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Philip D.Lanoue, Ph.D Superintendent

Veronica Jackson Office of Purchasing & Contracts

DATE:

March 16, 2015

TO:

All Prospective Vendors

FROM:

Veronica Jackson, Purchasing and Contracts Coordinator

SUBJECT: ADDENDUM NO. 1 – RFP# 15-0320, FLEET MAINTENANCE SYSTEM SOFTWARE All respondents are hereby advised of the following amendments to the Request for Proposals (“RFP”) document which are hereby made an integral part of the proposal documents for the subject contract, prepared by the Clarke County School District (“CCSD”). Proposals submitted shall be deemed to include contract document information as shown in Addendum No. 1. Respondents shall be required to acknowledge receipt of this addendum in their proposal response. Failure to acknowledge receipt of this addendum by the respondent may result in the rejection of their proposal response. This addendum must be completed, signed and submitted with your proposal response to be considered for award. If you have already submitted a proposal, please complete the addendum and submit same in a sealed envelope, clearly marked with the “RFP# 15-0320, FLEET MAINTENANCE SYSTEM SOFTWARE”, response date, and return address. This will be accepted as part of your proposal response, PROVIDING IT IS RECEIVED BY THE PURCHASING DEPARTMENT BY THE TIME AND DATE SPECIFIED IN THIS DOCUMENT. The Addendum becomes a part of the Original document and Modifies, as noted below: I. QUESTIONS & ANSWERS (Answers in Red) 1. Do you need to be added as an additional insured and listed as such on the certificate we provide with our proposal or can you be added as an additional insured upon award? We will need a copy of your COI with proposal submittal; we will need to be added as an additional insured upon award. 2. On page 5 it mentions surety/performance bonds but starts with “If required by the proposal instructions…” I didn’t see anywhere where it mentions if it is required or not – can you please clarify if it is or not? If it is required, please let me know the amount. "If required", no bid bond is required for this proposal. 3. May I have a copy of the file specifications for the Munis/Tyler work order and purchase order transaction import into Tyler? Currently, we have not determined how much or which files we will import into MUNIS. This will be considered a Value-Add if firms can provide solutions of this capability. 4. How many assets will your team be tracking in RTA ( number of assets you wish to carry cost reporting and repair history on) 250? Estimation around 250 5. Approximately how many users (by role) will require training? We will have 15 users 6. Does the District have legacy data to be converted into the new solution? If so, does the District want summary of the data or detail of each work order? Also, approximately how much legacy data needs to be converted? We would like all Data converted from our old Dolphin system and stored in a separate file from the new Data such as work orders it would be best if this was detailed. 7. Would the District prefer hosted or self-hosted solution? We would prefer data to be hosted in an offsite server.

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ADDENDA No 1

RFP# 15-0320, FLEET MAINTENANCE SYSTEM SOFTWARE

MARCH 16, 2015

8. Approximately how many vehicles/ and or pieces of equipment will be tracked using the proposed solution? We will be tracking around 175 buses and 50 fleet service vehicles. This number will vary year to year by up to 20 vehicles. 9. Does the district have a budget allocated for this project and if so can the amount be revealed? Budget allocation is not available. 10. What information from the proposed fleet solutions needs to go to the Munis system and how often? Currently, we have not determined how much or which files will import into MUNIS. This will be considered a Value-Add if firms can provide solutions of this capability. 11. Our engineers are available within normally 1 business day, but we don’t have an engineer waiting for calls. If the School System called our 1-800 number would an 8 hour turn around be acceptable and does the contractor have the ability to bill for such Hotline calls? Provide solutions within your RFP proposal. 12. If down-selected for a live demonstration and interview session, is it possible to have more than one hour for this? Typically a live demonstration to cover the details described, as well as an interview process, would take more than one hour. The Evaluation Committee will evaluate if additional time is needed and advised the vendor. 13. Does Clarke County School District desire a Software as a Service (SaaS) solution (ie: Monthly subscription fee and no license purchase) or does CCSD desire to own their software licenses and host the solution themselves or through a hosting provider? Per RFP, internet based through a hosting provider. 14. What is the estimated number of users, by role? ie: Executives, Maintenance Supervisors, Maintenance Managers, Mechanics/Techs, Drivers, Inventory Management personnel, other. Please provide a description of each role that is expected to utilize the new Fleet Management Solution and what the expectations of the role (with regard to the system) are. A total of fifteen (15); 2 supervisory and the remaining mechanics. 15. The MUNIS financial system is mentioned in the RFP - can you provide the file specifications for the information expected to/from the Fleet Management Software solution. Currently we have not determined how much or which files will need to be imported into MUNIS. This will be considered a Value-Add if firms can provide solutions of this capability. 16. No mobile requirements are mentioned for the software solution being proposed. Is mobile access to the solution required? If so, will the mobile devices always be in a connected mode (wifi or cell) or will disconnected functionality be required? As we are requesting internet based services, mobile accessibility should be available on any (mobile) device. 17. The RFP states: “Proposer will provide technical support for installation of software and interface with Zonar, MUNIS, FuelMaster fuel management or other software currently used by Clarke County School District”. Exactly which interfaces should be assumed for the services estimate of this proposal response? This will be considered a Value-Add. Firms can provide solutions of this capability. 18. The RFP mentions the need to mark up prices for use on work orders. What is the nature of these markups? Are they the same across the board or do they vary depending on contracts that are in place or other factors? Please describe this business requirement in more detail. Same across the board; firms can provide solutions of this capability.

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ADDENDA No 1

RFP# 15-0320, FLEET MAINTENANCE SYSTEM SOFTWARE

MARCH 16, 2015

Proposal Due Date will remain the same: Friday, March 20, 2015 at 1:00 PM.

_______________________________________________________ ____________________________________________________

Name of Bidder

Address

_______________________________________________________ ____________________________________________________

Signature

Date

Unless otherwise changed by an addendum, all other information will remain the same.

END OF ADDENDA 1

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ADDENDA No 1

RFP# 15-0320, FLEET MAINTENANCE SYSTEM SOFTWARE

MARCH 16, 2015