standard is $30.0M. 7. Any questions regarding this RFI, must be sent via email to kendra.freeman@csosa.gov.